Local governments should develop standard requirements of what they expect from vendor quotes. Any quotes received should be consistent with these requirements and should clearly describe the exact services and products that are included. All quotes must be included in the application. Lack of consistency between vendor quotes and lack of clarity or detail in quotes can reduce a grant application's chances of funding. Describe the current system , including workflow, problems, and costs.
Address records management issues as part of a general business process improvement.
Indicate the results expected from the project , i.e., a report that provides a solution and a means to implement the solution, including a description of specific work steps, resource needs, staff requirements, and a timetable. Justify the need to implement a change from the current system. System development and technology acquisition will not be wholly funded. However, funds will be available for hardware and software that have a direct impact on the creation, management, and preservation of or access to records. Such software could include any software needed to implement a new way of creating and maintaining electronic records.