Enterprise Document Management Solution - Victor Valley College

tacitmarigoldInternet and Web Development

Jan 25, 2014 (3 years and 4 months ago)

277 views





Victor Valley College District

18422 Bear Valley Road

Victorville, CA 92395
-
5850

Attn: Frank Smith







V
ICTOR
V
ALLEY
C
OLLEG
E
D
ISTRICT

R
EQUEST FOR
/P
ROPOSAL
/


FOR
:

E
NTERPRISE
D
OCUMENT
M
ANAGEMENT
S
OLUTION



V
ICTOR
V
ALLEY
C
OLLEGE
D
ISTRICT

D
ATE
:

2

APRIL

2012

P
ROJECT

#
:

IT001

P
ROJECT
D
UE
D
ATE AND
T
IME
:

25

A
PRIL
2012

(NLT

3:00

PM)




Table of Contents

Deployment Options Summary

3

Introduction

4

ORGANIZATION Information (“About Us”)

4

PROJECT OBJECTIVES

4

PROJECT SC
OPE

5

Product Demonstrations

6

Deployment STRATEGY

6

Flexible Capture Configuration

6

TIME LINE

6

CONTACT INFORMATION

7

CONDITIONS

7

EVALUATION CRITERIA

8

Vendor Response Format

8

Executive Summary

10

Section 1: Vendor Profile

10

Co
mpany Overview

10

Relationship to Manufacturer

10

Finance and Legal

10

Patents

10

Partnerships

11

Industry Leadership and Recognition

11

General Software Functionality

11

Integration

11

Integrated Workflow

11

Support for Regulatory and O
perational Compliance Initiatives

11

Support Ease of Use

11

Deploy Rapidly

11

Comprehensive Support Options

12

Section 2: Software

12

Section 3: Professional Services

12

Section 4: Product Training and Product Support

12

Section 5: Hardware

13

Appendices

14

Appendix 1: Software Functional Requirements Table

15

Appendix 2: Contracts

44

Exhibit A: Vendor’s Standard Terms and Conditions

45

Exhibit B: Vendor’s Software Maintenance and Support Contract

47

Appendix 3: Additional Materials

48




D
EPLOYMENT

O
PTIONS
S
UMMARY

In the “Introduction,” “Project Objectives,” and/or “Project
Scope” sections on the following page,
describe the type of deployment option you organization prefers. For reference, content management
systems



at the single department or enterprise level


can be deployed in a variety of ways, each with
their own advantages depending on what an organization is seeking in a solution. Key considerations
include
:


1.

Licensing:

You may purchase licenses outright

(referred to as “perpetual licensing,”

up

front; or

you may subscribe to licenses for a fixed initial term


typically 36 months


with

a

lower up
-
front

capital expenditure

and low, regularly scheduled payments
.


2.

Hosting:

This refers to the physical location of your software, hardware and data. Organizatio
ns
with sufficient IT resources may
prefer
to host their own solutions internally on their premises.
Others may choose to have the vendo
r host the solution in a secure

data center
. Again, e
ither

option
offers

great benefits depending on your

particular

nee
ds

and IT best practices
.


3.

Administration:

This refers both to the software and to t
he hardware and infrastructure.


In a traditional
on
-
site
deployment, you purchase the software. The software is installed and
configured on your servers and
workstations
a
t your site. Your IT staff
bears administrative
responsibility
for tasks like adding or deleting users, configuring user, group, document

or other
access rights and levels, and running routine maintenance and backups.


Depending on your needs, you could ha
ve the vendor host your hardware, software and data, but
keep the admin rights for your IT staff to manage remotely. Conversely, if you have limited IT
resources, you could keep the server, software and solution on your premises, but allow the
vendor to re
motely administer any changes such as nightly

or weekly

backups of your data or
adding or deleting users.


While
the information above
does not touch on every possible deployment option,
it does illustrate that

there are many possible
deployment
options
.
You simply need to decide what is

right for you
r
organization

based on your business requirements
, technical environment, and preferences
.


Deployment
Option


Licensing

Solution Location

Administration
1


Purchase

(“Perpetual”)

Subscription

Customer

Data
Center

Vendor Data
Center

Customer

Vendor

“Traditional”











Hosted











Subscription
on Premises











S
oftware as a
Service














1

“Administration” encompasses a wide array of activities from adding a new user to coordinating online, offline and offsite
backup and storage of your data. Vendors should be prepared to clearly define the specific administrative tasks they will per
form
ve
rsus those that the customer will be required to perform. Vendors sometimes offer to perform a subset of administrative tasks

typically performed by the customer when the customer lacks sufficient IT resources. Think of “Traditional/Perpetual” as
customer
self service, such as an organization’s internal e
-
mail client. On the opposite end of the spectrum, Software as a Service
is a full
-
service solution such as Salesforce.com where all management and ongoing maintenance is executed by the vendor.


I
NTRODUCTION

Victor Valley Community College District is looking for a
n

Enterprise Document Management
Solution

that will primarily meet the need of Student Services, but
untimely

meet the needs for the entire
enterprise. This solution must provide for a seamless connection to the campus Student Information
System (Datatel C
olleague), while allowing
standalone use by other District programs and
functions
.


ORGANIZATION

INFORMATION

(“ABOUT US”)

Victor Valley College District is located at 18422 Bear Valley Road, Victorville, CA 92395
-
5850

Number of Employees: 900

Initial
Sys
tem Deployment: at
seven

locations/departments

Current number of image files in
i
mage/
i
ndex storage:
2,743,561

Current space used for the image/index storage: 596GB



PROJECT
OBJECTIVES

Our objectives for the deployment include:



Integrate with Datatel
Colleague Student Information System
, this integration must require little
or no program development and provide a seamless connection.



Provide solutions/options for phased installation of products including a roadmap of requirements
for future expansion.



Proposed time
-
line for the implementation and deployment.



Integrate with

Datatel Portal

(minimum) and

Microsoft SharePoint

(optional)
, including price
points for solutions



Provide stand
-
alone support for non
-
Datatel Colleague Student Information System use
rs



Integrate with standard Microsoft Office applications and programs
, especially in the case of
stand
-
alone use of the solution proposed.



Ability to use

any
existing Xerox MFP

and other

scanners for adding documents to storage



Provide a list of compatible

scanning devices for the proposed solution and life expectancy of
equipment.



Initial installation/solution will include at a
minimum
, document scanning/integration with
Datatel Colleague Student Information System



Initial installation/solution will includ
e at a minimum, document scanning/integration with non
-
Datatel Colleague Student Information Systems (such as standard Microsoft office applications)



Provide read/print access for an unlimited number of users



Provide training on
all
solution
s

provided



Prov
ide e
-
form creation and workflow management
,

including any price
points

for
this option.
Plan on an initially creating 10 forms while providing the appropriate training for at least 5
personnel. Provide additional price points for the development of addi
tional forms.



Provide users with simple electronic access to documents, records and information.



Streamline the processing of documents and information, including the ability to capture
Paper
documents, emails, faxes, transcripts and other records
and subm
it them directly to workflow for
processing.



Provide staff with instant and simultaneous access to documents.




Create quality images of handwritten or electronically created documents

and meet legal
requirements for Title
IV and V

requirements
.



Partner wit
h a stable company with quality references.



Provide a compelling price with rapid return on the investment.



Provide an optional solution for e
-
forms with price points for developing and/or assisting the
campus
in

development of e
-
forms.



Provide optional on
going support with several price points



Provide an assessment and suggestions of
end
-
user

computer requirements and specifications
required to integrate with the proposed solution.



Migrate all current image and index files with appropriate metadata to the
proposed
system
/solution.



Provide and option for
back scanning

and indexing documents
, with various price points.



Allow for redaction of information within any document
or stored
imaged.



Provide workflow support for all documents



Provide OCR scanning as
option



The initial rollout will include 10 scanning stations, 17 power users, and 54 document retrieval
work stations



Provide costs and options for Document scanning and retrieval, e
-
forms, workflow,
OCR,
redaction, and SharePoint integration as a minimum



Provide compatibility information with common operating systems such as Win 95, Windows
Vista, Windows Seven,
etc.


PROJECT SCOPE

The solution will provide for an enterprise imaging, storage, and retrieval solution with multiple secure
levels of access. Th
e current imaging solution is based on the Hershey Systems (Singularity)

that
contains
between approximately 2.7

million images (thumbnail and full image)

and indexes
.
The storage for these
files comprises about 596GB of storage.
These current images will
need to be migrated to any new
solution
including

all metadata, indexing currently used. The District has hundreds of forms that will need
to be converted to e
-
forms, however, initially we will want at least 10 personnel to undergo training to
convert appr
oximately 10 paper forms to e
-
forms. The remaining District forms will be converted in
house.

Data validation will be conducted by each depa
rtment as documents are scanned and stored.

This project should only minimally interfere with the normal operations

of the campus.


This section details our intended scope of deployment. Departments participating in the scope of this
project include:


Department / Business
Process


Estimated
Concurrent
User Count


Business Application(s) and Version


# of Scanning
Sta
tions


1.

Admissions and
Records


10

retrieval


Datatel Colleague

and MS Office


2


Document Type(s):

Transcripts and other documents

2.

Financial Aid


10

retrieval


Datatel Colleague

and MS Office


2


Document Type(s):

Various

documents

3.

Counseling


14

retrieval


Datatel Colleague

and MS Office


2



Document Type(s):

Various

documents

4.

DSPS


5 retrieval


Datatel Colleague

and MS Office


1


Document Type(s):

Various

documents

5.

EOPS


5 retrieval


Datatel Colleague

and MS Office


1


Document Type(s):

Various documents

6.

CalWorks


5 retrieval


Datatel Colleague

and MS Office


0


Document Type(s):

Various documents

7.

Human
Resources


5 retrieval


MS Office Applications


2


Document Type(s):

Various documents






PRODUCT DEMONSTRATIO
NS

As part of the
evaluation process, we require a live integration demonstration for vendors chosen as
finalists. Each vendor must prove its ability to configure the proposed solution to integrate with our
business application(s) without programming. Selected vendors must
demonstrate on
-
site integration with
the application(s) listed in the previous table.


DEPLOYMENT

STRATEGY


The
initial

deployment will be for Ad
missions and Records, Financial

Aid,
DSPS, EOPS, CalWorks,
Counseling
and Hu
man Resources. The remainder of the campus will be
deployed

over time and wil
l
require comprehensive train

the trainer
type instruction on the use and deployment of the imaging
solution.


The solution will
ultimately

be deployed at remote location
s

that ar
e logically connected to the district
networking infrastructure. The district intends to purchase the software up front and manage the solution
ourselves. Some type of maintenance agreement will need to be in place. However other options for this
deploym
ent

(SaaS, Hosted, subscription,
etc.
) will be reviewed for possible consideration.



FLEXIBLE CAPTURE CON
FIGURATION

We require a solution that allows
for
distributed scanning

and
distributed
capture functions
.

The initial
deployment will
consist

of 10

sca
nning locations located in separate areas of the campus



TIME LINE

Vendors will be required to adhere to the following time line. Any modifications to the time line will be
communicated via an
addendum (sent by e
-
mail/posted to our website).



Date

Milestone



April 2, 2012

RFP released

April 2


April 13,
2012

Advertisement

April 9


April 13,
2012

Vendor questions due

by 5:00 PM 13 April, 2012


April 18, 2012

Responses to vendor questions distributed

April 25, 2012

RFP responses due
,

no later than
3
:00 PM PST

April 30, 2012

First round evaluation; finalists named

May 7, 2012

On
-
site demonstrations

and interview

May 8, 2012

Selection of vendor/
Project award

May 14, 2012

Submission to the BOT for June 12, 2012 Meeting

June 12, 2012

Board of Trustees Review

July 9 2012

Project kickoff: Planning begins


CONTACT INFORMATION

Any questions regarding this document must be submitted via e
-
mail
to
Frank Smith

at
frank.smith@vvc.edu
. Your question
(s)

and our response
(s)

will be forwarded to

all participating vendors
in a timely fashion

(based on the timeline/schedule above)
.
Any changes to project scope or deadline will
be communicated via an
addendum (e
-
mailed to your address of record).



CONDITIONS



Vendors are responsible for all costs as
sociated with the preparation and delivery of their
proposals.



Vendors are responsible for all costs associated with travel for bidder conferences and on
-
site
demonstrations.



Questions regarding this document are due by 5:00 p.m
.
April 13
, 20
12
, via

e
-
mail to
frank.smith@vvc.edu
.

All RFP vendor questions

send via email

must have

the following subject
line: “Enterprise Document Imaging Solution Questions,
vendor name
”. (Replace the vendor
name wi
th your company name).

Victor Valley College is not responsible for any network issues
that may delay your email.
R
esponses will be compiled and distributed to all vendors via e
-
mail
on
April 18
, 20
12
.



Proposals

(1 original and 5 copies)

are due by 3
:00 p.m.,
April 25
, 20
12
,

to:


Frank Smith

Executive Dean of Technology and Information Resources

Attn: Theresa Bazurto

VICTOR VALLEY COMMUNITY COLLEGE DISTRICT

18422 Bear Valley Road, Victorville, CA 92395

Building 21, Room 110

Tel: 760
-
245
-
4271 Ext.
2314 or Ext. 2333





In order to be considered, one (1) original and five (5) copies of the proposal must be received by
the District at the address stated below by personal delivery or by U.S. Mail by the following date
and time: April 25, 2012, by 3:00pm



The District reserves the right to reject any proposal received after the deadline stated
immediately above.



Proposals must be completed according to the instructions provided in this section and throughout
this document. Incomplete proposals will be disqu
alified. In particular, vendors must provide
responses to each requirement in Appendix 1:
Software Functional Requirements Table
. During
on
-
site demonstrations, if selected, vendors should be prepared to demonstrate any of the
cited
functionality
upo
n requ
est.



Vendors should provide their standard terms and conditions,
software
maintenance agreements
and
related

contractual documents related to this proposal where indicated.



Summary p
ricing should be pres
ented
in
the executive summary.

This should include a
ll
options/suggestions and pricing associated with this project.




All reasonable steps will be taken to ensure the privacy of vendors. Vendors will mark any
confidential or proprietary information as such in their proposals. Proposals will be circulated
am
ong

the evaluation committee only. Unsuccessful proposals will be destroyed pending award
to the successful vendor(s).



EVALUATION CRITERIA

Proposals received by the stated deadline will be evaluated
based in no particular order on the following
:



The
proposed solution’s ability to meet the general and specific requirements that have been
detailed in this document.



Whether the vendor is the
manufactur
er of the software solution, a reseller or third
-
party partner.



The proposed solution’s ability to
integ
rate
non
-
programmatically

with existing business
applications.



The vendor’s ability to provide an affirmative and comprehensive response to each of the
requirements in this document.



Product functionality that is

currently

part of the
manufactur
er’s

produc
t.



Other functionality included in the
manufactur
er’s product which may not be included in the
initial scope of deployment, but may be desired in a future phase of the project.



Total projected cost of the proposed solution.



Projected time line to complete

implementation.



Vendor experience in
providing
similar
document
management

solutions

at least 3

other higher
education institutions




Compliance with delivery requirements as specified in this document.



Integration with existing campus applications (Share
Point, Datatel Colleague
, Microsoft Office
)



Integration of solution other parts of the proposed solution.


VENDOR RESPONSE FORM
AT

Vendor responses to this document should follow the outline provided below, with details on the
subsequent pages. You should r
espond directly and thoroughly when prompted.



1. Executive Summary

2. Vendor Profile


3. Software Components

4. Professional Services

5.
Technical Services (
Training and Support
)

6.

Detailed P
ricing



Licenses, Maintenance and Support, Professional Servic
es, Training, Hardware
, and
optional and/or proposed solutions.

7.
Appendices

Appendix 1:
Software Functional Requirements Table

Appendix 2:
Contracts


Exhibit
A
: Vendor’s Standard Terms and Conditions

Exhibit
B
:
Vendor’s
S
oftware
M
aintenance and
S
upport
Contract

Appendix 3
: Additional Materials (
A
dditional supporting materials such as case studies
, brochures or data
sheets
. Include product technical specifications for the shipping version of your product, as we
ll as an

ROI report

conducted independently b
y a third
-
party provider.
)



E
XECUTIVE
S
UMMARY

Include

the following information in your
executive summary
.




Summarize your understanding of our business requirements.




Detail

your understanding of our environment
, our current
business process challenges

an
d how
the proposed solution will resolve these challenges
.



Provide

summary
pricing

for the proposed software

licenses
,
professional
services,
technical
services (
training
, maintenance and support)

and
applicable
hardware components.


S
ECTION
1:

V
ENDOR
P
ROFILE

C
OMPANY
O
VERVIEW

We require the chosen Vendor to have an excellent record of accomplishment with its customers and to
operate profitably ba
sed on sound business practices
. Describe your position in the enterprise
document
management sector
.


In add
ition, p
rovide

at least three
higher education
institutions

(
preferably from a California Community
College)
references from customers curren
tly using the proposed
document
management solution
integrated
with
Datatel Colleague
.

Shortlisted vendors will be
asked to coordinate meetings or site visits
between the judging committee and reference account contacts.


R
ELATIONSHIP TO
M
ANUFACTURER

It is our strong desire to deal directly with the software
manufactur
er
. Clearly state whether the Vendor is
the
manufacturer

of the proposed solution, an authorized reseller or a third
-
party partner.


Describe the Vendor’s ownership structure. If the Vendor is a reseller, also describe the software
manufacturer’s

ownership structure.


F
INANC
E AND
L
EGAL

State whethe
r the vendor and the vendor’s parent company (if applicable) operate at a profit.


Clearly state the percentage of annual revenue that is directed toward research and development. If the
Vendor is not the software solution’s
manufacturer
, provide this information for the
manufacturing

entity.


State the Vendor’s average growth

percentage

over the last five fiscal years. What were the Vendor’s total
sales in the last
five fiscal years
?

If a reseller, provide this information for the
manufa
cturer
.


P
ATENTS

Does the Vendor

hold

any patents

for the proposed
document
management solutio
n, or for related
technologies?

Provide detail.



P
ARTNERSHIPS

List
major

industry
,

strategic and/or certif
ied partnerships and the nature

of each relationship.

Identify partners who also use the

proposed

software.

To what extent does the Vendor use the proposed solution

internally
? If not at all, why not?


I
NDUSTRY

L
EADERSHIP AND
R
ECOGNITION

List awards or honors the Vendor or its products have earned.

If a resel
ler, list the
manufacturer
’s awards.


G
ENERAL
S
OFTWARE
F
UNCTIONALITY

We require a
document
management solution that provides functionality for image capture, indexing,
storage, retrieval, display and distribution via print, fax or e
-
mail. The solution must

include integrated
workflow software that provides easily implemented automation of document
-
centric and task
-
based
processes.


I
NTEGRATION

We
require a
document

management solution that integrates with
our Datatel Colleague Student
Information System

wi
th
no

modification of
our
existing application systems or database tables
.

Does your system support this requirement, and if so, how? Vendors will be required to
demonstrate this if selected for the next round of consideration.

I
NTEGRATED
W
ORKFLOW

We requ
ire a solution that includes document
-
centric and task
-
based workflow functionality.
Workflow should be configurable by users via a graphical design tool. The solution should
support a rich array of routing options, inbound/outbound processing controls and

trigger/alarm
mechanisms.

Please describe how the proposed solution meets these requirements.


S
UPPORT FOR
R
EGULATORY AND
O
PERATIONAL
C
OMPLIANCE
I
NITIATIVES

We
require a
document
management solution that supports
our
compliance initiatives. The proposed
solution must provide a comprehensive set of configuration options and controls for access management,
security implementation, and comprehensive audit and activity tracking

and
reporting. Clearly state
which
industry standards and regulatory acts with whi
ch

the Vendor’s solution is
compliant
.



S
UPPORT
E
ASE OF
U
SE

We require a solution that provides an intuitive user experience.
Please describe how the proposed
solution supports this requirement.


D
EPLOY

R
APIDLY

We require a solution whose deployment limits time on site. In
the section entitled “Professional
Services,”

state the
v
endor’s on
-
site presence including the number of personnel to be expected. Also
provide a narrative
or provide supporting documentation
desc
ribing the Vendor’s project methodology
and other important aspects of the implementation process.



C
OMPREHENSIVE

S
UPPORT
O
PTIONS

We prefer to purchase a
solution

directly from the
manufacturer
. Also, we require direct support from the
manufacturer

o
f the
proposed solution. Describe the Vendor’s support mechanism, stating clearly whether
support is provided directly by the Vendor or by a third
-
party. In
the section

entitled

Product
Training
and
Product Support,”

provide detailed comments regarding th
e Vendor’s training

options and support
structure

and attach any supporting documentation
.


S
ECTION
2:

S
OFTWARE

Include

the following information in your proposal.




Include line
-
item detail



including brief descriptions


of each software component proposed as
part of the
V
endor’s solution.


S
ECTION
3:

P
ROFESSIONAL
S
ERVICES

Include

the following information in
your proposal.




Explain your services benefits.



Describe your project methodology regarding implementation of the
solution.

Include a breakout
of expected roles and responsibilities.
Attach supporting documentation as needed.



List key
s

to project success as you define them.



Describe available services for converting our existing data to the system proposed as part of
your
solution.



Define any assumptions or constraints based on your understanding of our requirements.



Discuss any additional, post
-
implementation professional services you offer.



Finally,
detail the specific services related to the proposed solution.



S
ECTION
4:

P
RODUCT
T
RAINING AND
P
RODUCT
S
UPPORT

Include

the following information
regarding training and ongoing support options
.



Discuss your training options
.

o

C
ourses

offered

o

D
elivery methods

and requirements




Discuss your product support structure.

o

Hour
s of availability

o

Telephone support

o

Point of contact for support issues

o

Online support
including
website, chat, e
-
mail,
online
communities
, message boards,
discussion groups or self service options

o

Documentation



S
ECTION
5:

H
ARDWARE

Discuss any hardware
required as part of the proposed solution
.





A
PPENDICES

The

Attachments


section of vendor proposals should include at minimum the following sections,
labeled as indicated.


Appendix 1:
Software Functional Requirements Table

(
includ
ed)

Appendix 2:
Contracts


Exhibit A
:
Victor Valley College
’s Terms

and Conditions


Exhibit
B
:
Vendor’s Standard Terms and Conditions

Exhibit
C
:
Vendor’s
S
oftware
M
aintenance and
S
upport
Contract

Appendix 3:

Additional Materials (a
dditional supporting materials such as
Software Technical
Specifications
for the shipping version, an ROI report prepared by an independent auditor,
case studies
,
brochures or data sheets)





A
PPENDIX
1:

S
OFTWARE
F
UNCTIONAL
R
EQUIREMENTS
T
ABLE

Instructions: Respond to each of the following requi
red features.

Use the “Details” field following each requirement to elaborate on the solution’s ability to meet or exceed
the stated requirement. Limit narrative to a maximum of one page per item. References to additional
supporting materials alone will be

considered non
-
responsive. Sufficient information should be included
in response to each requirement as to provide a clear understanding of the proposed solution’s compliance
in each case.


Note:

Features that are not currently shipping as of the due date

of this
document

must be identified in
your response. Functionality in
b
eta testing may not be considered as currently shipping. Indicate in the
“Details” fields the month and year the Vendor anticipates that
these
features will reach market

for
General A
vailability
.



Annotation / Redaction

Function 1.

Comprehensive set of annotation tools


Yes

Details
:

Function 2.

User and group
-
specific annotation security profiles


Yes

Details
:


Function 3.

Original images in object store remain unaltered by annotations


Yes

Details
:


Function 4.

Flexible, easy
-
to
-
use, secure redaction


Yes

Details
:


Function 5.

Support for
automatic redaction


Yes

Details
:


Function 6.

Support for attach
i
ng OLE objects and URLs as annotations


Yes

Details
:


Function 7.

Ability to create or append sticky note annotations, with full tracking of text entry by
date, time and user


Yes

Details
:


Function 8.

Ability to create customizable text annotations


Yes

Details
:


Function 9.

Ability to highlight portions of an image via annotation, with customizable color options



Yes

Details
:


Function 10.

Ability to customize and apply multiple variations of line
-
based annotation tools such as
pen, line, arrow, rectangle, and oval


Yes

Details
:


Function 11.

Ability to create resizable check mark annotations in any color


Yes

Details
:


Function 12.

Ability to apply predefined stamp annotations to images and create and apply custom
stamps


Yes

Details
:


Function 13.

Ability to apply
dynamic

stamp annotations to images
, with options for dynamic date,
time, and user name in predefined stamp formats.


Yes

Details
:


Function 14.

Ability to rapidly change properties of individual annotations and audit a specific
annotation

s history


Yes

Details
:


Function 15.

Ability to print
, fax, or export

documents with or without all annotations or only visible
annotations


Yes

Details
:



Application Interface

Function 1.

Flexible, configurable application toolbar provides
direct

access to batches, documents,
projects,
tasks, reports,
workflow, capture, management, and
integration settings


Yes

Details
:

Function 2.

User interface

provides
interactive views

based on integration presets, batches,
predefined document sets, user
-
entered searches, projects, tasks,
and workflow


Yes

Details
:

Function 3.

Ability to define a user
-
specific default view or start
-
up action in the application

s user
interface


Yes

Details:

Function 4.

Ability to take actions on documents, batches, projects, and tasks in interactive views,
without being required to open and view the contents of each item


Yes

Details:

Function 5.

Ability to print and export the rows and columns of text which list documents, batches,

projects, and tasks in interactive views


Yes

Details:

Function 6.

Extensive use of

drag and drop


to simplify and enhance the moving of objects within,
into, and out of doc
ument management system windows


Yes

Details
:

Function 7.

Ability to create multiple copies of documents, while maintaining a single physical
document reference, in support of EOB and similar document reconciliation needs


Yes

Details:

Function 8.

Administrative option to secure the user interface against customization


Yes

Details:

Function 9.

System provides a recycle bin to allow users to recover accidentally deleted documents
and ensure documents are only permanently deleted from the repository by authorized
users, if
so configured


Yes

Details:


Client
s

Function 1.

Both thick and thin client options

on a variety of platforms


Yes

Details
:

Function 2.

Option for embeddable clients which can add document management system functions
to the interfaces of third
-
party
platforms and
applications such as
eCopy, Epic,

ESRI
,
HP,

Lexmark,
Xerox,
Microsoft Office,
and Microsoft
SharePoint



Yes

Details
:

Function 3.

Ability to
securely
interact with documents and participate in workflow via WAN,
LAN, VPN
,

from any location

via TCP/IP


Yes

Details
:

Function 4.

Automatic client log
-
off initiated by new log
-
on from different location


Yes

Details
:

Function 5.

Client can be installed or auto
-
updated from the server


Yes

Details
:

Function 6.

Automatic log
-
in process to speed access to application by OS
-
authenticated user



Yes

Details
:

Function 7.

Ability to temporarily exceed the number of purchased client licenses in compliance
with a predefined license auditing program


Yes

Details:

Function 8.

Integrated tool to assess performance of client workstation hardware and network
configuration directly from desktop


Yes

Details:

Function 9.

Integrated tool to
track efficiency

of
key operations in the
client
from an end
-
user
perspective, such as the time to open a document or route an item in workflow


Yes

Details:


Full client workstation support (out of the box)



Yes

No


Windows XP Professional SP2

or SP3




Windows Vista

(32
-
bit and 64
-
bit)




Windows
7 (32
-
bit
and 64
-
bit
)





Web client browser support




Yes

No


Internet Explorer 7.x
, 8.x
, or 9.x

(Windows)




Apple Safari
5
.x

(Windows and Mac 10.6)




Mozilla FireFox
3.x

(Windows and
Macintosh)




Google Chrome




COLD/Enterprise Report Management

Function 1.

C
apture wide variety of print output
from line
-
of
-
business systems
and convert into
sear
chable, non
-
proprietary PDF files


Yes

Details
:

Function 2.

Capture basic and advanced print streams in ASCII, EBCDIC text, PDF, IBM AFP, Xerox
Metacode, HP PCL, and PostScript formats


Yes

Details
:

Function 3.

Monitor a different directory for each type of print stream


Yes

Details
:


Function 4.

Provide an enterprise report user interface optimized for searching, viewing, and
previewing report documents


Yes

Details
:

Function 5.

Allow searches against line ite
m values, not just index values


Yes

Details
:

Function 6.

Provide user access to select, formatted pages related to records in the business application,
such as a single invoice from a large print stream


Yes

Details
:

Function 7.

Define a different set of graphical form overlays for each type of print stream


Yes

Details
:


Collaboration and
P
roject
S
upport

Function 1.

Integrated workflow environment providing rapid customization, configurable user
privileges, and automated routing and alerts options, all in supp
ort of group collaboration


Yes

Details:

Function 2.

Version control option that allows multiple users and groups to collaborate on documents
with complete check
-
in/check
-
out privileges, version management, digital signing, and the
ability to input comments for other users when doing check
-
ins and check
-
outs


Yes

Details:

Function 3.

Ability to assign tasks, outside of formal workflow, which instruct a coworker or
business
partner to perform a document
-

or project
-
related action such as signing, addressing
document and project deficiencies, or reviewing


Yes

Details:

Function 4.

Ability to define relevant, standardized reason phrases that can be used to record intent
related to specific user actions and enhance communication between users


Yes

Details:

Function 5.

Tools for annotating, or marking up, bitmap images for review, approval, or other
processing purposes


Yes

Details:

Function 6.

Option to store a field of free
-
form text with each image, in support of group collaboration


Yes

Details:

Function 7.

Capability to associate customizable electronic data collection forms with documents and
projects in the system, to assist users in sharing information



Yes

Details:

Function 8.

Ability to group related documents in user
-
definable categories distinct from their index
values in support of project organization and collaboration


Yes

Details:

Function 9.

Ability to create, define, and view relationships between projects


Yes

Details:

Function 10.

Interface allows rapid drag
-
and
-
drop creation of system

shortcut


icons that are linked to
and associated with distinct imaging system entities such as documents, batches, projects
,
workflow queues, and search queries


Yes

Details:

Function 11.

Ad hoc shared document viewing
, allowing one

user to invite another user to
simultaneously view a document on screen without first closing or putting document in
workflow


Yes

Details
:

Function 12.

Ability to send messages to individual imaging system users or all users currently logged
on, directly from the administrative interface


Yes

Details
:


Document Control

Function 1.

Industry
-
standard document library services


Yes

Details
:

Function 2.

Document control incorporates digital signatures based on stringent Suite B and PKI
standards


Yes

Details:

Function 3.

Document control flexibility
,

allow
ing

individual use or group collaboration


Yes

Details
:

Function 4.

Document control offers options for multiple client types and extends document control
and
digital signature
s directly

to interfaces of third
-
party applications


Yes

Details
:

Function 5.

Extend
document control and
digital signature
s to other platforms and their applications


Yes

Details
:

Function 6.

Track
document control activities



Yes

Details:

Function 7.

Ability to edit text directly within the document viewer


Yes

Details:

Function 8.

Ability to append additional documents to a previously digitally signed document


Yes

Details:

Function 9.

Ability to pre
-
populate an addendum from RTF template


Yes

Details:

Document Viewer

Function 1.

Document viewer can display a wide range of digital object types in their native formats,
including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, DXF, and
audio/video media files


Yes

Details:

Function 2.

Document viewer allows flexible, user
-
configurable display of index keys, document
properties, document notes, predefined actions, tasks, page thumbnails, associated eForms,
and
toolbars


Yes

Details:

Function 3.

Ability to display documents side
-
by
-
side with records in the business application


Yes

Details:

Function 4.

Single
-
page viewing


Yes

Details:

Function 5.

Multi
-
page (MDI) viewing

display two or more pages simultaneously on the user

s
screen


Yes

Details:

Function 6.

Multiple options for zooming in document viewer


Yes

Details:

Function 7.

Easily select preset page region views, both system
-

and user
-
defined.


Yes

Details:

Function 8.

Multiple view panning options to easily adjust current position of viewed area on
magnified image


Yes

Details:

Function 9.

Apply document annotations such as stamps, sticky notes, text, and redactions to bitmap

images directly within document view interface


Yes

Details:

Function 10.

Rotate documents in document viewer and save rotated views


Yes

Details:

Function 11.

Integrated view enhancement options such as on
-
screen image inversion (reverse black and
white) and smoothing


Yes

Details:

Function 12.

Ability to reorder pages within the document view interface, and add pages to existing
document via drag and drop


Yes

Details:

Function 13.

Perform common operations such as re
-
index, copy, e
-
mail, export, print, fax, and delete
pages within document view interface


Yes

Details:

Function 14.

Copy or move pages from one document to another from within the document view
interface


Yes

Details:

Function 15.

Document viewer works with familiar, existing desktop e
-
mail software for simplified
sending of images (or links to images) to e
-
mail recipients outside of the imaging system

s
workflow


Yes

Details:

Function 16.

E
-
mail selected documents or document links directly from document viewer interface,
with options for page selection, annotation inclusion, multi
-
page TIFF generation,
selectable he
aders and footers, and file renaming


Yes

Details:

Function 17.

Convenient and flexible page selection interface within document viewer


Yes

Details:

Function 18.

Ability to open a viewer
-
displayed document in an associated application for viewing or
editing


Yes

Details:

Function 19.

Ability to designate documents for collection into user
-
defined project groupings directly
from document viewer, without using index values


Yes

Details:

Function 20.

Ability to add documents to workflow or route documents within workflow directly from
document viewer



Yes

Details:

Function 21.



Yes

Details:

Function 22.

Ability to copy and paste document text


Yes

Details:

Function 23.

Ability to define relationships between documents and display related documents in a view
integrated with the currently displayed document


Yes

Details:


eForms

Function 1.

Integrated feature to capture information using fully customizable, formatted, electronic
data collection forms (eForms) either as a standalone document or a

document

associated
with existing documents and projects in the system


Yes

Details:

Function 2.

eForms features available in thick and thin clients


Yes

Details:

Function 3.

eForms can be associated with projects


Yes

Details:

Function 4.

User
-
friendly form designer to allow for easy creation of custom electronic forms


Yes

Details:

Function 5.

eForms can use industry
-
standard HTML, XSLT, CSS, and JavaScript for design,
navigation, data collection, and validation processing


Yes

Details:

Function 6.

eForms can
be automatically pre
-
populated with data such as user information


Yes

Details

Function 7.

Option for validation of user
-
entered eForm data from external ODBC data source and
resulting auto
-
population of defined fields in eForm


Yes

Details:

Function 8.

Allow collected eForm data to populate document index values and custom properties and
to be shared with external ODBC data sources


Yes

Details:


Function 9.

eForms can be associated with documents inside or outside of workflow


Yes

Details:

Function 10.

Ability to
add attachments to an eForm


Yes

Details:

Function 11.

Ability to submit eForm to version control


Yes


Yes

Function 12.

eForms can be moved, resized, hidden, and docked to the document viewer window


Yes

Details:

Function 13.

Ability to print eForms as hard copy, electronic formats, or document management system
files


Yes

Details


Function 14.

Ability to convert standalone and supplemental form types from HTML to TIFF to allow
annotation and e
-
mailing of forms.


Yes

Details:

Function 15.

eForm source files used by multiple eForms can be uploaded once and shared for increased
efficiency and a common look and feel.


Yes

Details:

Function 16.

Multiple eForms can be associated with each document


Yes

Details:

Function 17.

Pre
-
built sample eForms are included to illustrate eForm methods and features such as
dynamic navigation, data management, and validation


Yes

Details:



Electronic Capture and Object Support

Function 1.

Capture a variety of physical and digital objects


paper documents, digital photos, faxes,
e
-
mail, COLD output, native document files, and
the print output of any Windows
application with a print function


in a single, electronic repository


Yes

Details
:

Function 2.

Import
, store, and display a wide range of digital object types in their native formats,
including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, DXF
, and
audio/video media
files


Yes

Details
:

Function 3.

Allows for easy import of digital photographs, directly from a user’s camera



Yes

Details
:

Function 4.

Support for compound documents (page 1 = TIFF, page 2 = Word doc
ument
, page 3 =
PDF) and on
-
demand document merging


Yes

Details
:

Function 5.

Automatically import single files or batches and send them directly into the imaging
system

s workflow environment


Yes

Details
:

Function 6.

Import files into the imaging system on demand using the desktop cl
ient software, thin
client software, and business application
-
specific client modules


Yes

Details
:

Function 7.

Provide multiple methods for automatically indexing imported files


Yes

Details
:

Function 8.

Split or un
-
bundle multi
-
page TIFFs on import


Yes

Details
:

Function 9.

Automatically import
, index, and route

e
-
mail and attached files
, preserving the original
format of all attachments


Yes

Details
:

Function 10.

Provide multiple methods for automatically importing faxes


Yes

Details
:

Function 11.

Ability to

print


documents from typical desktop business applications (e
-
mail, Office,
Acrobat, proprietary applications that offer a print command) directly to the imaging
system, without manual printing and scanning, at no extra charge


Yes

Details
:

Function 12.

Ability to

print


documents, in bulk, directly to the imaging system from printing activity
triggered by Windows batch scripts, U
NIX

"cron" jobs, or applications that schedule their
own output, and perform text extraction without OCR


Yes

Details
:

Function 13.

Allow any user or application with network access to convert a PCL5 print stream into
images, simultaneously creating physical print output and sending indexed images of the
print o
utput to the document management system


Yes

Details:

Function 14.

Provide multiple options for capturing EDI data.


Yes

Details:



Forms Processing

Function 1.

Option to collect data from scanned forms using advanced OCR functionality capable of
following predefined rule sets


Yes

Details:

Function 2.

O
ption to collect data from forms
acquired as bitmap
-
format documents through either the
software’s own scanning subsystem or through an automatic import process from external
systems


Yes

Details
:

Function 3.

Distinguish between document types (i.e., invoices versus transcripts) and identify
variations within types (i.e., Company A in
voice versus Company B invoice)


Yes

Details
:

Function 4.

Automatically inde
x forms based on extracted data


Yes

Details
:

Function 5.

Ability to process both structured and semi
-
structured forms


Yes

Details
:

Function 6.

Ability to extract line
-
item data from forms


Yes

Details
:

Function 7.

Provide group verification of uncertain characters


Yes

Details
:

Function 8.

Provide context verification of text field contents for uncertain characters


Yes

Details
:

Function 9.

Provide tools to configure rule set
-
based recognition for a wide range of both structured
and semi
-
structured documents, as well as custom forms design


Yes

Details:

Function 10.

Share validated data with third
-
party applications in a variety of formats


Yes

Details
:

Function 11.

Automatically route captured and validated forms into workflow module of imaging
system


Yes

Details
:

Function 12.

Tight

integration of forms processing and imaging system



Yes

Details:


Indexing / Advanced Metadata


Function 1.

Flexible, customizable indexing options


Yes

Details
:

Function 2.

Dedicated


Document Type


index key to help classify documents and control security


Yes

Details
:

Function 3.

Creation and assignment of custom properties based on document type


Yes

Details
:

Function 4.

Ability to distribute indexing
process

among workstations and locations


Yes

Details
:

Function 5.

Configure document key assignments via user prompt prior to scanning


Yes

Details:

Function 6.

Automatic scan
-
time indexing via bar code


Yes

Details
:

Function 7.

Automatic scan
-
time indexing via OCR


Yes

Details
:

Function 8.

Index documents to records in existing business software without manual entry


Yes

Details
:

Function 9.

Use single keystroke to index multiple fields during batch processing


Yes

Details
:

Function 10.

Ability to re
-
index documents via manual entry or single click associated with host records


Yes

Details
:

Function 11.

Ability to configure and select pre
-
defined index values via a drop
-
down menu or

pick
list



Yes

Details
:

Function 12.

Index documents with
user
-
configurable
data
elements
not taken from the host application,
such as date/time, unique ID, serial number,
predefined list,
and free
-
form
text entry


Yes

Details
:

Function 13.

Index multiple documents as a group without re
-
entering index values for each page



Yes

Details
:

Function 14.

Automatically index documents, based on a single known document key, through the
retrieval and application of related index values from an external database


Yes

Details
:

Function 15.

Automatically and periodically validate existing document ke
ys against an external
database


Yes

Details
:

Function 16.

Individual documents can easily be indexed

same as last document



Yes

Details
:


Integration

Function 1.

Options for both programmatic and non
-
programmatic integration


Yes

Details:

Function 2.

Direct integrati
on with m
any business
applications

without programming


Yes

Details
:

Function 3.

Graphical user

interface allows visual, interactive, centralized design and testing of non
-
programmatic application integration configurations


Yes

Details
:

Function 4.

Non
-
programmatic integration with Windows applications


Yes

Details
:

Function 5.

Non
-
programmatic integration with browser
-
delivered applications


Yes

Details
:

Function 6.

Non
-
programmatic integration with Citrix
-
delivered applications


Yes

Details
:

Function 7.

Non
-
programmatic integration with a character cell application delivered via a terminal
emulator


Yes

Details
:

Function 8.

Extended integration functionality that allows placement of imaging application icon in the
screens of business applications to initiate document retrieval or other actions in the
imaging system


Yes

Details:


Function 9.

Prior history of integration with
Oracle/
PeopleSoft solutions


Yes

Details:

Function 10.

Prior history of integration with Lawson solutions


Yes

Details:

Function 11.

Prior history of integration with Microsoft Great Plains / Microsoft Dynamics solutions


Yes

Details:

Function 12.

Prior history of integration with Datatel solutions


Yes

Details:

Function 13.

Prior history of integration with SAP solutions


Yes

Details:

Function 14.

Prior history of integration with custom,

home
-
grown


applications


Yes

Details
:

Function 15.

Ability to demonstrate integration capabilities during the sales process by performing an
actual i
ntegration

demonstration


Yes

Details
:

Function 16.

Available integration with HL7 systems


Yes

D
etails:

Function 17.

I
ntegration via
web services

standards


Yes

Details
:


Printing / Faxing / Output

Function 1.

Print to any print device within a platform

s standard desktop/network printing
environment


Yes

Details
:

Function 2.

Ability to print documents with or without all annotations or only visible annotations


Yes

Details
:

Function 3.

Print single selected pag
es within a multi
-
page document


Yes

Details
:

Function 4.

Print multiple pages


Yes

Details
:


Function 5.

Print documents from a list view such as search results or workflow queue, without
opening
each document


Yes

Details
:

Function 6.

Print a list of documents, rather than the documents themselves, from a list view such as
search results or
a
workflow queue


Yes

Details
:

Function 7.

Option to selectively overprint relevant document values such as
page number, date and
time, and document keys
on each page


Yes

Details
:

Function 8.

Control printing permissions through application security


Yes

Details
:

Function 9.

Integrated outbound faxing


Yes

Details
:

Function 10.

Option to selectively export files in their original formats


Yes

Details:

Function 11.

Option to selectively export files in alternate formats such as PDF or TIFF


Yes

Details:

Function 12.

Ability to save, recall, and secure predefined output configurations for the control of
automated document output, including options for native and converted file export, e
-
mailing,

printing, and faxing


Yes

Details:


Function 13.

Automated printing and exporting triggered by workflow events, server APIs, other
application modules, or values generated by external applications


Yes

Details
:



Reporting/Business Intelligence

Function 1.

Comprehensive
set of business intelligence features to provide
workflow, security,
content
and data deficiencies,
and user activity reporting

through the familiar ECM interface


Yes

Details
:

Function 2.

Dashboard capabilities to provide users with an at
-
a
-
glance overview of ECM
-
supported
business processes



Yes

Details
:

Function 3.

Drag and drop report and dashboard creation and modification


Yes

Details
:

Function 4.

Ability to schedule, execute, view
, and distribute

report instances


Yes

Details
:

Function 5.


Ability to present reports and dashboards to all ECM users or r
estrict reporting to
authorized users


Yes

Details
:

Function 6.

Comprehensive report library with ongoing report definition development based on user
input


Yes

Details
:



Retention Policy Management

Function 1.

Easily defined, rules
-
based retention and disposition policies


Yes

Details
:

Function 2.

Support for automated document dispositions and transfers


Yes

Details:

Function 3.

Create litigation and audit holds which prevent modification and deletion of information


Yes

Details:

Function 4.

Manage retention policies for and track the physical location of paper documents


Yes

Details:

Function 5.

Require approvals on dispositions


Yes

Details
:

Function 6.

Track information lifecycle with comprehensive auditing


Yes

Details
:

Function 7.

Create reports with retention data


Yes

Details
:




Retrieval
/

Search

/ Presentation

Function 1.

Integrated document retrieval from business application
s
; single
-
click access to documents
from
any student

or

employee

record displayed


Yes

Details
:

Function 2.

Search documents, projects, and tasks via a single search condition relevant to the context
currently being viewed


Yes

Details:

Function 3.

Build complex, multi
-
condition

queries

on documents, projects, and tasks


Yes

Details:

Function 4.

Ability to save both simple and complex queries for future use, creating dynamically
generated lists of documents, projects, and tasks that meet both predefined and variable
conditions such as current user name or current record value in an external applic
ation


Yes

Details:

Function 5.

Ability to secure saved searches and the presentation of documents and projects by both
individual user and group


Yes

Details:

Function 6.

Ability for both individual users and groups to customize and refine the standard
conditions of saved searches


Yes

Details:

Function 7.

Ability for both individual users and groups to customize and save the presentation of
search queries by column configuration, sort order, and grouping of results


Yes

Details:

Function 8.

Ability to save and customize prompted search queries


Yes

Details:

Function 9.

Ability to
search on and find text located within the results grid


Yes

Details:

Function 10.

Ability to display calculated statistics about the documents and document properties
contained within a list view


Yes

Details:

Function 11.

Full
-
text search the content of scanned documents and a wide range of native document
formats
simultaneously
, with both full text and natural language search options and a
variety
of concept, proximity, and evidence operators


Yes

Details
:


Function 12.

Build and execute searches for enterprise/COLD reports from the same familiar interface
as that used for simple, complex, and full text searches


Yes

Details:

Function 13.

Determine
item

display
sort order, before or after a search, using any combination of
item

metadata individually designated as ascending or descending


Yes

Details
:

Function 14.

Ability to group the display of documents and projects in any list view


Yes

Details:


Scanning and Quality Assurance

Function 1.

Save scanned images in open, industry
-
standard graphics format


Yes

Details
:

Function 2.

Batch scanning capabilities for high
-
volume production environment


Yes

Details
:

Function 3.

Supports both centralized and decentralized scanning operations, including remote
scanning to multiple locations via TCP/IP route


Yes

Details
:

Function 4.

Upload scanned

batches directly to the server


Yes

Details
:

Function 5.

Scan batches locally and upload batches to server at a time the user specifies


Yes

Details
:

Function 6.

Option to send

scanning output directly to workflow


Yes

Details
:

Function 7.

Option to send scanning output directly to a user
-
specified collection of documents


Yes

Details
:

Function 8.

Easily configure, name, save, select, and distribute capture settings such as document
source, proposed index keys, workflow routing, an
d OCR and page content indexing


Yes

Details
:

Function 9.

Configure, save, and apply scanner settings such as resolution, page size, orientation,
brightness, threshold, and image processing


Yes

Details
:


Function 10.

Support for a full range of entry
-
level to high
-
speed scanners from a choice of
manufacturers, with options including simplex and duplex, monochrome and color


Yes

Details
:

Function 11.

Compatibility with Kofax VirtualReScan
(
VRS
)

scanning software


Yes

Details
:

Function 12.

Support for deletion of blank pages during scanning


Yes

Details
:

Function 13.

Support for wide range of scan
-
time image processing filters

(please detail)


Yes

Details
:

Function 14.

Options to perform quality assurance (QA) on images at scan time, and bypass QA if
desired


Yes

Details
:

Function 15.

Support for scanning within a Citrix environment


Yes

Details:

Function 16.

Distribute quality assurance of scanned batches to locations/resources outside of the
scanning location


Yes

Details
:

Function 17.

Ability to integrate and scan from Xerox MFP Copiers


Yes

Details
:


Security

Function 1.

Encrypted communication between server and clients


Yes

Details
:

Function 2.

Option for Secure Socket Layer (SSL) encryption


Yes

Details
:

Function 3.

Server storage subsystem
with

encrypted object path metadata, secure object store
connectivity (no client
-
level direct access or drive mapping required) and the availability
of volume
-
level data protection


Yes

Details
:

Function 4.

Comprehensive designation of system privileges by user and group


Yes

Details
:


Function 5.

Ability to copy user and group privileges to simplify security configuration


Yes

Details
:

Function 6.

Document access control via logical filing hierarchy


Yes

Details
:

Function 7.

Control users


actions on documents based on defined

document type


value


Yes

Details
:

Function 8.

Control users


batch access


Yes

Details
:

Function 9.

Control access to integration presets


Yes

Details
:

Function 10.

Control document access via workflow queue


Yes

Details
:

Function 11.

Control access to project types


Yes

Details:

Function 12.

Control ability to manage all workflow processes or only specific ones


Yes

Details:

Function 13.

Multiple user authentication options which build on a company

s existing security
infrastructure
, including user names, passwords, and identity
servers

(Identify whether
your respon
se applies to a customer
-
hosted or a vendor
-
hosted solution.)


Yes

Details
:

Function 14.

Configurable, automatic user log
-
off due to inactivity


Yes

Details
:

Function 15.

Automatic client log
-
off can be initiated by new a log
-
on from a different location


Yes

Details:

Function 16.

Provide options for logging client, server, and user authentication actions


Yes

Details:

Function 17.

Audit actions of defined clients from
an

administrative interface


Yes

Details
:



Server Architecture

Function 1.

Flexible n
-
Tier client
-
server design that supports centralizing or distributing processes via
any combination of Mic
rosoft or UNIX server platforms


Yes

Details
:

Function 2.

Scalable server design


Yes

Details:

Function 3.

Support for high availability configuration


Yes

Details:

Function 4.

Support for clustering and load balancing


Yes

Details:

Function 5.

Secure single
-
port client/server TCP/IP communication for efficient performance across
firewalls


Yes

Details
:

Function 6.

Multiple user authentication options which build on a company

s existing security
infrastructure
, including user names, passwords, and identity servers

(Identify whether
your
response applies to a customer
-
hosted or a vendor
-
hosted solution.)


Yes

Details:

Function 7.

Ability to store or retrieve documents without drive mapping


Yes

Details
:

Function 8.

Encryption of object storage path for enhanced document security on server file system


Yes

Details
:

Function 9.

Use of platform
-
specific database drivers for maximum performance


Yes

Details
:

Function 10.

Server
-
side extensibility, including scripting
and web services


Yes

Details
:

Function 11.

Supports wide variety of non
-
proprietary storage options, including RAID, Server
Attached Storage, NAS, SAN, and hierarchical storage management schemes


Yes

Details
:

Function 12.

Consistent performance regardless of document quantity


Yes

Details
:

Function 13.

Consistent performance regardless of user load



Yes

Details
:


Server/System Administration

Function 1.

Graphical administrator interface on Windows servers


Yes

Details:

Function 2.

Ability to configure all server settings on one screen


Yes

Details:

Function 3.

Ability to automatically distribute capture and device profiles to clients


Yes

Details
:

Function 4.

Ability to send messages to individual imaging system users or all users currently logged
on, directly from the administrative interface


Yes

Details
:

Function 5.

Monitor workflow queues from administrative interface


Yes

Details
:

Function 6.

Configurable, automatic user log
-
off due to inactivity


Yes

Details
:

Function 7.

Ability to disable user accounts without deleting them


Yes

Details
:

Function 8.

Monitor license
availability

and usage from administrative interface


Yes

Details
:

Function 9.

View real
-
time
list

of

logged
-
on clients
, with information about licensing, group
membership, IP address, and time connected


Yes

Details
:

Function 10.

Integrated server
-
side tools to provide on
-
demand performance analysis of server
processes


Yes

Details:

Function 11.

Audit specific actions of defined clients from the administrative interface


Yes

Details:

Function 12.

View all database table

name
s and properties directly from the administrative interface


Yes

Details
:


Function 13.

View server log files from the administrative interface


Yes

Details
:

Function 14.

Graphical interface for document repository configuration

such as
mirroring, spanning, set
creation, tree creation, tree properties


Yes

Details
:

Function 15.

Add new users in bulk from the Windows domain, LDAP server, text file, or local machine


Yes

Details
:

Function 16.

Import of users from text file allows multiple delimiter types and interactive field mapping


Yes

Details
:

Function 17.

Available automatic synchronization of imaging system users and groups with those on an
LDAP server or LDAP
-
enabled Active Directory server


Yes

Details
:



Server operating systems supported



Supported

Not supported


Microsoft Windows Server 2003

R2
or later

(32
-
bit)




Microsoft Windows Server
2008

SP2 (32
-
bit or 64
-
bit)




Microsoft Windows Server 2008 R2 (64
-
bit)




Linux (Intel)
(
RedHat Linux, version 4 and 5
, or

SUSE Linux, Enterprise
10

and 1
1
)




IBM AIX 5.
2 or 5.3




Sun Solaris 10 (SPARC processor)





Database Compatibility



Yes

No


Oracle 10g/11g




Microsoft SQL Server 2005
,

2008

and 2008 R2

(Standard or
Enterprise)




Storage


Function 1.

Data storage subsystem uses industry
-
standard file formats, file systems, and storage
devices


Yes

Details
:

Function 2.

Support for multiple
, customer
-
selected

storage
technologies
, including hard drive, RAID,
NAS, SAN, and optical


Yes

Details
:

Function 3.

Server storage subsystem includes
secure

object path metadata, secure object store
connectivity and the availability of volume
-
level data protection


Yes

Details
:


Function 4.

Support for flexible configuration and management of document storage structures


Yes

Details:

Function 5.

Support for spanning object stores

Represent several physical drives as one logical drive,
allowing a single designated storage area to be much larger


Yes

Details:

Function 6.

Support for mirroring object stores

Distribute duplicate object storage structures to
multiple sites


Yes

Details:

Function 7.

Support for data set management

Move, copy, delete, and reconfigure object store
structures based on business needs


Yes

Details:


Web
S
ervices

Function 1.

API to allow integration with external applications on a variety of platforms via web
services
-
based data exchange


Yes

Details
:

Function 2.

Web services
-
based data exchange with external applications over firewall
-
friendly HTTP
or HTTPS

with support for SSL and WS security standards


Yes

Details
:

Function 3.

Allow external applications to retrieve documents or place

them

in
the
workflow process

without invoking the document management system’s user interface


Yes

Details
:


Function 4.

Allow development of
external
interactive applications based on
web services

standards

such as SOAP, XML and WSDL
,

maximizing options for development environments and
platforms



Yes

Details
:


Function 5.

Allow development of
external
interactive applications based on Web Services
Interoperability (WS
-
I) standards, maximizing options for development environments and

platforms


Yes

Details
:

Function 6.

Asynchronous messaging option

for web services

to reduce complexity of real
-
world
integration projects


Yes

Details
:


Function 7.

Option to
initiate outbound web service requests to
external

applications and systems
,
and
easily create and configure these
services

through the use of a user
-
friendly GUI


Yes

Details
:


Workflow

Function 1.

Integrated workflow environment at no extra cost


Yes

Details:


Function 2.

Drag and drop graphical workflow design tool


Yes

Details:


Function 3.

Point
-
and
-
click interface for assigning users and groups to queues and defining detailed
routing privileges


Yes

Details
:

Function 4.

Ability to copy and move workflow queues to easily facilitate workflow creation


Yes

Details
:

Function 5.

Ability to both print and export graphical workflow diagrams


Yes

Details:

Function 6.

Ability to structure workflow efficiently in support of staff absences, turnover and
workload balancing


Yes

Details
:

Function 7.

Ability to configure

out of office


setting for workflow users, in support of document re
-
routing and other automated actions


Yes

Details:

Function 8.

Ability to use workflow independently, without integration into business applications


Yes

Details
:


Function 9.

Ability to use document management system independently, without requiring users to
take advantage of workflow features


Yes

Details
:

Function 10.

Ability to create advanced workflow logic using
plain language
, meeting many workflow
objectives without scripting


Yes

Details
:

Function 11.

Ability to automate workflow routing based on defined index values, priority, creation
time, document type, length of time in queue, user/group who routed document, previous
queue,
document type, custom properties, and project type


Yes

Details
:


Function 12.

Ability to use annotations on a document to drive routing


Yes

Details:

Function 13.

Ability to
automatically set a document property based on its position in workflow


Yes

Details:

Function 14.

Ability to create and apply custom scripts written in industry
-
standard scripting language
to automate queue actions on current, inbound, or outbound documents


Yes

Details
:

Function 15.

Ability to create workflow alarms based on triggers such as number of documents in
queue, defined index values, document type, length of time in queue, custom properties,
previous
queue, and project type


Yes

Details:

Function 16.

Ability to create workflow alarms that are centralized, reusable, and provide multiple
notification methods


Yes

Details:

Function 17.

Ability to dynamically display queue
-
specific workflow status, workflow alarms, and
administra
t
or messages on each client

s workstation


Yes

Details
:

Function 18.

Full range of route types including sequential, sequential automatic, conditional, parallel,
conditional parallel, inter
-
process routes
, and automatic system queues


Yes

Details
:

Function 19.

Availability of a workflow queue type that contains a collection of distinct sub
-
queues
which perform the same workflow function, reducing the number of alarms, r
outes and
rules
that are needed


Yes

Details
:

Function 20.

Ability to route not only scanned paper but electronic objects such as
e
-
mail
, faxes, PDFs,

Office documents and more


Yes

Details
:


Function 21.

Ability to capture
information about
workflow user actions and document rout
ing

including the queues a document has been in, user interaction with the document, and
additional
relevant data for reporting


Yes

Details:

Function 22.

Ability to assign specific workflow process and queue management roles to defined users
and groups


Yes

Details
:


Function 23.

Ability to automatically perform time
-
based document removal actions from any workflow
queue


Yes

Details:

Function 24.

Ability to route objects that are only partially indexed


Yes

Details
:


Function 25.

Ability to set queue
-
specific default destination queues for routed objects


Yes

Details:

Function 26.

Ability to link document index values to a host application within a queue or validate
document index values while routing forward or back


Yes

Details
:

Function 27.

Ability to send documents and projects into a specific workflow queue by dragging and
dropping


Yes

Details:


Function 28.

Ability to create automatic sys
tem queues that perform a specif
ic action on the items that
you route to them


Yes

Details:


Function 29.

Ability to
define, customize and view dynamically generated lists of workflow processes
and queue
-
specific documents, according to user
-
specified preferences


Yes

Details:

Function 30.

Ability to assign tasks, outside of formal workflow, which instruct a coworker or business
partner to perform a document
-

or project
-
related action such as signing, addressing
document and project deficiencies, or reviewing


Yes

Details:

Function 31.

Ability to assign a series of task dependencies which can optionally be defined in a
hierarchical manner



Yes

Details:






A
PPENDIX
2:

C
ONTRACTS




E
XHIBIT
A:

V
ICTOR
V
ALLEY
C
OLLEGE

S
T
ERMS AND
C
ONDITIONS

General Condition
s any
other associated contract document
s that may be
associated with this RFP are
located at

http://www.vvc.edu/offices/technical_services/technology
-
rfps.shtml




E
XHIBIT
B
:

V
ENDOR

S
S
TANDARD
T
ERMS AND
C
ONDITIONS

Vendors
are to

insert their standard terms and conditions here.












E
XHIBIT
C
:

V
ENDOR

S
S
OFTWARE
M
AINTENANCE AND
S
UPPORT
C
ONTRACT

Insert the
software maintenance and support contract including any applicable service level agreements
.













A
PPENDIX
3
:

A
DDITIONAL
M
ATERIALS

List and att
ach any additional materials that

would
assist
Victor
Valley College

in

the evaluation of your
proposal.