City of Bartlett. Request for Information. Document Management Solution

Transcription

1 City of Bartlett Request for Information Document Management Solution August 12, 2010

2 Dear Vendor: August 12, 2010 The City of Bartlett is actively pursuing a solution for Document Management. Included is a Request for Information indicating desired specifications and capabilities The due date for RFI responses is Friday, September 3, Contact information is as follows: Kevin Franz Information Technology Manager 6400 Stage Road Bartlett, TN (901) office (901) mobile kfranz@cityofbartlett.org Thank you for taking part in this process. If you have any questions feel free to contact me. Sincerely, Kevin Franz Information Technology Manager

3 General The City of Bartlett is conducting a Request for Information for a document management system with workflow and electronic forms capabilities. This system must provide the capability of filing both scanned paper and electronic documents, and making them accessible via the existing network. Phase I of this project would include scanning and indexing approximately 40,000-50,000 letter and/or legal size documents with some being both front and back text and/or images. Please include a price proposal to include software, hardware, and labor to install system and to scan existing documents into the system. If the City of Bartlett deems the project feasible based on the RFI responses, then an official RFP would follow. Description of Solution System Overview The proposed solution must be scalable to our current environment and projected growth. Provide an overview description of the products recommended to address Bartlett s imaging, document management, and workflow needs. Describe the proposed system s scalability and its compatibility with Bartlett s environment. User Interface A graphical user interface that is easy for non-technical users to understand and readily adopt is a top priority. The interface should be patterned after the company s paper filing system hierarchy with repositories, cabinets, folders, tabs, documents and attachments. Repositories unlimited number of repositories Cabinets unlimited number of cabinets, can be configured for multiple departments Folders unlimited number of folders, unlimited configurable indexes, 10 sortable index fields, selectable default index, reference index and optional unique value setting for first index Tabs unlimited configurable tabs within folders to speed the retrieval process Documents unlimited number of documents in non-proprietary native file formats Attachments unlimited nested attached documents to allow association of connected documents Documents should be available in a preview mode without the need to open that document s application or in a list mode. Preview mode should support over formats including: Microsoft, Corel, Adobe, Autodesk, Lotus, HTML/TIF. The user interface should be configurable by each individual user at the desktop level to arrange and display information in a way that best fits each user s needs.

4 User Rights and Security The system should support multiple levels of user rights and privileges to enable control over individual users or groups who access and work with documents. System Level each user s name must be in the user list to be able to be assigned access to any of the Cabinets, Folders or Documents Cabinet Level users can only see the cabinets which they have rights to access Folder Level the following user rights can be set for folders: None, Preview, View, Work, Create, Delete, Lock Document Level - the following user rights can be set for documents: None, Preview, View, Work, Create, Delete, Lock Administrator only the system administrator will have rights to create and define users and repositories Folders and documents can be assigned a sensitivity class at the time they are created. There are unlimited user definable sensitivity classes that can be used. Sensitivity class defines who can access a folder or document and what their rights are. There are also pre-defined Folder and Document classes that are either View Only or View Only and Non-Deletable. Additionally, documents can be assigned a retention class. Retention classes are user definable and are used to make sure a document is not deleted prior to a specific required retention period. Audit Reporting The system should have the built in capability to log and generate ad hoc reports on all user activity relative to cabinet, folder and document action from log in to log off. These reports can be created by a person with assigned rights and can be automatically output to a csv, pdf or xls file format. Document Import The system should offer multiple ways to bring documents into the system: Create New: The system should allow users to create electronic documents from within the filing structure using standard office applications and user defined document templates. Document templates should be easily created within the system and should be selectable at the time a new document is created to standardize and automate document naming across the organization and to optimize the retrieval process via keyword searching. Templates should have the ability to be restricted to specific areas within the filing structure and should have the ability to automate document naming, sensitivity, version control, retention and workflow automation. Template creation should be achievable through a Wizard interface that does not require programming knowledge. Scanning: The system should work with most common scanning drivers and support scanner features such as multiple image resolutions, paper sizes, duplex scanning and automatic document feeders. It should also be able to display images as they are scanned so that the operator can visually verify image acceptability. The system should allow for both batches of documents and individual document scanning.

5 The system must allow the capability to reorganize pages within a document and should be able to identify pre-defined forms for automated indexing. Batch scanning: The system should support scalable, high-volume scanning to industry standard TIF, PDF, or searchable PDF formats. Automatic indexing of documents via either Zonal OCR or bar codes is required. Individual document scanning: Scanning an individual document should be accomplished by selecting the appropriate cabinet, folder and tab, then selecting the scan option. Electronic Filer: The system should provide a utility that allows users to drag and drop files into the system and select the correct Cabinet, Folder, Tab, Template and Workflow routing if desired. The Filer utility should allow for efficient import of multiple documents at in one step by utilizing the Windows file name (or Subject: in the case of an Outlook ) as the default document description. Electronic Print To: The system should provide a printer driver that allows any electronic document to be printed to the system and filed without the need to actually print and scan. File formats supported for this function should include LZW compressed TIF, TIF, DMX and PDF. File and Route to Workflow: Documents can also be electronically filed to the correct Cabinet, Folder, Tab and simultaneously route to other users via workflow. Search Capability The system should support multiple keyword index templates, with each template having multiple fields. The resulting document names should support searchable character, date and integer fields, with options for automating their information entry. The interface should resemble and behave like a good paper filing system with File Cabinets, File Folders in the File Cabinets, Documents filed in the File Folders behind user-definable Filing Groups/Filing Tabs. Index templates and folder structure should be user-definable. The system should give users multiple options for searching and retrieving documents. Users should be able to retrieve documents structurally based on their file cabinet, file folder and filing group/tab location, by indexed keywords or by a combination of methods. The system should include Full Text Search capability allowing users to search across cabinets for specific occurrences of words or phrases. To be searchable, documents must be stored in a format which contains some form of text such as MS-Word, or searchable PDF. Image formats such as TIF will not provide content search results. The system should provide an optional OCR (Optical Character Recognition) feature to convert scanned images to searchable PDF format for use with Full Text Search. Document searches can be saved in a list for future use. Document search includes searching for documents based on retention class. This correlates to the retention class settings on the documents. The retention search can only be conducted by someone with cabinet custodian rights. You must have the system password in order to delete documents that have met the retention criteria.

6 Image Viewing The system should have an easy to use graphical user interface for scanned images and support various viewing options, including zoom, rotate image, increase/decrease brightness, etc. The software should also allow the user to select whether to view image, index information or thumbnails. Describe viewer capabilities provided by the software to support the viewing of imaged documents. The system should support annotations such as highlighting, sticky notes, electronic stamps and redaction (blackout). Export Multiple users should be able to print the same document concurrently. Users should be able to export folder structures with documents to the Windows file system. All imaged documents should be able to be faxed or ed internally or externally using MAPI-compliant software. Describe the printer capabilities supported by the software, including color, duplex and maximum document size. Describe the ability of the software to fax and documents. Describe the ability of the software to support data mining methods and processes, including search capabilities, query support, and standard statistical and management reporting. This system should provide the ability to export folders, tabs and documents, maintaining the structure and native format of all documents and document descriptions as a built-in feature with the product, and without the need to run any utility programs. Workflow/Document Management The system should include rules-based and manual document workflow capability. Users should have the ability to select pre-defined rules or individual users or groups for routing documents, document bundles or folders. Users should also be able to attach notes to the document with instructions or comments for other users. Document workflow rules should include the ability to include both individual users and groups of users as nodes within the workflow rule. A workflow administration module should provide the ability to monitor and manage all documents in workflow, including reassignment of documents from one user to another. The workflow desktop interface should provide an inbox and document preview screen. From the workflow interface, users should be able to Approve, Reject or Hold documents. The proposed system should also allow file folder routing, manual document routing and rules-based document routing with support by group or document type, inputs from multiple sources, intelligent routing, audio and visual notification. The system should alert specific users of specific events within the system, and be easily modified by system administrators or by users with workflow management privileges. The system should provide the ability to route multiple objects simultaneously as well as update objects at any time during the process. Document Retention Policies The ability to define document retention policies based on company compliance requirements should be included. Retention classes are defined to allow assignment of a document expiration period. Document retention times can be set from as little as 1 day, to months and years. The retention time is based on the document creation date and a list of documents can be generated indicating which documents have

7 met the expiration criteria set by the retention class. Documents can then be archived or deleted as required. Version Control Versioning is included and can be selected to be turned on or off. When versioning is enabled, each time a document is opened in edit mode the use has the option to save a new version of the document. The new version is designated with a version number in front of the document description. Views are available to view versions, view only my versions, or view all versions of a document. Versions are indicated by an icon in the document list screen. Recycle Bin The software system should provide a recycle bin at all of its system levels, the File Cabinet, File Folder and Document levels each restorable at its own level. Folder Notes Software should have the capability for multiple notes to be added to each file folder in a file cabinet. These folder notes appear as sticky notes on the folder and are not considered a document, but are used to share information about the folder. These notes should be automatically user, date and time stamped. API The system should provide a standard Application Programming Interface that allows connectivity and integration with other software applications. Optional Retriever Module Offer a utility that offers fast and easy integration between existing business applications and the system. Users can access documents in the system via the utility directly from most Windows-based applications. The utility enforces security and controls access to documents based on user rights. Integrates existing applications with the system Installs in minutes Locates documents without switching applications No learning curve for your users Enforces user's security rights Compatible with nearly all Windows-based applications

8 Optional Synchronizer Module Offer a utility that will automatically add file folders to an existing file cabinet in the system as they appear in the target application's database. For example, as new clients are added in a CRM system database, a corresponding folder is created in the system. This process is valuable in implementing a hierarchical data structure for making sure any changes in data (e.g., phone number, address change) in the top level application are correctly and automatically updated in the system. Synchronization between the databases is transparent to the user - saving time and ensuring accuracy. Automatically create folders and populate folder indexes in the system Automatically update folder indexes when information changes in the business application Runs on your server can be connected to the desired database in minutes Eliminates the need to re-key data, and data entry errors Support, Training and Implementation Software vendor shall provide telephone and technical support for the proposed system. In addition, the vendor should provide software updates for the proposed system as they become generally available. The vendor should install, integrate and test all software before training client personnel. Training should include separate sessions for system administrators and end-users, as well as hands-on, on-site training sessions using actual company files and information. In addition, company will consult with the vendor prior to importing documents about the best way to implement an imaging system given current paper filing system and processes. The vendor must provide a detailed proposed timeline for installation and implementation as well as documentation of their implementation methodology and an explanation of how their methodology can ensure a successful implementation. Optional Electronic Forms Module The system should provide an optional electronic forms module that automates the input of records into of the system. Users simply complete a form at their computer, submit the completed form for processing and approval, and manage the entire workflow process through the system. Complete electronic forms from within the system Automatically populate common form fields across multiple forms Route forms for approval or further processing Export data to any OBDC-compliant database Sign forms electronically (and lock entered data) The forms module allows users to improve business processes in a variety of ways: Complete electronic forms package for use with the system Users are able to open and file electronic forms data directly into the system. This ensures that each form is captured in the system, filed and is globally accessible by authorized users.

9 Common fields across multiple forms are automatically completed speeding input and reducing errors. Workflows can be specified to route forms automatically for approval or further processing. Forms can be automatically routed to the next individual or group of individuals electronically ensuring critical files don t get misplaced or lost in process. Form data can be easily exported to an external a database for further sorting and analysis. Learn what works, what doesn't and what's needed today or in the future. Forms can be electronically signed. The forms module supports real-time signature pads, and stored signatures via entering a pin code. The forms module can check required fields to ensure that required fields are completed before submission. Once a form is signed, entered data is locked and cannot be changed. Optional Web Interface The system will offer an optional web interface which would allow users to login to the system via the internet with a standard web browser to view, upload and print documents.

10 User Requirement Specifications Vendor must provide response to all the items listed below and all responses are contract binding. We may require the vendor to explain in detail or demonstrate how the proposed solution can address the needs of the users. Ref Requirements Mandatory Vendor s Response Document Capture/Scanning 1. Scan or Import documents directly into the system from any workstation 2. Scan documents using an existing copier or desktop scanner 3. Drag and drop capture 4. Barcoding for batch processing 5. TWAIN compliant (Standard software protocol and application programming interface for communication between software applications and image acquisition devices) 6. Image enhancement and review tools (zoom, rotate, rearrange, delete, rescan, etc) 7. Optical character recognition (OCR) for document scans 8. Zone OCR (for automating field input) 9. Scanned documents can easily be configured to save in multiple file formats including PDF, TIFF, JPEG, etc 10. Scanning module handles small and large documents 11. Batch scanning and multiple page documents supported 12. Simplex and duplex scanning supported 13. Insert and append documents into existing scanned files 14. Directly import documents in electronic formats Document Indexing 15. Index by any field types, e.g. text, numeric, date, etc 16. Drop-down field selection lists 17. Automatic capture barcode information and import into the indexing field or database 18. Performs whole document or zone OCR for quick indexing and data conversion 19. Automatic full text OCR in background without any user interface 20. Electronic Filer: The system should provide a utility that allows users to drag and drop files into the system and select the correct Cabinet, Folder and Tab. 21. Electronic Print To: The system should provide a printer driver that allows any electronic document to be printed to the system and filed without the need to actually print and scan. File formats supported for this function should include LZW compressed TIF, TIF, DMX and PDF. Electronic Filer and Print To utility should contain File and Route to Workflow: Documents can also be electronically filed to the correct Cabinet, Folder, Tab and simultaneously route to other users via workflow.

11 Ref Requirements Mandatory Vendor s Response Storage/Archiving 22. Allow user to define retention policies for each collection of documents in the system. Users with permission can define these policies at the document level. 23. Expired documents can be removed from the system using report method by user with appropriate rights 24. Fast document retrieval from central or local databases Filing Structure 25. Repositories 26. Cabinet Unlimited 27. Folders Unlimited 28. Folder Notes 29. File Folder Indexes 30. Document Filing Tabs 31. Documents nonproprietary native file formats Unlimited 32. Attachments - Staple Any File Format Documents Together 33. Preview Mode - should support over 250 formats Search and Retrieval 34. Structural File Search File Cabinet File Folder Locate Document 35. Find documents by searching for any word contained in the documents. Easily locate documents through keyword search or a full document text search 36. Full text search within a cabinet or across multiple repositories 37. Search for exact user defined word or phrase 38. Search by document content, keywords, dates (creation date, last modified date, etc), author and document type, etc. 39. Filename search by document description 40. Document Search by Contains, begins with, ends with 41. Sort search results 42. Save search results 43. Search for documents with the same familiar techniques you would use with an internet search engine, e.g. Google 44. Access to the information from any computer on the network with a standard Web browser 45. File Content Search supports most document formats (MS Office, Text, HTML, PDF, WordPerfect, etc.) 46. Metadata Search search by document type, classifications, keywords, authors, date range, etc 47. Facility of zoom-in and zoom-out for specified zoom percentage 48. Navigation features for traversing to next page/previous page or specific page for viewing multi page documents Document Versioning 49. Keep track of working documents through version control 50. Add comments to document versions

12 Ref Requirements Mandatory Vendor s Response 51. Maintain previous document version and allow access to previous document version 52. Compact the document history and save storage space Security/Access Control 53. Administrator only the system administrator will have rights to create and define users 54. System Level each user s name must be in the user list to be able to be assigned access to any of the Cabinets, Folders or Documents 55. Limit User Access to Specific Repositories 56. Limit User Access to Specific File Cabinets 57. Limit User access to Specific File Folder - None, Preview, View, Work, Create, Delete, Lock 58. Limit user access to Specific Documents and system functionalities required to complete their tasks - None, Preview, View, Work, Create, Delete, Lock 59. Document permissions - None, Preview, View, Work, Create, Delete, Lock 60. Document status indicators (e.g., checked out by other user) 61. Lock / unlock documents 62. User / role based 63. Logging and event viewer (i.e. audit trail for document access, modification, deletion, move, replace, rename, etc. 64. Track every action that is made within the system, from the time a user logs in to the time that they log out 65. Designated folder for deleted content Recycle Bin Workflows 66. Create custom workflow templates to regulate and refine document-oriented business processes using the intuitive template designer 67. Support document submission, review, approval and distribution workflow process 68. Workflow rules allow for approval processing and other workrelated tasks to be completed by users. 69. Documents automatically move along a path created by administrators. Users approve or reject documents landing in their work queue 70. Coordinate document-driven processes with user defined processing schedules and automated notifications 71. Route documents to particular workers or specific project teams dispersed across multiple offices, departments, or divisions for the necessary review and revision 72. Notify user of pending documents for review or action through alert and screen prompt. 73. Provide report on processing time and expected time for each stage of workflow. The information will enable management to improve the workflow and enhance work process. 74. File Folder Workflow

13 Ref Requirements Mandatory Vendor s Response Miscellaneous 75. The system should provide a standard Application Programming Interface that allows connectivity and integration with other software applications. 76. Export scanned image documents into the popular Adobe PDF format to allow a document to be easily ed 77. Create Document Annotations while preserving the original document's integrity - Highlight important areas or words - Post a note - Stamp text - Use a marker to write or draw marks - Blackout areas that personnel or clients should not see 82. Licensing: The system should provide flexible licensing options to meet our needs now and in the future. The following types of user licenses should be available and should be able to be mixed as desired: Web View Only, View, Named, Concurrent. Example Number of User Licenses Required The number of user license needed for phase 1 is 3 and the user count for phase 2 will be determined once phase 1 is successfully implemented. Stage Department Number of Users Phase 1 Example Mayor s Office Example - Legal & Secretarial Example - Share Registration Example - Accounts Example - Corporate Planning Phase 1 Total Phase 2 To be determined (i.e. depending on the outcome of phase 1 implementation) Others The proposed solution must state all hardware (i.e. including infrastructure), software, licenses, services, etc that are required for phase 1 and phase 2. All quotations and costing must be itemized to enable us to make comparison and give us the option to decide whether to include or exclude a particular item. Your proposal must respond to the Statement of Needs and clearly state whether the proposal will satisfy the referenced requirements, and the manner in which the requirement will be satisfied If your company decided to work with any third party solution providers in proposing the solution, we will only deal directly with your company in all matters pertaining to the project.