College Station Independent School District 9304 Rock Prairie Rd. College Station, Texas 77845 July 2, 2018 REQUEST FOR INFORMATION : Document Management System Posted By: Mark Pantel, Director of Purchasing mpantel@csisd.org 979.764.5408 College Station ISD -Purchasing Department 9304 Rock Prairie Rd. College Station, TX 77845 Please contact Jim Weinberg at email: jweinberg@csisd.org or (979) 694-5845 for any questions. DUE: July 18, 2018 @ 11:00 a.m. Submit Responses electronically to: jholliday@csisd.org CSISD Request for Information: Document Management System I. General Information College Station ISD has 18 campuses and 2 other sites. College Station ISD has over 13,000 students enrolled and employs about 1,700 employees. The district is currently looking to replace its existing Document Management System devices. 1
II. Objective The objective in obtaining a new document management system is to modernize the current system and to increase efficiency by introducing paperless workflow processes. III. Scope of Work A. Overview The purpose of this document is to outline the requirements for a document management system that will provide the district with a secure document repository with the ability to increase district workflow efficiency by introducing effective paperless workflow processes while still adhering to all relevant local, state, and federal guidelines for document management. B. Requirements See Appendix A V. Proposal Content Requirements 1. Suggested Manufactures and models for the Document Management System Proposal. 2. Device overview and feature list. 3. Manufacture Warranty. 4. Extended Manufacture or Vendor warranty options. 5. Defective device return/replacement method. 6. If any licensing is required for endpoints or devices. 7. Summary of other medium to large size deployments within the past 5-7 years. 2
Appendix A : DOCUMENT MANAGEMENT SYSTEM FEATURE REQUIREMENTS FEATURE CATEGORY DETAILS ADDITIONAL INFO SYSTEM FUNCTIONALITY Multiple methods to import existing documents from existing 3rd party applications, desktops, network drives and file servers. Bulk Imports can be performed (en masse) Capable of importing documents from Laserfiche 8.3 Server side document importation Navigational security Role based security model Allows automatic import of documents to the library Allows multiple layers of user definable security to limit access at department, user, system, function and file levels Exceptions may be established, access can be limited to "read-only" at user level High Availability Provides web, desktop and mobile clients Mobile applications allow users to access documents, add files and approve and review workflow tasks Fully integrated with Microsoft Office applications "Out-of-the-box" ready through redundant application and database server design Browser client is equivalently functional to the desktop. Solutions including a "reduced or limited functionality" browser clients must delineate specific functionality differences between the options. Mobile applications available for ios, Android and Windows Mobile Word, Excel, Powerpoint, OneNote, Visio Classify documents with metadata to make them easier to search and retrieve in the future. Allows for a user-defined mandatory amount of metadata is captured for each document or record in the library. Matter Centric filing Can search metadata associated with the document as well as the content of the document Users may create bookmarks to frequently accessed documents Unlimited number of metatags and documents As new documents are added, users will be prompted to classify the file using required metadata fields ad defined by the controlled vocabulary, menus and text fields Can automatically add metadata (tag documents) by dragging and dropping files into a folder. Ability to track location of hardcopy paper documents and physical records. The phycial copy of a scanned document can be located via search. Ability to "check out" documents Provides check in/check out ability that prevents documents from being modified, overwritten or deleted as documents are updated. Both electronic documents and physical documents A document management "librarian" can review the status of all documents checked out and may check a document back in on behalf of another user. Can automatically increase the version number of a document upon a check in. Previous versions of the document are maintained by the system should a document need to be restored to a previous version Can store any kind of document in its native file format Ability to capture, store, retrieve and reproduce irregular sized documents Electronic signature management Users may subscribe to be notified of edits/changes/version updates to files or changes to folders Users can set alerts and reminders on documents that need attention in the future Supports inserting signatures and manageing records content and access When a file is added or updated to a folder the user will receive an email notifications (as well as a push notification on mobile apps) that the change occurred, who changed it and a secure link to access it. Documents can have a "lock" date Prevent changes to documents after a certain date Document to document linking Allow users to combine files into their own personal virtual folders. Allows for files to be bundled into logical groups and integrated viewing capability to display all linked files on screen. Pointing and clicking on the linked file will take the user to that record set. Combining files from a project into a single area Can send secured links to documents directly to team members, partners, suppliers or others not within the domain. Allows for rentention polices for a document be set. Automated deletion processes must require authorization and authentication and provide a transaction log. File security is maintained by only allowing authorized users to retrieve the file via the link. Set policies for conversions, archiving and/or deletion can be set on a document type and done automatically based on a determined date. 3
Users may retrieve copies of records but not the original records Documents deleted by users with delete permissions can be easily restored by "library" administrators Can create and print specialized document version control numbers on documents Provides adherence to document and record naming conventions or standards Records a detailed permanent audit log of all actions performed on a document As documents are added to the library they are automatically renamed according to the naming pattern as determined by the administrator including username, date, time and IP address Capable of supporting an unlimited number of files and documents System administrative functionality may be accessed remotely Via web browser over the Internet or through the client LAN or WAN. SSL and VPN support further secure remote user and administrator access. Must be fully certified for Windows Active Directory 2012 R2 and above Must be fully certified for VMware 6.0 and above Desktop Client must be fully certified with Windows 10 Enterprise and above in a managed environment Allow for concurrent and named user licensing Has Centralized Management Options to allow System Administrators to globally mange alert preferences, workflow preferences, advanced search settings and other various settings for all users. Has configurable document and directory identification capabilities. For flexibility of use Allows system administrators to set default value for all preferences that can be changed by end user later if desired. Preferences may also be set to be enforced. Allow systems administrators to set colors, icons and other graphics used for visual identification methods for organizing and standardizing documentation within the system PDF Forms metadata extraction Open Standards Connectivity Provides a full list of standards based integration hooks Fully compliant with all federal, state, and local regulations relating to document creationg, storage, retention, retrieval, and disposl. Including (but not limited to) Microsoft Active Directory/LDAP, Micoroft SQL/SQL/MySQL - to allow integration with 3rd party warehouse solutions. Including (but not limited to) FERPA, HIPPA, Texas Public Information Act The system proposal is provided with itemized support and cost options SEARCHING Search has ability to extract and search content from multiple file types Including (but not limited to) PDF, rft, eps, docx, xls, xlsx, csv, ppt, pptx, zip, tar.gz Robust search features Can search a specific area, user, library, folder Text search capabilities support Fuzzy, Synonym, Phonic, Boolean, and wild card. Can export search results to csv or xlsx Users may only search for and find documents that have authorization to access Users may save searches for re-use For textual and numeric fields, index searches must permit exact or partial matches of specified field values For numeric fields, must permit index searches based on ranges of field values based on relational expressions Ability to retrieve documents by document title, classification, type, address, customer name, number, or any other user-defined index value When doing a search on a significant portion of the database, the system will display all file names that the search identified Users should be able to preview the various lines and pages where the search term appears before deciding to view the file Accommodates "Full Text Indexing" (i.e. OCR) to search for and retrieve files Ability to retrieve documents using multiple index words, numbers, dates, etc., simultaneously System has quick search templates Including: greater than, less than, greater than or equal to, and less than or equal to User can point-and-click on any file(s) displayed to retrieve them Proximity searching 4
WORKFLOW Users can quickly create staging and collaboration areas for documents as they are being worked on. Provides a document review and approval workflow for documents needing to pass through several authors, reviewers and approvers before being ready for general distribution. The Document Approval workflow allows documents to be sent to one or many users for sign off. Approvers are able to approve (or reject) the document providing comments and feedback where required. Individual document versions can be restricted from broader circulation until they have been approved by appropriate parties. Approval based publishing so that when the first version of a given document is added all files of that type must be approved before becoming publicly available. Provides the ability to delegate review and/or approve tasks and signing authority to other users for individual tasks or for all tasks over a given time period. Allows specific users to act as observers of review or approval workflows. Users participating in review or approval workflows are provided with a personalized task list for all tasks assigned to them. Workflow has automatic event notification via email. Once reviewed and approved, documents can be moved or linked to publishing folders for wider spread distribution. The review process can be triggered directly from Microsoft Office applications. A sign-off top sheet for each document version is maintained so users can see who approved or rejected the document and the feedback they provided. Observers can track the progress of documents as they proceed through the workflow and view any comments and feedback as it s provided. Users can see at a glance their tasks, a description of the work to be done, who assigned the task and it needs to be completed. Workflow has routing protocols. Workflow allows users to define conditions. Workflow must provide support for ad hoc and rules based work flows. Workflow can be automated for a specific document type and workflow template. Workflow creates an audit trail. Includes complete electronic signature capabilities. Workflow tasks can be viewed in a Calendar. Allows user involvement during the process instances, The workflow can automatically start when a document is added e.g., enactment of a process on-line, to re-assign work tasks, re-prioritize tasks, and monitor audit trail. The workflow can be Restarted when required Users are able to clone a workflow template DOCUMENT VIEWER FUNCTIONALITY The workflow template can be renamed upon initiation if the Allow initiator to Define check box is turned on by an administrator in the template. The system has an option called Postpone Approval to be used in conditions when the workflow can be restarted on the same document version. The system allows a Library Administrator to create a workflow template and decide if only one user out of a group of participants needs to complete a task by enabling the 1 of X check box in the template For the task due by time the system allows the number of hours and/or days can be specified for each workflow task. A document under a workflow process can be checked out by a participant in the active workflow activity. Multiple document workflows allow a single workflow instance to be initiated for many documents. All documents can be approved in a single step Documents can be redacted to protect sensitive information Users can view CAD files without having CAD software installed. Allow user to: Mark up, Annotate, and make Sticky Notes on documents without having to open them in native software. Users can view documents without having the native software installed. System must support and store multiple layers of annotations separately. Certain engineering functionality like measure and magnify should be available. These notes can be saved but do not impact the original documents. For example, a user may have old "Word Perfect" files that could be viewed using the software viewers Ability to print out annotations on images at user s option. Ability to view multiple pages of a file or multiple files on screen at the same time. Ability to manipulate image displays by scaling, magnifying, or panning. INTEGRATION AND CUSTOMIZATION System has a Web Viewer that can display image files (jpg, png, bmp, gif, tiff), Microsoft Word, and PDF documents in the Web Client. System integrates with Microsoft SharePoint as a web part Fully compliant and supported for integration with Sungard eschoolplus and efinance Synchronizes users or groups from objects in Active Directory, LDAP or NT Domain directory servers. Once integrated, both users and groups can then be assigned to functional roles. 5
Has an industry standard and well documented API that allows integration with third party applications Uses SQL reporting services to generate an infinite array of reports. Interfaces a virtual printer to allow importing of documents from any Windows based application with the print function. Allows for the expansion of document repositories while remaining seamless to the user. System can be rebranded. DOCUMENT SCANNING Has a "portal" in which casual users can access specially designated information in the library without having the need to login. Can take documents and file them into appropriate folders based on predefined values in customized scripts. Has Drop-down database lookups metadata fields that support multiple data providers such as ODBC, OLE DB, Oracle and SQL Server. Has Schema level database lookups that allows a query to be executed on an external database to retrieve additional values that are mapped to the other metadata fields in the schema. Has a Manage imports tool can perform server side lookup of metadata or perform a lookup of metadata from another database. Has simple Integration with 3rd party scanning and imaging software to import basic scanned documents. Supports both simple and complex scanning. Supports advanced scanning features Configurable to watch for files created by the scanning process and streamline the indexing and addition of scanned files to the library. Fully compatible and supported with desktop and workgroup scanners. A full list of compliant and supported printer makes and models is provided within the response. Ability to import images and indexes provided by an external vendor and for import into the Document Management System. Has the ability to run multiple scanners concurrently with multiple PCs, all networked into a common imaging server. Capability to do batch scanning and indexing. Image enhancement, OCR, viewing, annotation, printing, and storing images for both black-and-white and color pages, barcode and patch code recognition for automatic document separation when processing large numbers of documents. Accommodates Full Text OCR to search for and retrieve files. Interfaces with a network facsimile system. DOCUMENT SECURITY Has the ability to employ OCR technology at scan time to populate index values from a full page OCR scan. Has server side OCR that allows documents in TIFF or image PDF to be automatically recognized and converted to editable formats. protects all documents from being digitally transported from the system without authorized security permissions. Logs all digital transportation of documents. Protects against: screenshots, printing, downloading, or any other unauthorized digital removal. Provides an alert process to notify administrators of documents which have been digitally transported from the system. Provides a watermark system to identify documents digitally transported from the system. ADDITIONAL COMMENTS 6