ITAP_PWS_Attachment_E-Rv2.xlsx

XLSX spreadsheet 95 KB Posted Feb 1, 2018

Attached to: ISF IT Automation Project
Solicitation number: 19AQMM18R0059
Issued by: Department of State Office of Acquisition Management

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File	Type	Posted
19AQMM18R0059_additional_clarification_questions.pdf	PDF	Feb 8, 2018
ITAP_PWS_Attachment_E-updated_2_7.xlsx	XLSX spreadsheet	Feb 8, 2018
19AQMM18R0059_SF30_0002_&_updated_pages.pdf	PDF	Feb 8, 2018
section_B.xlsx	XLSX spreadsheet	Feb 1, 2018
Copy_of_Actual_Vender_Attendance_List-No_PII.xlsx	XLSX spreadsheet	Feb 1, 2018
SF30_0001_19AQMM18R0059.pdf	PDF	Feb 1, 2018
19AQMM18R0059_Lebanon_questions_USG_Responses_FINAL.xlsx	XLSX spreadsheet	Feb 1, 2018
ISF_19AQMM18R0059-FINAL_1_25.doc	DOC document	Feb 1, 2018
19AQMM18R0059_SF33.pdf	PDF	Dec 22, 2017
ISF 19AQMM18R0059.pdf	PDF	Dec 22, 2017
Attachment F 19AQMM18R0059_02.pdf	PDF	Dec 22, 2017
Attachment F 19AQMM18R0059_03.pdf	PDF	Dec 22, 2017
Attachment F 19AQMM18R0059.pdf	PDF	Dec 22, 2017

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Sheet1

General Requirements
Requirement Number	Description
1	The Contractor must be a certified Microsoft Partner.
2	The Contractor must be a certified Oracle partner.
3	The Prime Contractor has CMMI Level 3 or higher, ISO 9001-2015, ISO 27001:2013, ISO 20000-1:2011 certifications or their equivalent certifications, and/or specific Past Performance requirements in lieu of these certifications.
4	The proposed solution must support English and Arabic languages on all levels including interface, content, any mobile apps, and search engines, including in all its fields, screens, features and options (interface and usage). The solution must have a native dictionary module allowing the support of several other languages.
5	The proposed Solution must be classified as Enterprise Software.
6	PROPOSED APPLICATION SOFTWARE AND COMPUTING ENVIRONMENT: The Contractor must present, in detail, features and capabilities of the proposed application software. In addition, the following information should be included:
7	Hardware Environment - Describe the supported computer hardware environment in which the proposed software will run. In the event there is multiple computer systems available, list all options. (The suggested hardware environment should include all hardware required such as PCs, Printers, Servers, Blade Servers, Storage, backup, network and datacenter architecture, etc.) In addition, the suggested hardware environment should be compatible and coherent with the current ISF environment specially the network infrastructure components (switches, routers, firewalls, etc.) that is formed of cisco and EMC components and devices, in other words, the suggested environment (if it is different than cisco) should not affect neither the performance of the system/network nor the scalability of the system/network of the current and suggested environment and the provider should guarantee a 100% compatibility with cisco and EMC environment that is present at ISF premises by providing a clear documents from the Contractor clarifying this compatibility.
8	Operating System - Identify the operating system that is supported by the proposed applications software and the proposed database management system in the hardware environment recommended above. In the event there is multiple operating systems available, list all options.
9	A high availability Service needs to be provided as well through Virtual machines that needs to be clearly identified with related parameters (Processing power, Memory, storage, etc.).
10	The suggested solution should be compatible with Microsoft and Oracle technologies.
11	System should allow multiple authentication types simultaneously i.e. database, Active Directory List the operating system software support products required to support the recommended computing environment and any additional Contractor software products required to support your proposed application software. In addition, the Contractor must provide programming languages used for application source code and state percentages for each programming language.
12	Site Preparation - the Contractor should prepare the site (electrical and IT work if necessary) to make sure all the requirements for the system are met.
13	System version: the Contractor should deliver the latest version of the required system, software, tools, etc. at the time of the award and will be agreed to in the project management plan. The contractor will ensure installation of any software version updates during performance of award.
14	Integration - the Contractor should provide all necessary tools required to make sure the system is fully integrated(hardware, software, databases, etc.) and operational in all of its components.
15	The system must be able to integrate with any third party the institution has or will have. Please provide full documented APIs for integration with other systems not for a specific solution, but the documentation should show the integration capabilities of the proposed system. The contractor should be responsible for identifying all the APIs/interfaces/services that should be put in place to integrate all the components of the solution that are required by the RFP. Other integration efforts should be done with external systems such as the ministry of justice which is based on Microsoft Technology and the traffic management directorate which is based on Oracle Technology. No integration with banks or telcos or any other entities beside the 2 entities mentioned (i.e. MOJ and Traffic Management Directorate). The contractor is responsible for migrating the data from the existing ISF DBs which are Oracle Mostly to the new DBs of the new proposed system.
16	Describe how the different modules are integrated. If there are interfaces written between different contractor products, describe how data is synchronized between systems.
17	DATABASE SOFTWARE:

a. Provide a description of the Relational Database Management System (RDBMS) required to support the computing environment. List any fourth generation features utilized in constructing the proposed applications software and any optional end-user productivity tools.in addition, the system should be based on ORACLE / SQL platform database.

b. Describe how the database system is licensed.

c. ISF has different database platforms located in its body, the bidder is requested during the assessment phase to identify those databases in order to integrate them with the new solution/system.

18 AD HOC REPORTING:

a. The Contractor should include a description of any features that would allow a user to manage data allowing the ability to generate specialized or custom reports to access data through queries and information using a variety of formats.

b. The Contractor commit to handover any “built In” feature in the application but outside current SOW whenever the client feels it necessary.

c. Describe the tools that can be used by non-IT personnel to build custom reports, and alter existing standard reports.

d. Describe the tools that can be used by IT personnel to build custom reports, and alter existing standard reports.

19 SYSTEM SECURITY:

a. Only limited security measures exist currently, which include firewall fortinet 310 and antivirus applications. The contractor should scope appropriate security features for their solution and propose appropriate security zones that matches the solution envisioned.

20 ELECTRICAL & CABLING WORKS:

a. The Contractor should include a detailed description of the required electrical / cabling environment for the operation of the whole system (UPSs, etc.….).

21 MECHANICAL WORK:

a. During the campaign analysis phase, the Contractor should include provide a detailed description of the required mechanical environment (Air Conditioning, etc.…) to the ISF to complete, if necessary.

22 MAINTENANCE PROGRAM:

Describe the company’s approach and methodology for ongoing maintenance and enhancements to the software including the frequency and taking the following into consideration:

23 The system must operate 24*7*365 with minimal downtime tolerated (2 Hours call to Repair ). Downtime can have national security implications. Specify the nature of any post-implementation support provided by the Contractor including, but not limited to:

a. Telephone support and hours of operation.

b. Remote Connection terms and conditions.

c. Onsite Support terms and conditions.

d. Delivery method of future upgrades and product enhancements.

e. Availability of users groups.

f. Problem reporting and resolution procedures.

g. OS & HW On Site Support : parts & labor.

24	The solution must provide a wizard-like tool for an automated generation of custom applications that are needed to build the required interfaces for each application connected to the bus. It’s recommended to provide existing applications that need customization rather than newly developed applications. The customization should be easy to handle and to implement using the delivered needed documentation with a guide through installation process. The contractor will also need to implement the interfaces/services needed for the integration with other applications provided through the service bus.
25	The solution must be fully web enabled with mobile support.
26	The solution must be cloud-ready.
27	The solution must be compliant with the J2EE and/or .NET international standard frameworks. It should also naturally integrate with other frameworks through web services.
28	The solution should be compliant with international norms and standards and must integrate standard protocols that can include but are not limited to:

a. JDBC and/or ODBC for database access.

b. WebDAV, ODMA and CMIS for document storage and repository communication.

c. LDAP and Microsoft Active Directory or a global security directory.

29	The solution should be scalable to support increasing number of resources, number of documents/files and number of users.
30	Should support easy customization of templates by the administrators through the administration interface.
31	The solution should be modular, allowing quick and easy implementation of additional modules.
32	The solution must be built on open standards. Meaning that the table structure must be clear and documented and completely contained within the relational database engine. Any usage of proprietary database will not be accepted.
33	The solution should provide an intuitive, easy to use user interface, mouse and/or menu driven.
34	Must support access to all systems components using well defined programmatic API.
35	Must be able to consume and provide web services.
36	All type of control/fields including multi value can be static or dynamic filled by a database or a web service.
37	Ability to set the display of one field dependent upon content of another.
38	The software should be customizable to satisfy all the needed requirements.
39	The different solution modules should naturally and seamlessly integrate with each other.
40	The administration module should include a built in menu management system and form generator for application customization and expansion.
41	An easy-to-use forms automation module should allow easy, quick and secure creation of forms.
42	Automated Forms used should allow securely capturing various content formats: text, images, biometric data, biographic data, documents.
43	Automated forms should provide placeholders internal (formats, validations, checks, cross-checks…) and external (lists of values, lookups) controls.
44	Automated forms should provide documents and biometrics enabling capabilities.
45	Automated forms must be ready to capture new types of content with no considerable effort.
46	Automated forms should generate quickly secure capture applications for various digital and non-digital content formats with distributed and comprehensive approval cycles.
47	The solution must have comprehensive security features that forbid unauthorized access to vital system resources and objects.
48	The solution must have the ability to activate and deactivate a user account without the need to re-define his security profile.
49	The proposed solution must allow the administrator to define users in one group and their security profiles in a GUI interface.
50	Users must be grouped on security basis, meaning that all the users in one group must have the same security permissions.
51	The system should support single sign-on.
Enterprise Content Management (ECM) Requirements

Capture Solution Requirements

Requirement Number	Description
52	The capture solution should provide five major phases for the capture process: batch preparation, scanning, indexing, quality control and storage.
53	The Capture solution should provide a Management Module for batch preparation used to add, edit and delete batches needed for the capture process.
54	A batch defines a group of documents sharing similar characteristics.
55	A batch should be associated to various templates totally managed as well by the Capture solution Management Module.
56	The Capture solution Management Module should manage “templates” such as scanning, indexing, separation templates.
57	Templates are used to define the various properties and mechanisms of the capture process.
58	Each batch should have a unique identifier entered manually or generated automatically by the Capture solution based on a customizable formula during the scanning phase.
59	The Capture solution should provide a scanning template management module.
60	Each batch should be associated to a pre-defined scanning template.
61	Scanning templates should define properties such as the scanning interface (Twain, ISIS…), format (TIF G3, TIF, JPG…), color mode (black and white, grayscale or color), resolution, sharpness, contrast…
62	The Capture solution should provide a separation template management module used to define the mechanism used to separate documents within batches by indicating the first page of each new document in a batch.
63	Each batch should be associated to a document separation template.
64	Document separators should be of three types:

a. Page counts: one or a series of numbers.

b. Separator pages: white page, page with a "zone bar code", page with a "zone OCR", page with a “recognizable form."

c. Form separation: detect the start of a document according to a specific form.

65	The Capture solution should provide an indexing template management module.
66	Documents and files tracking using barcode technology.
67	High-volume image capture support the assignment of file classification information to the processed image documents.
68	High-volume image capture support the capture of bar-coded information from the scanned documents.
69	The Capture solution should provide a security sub-system in order to define roles, users and privileges relative to the various phases of the capture process.
70	The Capture solution should provide an advanced image viewer that offers basic and advanced imaging features: zoom, rotation, de-speckling, cleansing, contrast, sharpness… as well as an advanced annotation sub-system. And allow all ISF users to view, open and work on various documents (office, images, audio, video, PDF and others) without the need to install the native applications on their desktops.
71	Indexing templates should define the indexing and search attributes of a batch as well as their extraction mode during the capture process (scanning, indexing or quality control phases).
72	Attributes defined in the indexing templates should be of various types:

a. Attributes to be filled manually during the indexing phase.

B. Attributes to be extracted using Optical Character Recognition (OCR) from the pages of a document or document separators.

c. Attributes to be extracted using bar code recognition from bar code printed on the pages of a document or document separators.

d. Attributes defined in the indexing templates can be of various formats: text, date, numeric.

73	Indexing forms should define the placeholders of attributes as well as control on the placeholders such as open and closed lists, lookup tables, cross-form controls.
74	Each batch should be related to an indexing form to be used in the capture process.
75	The Capture solution should provide a recognition template management module.
76	The recognition template is used to define the OCR and bar code zones directly on the pages of a batch as well as map the zones to database fields for later indexing.
77	Each batch should be associated to a recognition template.
78	Each recognition template can have an unlimited number of OCR and bar code zones.
79	The Capture solution should provide a zooming template management module.
80	A zooming template is used to define zoom areas, on the pages of a document during the capture process, mapped to indexing fields.
81	Zoom areas are automatically zoomed during the capture process (indexing and quality control) in order to allow the data entry operator to easily detect and input the value of the zone.
82	Each zoom template can have an unlimited number of zooming areas.
83	The Capture solution should provide an inbox management system.
84	Inboxes are used to dispatch scanning, indexing, quality control tasks over users and roles.
85	Tasks should be pre-associated to all required templates. The user will only need to select a task in the inbox in order to execute it.
86	The Capture solution should automatically rename the scanned pages according to a predefined naming convention customized in the batch preparation phase using the Capture solution batch management module.
87	The Capture solution should allow authorized users to interactively rename scanned pages.
88	The Capture solution should display all scanned pages in thumbnails.
89	Clicking on a thumbnail will display the corresponding scanned page in the Capture solution image viewer.
90	The Capture solution should allow the deletion of any scanned page as long as the batch is still in the "scanning" phase.
91	The Capture solution should allow rescanning of one or more pages.
92	Existing pages should be automatically replaced by rescanned pages.
93	The Capture solution should allow rearranging images inside a batch.
94	The Capture solution should provide an import module in order to import existing electronic pages from the file system and add them to a batch.
95	The Capture solution should automate the indexing of pages using OCR (English) and bar code reading based on recognition templates.
96	The Capture solution should allow viewing a scanned image in its original size and should allow imaging operations likes fit to width, fit to height, fit to window, zoom in, zoom out, full screen…
97	The Capture solution should allow image enhancement actions like change brightness, change contrast, change hue, change saturation.
98	Once the scanning of a batch is completed, the batch should automatically be validated and subdivided into various documents based on document separators.
99	The Capture solution workflow engine automatically sends a scanned batch for indexing as a task in the inbox of the appropriate and authorized users.
100	The indexing operator should be able to see on the same screen the scanned images as well as the indexing form.
101	The Capture solution should apply validation rules to indexes: numeric validation, date validation and more according to the data type of the index.
102	The Capture solution indexing module should provide interactive OCR (English) to capture field areas and transform them to textual indexes.
103	The Capture solution workflow engine automatically sends an indexed batch for quality control as a task in the inbox of the appropriate and authorized users.
104	During the quality control process, the control operator should be able to validate all documents, pages and indexes of a batch.
105	The quality control operator should be able to specify one or more documents to be re-indexed in case of invalid indexes.
106	Documents that are to be re-indexed should be transferred automatically to the "re-indexing" inbox of authorized users.
107	The quality control operator should be able to specify one or more documents to be re-scanned in case of bad quality of scanned pages.
108	Documents that are to be re-scanned should be transferred automatically to the "re-scanning" inbox of authorized users.
109	The quality control operator should be able to specify one or more documents to be re-scanned in case of bad quality of scanned pages.
110	Documents that are to be re-scanned should be transferred automatically to the "re-scanning" inbox of authorized users.
111	Once the quality control of a batch is completed, the batch should automatically be bundled for storage and indexing in the Electronic Document Management System.
112	The Capture solution should be naturally integrated with the proposed Electronic Document Management System.
113	During the indexing and the storage phase, the Capture solution should:

a. Create all necessary folders in the filing plan and distribute the documents over the folders based on the indexing attributes of the documents and pages.

b. Add or customize storage spaces, if needed, for the storage of the incoming documents.

c. Apply any further automatic indexing mechanisms to the stored documents and pages, if already customized in the proposed Electronic Document Management System.

114	The Capture solution should allow converting all pages of a document into one multipage PDF or TIFF file.
115	All indexes extracted and entered during the indexing phase should be automatically assigned to the adequate metadata defined in the Electronic Document Management System.
116	The Capture solution should be naturally integrated with the Correspondence System.
117	The solution must be able to use both high volume and desktop scanners.
118	The solution should have scanning profile to enable user to change scanner settings easily.
119	The solution should support web scanning of documents.
120	The solution should support batch scanning with scanners equipped with Automatic Document Feeders (ADF).
121	The solution should support simplex and duplex scanners.
122	The solution should support capturing documents from among the following environments but not limited to: scanners, MS Office, Windows Explorer, MS Exchange.
123	Scanner operators must be able to adjust scanner parameters (e.g., resolution, dither, page size, orientation, brightness, flatbed/ADF, etc.) for each scan session via the software.
124	Scanning software must support a variety of paper sizes (from 3" x 5" to 81/2" x 14" and large format “D” and “E” size plans) and orientations (portrait, landscape, simplex, duplex).
125	The Document Management System has a simple scanning tool and imaging software to scan documents without the need to integrate with third party scanning software.
126	The Document Management System supports advanced scanning features such as: image enhancement, OCR, viewing, 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.
127	The solution should support the ability to add scripts to scanning interfaces
128	The solution should support the ability to switch from one scanning interface profile to another
129	The solution should support the ability to upload documents in specified times after processing to utilize the network when least used
130	The solution should support the ability to scan directly from the scanner, or from a specified folder or ad-hoc folder
131	The solution should support the ability to index different documents with one action.
132	The solution should support the thumbnail view of scanned documents.
133	The solution should support sort and re-arrange scanned documents before processing.
134	The solution should support the ability to read index fields from an external database.
135	The solution should support the ability to perform document processing actions.
136	The solution should support Page Processing: Barcode Reading, Black Border removal, Blank page detection, color conversion, deskew, despeckle.
137	Document Creation: separation by barcode, patch code, nth page, blank page, file name
138	The solution should support the ability to have Zonal OCR on predefined templates with automatic indexing.
139	The software is configurable to watch for files created by the scanning process and streamline the indexing and addition of scanned files to the library.
140	Provide compatibility with desktop and production scanners.
141	The Document Management System provides the ability to import images and indexes provided by an external contractor and for import into the Document Management System.
142	Capability to run multiple scanners concurrently with multiple PCs, all networked into a common imaging server.
143	Capability to do batch scanning and indexing.
144	Accommodates Full Text OCR to search for and retrieve files.
145	Solution provides ability to integrate with other devices (fax, MFP) as a means of ingesting documents into Solution.
146	Solution provides ability to stamp a specific revision of a document as a version, limiting which revisions of a document a certain user can see.
147	Solution provides one central GUI for administration and deployment of capture products.
148	The capture software should be able to scan batches of documents.
149	The capture software should be able to import new documents from file servers, FTP services, FAX servers, and email servers.
150	The capture software should enable administrators to define different scanning profiles; each profile has different fields and archiving location.
151	The capture software should be able to generate automatic batch numbers, with configurable prefix.
152	The capture software should be able to provide batch notes, status list, and priority, which enables controlling the indexing priorities.
153	The capture software should be able to control scanner settings from within the application itself.
154	The capture software should be able to automatically recognize barcodes in different directions and anywhere on the page.
155	The capture software should be able to map barcode values to metadata fields.
156	The capture software should automatically detect white pages and remove them, the detection should have configurable threshold.
157	The Capture solution should support distributed approach, where documents can be scanned remotely, indexed remotely or centrally.
158	The capture software should provide the ability to define different indexing queues, which includes filters to show specific documents that matches a specific criteria (batch number mask, priority, cabinet).
159	The system should allow indexing field validation, including:

a. Validation against a choice list.

b. Validation with specific input mask.

c. Validation against specific input format.

160	The capture software should be able to separate documents in the batch automatically based on batch code or specific barcode.
161	The capture software should warn the user if a separator is not detected after specific number of pages.
162	The capture software should be able to automatically extract data from the scanned page and map it to indexing fields.
163	Users should be able to provide full OCR, and on the fly OCR to copy text from image directly into indexing fields by highlighting an area to extract data from.
164	The capture software should be able to automatically and manually query other databases in the organization using any indexing field or barcode to retrieve further information.
Document Management System (DMS) Requirements
Requirement Number	Description
165	The DMS must be open and must support any JDBC and/or ODBC compliant Database Management system and application database including HSQLDB, Microsoft Access, MS SQL server, My SQL, and Oracle.
166	The DMS must have the ability to store documents on file system or on Microsoft SharePoint 2013.
167	The DMS should provide native integration with Microsoft Active directory or any other LDAP compliant directory.
168	The DMS interface must be end-user friendly providing accessibility to system functionalities using intuitive menus and actions.
169	All DMS modules and components should be fully web based, meaning that all end user client navigation is browser based.
170	The DMS must provide advanced data management tools to collect, clean, convert, segment, code and consolidate content data from disparate content sources for a centralized aggregated “Big Data” ready for analysis.
171	The DMS must allow capturing all incoming content in a mixed manner: automated for bulk ingestion of content and interactive for on-demand capture.
172	The DMS must provide a Bulk Import tool to ingest vast amounts of content into Big Data structures in a fast, efficient and standardized manner. Content is imported in batches through high performance import procedures while providing classification and organization of content according to existing classification plans.
173	The DMS must provide Data Processing Tools for Segmentation, Conversion and Coding of captured data.
174	Conversion must provide the various documents of the file in a pseudo-format, easy to handle and exploit by the underlying system. Conversion must cover the following non-exhaustive list of operations:

a. Office conversion: Convert all office automation or text files into PDF for later exploitation.

b. Optical Character Recognition: Convert images into text.

c. Speech to text: convert speeches in sound files or movies into text.

d. Biometric conversion: generate usable “templates” from biometric entities such as fingerprints, faces and number plates.

175 Coding must be able to extract attributes from text. It must cover a non-exhaustive list of features:

a. Identify the language used in texts by reading a full document or sometimes just few words from the document.

b. Extract entities from documents such as names, locations, dates, phone numbers.

c. Validate extracted entities against dictionaries or using specific algorithms: is the date valid, is a credit card number valid, does the name exist in the names database.

d. Transliterate names written in any of three languages: Arabic, English and French to any of the same three languages.

176	The DMS must have the ability to facilitate the flow of information between different departments and employees.
177	DMS should provide a security sub-system in order to define roles, users and privileges relative to folders and subfolders as well as documents capture, indexing, collaboration and search.
178	Administration console to control different system parameters and functions and the creation and management of various users, user groups/roles.
179	The proposed solution must provide the capability to capture a wide range of documents i.e. Electronically generated documents such as word documents, spreadsheets (xls, xslx), images; portable document file, etc.
180	Must support at least the following document formats: Multi Page TIFF Images, Single Page TIFF Images, JPEG Images, GIF Images, BMP Images, PNG Images, PDF Documents.
181	The solution must have the ability to include several data object types in a single document and to be viewed simultaneously using the same interface.
182	The solution must embed a viewer allowing privileged users to perform edit actions on correspondence images such as:

a. Print File.

b. Download File.

c. View preceding and subsequent page.

d. Zoom in and out.

e. Adjust/fit height and width.

f. Undo/Redo functions.

g. Rotate images clockwise and counter clockwise.

h. Rotate images 180 degrees.

i. Flip images horizontally and vertically.

j. Thumbnail view.

k. Apply annotations to correspondences (text annotations, blackouts, highlighters, stamps, ellipses, rectangles).

l. Change annotations properties.

m. Apply permissions on the annotations.

n. Bring to front/send to back.

183	Documents can be displayed in list and thumbnails modes.
184	The DMS must provide an intuitive filing plan allowing the creation and management of root folders, subfolders and documents in a logical structure.
185	The DMS must provide the ability to move, cut, copy and paste documents and folders.
186	The DMS must provide the ability to establish links between documents.
187	The DMS must include a workflow with the following components: design, procedure, management, organization, document process and reminders.
188	The DMS must provide the ability to create document types on the fly and associate a specific set of attributes with each document type, folder and root folder.
189	The DMS must have the capacity to manage all files regardless of the file's physical location.
190	Search result must return all related documents and information that exist in all databases.
191	The solution must provide a pattern based reusable filing structure allowing users to create a complete folder structure based on a pre-defined folder definition, on the fly, eliminating the need for manual and repetitive creation of similar folder structures.
192	The solution must provide My Folders feature allowing users to view: personal queries, recent files, and personal folders.
193	The solution must incorporate a “My Favorites” feature, in which users can store and manage their mostly-used folders and documents.
194	An advanced, searchable logging and auditing feature to track every action performed on any document or folder.
195	On the fly export of a set of folders and documents offline to access and view content in offline mode.
196	The solution must support the locking concept (check in/checkout) where a user can lock a document to prevent other users from performing any modifications to it, while allowing them to view only them.
197	The proposed solution must be able to automatically create a version of a file when that file is replaced (e.g. each update to a file generates a new version – system should prevent a file from being overwritten).
198	Provision and control of major and minor version levels, e.g. major version becomes a new revision.
199	The DMS must provide an advanced search capability with a wide array of search types such as folder search, expert search and content search.
200	Users will be able to build their personalized search queries and save them for later usage.
201	Audit Trail functionality to monitor events of different types (such as view, update, delete, check-in/check-out) on the documents and folders.
202	The DMS must allow sending documents by email as attachments or as links to the documents location.
203	The DMS should support the ability to notify users by email when changes occur to the selected cabinet/folder/document(s) by clicking on “Alert Me” button.
204	The solution must support black and white, gray scale, and colored images having any dimensions.
205	The index fields provide for alphanumeric characters and a range of sizes, e.g. 6 to 255 characters.
206	The index fields can have different types like free text, numeric values, date and time, choice, hyperlinks, lookups, Boolean values and calculated fields.
207	The DMS must provide a version control facility to maintain version integrity throughout the lifecycle of the document.
208	The DMS must be able to provide major (e.g. 1.0, 2.0), minor (e.g. 1.1, 1.2) control. A “reason for change” comment and version label must also be supported as entries.
209	Every document version must be able to have its own individual access control rights and metadata values that can be changed without affecting other versions of the same document.
210	Metadata are also versioned with each document version.
211	System must provide capability to archive older versions of the documents automatically based on retention rules.
212	The DMS must allow simple methods of importing email messages into the ECM Solution (e.g. drag-and-drop between email client folders in order to automate the classification; indexing of e-mails and attachments; automatic classification based on email attributes such as sender, receiver, date, etc.).
213	The DMS must allow e-mails and attachments to be automatically imported and fully indexed into Solution without any user intervention or data entry.
214	The DMS must provide integrations with email clients (such as Microsoft Outlook), allowing users to access ECM functionality and import emails and attached documents into the repository directly from their email interface.
215	The DMS must allow the user to access the ECM Solution’s workflow processes from the e-mail client interface, with the ability to decision items (execute tasks) and view related documents directly from the e-mail message notification.
216	The DMS must provide an E-mail Archive that offers the ability to assign time-based retention to e-mails with the ability to put an e-mail or group of e-mails “on hold,” preventing automatic destruction or modification.
217	Solution provides the ability for users to access an e-mail in Solution’s repository directly from their e-mail program.
218	Solution provides the ability to search on e-mail index values and/or perform a full-text search on e-mail and attachment content.
219	Ability to have system internal notifications.
220	Ability to specify when email notifications are sent (days and hours to be specified)
221	The DMS offers a Web based and Desktop Client Interface search and retrieval client.
222	The search capability can search the metadata associated with the document as well as the actual content of the document or a mix of the two
223	The search capability has the ability to extract and search the content from file types including PDF, Microsoft Office, and other applicable files.
224	The search capability can be quickly restricted to a specific area of the library (e.g. Cabinet or Folder).
225	The full text search capabilities supports Fuzzy, Synonym, Boolean, Wild Card.
226	The DMS can save search templates
227	Users can only search for and find (retrieve) find documents they are authorized to access.
228	The DMS has the ability to save searches for re-use.
229	Must be able to perform queries from 3rd party systems to retrieve documents from the Document Management System.
230	For textual and numeric fields, the retrieval software should permit index searches based on exact or partial matches of specified field values such as all words, exact word, sounds like, end with, starts with, synonyms of, related to.
231	For numeric fields, the retrieval software should permit index searches based on ranges of field values specified by the following relational expressions: greater than, less than, greater than or equal to, and less than or equal to.
232	Ability to retrieve documents by document title, classification, type, address, customer name, number, or any other user-defined index value.
233	When doing a search on a significant portion of the database, the DMS will display all file names that the search identified. User can point-and-click on any file(s) displayed to retrieve.
234	Users should be able to see the various lines and pages where the search word appears, before deciding to view the image.
235	Accommodates “Full Text Indexing” (i.e., OCR) to search for and retrieve files.
236	Ability to retrieve documents using multiple index words, numbers, dates, etc., simultaneously.
237	Accommodates Boolean (True, False) logic to assist searches.
238	Search screen display options can be personalized.
239	Ability to do system attributes search.
240	Ability to do XML Search.
241	Search Physical Items and Records.
242	Ability to create search slices.
243	Ability to Save a Query for Hold.
244	Natural Language Query.
245	Ability to have Facets and do Search Filtering through Facets Views.
246	Ability to filter search results.
247	Ability to order search results.
248	Show less or Show more options in the search results.
249	Ability for the system to highlight the search term in a different color.
250	Ability to highlight a search term existing on an image file and not only text files.
251	Ability for Administrators to specify search preferences for users.
252	Ability to reserve an item.
253	Users should be able to search the entire repository from the desktop and view the search results from a virtual folder on the desktop.
254	The system shall return the current document version by default unless otherwise requested.
255	When performing a full text search, the system shall provide ranking details against the list of documents returned.
256	Users should be able to save search results from the web interface, and from the desktop interface, the saved list is the same regardless of the interface the user use to save (web/desktop), and can access the same list from both interfaces.
257	The system should allow users to share documents from a search result, such as emailing the links of the documents easily.
258	The DMS has multiple methods to import existing documents from existing 3rd party applications, desktops, network drives and file servers. Importation can be done en masse.
259	The DMS provides both a Web browser and a Desktop Client Interface.
260	The DMS allows navigational security, with multiple layers of user definable security to limit access at department, user, system, function, and file levels.
261	Role based security model includes ability to establish exceptions. Additionally, access can be limited to “read only” at the user level
262	The DMS is fully integrated with Microsoft Office applications (Word, Excel, PowerPoint,) and add e-mail, including attachments (Outlook, Lotus Notes) to the library
263	The DMS allows to attach documents directly to outgoing e-mail using Microsoft Outlook.
264	The DMS has the ability to classify documents with metadata to make them easier to search and retrieve in the future. The number of metatags and document types should be unlimited.
265	The DMS ensures a mandatory amount of metadata is captured for each document or record in the library. As new documents are added, the user has the ability to classify the file using required metadata fields.
266	The DMS has the ability to process e-forms and automatically extract metadata values.
267	The DMS has the ability to track the location of hardcopy paper documents and physical records. Physical documents can be located via search.
268	Provide the ability to design and print hard copy record labels.
269	Provide the ability to design and print bar-coded location labels.
270	The system must support wireless barcode scanners to track hard copy records.
271	Provide circulation services, whereby users with the proper permissions can borrow, return and pass along hard copy records.
272	Provide auditing of all user transactions of physical records.
273	Provide the ability to view the association of documents to folders and folders to boxes.
274	Provide the ability to apply system generated barcodes to hard copy records.
275	The Document Management System has the ability to "check out" both electronic document
276	Users must be able to continue viewing the document when it is checked out. The system must indicate the status of a checked out document with a visible symbol and an attribute to indicate who checked out this document.
277	The DMS has the ability to automatically increase the version number of the document upon check in. Previous versions of documents are maintained by the system in the event that a rollback is required.
278	The DMS provides check in / check out ability preventing documents from being overwritten or deleted as documents are updated. The Document Management System librarian can review the status of all documents checked out and check a document back in on behalf of another user.
279	The DMS can store virtually any kind of document in its native file format.
280	The DMS is capable of importing audio content files (MP3, wav, etc.) and launching appropriate media viewers for retrieval.
281	Ability to capture, store, retrieve, and reproduce irregular-sized (e.g., larger than 8 ½ x 11) documents.
282	Electronic signature management - support for inserting signatures.
283	The DMS has document to document linking to allow users to bundle files into logical groups and integrated viewing capability to display all linked files screen. User can point and click on the linked file and the system will take user to that record set.
284	The DMS has the ability to create bookmarks or tags to documents frequently accessed such as a "My Favorite" list.
285	Users can subscribe to be notified of edits / changes / version updates to files or changes to folders they are watching.
286	When an existing file is updated or a file is added to a folder, the user receives email notification that the change has occurred, who has changed it, and a secure link to directly access the document.
287	Users can set alerts and reminders on documents that need attention in the future. (i.e. contract renewals).
288	The DMS allows users to combine and aggregate files into their own personal "virtual" folders. For example, a Project Manager might have a folder for project documentation, project legal contract documents, invoices, design documentation and emails from their customer all in one "virtual" folder, even though each individual piece of information is stored in various locations throughout the library.
289	The DMS can send secured links to documents directly to members, partners, suppliers, etc. File security is maintained as only authorized users can retrieve the file by using the link.
290	The DMS provides the ability to personalize user preferences, the views, workflow preferences and others.
291	Retention polices for converting to a record, archiving and deletion can be set on a document type and done automatically based on a determined date.
292	The DMS has the ability to automatically tag documents (add metadata) simply by dragging the documents into a folder.
293	Users may retrieve copies of records but not the original records themselves.
294	Documents accidentally deleted by users (with delete permissions) can be quickly recovered by Library Administrators.
295	Users can retrieve their own deleted documents from their personal recycle bin.
296	The DMS allows the use of reference number automatically created.
297	The DMS records a detailed permanent audit log of all actions performed on a document including user, action and time stamp.
298	The DMS is capable of exporting documents out of a demo system and importing into a production system.
299	The DMS is a highly available, scalable, redundant platform on which to support a library containing millions of files and documents.
300	All Administrative functionality can be accessed remotely using a Web browser over the Internet or through the companies LAN or WAN. SSL and VPN support further secure remote user and administrator access.
301	The network operating system under which the DMS runs must be Windows 2008 server based or higher.
302	The DMS Desktop Interface client must be fully certified with Windows XP Professional and higher in a managed environment.
303	Allows for enterprise licensing model.
304	Allows for named user licensing.
305	The DMS must have a tool that checks server configuration and health settings to ensure the document repository is running properly and without errors.
306	Solution displays all of the associated information about a document – displaying index values, notes, related documents, revisions, discussion threads, document properties and document history.
307	Solution provides ability to display the document being indexed in a preview pane during the indexing process.
308	Solution provides the ability to auto-import camera images and media files directly from a connected device.
309	Solution enables users (not only administrators) to create their own personalized saved searches.
310	Solution provides ability for meaningful document names to appear in a search results list that can contain both static text as well as defined index values, offering a more detailed description of the documents returned.
311	Solution’s search interface accommodates multiple search methods from a single panel. This includes advanced search operators, full text searching, text searching, searches against notes, index value searches, searches against defined document types, all file formats, date ranges, etc. Solution’s searches are speedy.
312	Solution provides natively built interfaces to standard mobile devices (e.g. iPad, iPhone, and Droid).
313	Solution offers ability to display all projects, cases, and/or tasks assigned to a user in one screen, and offers ability to filter projects and tasks based on status, e.g. active, closed, completed.
314	Solution should offer Help Screens with index and topic search. Ability for the system to get the Help topic depending on the action or item being used in order not to search for that topic.
315	Ability to select links to be either hyperlinks or drop down lists.
316	Ability to specify the default start page.
317	Show item description option.
318	Ability for each user to set preferences.
319	Ability to create reports from within the system and access them within the system with permissions specified.
320	The proposed system should support viewing all types of electronic files, including MS Office, Tiff, JPEG, BMP, PDF, etc. without having the original application installed.
321	The proposed system should be able scalable to store millions of documents.
322	The system must support mixing and using different storage media, including Database and file system.
323	The system should come with a universal viewer that allows viewing and annotating MS office documents, images and PDF documents without the need of having the native application installed on the client PC.
324	The solution should include audit logs that tracks all users and documents activities.
325	The solution must be fully based on open system platform and supporting multiple operating systems and directory services.
326	The solution must fully support Arabic and English.
327	The web interface must support Internet Explorer, Safari, Chrome, and Firefox.
328	The system must provide a web-based, end-user access including, but not limited to: document and image management, records declaration, records search/view, and physical records creation, search, reservation and check-out, process.
329	The web interface shall be look-and-feel customizable for end users.
330	The system shall provide the standard file hierarchy structure of folders and sub-folders (analogous with Windows) to allow users and groups of users to manage and organize their documents.
331	Content import is possible through drag ‘n drop in windows explorer, the file should automatically inherit the classification and metadata of the parent folder.
332	The system should prompt the user for metadata if a required metadata field cannot be automatically inherited or extracted.
333	The system folders should be easily added to the user desktop, shortcuts should be have exactly as standard folders where users can open them, drag and drop contents.
334	Users should be able to edit any file type in its native application directly from the system desktop folders as if it was on a standard windows folder.

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