Office_of_General_Counsel_Legal_Document_Management_System_Requirements_04_04_18.pdf

RFI No: ACQ-18-0699

ATTACHMENT 1

Office of General Counsel Legal Document Management System

Requirements Worksheet Office of General Counsel (OGC) Legal Document Management System (LDMS)

Request for Information

REQUIRED Configuration Feature

Description Standard Feature?

Customization Description

1. Compatibility and

Usability

The system shall interface with common administrative third party tools, such as MS Office 365. The system should also include the ability to send other users a link to the system version of a stored document, rather than the document itself

Yes No

NA

2. Ease of Use The system shall be user friendly with minimal mouse clicks and menu selections

Yes

3. Integration The system shall integrate with Microsoft (MS)

Outlook and Word. Word documents shall be easily opened and managed within the LDMS. Integration with additional MS Office tools (e.g. Excel, PowerPoint, etc.) is desired

Yes

4. Ease of Use The system shall allow emails and attachments to be readily saved into LDMS with a single button selection. Essentially, emails and attachments are treated as documents.

Yes

5. Ease of Use The system shall have programmable default settings for each user for ease of file storage

Yes

Description Standard Feature?

Customization Description

6. Ease of Use The system shall direct users to save documents into

LDMS, but provide users the option to store documents on a network drive

Yes

7. Search feature The system shall contain search capabilities and allow for conditional (if-then) searches throughout document text, emails, email attachments, images, zip files, folders, scanned documents, and scanned metadata

Yes

8. Format flexibility The system shall allow electronic conversion, including Optical Character Reader (OCR)

Yes

9. Search feature System shall allow for keyword, Boolean, and Full

Text Searches on Indexing of documents loaded into the system

Yes

10. Version control The system shall include a check-in/check-out feature and the ability to designate a document as “final,” permitting copying of text into a new working document but barring further edits to the “final” document

Yes

11. Document comparison The system shall have the ability to compare separate documents and different versions of a document

Yes

Description Standard Feature?

Customization Description

12. Configure taxonomy The system shall provide the ability to create a configurable taxonomy such as hierarchical folders for efficient document storage and retrieval

Yes

13. Search feature The system shall provide the ability to add information

(e.g., keywords, tags etc.) to LDMS artifacts and use that information in searches

Yes

14. Personalization The system shall provide the ability to configure and personalize user profiles and workspaces, including the personalization of other settings (e.g. search defaults, print settings, etc.)

Yes

15. Security permissions The system shall provide user permissions to create, read, update and delete documents

Yes

16. Access controls The system shall have the ability to control user/group access to documents, including “super user” abilities

(e.g. ability to force checked-out document to be checked back in)

Yes

17. Print feature The system shall include the capability to print artifacts based on search results

Yes

Description Standard Feature?

Customization Description

18. Out of the box solution The system shall provide an out of the box solution, with no custom code required/necessary. There shall be a strong focus on the ability to implement configuration changes

Yes

19. 508 compliance The system shall meet Federal 508 compliance standards and the system provider shall identify those accessibility standards in Section 508 that the system is able to meet.

Yes

20. Migration System shall provide for the efficient migration of existing historical documents stored in shared drives, individual hard drives, and email accounts

Yes