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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 |
| 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 |
| 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 |
| 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 USPTO 508 compliance standards |
| · Yes |
| 20. Cybersecurity |
| Ability to adhere to Federal Cybersecurity requirements including: Fedramp, FISMA and NIST as required. |
AND/OR
Any sales to other federal customers?
· Yes
| 21. Migration |
| System shall provide for the efficient migration of existing historical documents stored in shared drives, individual hard drives, and email accounts |
| · Yes |
