Attachment 1 eDiscovery Technical Requirements.xlsx
XLSX spreadsheet 33 KB Posted
- Attached to
- eDiscovery software, capability and support
- Solicitation number
- 842015609
- Issued by
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Defense Information Systems Agency
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment L2 Pricing Template Revised 31 Aug 20.xls | XLS spreadsheet | |
| HC108420R0008 0004 amendment.docx | DOCX document | |
| Attachment L3 DD254.pdf | ||
| HC108420R0008 0004 conform.docx | DOCX document | |
| RFQ 842015667 AMD03.docx | DOCX document | |
| HC108420R0008 0002.docx | DOCX document | |
| Attachment L1 with Contractor Questions with Answers.xlsx | XLSX spreadsheet | |
| HC108420R0008 0001.docx | DOCX document | |
| HC108420R0008 Final.docx | DOCX document | |
| Attachment 2 Executive Order 12333.pdf | ||
| Attachment 3 Risk Management Framework by Acquisition Phase.pdf | ||
| Attachment L1 - Questions and Answers.xlsx | XLSX spreadsheet | |
| Attachment L2 Pricing Template.xls | XLS spreadsheet |
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Text version
Original OGC ITFRs
| Requirement | Requirement Description | Must Have | Does Contractor Meet Capability: Yes/No |
| GENERAL, SECURITY & ACCESS | |||
| Preliminary Design Document | Provides a detailed description of the delivered solution design for the pilot phase, as well as a detailed breakout of the functional design. Addresses issues such as, interfaces with other delivered solutions and hardware considerations. The Design Document shall include, at a minimum: |
• Requirements reference;
• Use Case reference;
• delivered solution architecture;
• Relationship diagram(s);
• Detailed functional hierarchy;
• Logical and physical schemas and data-flow diagrams;
• Module design and program specifications;
• Screen mock-ups;
• delivered solution sizing specifications related to the delivered solution architecture including database and file utilization specifications;
• Performance expectations; and
• Back-up/recovery plan
| x | |||
| Accessible for use for all of OGC's Electronically Stored Information (ESI) Disclosure & Discovery | The delivered solution shall be capable of supporting all of OGC's ESI Disclosure & Discovery needs including, but not limited to all phases of the Electronic Discovery Reference Model (EDRM), Freedom of Information Act (FOIA) requests, internal and external investigations, congressional inquiries, and privacy act requirements. | x | |
| 508 Compliance | The delivered solution shall require that the Contractor comply with requirements of section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794(d) throughout its performance of the contract. | x | |
| Capable of Hosting Unclassified and Controlled Unclassified Information (CUI), For Official Use Only Documents (FOUO), or documents protected by a protective order or confidentiality agreement | The delivered solution shall be capable of hosting unclassified and CUI documents, including FOUO documents pursuant to DoD regulations and concurrent with OGC J6 requirements | ||
| Contractor must be willing and able to comply with the terms of a confidentiality agreement or protective order issued in litigation by a judge, court, board, or other | x | ||
| Capable of Hosting Classified Information on a Separate system pursuant to laws and regulations governing classified material | The delivered solution shall be capable of maintaining documents that are classified, whether Confidential, Secret or Top Secret, as required by law, presumably on a segregated system. OGC estimates classified data will may exceed more than 50% of total ESIDD data storage requirements. | x | |
| Access-controlled/role-based | The delivered solution shall provide standard roles and allow the creation of additional roles. Access must be tailorable at the named resource level. | x | |
| Coordinate secure remote sharing | The delivered solution shall have a collaborative and private access ability (e.g. secure remote sharing of data with other agencies and expert witnesses), with access capabilities restricted to view only and as defined by the user granting the access. | x | |
| Collaboration, Case Management and Tracking | The delivered solution shall include Case Management and Tracking and shall allow legal and access professionals the ability to collaborate in the processing of each ESI Disclosure & Discovery case. | x | |
| The delivered solution must be compatible with all major OGC systems | The delivered solution shall be compatible with and capable of collecting and importing ESI from major OGC systems and applications, including but not limited to all Outlook ESI (e.g., e-mail, calendar, tasks, notes. etc…), instant messaging, all network drives (e.g. share drives and home directories), various types of documents and file types including Microsoft Office documents, (e.g., .msg, .doc .docx, .xls, .xlsx, .ppt, .pptx,, ), Adobe documents (e.g. .pdf or Adobe portfolio, including embedded documents) and other document types (e.g. zip, CAD), Microsoft 365, and systems, including, but not limited to, the Enterprise Business System, E-Procurement, OGC's Records Management System (DACS-RM), Wide Area Workflow, the Task Management Tracking System and SharePoint | x | |
| The delivered solution must be compatible information technology used by OGC | The delivered solution shall be capable of receiving ESI collected from information technology used by OGC, including, but not limited to virtual infrastructure (e.g. VDI), laptops, servers, tablets, smart phones, and cloud services (e.g. software as a service (SaaS), infrastructure as a service (IaaS), platform as a service (PaaS)). | x | |
| Access through VDI or VPN | The delivered solution shall have the capability to allow the user to use all aspects of the delivered solution over a VPN connection or a VDI connection. | x | |
| Accessible by OGC personnel in several locations | The delivered solution shall allow appropriate OGC personnel to access it from all OGC locations, as well as when teleworking | x | |
| Access through single application | The delivered solution shall consist of a single application requiring one login to perform all functions. The delivered solution's administrative interface may be a separate application. | x | |
| Integration with Active Directory | The delivered solution must be capable of integrating with Active Directory users and groups for user logon and data authority. | x | |
| Cloud Security | If the delivered solution uses a cloud service provider (CSP), the CSP must maintain DoD Cloud Computing Security Requirements Guide (DoD CCSRG) level 5 authorization. | x | |
| ALL EDRM STAGES- Preserving Evidentiary Metadata Throughout the EDRM | The delivered solution must preserve evidentiary metadata throughout all stages of ESI Disclosure & Discovery and all EDRM stages, including at a minimum the information commonly contained in a Load File (e.g. Concordance Load File) including, but not limited to: the collection source, source ID, custodian, author, begdoc#, enddoc#, docid, pgcount, groupid, parentid, attachids, attachlist, begattach, endattach, properties, record type, from, to, cc, bcc, subject, convindex, docdate, text filepath, date time sent, date time crtd, date time svd, date time mod, date time recvd, date time accd, file size, file name, application, file extension, filepath, native link, folder id, paragraph request number, md5 hash, message header, attachmcount, file type, comments, message type, extended properties | x | |
| ALL EDRM STAGES: All changes or decisions throughout the EDRM process must be traceable and reportable | Any changes to data must be traceable and reportable so that OGC can determine what changes were made throughout the EDRM process and report on ESI discovery and disclosure efforts as well as for chain of custody issues | x | |
| ALL EDRM STAGES- Handle large ESI data | The delivered solution must be capable of holding and maintaining up to 100 TB of data (OGC databases, images, native documents) with growth of approximately 30% per year. If vendor faces a maximum storage capability, vendor must state that maximum. | x | |
| ALL EDRM STAGES- Establishing ESIDD databases | The delivered solution must allow for establishment of ESIDD databases for each case or cases as necessary | x | |
| CAPACITY & LEGAL HOLD | |||
| IDENTFICATION, PRESERVATION & COLLECTION- Import ESI data from major OGC applications and systems that contain ESI | The delivered solution must permit the import of ESI data from all major OGC systems and applications, including but not limited to email, resident hard drives, share drives, the cloud, the Enterprise Business System, E-procurement, the Task Management Tracker, DACS-RM, and others as added to OGC’s approved software and hardware list. | x | |
| IDENTIFICATION, PRESERVATION& COLLECTION- Import ESI data from applications as they are added to OGC's infrastructure | The delivered solution shall be capable of connecting to new applications as they are added in OGC | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- user capacity | The delivered solution shall have the capacity to allow a specified number of concurrent users and an unlimited number of named users. The vendor shall propose, based on their experience with similar sized organizations, the number of concurrent users. User numbers may be specified in increments | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall have the capacity to import at least XX,XXX accounts from Microsoft Active Directory as potential Legal Hold Custodians. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall have the capacity to manage XX,XXX or more active custodians (Active Users of the System) | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall have the capacity for OGC personnel to manage legal holds/taskings | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall provide the user with options to view and track the legal hold status | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall provide the user with options to capture information like legal hold name, attorneys or access professionals assigned (for approval purposes), list of associated matters, list of recipients (which includes custodians and non-custodial data sources (NCDS)), date and time the hold is issued, name of the user issuing the hold, effective date range of the hold, date created, date approved, date sent, date acknowledged, date released etc. for each legal hold | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall provide the user with options to create legal hold notice templates for future use | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall provide the user with options to design a notice for each of the hold operations (Issue, Resend, Escalate, Reissue) | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow the user to attach a legal hold issue notice along with other notices to a legal hold | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow applicable legal team resources to select entire groups or departments for legal hold notice distribution | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow the user the capability to issue, send, and track all legal holds by custodian | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow the user the capability to track all legal holds by non-custodial data sources (NCDS) such as email systems | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow the user to upload and associate documents relevant to a particular legal hold | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall support the capability to collect legal hold status metrics such as counts of legal holds, number of custodians, custodians who have acknowledge receipts, count of holds released, actions taken by custodian, etc. ( detailed metrics TBD) | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall provide ability to display snapshot / dashboard of high level metrics for each legal hold such as number of custodians/data stewards who have acknowledged the receipt of hold notice, number of custodians/data stewards who have not acknowledged the receipt of the hold notice, number of custodians/data stewards released from the legal hold | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall restrict the users from viewing and/or editing a legal hold that has already been issued | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall permit re-issuing legal holds only to active and newly added custodians | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall support dynamic text inserts in the legal hold notice | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow a custodian or data steward to ask/send questions to legal team | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall support scheduling, conducting and tracking of multiple interviews per custodian/data steward in a hold | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow import of legal holds and matters from third party eDiscovery and ESI Disclosure & Discovery solutions. This includes, but is not limited to, Microsoft “e-discovery” solutions (e.g. Office 365 and Microsoft Exchange Online) and inputs from other non-OGC entities in industry standard formats (e.g. load files). | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall provide the user with options to notify appropriate members when a custodian/data steward information changes (location, employment status). | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow litigation team members to manually send alerts/notifications to supervisors and to receive acknowledgment within the delivered solution. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow the user to send email notifications based on role types and receive acknowledgment within the delivered solution. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow the user to customize the reminders schedule | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | The delivered solution shall allow the user to set reminders for resending or escalating holds for non-compliant custodians | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | System shall allow the user to send litigation notices to external resources, including outside counsel, vendors and contractors | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Capability to deliver all Litigation notices via E-mail to any agency employee. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Capability to create Litigation Hold and Release Templates and the ability to customize the Hold Notice language. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Litigation Holds/Releases/Surveys shall be digitally signed by the custodian and stored in the system. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Automatically E-mail reminders to continue to retain documents for litigation purposes on a customizable periodic basis. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Automatically send E-mail reminders to custodians that have not signed a Litigation Hold Notice on a customizable periodic basis. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Send E-mail users a notice when a Litigation Hold has been removed they no longer need to retain E-mail for litigation purposes. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Automatically email a copy of the signed notice to the custodian upon completion of the notice. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Capability to perform Custodian Surveys and to customize the survey form. | x | |
| IDENTIFICATION, PRESERVATION & COLLECTION- Legal Hold | Capability to display, by matter and on a single screen for the end user, important information on the status of each litigation hold notice including the identity of the custodian, the date of the hold notice, whether and when the custodian signed the hold notice, and date information on upcoming reminder or follow up notices. | x | |
| DOCUMENT COLLECTION | |||
| COLLECTION & PROCESSING- document types | The delivered solution shall have the capability to import the following document types at a minimum: |
- Microsoft PSTS files
- Loose emails in .msg format
- Microsoft Office documents such as:
- Word processing documents (e.g., .doc);
- Spreadsheets (e.g., .xls);
- Presentation program files (e.g., .ppt);
- notetaking files (e.g., Microsoft One Note);
- Adobe files (e.g. pdf, Adobe archive, and files embedded in Adobe files)
- SharePoint
- WordPerfect documents
- Web Pages
- Pictures
- Zip Files and their contents
- CAD files -Audio files (e.g.: .wav, .mp4) -Video files (e.g.: .wmv, .mp4., or .avi)
| - .adx files | x | ||
| COLLECTION & PROCESSING- NIST Filtering | The delivered solution shall have the capability to filter out system documents (NIST Filtering) and be continually updated as NIST files are identified. | x | |
| PROCESSING - Conversion to readable formats - Automatic OCR | The delivered solution shall have the capability to automatically OCR non-text based documents when they are imported and to generate an exception handling report or log file for documents or ESI that cannot be automatically converted to OCR. | x | |
| PROCESSING- Capturing Folder Names | The delivered solution shall process data files according to information provided in the structure of folder names (e.g., CASE# | Company-Firm | Custodian | Production Date) and shall capture information from the different levels of the folder structure into different fields in the database. | x | |
| PROCESSING- Conversion to readable formats - compound files | The delivered solution shall have the ability to load native files, including email stores, loose files, PDF files, and compressed archive files (e.g., .rar and .zip), and shall have the ability to extract all files from compound files and create a separate record for each extracted file (e.g., .rar, .zip). The application shall not include the original compound file as a document. | x | |
| PROCESSING- Tiff or PDF Images and bates endorsement | The delivered solution shall load all native ESI, create single page tagged image file format (TIFF) images or portable document format (PDF) files for each page, and apply Bates endorsement to documents upon loading. | x | |
| PROCESSING- delimited text files | The delivered solution shall load delimited text file with specific delimiters and field order, and image cross-referenced files and JPG files. | x | |
| PROCESSING- delimited text files | The delivered solution shall load delimited text file with specific delimiters and field order, image cross-referenced files, single-page OCR text files and TIFF or PDF files. | x | |
| PROCESSING- delimited text files | The delivered solution shall load delimited text file with specific delimiters and field order, image cross-reference file, document-level OCR text files and TIFF or PDF files. | x | |
| PROCESSING- extract metadata | The delivered shall extract metadata values during the data loading process and load the metadata into fields in the application without modifying the original document or changing system and document metadata values. | x | |
| PROCESSING- extracting metadata from native files | The delivered solution shall extract metadata from each native file and load it into searchable fields during the data loading process. | x | |
| PROCESSING- extracting embedded metadata in pdf portfolios | The delivered solution shall extract embedded metadata for each document contained in a PDF portfolio file during the data loading process. | x | |
| PROCESSING- Identify unprocessable Files, Including Encrypted Files | The delivered solution shall identify any unprocessable files in an exception handling report or a log file during the data loading process with the reason why the file could not be processed. Examples of reasons are corrupted, password protected, encrypted, unsupported file type, path too long (e.g., file path exceed 217 characters for Microsoft Excel files or 255 characters for other file types). | x | |
| PROCESSING- allow for the import of passwords to open encrypted and password protected documents | The delivered solution shall have the capability to identify encrypted and/or password protected files in an exception handling report or log file. The delivered solution shall be capable of receiving and securely processing passwords and/or DoD private keys so they can be decrypted after ingestion. | x | |
| PROCESSING- extract text | The delivered solution shall extract text from all native files, including email messages and attachments, during the data loading process and load all text in a field. | x | |
| PROCESSING- loading extracted OCR text | The delivered solution shall load extracted and OCR text into fields without limitations due to the size of the text. | x | |
| PROCESSING- separate records for each native file | The delivered solution shall create a separate record for each native file during the data loading process. For example, separate records are created for an email and each attachment to the email. | x | |
| PROCESSING- separate records based on type or MIME type of embedded or attached file | The delivered solution shall be configured to create or not create separate records for embedded and attached files based on the file type or MIME type of the embedded or attached file. | x | |
| PROCESSING- separate records based on size of embedded or attached file | The delivered solution shall be configured to create or not create separate records for embedded and attached objects based on the size (in KB) of the embedded or attached object. | x | |
| PROCESSING- uniquely number and hash native files | The delivered solution shall uniquely number and create hash values for native files, email messages, and attachments during the data loading process and store the unique number and value in a field. | x | |
| PROCESSING- records for exception files | The delivered solution shall create an exception handling report or log file for exception files (e.g., non-supported, corrupted, password protected, encrypted) and include an exception field describing the problem; extract meta data available from the exception file and store it in fields; store a link to the exception file. | x | |
| PROCESSING-TIFF or PDF placeholder | For all exception files loaded, the delivered solution shall create and indicate the problem on the TIFF or PDF placeholder image, allow configurable fielded information to be written on the image, and load the problem description in a field in the database. | x | |
| PROCESSING-problem file report | The delivered solution shall for all exceptions in the data loading process, provide a problem file report, including the file name and path of the document and description of the problem. For example: corrupted, encrypted password protected, unsupported file type, path too long (file path exceed 217 characters for Microsoft Excel files and 255 characters for all other file types). | x | |
| PROCESSING-load report for loaded productions | The delivered solution shall provide a load report for all loaded productions including the number of documents, number of pages, date loaded, request/production identifier, exception files, and unsupported files. | x | |
| PROCESSING-load native files from all levels of a folder structure | The delivered solution shall load native files from all levels in a folder structure. | x | |
| PROCESSING, REVIEW & ANALYSIS- De-duplication with new and prior data | After loading new data into the delivered solution, users shall have the option to de-duplicate newly added data against previously loaded data using MD5 or SHA. The delivered solution must be able to use the MD5 or SHA algorithm to assign unique hash values to newly processed files and compare them to previously hashed and loaded records for the purpose of segregating and/or removing files with identical hash values. | x | |
| PROCESSING, REVIEW & ANALYSIS- identifying near duplicates | The delivered solution shall identify exact and near duplicates. Near duplicates are electronic files with similarities in content, metadata, or both (e.g. document versions, emails sent to multiple custodians, different parts of email chains, or similar proposals sent to several clients). | x | |
| PROCESSING, REVIEW & ANALYSIS- De-duplication and Near-Deduplication Percentages | The delivered solution shall determine the extent of similarity between files and assign a percentage of similarity. | x | |
| PROCESSING, REVIEW & ANALYSIS- De-duplication and Near-Deduplication Percentages | The delivered solution shall allow administrators to set a threshold for considering documents near duplicates, such as, 85% similar or 90% similar. | x | |
| PROCESSING- e-mail files from a wide variety of formats | The delivered solution shall load email files from a wide variety of formats, such as, PST, MSG, EML and DBX. | x | |
| PROCESSING, REVIEW & ANALYSIS- Parent/Child | The delivered solution shall maintain parent/child relationships between emails and attachments when loading email files. | x | |
| PROCESSING- E-mail Head Information | The delivered solution shall extract and load all email header information (e.g. IP addresses) | x | |
| PROCESSING- audio and video files | The delivered solution shall load audio files (e.g. voicemail, .wav, .mp3), video files and associated meta data. | x | |
| PROCESSING- load native and text files with varying encoding | The delivered solution shall load native and text files with varying encoding, such as, ASCII, UTF-8. | x | |
| PROCESSING- Hash Values | The delivered solution shall provide MD5 or SHA-1 hash value in a field for native documents loaded. | x | |
| PROCESSING- EDRM XML load files | The delivered solution shall load EDRM XML load files. | x | |
| PROCESSING – Structured and Conceptual Analytics | The delivered solution should process and load files so as to allow all files to be used in analytical processes, including but not limited to: |
- Text searching
- Concept searching
- Data and file clustering
- Categorization of documents
- Technology Assisted Review (TAR)
- Email threading analysis and view
- Textual near duplicate analysis
- Repeated content analysis
- Language identification analysis
| x | ||
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- adding data to a case while case in use | The delivered solution shall be capable of adding new data to a case while users are accessing and using the case. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- normalizing data fields | The delivered solution shall load new data to a case with different fields than data previously loaded to the case and normalize the fields to OGC standard field names and field types. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- removing data from a case while case in use | The delivered solution shall be capable of removing documents from a case while users are accessing and using the case. | x |
| COLLECTION & PROCESSING- Integrity Checks | The delivered solution shall incorporate the following automated, OGC-specific, integrity checks during the data loading process: * | x |
| COLLECTION & PROCESSING- Integrity Checks | * For productions that include native files, the delivered solution shall verify that the native file exists at the path specified by the native file link in the database upon completion of data load. | x |
| COLLECTION & PROCESSING- Integrity Checks | * For productions that include native files, the delivered solution shall report any file paths that exceed 217 characters for Microsoft Excel files and 255 characters for all other file types. | x |
| COLLECTION & PROCESSING- Integrity Checks | * For all types of productions, the delivered solution shall validate date fields within the database and report the bad date records in an exception file. | x |
| COLLECTION & PROCESSING- Integrity Checks | * For delimited text file productions, the delivered solution shall read and store time and time zone values from separate fields or combined date and time fields. If no time zone information is provided, the system shall allow an administrator to set an assumed time zone value. | x |
| COLLECTION & PROCESSING- Integrity Checks | * For delimited text file productions, the delivered solution shall check consistency of zero padding in Bates number fields. The delivered solution shall examine the Bates format(s) in a case and report the alphabetic prefix(es) and the number of digits for the numeric portion of the Bates number. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- custom fields in database | The delivered solution shall allow an unlimited number of custom fields in the database. The vendor must describe the limits or constraints. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- tracked changes documents | The delivered solution shall identify documents with tracked changes by marking the documents in a field in the database. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- hidden rows | The delivered solution shall identify documents with hidden rows/columns by marking the documents in a field in the database. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- hidden text | The delivered solution shall identify documents with hidden text by marking the documents in a field in the database. An example of hidden text is font text identical to the background, typically white on white. | x |
| IDENTIFICATION, COLLECTION, PROCESSING, REVIEW & ANALYSIS- foreign language identification | The delivered solution shall identify foreign language documents by marking the documents in a field in the database. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- moving between datasets | The delivered solution shall be capable of moving records from one dataset to another dataset that has a different field structure. | X |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- overlay data capabilities | The delivered solution shall overlay data into a case. For example, an outside party produces an EDRM XML collection that contains bad dates. The OGC requests the outside party to provide a corrected version, but in the interim, the end-user wants to review/tag the documents. When the corrected data is redelivered, the data will overlay the existing data using a unique record identifier to match the new data to the correct records. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- overlay data capabilities | The delivered solution shall automatically run processes to populate fields during an overlay that were run in the initial data loading. | x |
| COLLECTION & PROCESSING- statistics | The delivered solution shall store statistics upon data load such as document types, the number of documents in the repository, the date documents were loaded, and shall provide the ability to generate a report on those statistics. | x |
| COLLECTION & PROCESSING- statistics | Upon data load, the delivered solution shall store statistics such as the number of emails and the number of attachments loaded, and shall be able to generate a report on those statistics. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- hidden columns | The delivered solution shall identify documents with hidden columns by marking the documents in a field in the database. | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- data dictionary | The delivered solution shall provide a data dictionary built from all data loaded into the case (including word counts). | x |
| COLLECTION, PROCESSING, REVIEW & ANALYSIS- data dictionary | The delivered solution shall provide the user the ability to view the data dictionary. | x |
| DOCUMENT SEARCHES | ||
| IDENTIFICATION, REVIEW & ANALYSIS- searching basics | The delivered solution shall support keyword, proximity, Boolean and wildcard searches at a minimum. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- searching e-mail attachments and embedded documents | The delivered solution shall have the ability to ingest mailboxes from Microsoft Exchange Online and shall search e-mail attachments and embedded documents within e-mails and other Outlook ESI and embedded documents within Outlook ESI. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- searching metadata | The delivered solution shall be able to search metadata, such as date, custodian, sender (or creator), recipient, copied recipients, and blind copied recipients. The delivered solution should be able to concurrently search multiple search parameters. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- save searches | The delivered solution shall have the capability to save search criteria and results including ability to further refine a search. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- preview in search results | The delivered solution shall have the capability to ‘preview’ E-mails in a search result set. The user should not have to ‘open’ an E-mail to make a quick assessment of the relevance of a document. This functionality can be a preview pane (similar to the Microsoft Outlook preview pane) or by other means such as a balloon appearing when the user hovers the mouse over an E-mail. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- sorting and filtering | The delivered solution should also be able to sort search results by one or more metadata fields, including by family. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- sorting and filtering | The search result set should be in order of relevance. If the result set is not automatically sorted by relevance, the user shall have a way of sorting the result set by order of relevance. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- hit highlighting | The delivered solution shall highlight terms in the E-mail that met the search criteria (Hit Highlighting) | x |
| IDENTIFICATION, REVIEW & ANALYSIS- searching on tags and metadata | The delivered solution shall provide the ability to search on "tags" and metadata, including custom tags and metadata. | x |
| IDENTIFICATION, REVIEW & ANALYSIS-identify and review e-mail discussion threads | The delivered solution shall have the capability to identify and review E-mail discussion threads. | x |
| IDENTIFICATION, REVIEW & ANALYSIS-near duplicates | The delivered solution shall have the capability to identify textual near duplicates. | x |
| IDENTIFICATION, REVIEW & ANALYSIS-option to include attachments in searches | The delivered solution shall have the capability to return searches for emails with the option to either include or not include associated attachments regardless of search criteria specified for the email itself. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search Options with Attachments | The delivered solution shall provide clear, direct access to/from parent emails in an e-mail chain as well as their attachments. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search notifications | The delivered solution shall provide email notifications when new documents are added to the delivered solution that meet pre-established search criteria. The delivered solution will enable the user to turn notifications on or off. The delivered solution shall place a new document that meets pre-established search criteria in a folder for review. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Fuzzy searching | The delivered solution shall provide compensating search functions to help reduce the impact of low Optical Character Recognition (OCR) confidence levels (e.g. fuzzy searching). | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search by document identifier | The delivered solution shall provide the ability to navigate to a specific Bates number, record number or document identifier (UUID) during document search. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search by document identifier | The delivered solution shall be able to search for application assigned Bates and document numbers, and Bates and document numbers provided by the producing party. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search by document identifier by application assigned bates | The delivered solution shall be able to search for all documents with application assigned Bates/document numbers in a given range. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search by document identifier by producing party | The delivered solution shall be able to search for all documents with a producing party provided Bates/document numbers in a given range. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search by prefix | The delivered solution shall be able to search for all documents with a specific prefix. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search by field and field exclusion | The delivered solution shall be able to search for a term in a specific field, while excluding occurrences of the term in all other fields. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Predictive Coding and searching | When a set of documents is selected from searching, the delivered solution shall be able to execute a follow-up query that will present more documents like the selected ones (predictive coding or technology assisted review). | x |
| IDENTIFICATION REVIEW & ANALYSIS-Concept searching | The delivered solution shall identify concepts - words and phrases with similar meanings in context - across all productions for a case and present the most frequently occurring concepts to users as search options. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Concept searching exclusion | The delivered solution shall allow an administrator to exclude repeated text from concept searching, such as a disclaimer at the end of every email in a production. | x |
| IDENTIFICATION REVIEW & ANALYSIS-Concept searching | The delivered solution shall be able to search for a concept entered by a user. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching speed | The delivered solution shall be capable of searching for text using Boolean logical functions (e.g., AND, OR, NOT); literal (e.g., "quotes"); wild cards (e.g., “!”) and parentheses (e.g., denoting order of operations) in less than 5 seconds across 300 productions containing 1 million documents. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching proximity | The delivered solution shall search for two text strings in proximity to each other within a document. The delivered solution shall allow the user to specify the order of the text strings and allow the user to define degree of proximity; e.g., within 5 words. | x |
| IDENTIFICATION REVIEW & ANALYSIS- ability to choose between conceptual and Boolean searches | If conceptual and Boolean searching are both provided, the delivered solution shall allow the user to set either as their default search type. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching speed | The delivered solution shall search documents using conceptual/natural language in less than 15 seconds across 300 productions containing 1 million documents. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching capabilities | The delivered solution shall search across selected multiple folders or tags. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching capabilities | The delivered solution shall allow for searching on specific characters (e.g. period, @, #, %, $, &, !). | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching auto-complete | After a user starts typing, the delivered solution shall automatically suggest the most common terms in the database that could complete the word being typed (auto-complete), and allow the user to continue typing and ignore suggestions. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search accuracy and repeatability | The delivered solution shall reliably search a dataset. Running the same search against the same documents more than once shall return the same results. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching capabilities | The delivered solution shall provide the capability to search within a document in one step. For example, the user can search by typing “control” and “f” or selecting a search bar from the document itself. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search variations | The delivered solution shall search automatically on variations of search terms (tense, inflection, plurals, etc.) and provide the user with the ability to turn this function on or off. This functionality shall be available with conceptual and Boolean searching. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search sorting | The delivered solution shall allow the user to show or hide search results (e.g., domains, file types). | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching capabilities - thesaurus | The delivered solution shall support standard and user-definable thesauri in searching and shall create a synonym list or concepts. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching capabilities - save searches | The delivered solution shall save searches, including both the query and results. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching capabilities - search history | The delivered solution shall provide the user the ability to view search history. The vendor must explain whether the # of searches or time period of saved searches is configurable. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching capabilities - search history | The delivered solution shall allow users to execute a previous search. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Search within a search | The delivered solution shall be capable of searching within a search (nested searches). | x |
| DOCUMENT REVIEW | ||
| PROCESSING, REVIEW & ANALYSIS- Allow for predictive coding and Technology Assisted Review (TAR) | In addition to manual coding by OGC users, the delivered solution shall offer OGC the choice to obtain assistance in predictive coding and technology assisted review on a case by case basis. However, all documents and files should be processed ready for predictive coding and TAR analysis. | x |
| PROCESSING, REVIEW & ANALYSIS- allow the user to create user defined tags | The delivered solution shall have the capability to create user multiple defined tags for issues, relevance, and the nature and basis for privilege. | x |
| PROCESSING, REVIEW & ANALYSIS- preview e-mails while reviewing | The delivered solution shall have the capability to allow the user to ‘preview’ documents in a search result set without opening the E-mail. The delivered solution shall have the capability to open documents in a viewer, in native format, or in extracted-text format. The time period in which documents will load and open shall be less than 30 seconds. | x |
| PROCESSING, REVIEW & ANALYSIS- bulk coding | The delivered solution shall have the capability to select and place multiple issue tags and privilege tags on multiple documents at one time (bulk coding). | x |
| PROCESSING, REVIEW & ANALYSIS- identify tags without opening the document | The delivered solution shall have the capability to identify what tag(s) are assigned to a document without having to open the document. | x |
| REVIEW, ANALYSIS & PRODUCTION- Redactions | The delivered solution shall allow for attorneys, legal staff or access professionals to apply redactions to ESI while preserving original ESI and evidentiary metadata. Specifically, the delivered solution shall allow: |
- The capability to perform manual redactions where the user draws a box around the information they want redacted.
- The capability for the user to select FOIA exemptions, privilege designations, and/or other types of redactions and place the applicable privilege or exemption within the redaction or in the margin next to the redaction.
- The capability to search text and automatically apply redactions or otherwise identify the found text and mark the text for redaction.
- The capability to redact text, graphics, audio, and video.
- The capability to apply a redaction caption describing the reason for redaction. This requirement applies to manual redactions and redactions as a result of a “search and redact” above.
- The capability for the user to select FOIA exemptions, privilege designations, and/or other types of redactions for single or multiple redactions across the page and/or across the document
| x | ||
| PROCESSING, REVIEW & ANALYSIS- E-mail Threading | The delivered solution shall be capable of displaying the sequence of an email conversation or the entire thread of related emails. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Common Privacy Information | The delivered solution shall be capable of running advanced searches to identify commonly protected information under the Privacy Act and other laws such as social security numbers, dates of birth and other personally identifiable information | x |
| IDENTIFICATION REVIEW & ANALYSIS- Classify by topic or concept | The delivered solution shall be capable of categorizing documents by topic or concept (ex: have sidebar of results which shows how search results have been grouped with ability to toggle this window). | x |
| IDENTIFICATION REVIEW & ANALYSIS- Clustering | The delivered solution shall be capable of clustering similar documents and present them graphically as well as explain method(s) of clustering. | x |
| IDENTIFICATION REVIEW & ANALYSIS- Clustering | The delivered solution shall be capable of modifying the level of clustering from broad to detailed. | x |
| IDENTIFICATION REVIEW & ANALYSIS- auto-populate database fields | The delivered solution shall extract and populate entities into database fields, with entity types based on events, individuals, organizations and other entities found automatically within the documents. | x |
| IDENTIFICATION REVIEW & ANALYSIS- visually link to show relationships | The delivered solution shall visually link events, individuals, organizations and other entities extracted from documents to show relationships. | x |
| IDENTIFICATION REVIEW & ANALYSIS- allow navigation from visual representation to individual documents | The delivered solution shall navigate directly from the visual representation to the individual documents. | x |
| IDENTIFICATION REVIEW & ANALYSIS- analyze and show relationships among entities | The delivered solution shall analyze and visually present relationships among entities (ex: social networks, timeline, geospatial). | x |
| IDENTIFICATION REVIEW & ANALYSIS- analyze and show relationships among entities | The delivered solution shall have the capability to run statistically valid random sampling on data identified by users. The random sampling capability should provide results based on confidence level, margin of error, population size and response distribution. | x |
| IDENTIFICATION, REVIEW & ANALYSIS- permit domain analysis | The delivered solution shall provide domain analysis - display all the domains in an email collection. (e.g. select a domain name, "OGC.mil", and view all of the documents within). | x |
| REVIEW, ANALYSIS & PRODUCTION- Viewing after redactions | The delivered solution will allow users to view a document that was redacted without the redaction | x |
| REVIEW, ANALYSIS & PRODUCTION- removing redactions | The delivered solution shall allow users to remove the redaction placed on a document | x |
| REVIEW, ANALYSIS & PRODUCTION- customized text labeling redactions | The delivered solution shall allow users to add a customizable text either over a redaction or in the margin immediately next to the redaction to indicate why the document was redacted | x |
| REVIEW, ANALYSIS & PRODUCTION- query redacted documents | Allow users to query redacted and/or annotated documents. | x |
| REVIEW, ANALYSIS & PRODUCTION- ID documents without TIFF or PDF images | Within a selected set of documents, allow users to identify documents that do not have associated TIFF or PDF images. | x |
| REVIEW, ANALYSIS & PRODUCTION- allow highlighting | Allow users to highlight selected portions of images. | x |
| REVIEW, ANALYSIS & PRODUCTION- allow strike-through | Allow users to strike-through page markings that no longer apply, e.g., in FOIA the removal of the marking “FOUO” | X |
| REVIEW, ANALYSIS & PRODUCTION- zoom images | Selectively zoom in and out on images. | x |
| REVIEW, ANALYSIS & PRODUCTION- default display | Support fit to height and width as a default display mode for images. | x |
| REVIEW, ANALYSIS & PRODUCTION- customizable zoom | The delivered solution shall allow users to set a zoom level on images, and maintain this level as the user flips between pages and documents without resetting to a default zoom. | x |
| REVIEW, ANALYSIS & PRODUCTION- rotate images | Allow users to set rotation on images, and maintain this orientation as the user flips between pages and documents without resetting to a default orientation. | x |
| REVIEW, ANALYSIS & PRODUCTION- Annotations | The delivered solution shall allow users to create annotations on images (sticky notes) | x |
| IDENTIFICATION REVIEW & ANALYSIS- Searching annotations | The delivered solution shall allow a user to search for the presence of an annotation and the content of an annotation | x |
| REVIEW, ANALYSIS & PRODUCTION- Print WYSIWYG | The delivered solution shall allow the user to print WYSIWYG (what you see is what you get) – zoom in on image and print as it is viewed on the screen. | x |
| DOCUMENT PRODUCTIONS | ||
| REVIEW, ANALYSIS & PRODUCTION- Excluding tagged information in a production | The delivered solution shall have the ability to exclude tagged or marked information from a production. For example, documents marked as privileged or non-responsive shall be separated from the output and kept in another file/folder | x |
| PRODUCTION- bates stamp customization | The delivered solution shall be capable to create a Bates Stamp per page or per document: |
- Bates stamp pages in multiple locations, including lower-right corner.
- Allows the user to create a customizable prefix and suffix to the Bates number. i.e., “OGC – 0000001”.
- Print Bates stamped pages with original page numbers.
- Export multiple productions with consecutive bates pages. This includes the ability to manually input the starting Bates number.
| x | ||
| PRODUCTION- endorse a document with text | The delivered solution shall have the capability to endorse documents with text (e.g. "Governed by Court Protective Order"). | x |
| PRODUCTION- endorse a document with metadata field or custom created tags | Capability to endorse documents with Metadata fields including custom created tags. | x |
| PRODUCTION- Bates stamp by family | Document productions shall have the capability to be Bates Stamped sorted by family (IE producing an email and all attachments immediately following), chronologically and by custom tags. | x |
| PRODUCTION- Bates stamp capabilities | The delivered solution shall have the capability to produce at a minimum 100,000 Bates Stamped pages in a single production | x |
| PRODUCTION- Native capabilities | The delivery system shall have the capability to produce at a minimum 20,000 native documents in a single production. | x |
| PRODUCTION- produce chronologically | The delivered solution shall have the capability to order productions chronologically. | x |
| PRODUCTION- format | The delivered system shall be able to output results in EDRM XML, Native, TIFF, and PDF formats. | x |
| PRODUCTION-produce native and image documents while removing work product | Produce native and image (TIFF/JPG/PDF) documents from the application while removing any work product (e.g., tags, notes, internal IDs/DBs/servers, network info/UNC paths). | x |
| PRODUCTION- create TIFF or PDF images and bates | Create TIFF or PDF images and electronically Bates endorse images for documents being produced out. | x |
| PRODUCTION- track bates numbers for sequence | Track the Bates numbers used when creating TIFF or PDF images, so Bates numbers are used sequentially and not used more than once. | x |
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