Attachment 5 - Functional Options.doc

ATTACHMENT 5

FUNCTIONAL OPTIONS

The following describe optional functional features, if not already available within the COTS application, are to be priced as line items by the Contractor.

1.

User Support

a. If not already available, extend user support hours to facilitate coast-to-coast NL business hours 8 am EST to 5 pm PT.

2.

Object Life Cycles

a. Data fields and/or functions to assist the Registrar with documenting and tracking life cycle approval steps and processes associated with accessions and de-accessions.

3.

Inventory Control a.

Capability to view the most recent inventory information alongside the most current location information.

b.

Capability to refine/focus random record query parameters, e.g. to randomly capture a percent or number of object records inventoried during a particular cycle, a percent or number of object records flagged with valuable/vulnerable status, etc.

4.

Location, Movement, and Shipment Control

a. Capability for the system to automatically locate designated objects back to their home location 5.

Object Description, Cataloging and Valuations a.

Capability to describe frames, cases and other adjunct, non-cataloged artifact components and their location, without having to track them as catalogued ‘artifacts’ b.

A repeatable field set for multiple purpose-based descriptions and associated metadata (description type, purpose, maker, date) within the database, to make multiple descriptions more useful and retrievable.

6.

Condition / Conservation and Materials Information a.

Data fields and/or functions to enhance basic NARA at-risk documentation:

· capability to automate entry of Risk Ranking values based on Priority Treat (Preservation Action) and Priority Curator entries

· capability to view Priority Curator information in the object catalog record as well as in condition history records.

b.

Capability to view data fields recording an object’s special handling requirements in associated loan and exhibit object list screen displays.

7.

Vocabulary and Authority Controls

a. Capability to restrict/control who may alter pick lists, thesauri or authority records.

b. Capability to expand current people authority capabilities/lines to include previous collectors, appraisers and other vendors (shippers, conservators), flagged with a suitable role or attribute, or capability to customize/modify people authority roles as needed.

c. Capability to associate multiple addresses with an individual or organization.

d.

Capability, if names are entered last name, first name for sorting, to enter in a separate field the name form needed to populate reports and form, or capability for the system’s report generator to manage this function.

e.

Capability to flag an authority record as having draft or verified status, e.g. via an optionable flag.

f.

Capability to integrate the ATT as well as the Chenhall thesaurus into the database to support object classification and/or materials information.

g.

Functionalities to assist conversion from Chenhall 2.0 to Chenhall 3.0.

h.

Capability, if a term is entered at the Chenhall item level, to automatically populate data ‘up the thesaural tree’.

i.

Capability for the Contractor to develop an interface with NARA’s Description and Authority Service (DAS), as the technical details of the Service are further developed. See Technical Requirements #5.2, above.

8.

Loans and Exhibits

a. Fields/functions to support multi-venue loans and exhibits (i.e. document multiple pickup/delivery and install/deinstall dates, multiple points of contact, etc.).

9.

Media

a. Comprehensive DAMS capabilities provided within the system, or capabilities for interoperability with external DAMS products (e.g. EMC Documentum®).

b. Capabilities for an authorized individual at each Library to set user privileges to print images from the database.

c. Capability to query system records to which no media file is linked.

10.

Data Management, Import/Export and User Interface

a. Capability for the system to prompt a user to perform time-sensitive or periodic tasks (e.g. preservation monitoring, notification of loan end dates and/or overdue loans, etc).

b. A spell-checker tool built-in to the application.

c. Capabilities for an authorized individual to add terms to the Spell-check tool.

11.

Queries and Reports

a. Capabilities for the user to set or change the default return order for record queries, and/or to set a default preference (e.g. for Object ID order) andto save the default order for future login sessions.

b. Capability to perform null (absence of data) searches in all data fields.

c. Capability for an authorized individual at each Library to update NARA-loaded forms within the database, or to update an external version and easily import and replace the within-database version.

d. Capability to specify the display the size and placement of images incorporated into a report, and to preserve this formatting when the report is exported.

e. Capability to specify the formatting for dates that appear in a report.

f. Capabilities for the system to report deleted records by date, before/after a date and between dates, to report deleted records by username and/or by reason deleted.

Application security

a. Capability for an authorized individual to periodically (e.g. quarterly) review and select flag field-level audit data for deletion, then to proceed with deletion following approval by the central Office of Presidential Libraries, and/or capability for the central office to review and delete audit data flagged as ‘insignificant’ with system.

Data Sharing

a. Capability for the visitor to refine searches.

b. Capabilities for the system to log or compile statistics on user ‘hits’.

c. Ease of future interface with public internet, handhelds or other media for selected data.