RP014-22 Exhibit B
201 KB Posted
- Attached to
- Enterprise Records Management Solution
- Solicitation number
- RP014-22
- Issued by
- Gwinnett County, Georgia
About this file
This is a Functional Requirements Response Workbook (Exhibit B) for Gwinnett County Board of Commissioners' Enterprise Records Management (ERM) Solution solicitation RP014-22, which seeks the provision and implementation of an enterprise records management solution and related professional services on an annual contract basis. The workbook serves as the primary evaluation instrument for vendor proposals and is organized into six functional requirement categories: Solution (304 maximum points), Capture Storage and Management (482 maximum points), Delivery (179 maximum points), Interface and Integration (264 maximum points), Preservation (10 maximum points), and Additional Services (0 maximum points), for a total of 1,239 maximum points across cloud deployment, 1,254 points for on-premise deployment, and 1,288 points for hybrid deployment. Vendors must complete the workbook by entering their company name, selecting a solution type from dropdown options, and responding to each requirement across three response columns (Compliance Response, Availability, and Environment) with detailed notes required for any "Partially met" responses. The solicitation requires formal submission no later than 2:50 p.m. on the specified due date, with submissions to Gwinnett County Board of Commissioners only accepted in physical form, and vendors on the Gwinnett County ineligible source list are prohibited from submitting proposals.
The ERM solution must support 6,200 or more users with terabytes of content storage capacity and include comprehensive capabilities across document capture and imaging, records management, metadata management, workflow automation, search and e-discovery, security and compliance, audit and reporting, availability and reliability, and integration with multiple existing County systems including Microsoft Office 365, SharePoint, FileNet, SAP, ESRI ArcGIS, DocuSign, GovQA, and Odyssey. Key requirements include HIPAA compliance, SOC 2 Type 2 certification, encryption standards, 99.5% uptime availability, Active Directory integration with multi-factor authentication, mobile device accessibility, physical records management capabilities, redaction functionality, and support for both electronic and physical document retention schedules aligned with Georgia Archives guidelines. The solution must accommodate multiple deployment models (cloud, on-premise, or hybrid) with redundancy, disaster recovery capabilities, and integration with the County's existing encryption solutions (Vormetric) and remote access tools (Global Protect and Cisco AnyConnect), while maintaining all County-owned data storage within the United States.
Text of this file
Functional Requirement Instruct
1.1 Completing the Functional Requirements Response Workbook
Step 1. Review the instructions on the first worksheet.
Step 2. Go to each tab/worksheet and enter your company name in Cell H2 (Default value:"<Enter service provider Name>").
Step 3. Go to each tab/worksheet "Solution" and select the Solution Type from the drop-down options in Cell F2.
(This impacts the scoring and not scoring of solution type specific requirements in the workbook.)
Step 4. Go to each row in each of the worksheets and for each corresponding requirements select the response from columns H, I and J that reflects the current state of the proposed solution.
For any response that indicates "Yes - Partially met" for Availability, the vendor is required to include an explanation in the "Response Notes" Column G.
NOTE: Failure to complete all three response columns for a requirement will result in a score of zero (0) for that functional requirement. Failure to complete the Response Notes for "Partially met" items may also result in a zero of degraded score. Further, Columns G, H, I and J are the ONLY columns in which the service provider should enter information. All other columns should are for internal use only and must not be altered by the service provider.
Additional detail on the columns in the worksheet is included in the Request for Proposal document Section 11.
&F
&D &A Page &P
Solution
| Req. ID | Category | Importance | Previous Request for Proposal # | Previous Request for Proposal Importance | Requirement | Response Notes | Compliance Response | ||||||||||||||||
| Availability | Compliance Response | ||||||||||||||||||||||
| Environment | Compliance Response | ||||||||||||||||||||||
| Delivery | Tally | ||||||||||||||||||||||
| (H,Full) | Tally | ||||||||||||||||||||||
| (H,Part) | Tally | ||||||||||||||||||||||
| (H,No) | Tally | ||||||||||||||||||||||
| (M,Full) | Tally | ||||||||||||||||||||||
| (M,Part) | Tally | ||||||||||||||||||||||
| (M,No) | Tally | ||||||||||||||||||||||
| (L,Full) | Tally | ||||||||||||||||||||||
| (L,Part) | Tally | ||||||||||||||||||||||
| (L,No) | Availability score | Environment Score | Total weighted score | Maximum available score | Scorer Comments | ||||||||||||||||||
| What is the proposed solution type? | Select one | <INSERT service provider NAME> | 5 | 2 | 0 | 3 | 1 | 0 | 0 | 0 | 0 | (1,.25,0,0) | |||||||||||
| Delivery: the features and functionality that provide for automated, transparent, and secure sharing, identification, and delivery of ERM content with end users, administrators, external parties, and other systems throughout the records lifecycle. | |||||||||||||||||||||||
| S-1 | Content Security | High | 6.1 | R | The solution provides for secure content based on permissions assigned individually and by group or role. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-2 | Content Security | High | 6.2 | R | The solution provides the ability to assign permissions down to the level of an individual piece of content. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-3 | Content Security | Medium | 6.3 | O | The solution provides the ability to assign permissions on individual metadata elements (e.g., only supervisors have permission to see SSN or EID, etc.) | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-4 | Content Security | High | 6.4 | R | The solution includes an interface for assigning, reporting, certifying, and modifying permissions based on document and document attributes. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-5 | Solution Security | High | 6.4 | R | The solution includes an interface for assigning, reporting, certifying, and modifying permissions based on user. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-6 | Solution Security | High | 6.5 | R | The solution allows for the segregation of data such that different business units or content collection owners can administer their own document repositories securely (both content and access to that content). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-7 | Solution Security | High | 6.6 | R | The solution meets or exceeds any and all encryption standards for data storage, access, and transmission as outlined in Exhibit A. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-8 | Solution Security | Medium | 6.7 | O | The solution provides file encryption capabilities within the solution and allows storage of data that has been encrypted by other encryption platforms (and continue to maintain those encryption levels). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-9 | Solution Security | High | 17.12 | R | The solution utilizes Active Directory for authentication and support of single sign-on and is compatible with the Microsoft Multi-Factor Authentication solution. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-10 | Cloud & Hybrid Solution | High | 18.2 | R | The solution provides Data Security, including safeguards against unauthorized access and disclosure of confidential, sensitive, and personally identifiable information (PII). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-11 | Cloud & Hybrid Solution | High | 18.3 | R | The solution provides detailed logs of audit events and makes these logs continuously available for ingestion by a security information and event management solution (SIEM) without the need to manually download or transfer data. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-12 | Cloud & Hybrid Solution | Medium | 18.4 | O | The solution is NIST 800-53 Compliant. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-13 | Cloud & Hybrid Solution | Medium | 18.5 | O | The solution is SSAE16 Certified. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-14 | Cloud & Hybrid Solution | Medium | 18.6 | O | The solution is SOC3 Certified. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-15 | Cloud & Hybrid Solution | High | 18.7 | R | The solution meets HIPAA Compliance rules and guidelines. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-16 | Cloud & Hybrid Solution | High | 18.9 | R | All County owned data must be stored within the United States. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-17 | Cloud & Hybrid Solution | High | 18.10 | R | Service providers which are providing storage must provide a System and Organization Control (SOC) 2 Type 2 report with an Unqualified opinion. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-18 | Remote Access | High | 11 | R | The solution will be accessible to employees to work with or obtain information easily when needed. It must be capable of supporting access by employees or non-employees (based on security in place at any given time). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-19 | Remote Access | High | 11.1 | R | The solution is compatible with multiple browsers including the following ones at a minimum: Edge, Google Chrome, Mozilla Firefox, and Safari. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-20 | Remote Access | Medium | 11.2 | O | The solution can be accessed securely via mobile devices. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-20.1 | Remote Access | Medium | 11.2 | O | The solution is mobile responsive such that users can perform records management through mobile devices. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-20.2 | Remote Access | Medium | 11.2 | O | The solution includes accompanying native mobile applications for Android devices. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-20.3 | Remote Access | Medium | 11.2 | O | The solution includes accompanying native mobile applications for Windows devices. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-20.4 | Remote Access | Medium | 11.2 | O | The solution includes accompanying native mobile applications for Apple/iOS devices. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-21 | Remote Access | Medium | 11.3 | O | The solution provides offline downloads and synchronization that enables work to continue while disconnected from the solution repository. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-22 | Remote Access | High | 11.4 | R | The solution remote access capabilities are compatible with the existing enterprise remote access solutions (Global Protect and Cisco AnyConnect). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-23 | Remote Access | High | 11.5 | R | The solution has uptime availability that meets or exceed a 99.5% service level to meet County requirements, excluding planned maintenance. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-24 | Remote Access | Medium | 11.6 | O | The solution allows for public (non-licensed) to access designated content at no additional extra costs. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-25 | Supportability | High | 11.7 | O | The solution is configurable. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-26 | Usability | High | 12.1 | R | The solution provides users with a intuitive user interface that requires no coding experience and requires less than two hours of user training. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-27 | Usability | Medium | 12.2 | O | The solution provides a user interface that uses standard MS Windows-like layout and navigation features. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-28 | Usability | High | 12.3 | O | The solution provides the ability to use and create context sensitive tooltips or other similar online help feature. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-29 | Usability | Medium | 12.4 | O | The solution provides context sensitive Online Help. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-30 | Usability | Medium | 12.5 | O | The solution provides context menus accessible on a right mouse click or other one-step access. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-31 | Usability | High | 12.6 | R | The solution provides a Web-Enabled User Interface. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-32 | Usability | Medium | 12.7 | O | The solution adheres to Usability Design best practices in its construction (e.g., ISO 9241). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-33 | Usability | Medium | 12.8 | O | The solution includes computer-based training (CBT) or online training modules. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-34 | Usability | High | 12.9 | R | This solution allows all user components to be available to users through one common interface (user does not have to move between applications) to perform their work. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-35 | Usability | Medium | 12.10 | O | The solution includes standard document control features such as zoom, magnifying glass, rotate, page navigation, page back and forth, document back and forth, etc. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-36 | Usability | High | 12.11 | R | The solution provides the ability for the user to view the document and its associated indices (metadata) simultaneously. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-37 | Usability | High | 12.12 | R | The solution provides indicators to reflect simultaneous editing, check-out/in, new versions of documents is taking place. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-38 | Usability | High | 12.13 | R | The solution provides logical folder views of content based on metadata values (i.e., ability to group and display records as though they were stored in physical folders). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-39 | Compliance | High | 13.1 | R | The solution enables access to custodians of documents subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and the rules adopted under it and prohibit unauthorized access. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-40 | Compliance | High | 13.2 | R | The solution is compliant with Section 508 of the Rehabilitation Act of 1973 to provide for accessibility of information technology by the handicapped. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-41 | Compliance | High | 13.3 | R | The solution supports compliance with the State of Georgia Open Records Act (50-18-71 Article 5). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-42 | Compliance | Medium | 13.4 | O | The solution supports the use and security of digital signatures (as authorized by the Georgia Electronic Signature Act, Title 10 Chapter 5) and should follow the Georgia Uniform Electronic Transactions Act. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-43 | Compliance | Medium | 13.5 | O | The solution complies with the current standards adopted by the Payment Card Industry (PCI). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-44 | Compliance | High | 13.6 | R | The solution enables compartmentalization of documents identified by their creators as judicial work product, attorney privileged, confidential, personally identifiable information (PII), protected health information (HPI), etc. so that only authorized users may access them and those users are aware of their classification. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-45 | Auditing and Reporting | High | 14.1 | R | The solution allows users to generate reports from ERM metadata using SQL or SQL-like queries. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-46 | Auditing and Reporting | Medium | 14.2 | O | The solution allows the result of queries to be associated with presentation templates for rendering the output of reports, charts, and graphs. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-47 | Auditing and Reporting | Medium | 14.3 | O | The solution enables administrators to generate XML report data or use other methods that allow the rendering of reports using 3rd party graphing/charting applications. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-48 | Auditing and Reporting | Medium | 14.4 | O | The solution enables users to capture and access reporting on usage statistics. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-49 | Auditing and Reporting | High | 14.5 | R | The solution enables user to create and preserve metadata for each document and each version of a document to facilitate searching and reporting. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-50 | Auditing and Reporting | High | 14.6 | R | The solution includes audits of all actions taken on a content object, the date and time the object was taken, and the user performing the action. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-51 | Auditing and Reporting | High | 14.7 | R | The solution includes disposition reports that can be run (on- demand and automatically) and then saved permanently and temporarily based on the solution administrators discretion and system configuration. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-52 | Auditing and Reporting | High | 14.8 | R | The solution automatically provide traceability to the multiple versions of each record if deemed necessary by the administrator and system configuration. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-53 | Auditing and Reporting | High | 14.9 | R | The solution retains audit information based upon configured rules. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-54 | Auditing and Reporting | High | 14.10 | R | The solution automatically tracks access to each record. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-55 | Auditing and Reporting | Medium | 14.11 | O | The solution enables authorized users to produce reports for system usage statistics (e.g., the number of searches), records on hold, security, workflow activity, and system errors. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-56 | Availability and Reliability | High | 17.1 | R | Upon award, the service provider will ensure the solution fits within the County’s disaster recovery and business continuity plans for the organization. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-57 | Availability and Reliability | High | 17.2 | R | The solution includes redundancy and can be deployed without a single point of failure. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-58 | Availability and Reliability | Medium | 17.3 | O | The solution provides a high availability architecture or configuration options to operate as such. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-59 | Availability and Reliability | High | 17.4 | R | The solution employs native or non-proprietary file formats to store records and allow data access. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-60 | Availability and Reliability | High | 17.5 | R | The solution includes multiple environments for development, test, and production environments. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-61 | Availability and Reliability | High | 17.6 | R | The solution enables web-based access to the ERM Repository | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-62 | Availability and Reliability | Medium | 17.7 | O | The solution has the ability to provide horizontal scalability and redundancy to all levels of the architecture/infrastructure. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-63 | Availability and Reliability | High | 17.8 | R | The solution provides solution and data backups. |
- For on-premise solutions, it provides for full and incremental backups to support a fail-safe backup strategy.
| - For hosted solution, it provides a fail-safe backup. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | |||||||
| S-64 | Availability and Reliability | High | 17.9 | R | The solution enables a geographically dispersed set of users, including those working from remote offices and on a variety of device types. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-65 | Availability and Reliability | Medium | 17.10 | O | The solution enables users to work offline and have records/documents automatically synchronize upon reconnection. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-66 | On-premise & Hybrid Solution | High | 19.1 | R | The solution is architected as an enterprise solution with the proven ability to handle 6,200 or more users and terabytes of content storage. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-67 | On-premise & Hybrid Solution | Medium | 19.2 | O | The solution includes the ability to scale horizontally (add additional servers) to support an anticipated increasing user base (five year growth rate of 10%). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-68 | On-premise & Hybrid Solution | Medium | 19.3 | O | The solution includes the ability to scale vertically (add additional CPU power and/or RAM) to support an anticipated increasing user base (five year growth rate of 10%). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-69 | On-premise & Hybrid Solution | High | 19.4 | R | The solution support servers virtualization using industry leading virtualization environments - e.g., vSphere, EXSi, VMware, vSphere Hypervisor, etc. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-70 | On-premise & Hybrid Solution | Medium | 19.5 | O | The solution enables software updates and patches automatically applied. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-71 | On-premise & Hybrid Solution | High | 19.6 | O | The solution supports the ability to roll back updates and/or patches without data loss. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-72 | On-premise & Hybrid Solution | Medium | 19.7 | O | The solution supports the ability to automate the migration of release settings from one server environment to another (e.g., from Dev to QA/Test to Prod). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-73 | On-premise & Hybrid Solution | High | 19.8 | R | The solution is compatible with the County’s data encryption solution - Vormetric. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-74 | On-premise & Hybrid Solution | Medium | 19.9 | O | The solution is compatible with Microsoft DLP. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-75 | On-premise & Hybrid Solution | Medium | 19.10 | O | The solution supports the ability to version and rollback release settings if there are issues during the update process. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-76 | On-premise & Hybrid Solution | High | 19.11 | R | The proposed ERM software runs on standard SQL-based database platforms like MS SQL Server and Oracle. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| S-77 | On-premise & Hybrid Solution | Medium | 19.12 | O | The proposed ERM software supports industry standard disk storage environments including SAN and NAS storage and RAID configurations. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-78 | On-premise & Hybrid Solution | Medium | 19.13 | O | The solution provides the ability to implement high-availability architecture implementations that support 98% uptime or better. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | ||
| S-79 | Redaction | High | New | The solution enables records to be redacted at the field level during the ingestion stage of the records life-cycle. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | |||
| S-80 | Redaction | High | New | The solution enables records to be redacted at the field level during the records request and delivery stage of the records life-cycle. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | |||
| S-81 | Other | Medium | New | The service provider will provide a "sandbox" in which developers and others can use to learn about and test the solution and various configurations they might want to vet. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 3 | |||
| Totals | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 353 |
&F &A
&D &A Page &P
Capture Storage and Management
| Req. ID | Category | Importance | Previous Request for Proposal # | Previous Request for Proposal Importance | Requirement | Response Notes | Compliance Response | ||||||||||||||||
| Availability | Compliance Response | ||||||||||||||||||||||
| Environment | Compliance Response | ||||||||||||||||||||||
| Delivery | Tally | ||||||||||||||||||||||
| (H,Full) | Tally | ||||||||||||||||||||||
| (H,Part) | Tally | ||||||||||||||||||||||
| (H,No) | Tally | ||||||||||||||||||||||
| (M,Full) | Tally | ||||||||||||||||||||||
| (M,Part) | Tally | ||||||||||||||||||||||
| (M,No) | Tally | ||||||||||||||||||||||
| (L,Full) | Tally | ||||||||||||||||||||||
| (L,Part) | Tally | ||||||||||||||||||||||
| (L,No) | Availability score | Environment Score | Total weighted score | Maximum available score | Scorer Comments | ||||||||||||||||||
| <INSERT service provider NAME> | 5 | 2 | 0 | 3 | 1 | 0 | 0 | 0 | 0 | (1,.25,0,0) | |||||||||||||
| Document Capture, Storage, and Document and Library Management: The features and functionality to capture, retention schedule adherence, management and classify information throughout the records lifecycle. | |||||||||||||||||||||||
| CSM-1 | Metadata | High | 1.1 | R | The solution provides for configurable metadata at multiple levels including, but not limited to both managed terms (taxonomy lists) and user defined tags. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-2 | Metadata | High | 1.2 | R | The solution provides the ability to manage a centralized metadata model. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-3 | Metadata | Medium | 1.3 | O | The solution supports the inheritance of metadata from taxonomy folders or logical containers. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-4 | Metadata | High | 1.4 | R | The solution provides the ability to automatically populate metadata from database integration and/or integration with line of business or ERP systems. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-5 | Metadata | Medium | 1.5 | O | The solution includes the ability to analyze documents on ingestion to suggest or auto-populate metadata using zonal recognition. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-6 | Metadata | Low | 1.6 | O | The solution includes the ability to analyze documents on ingestion to suggest or auto-populate metadata using artificial intelligence. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| CSM-7 | Metadata | High | 1.7 | R | The solution provides drop-down value lists to support metadata entry: allow value lists to be linked to line-of-business databases, selected thesaurus, or business classification scheme. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-8 | Metadata | High | 1.8 | R | The solution supports the classification of documents in accordance with the County’s (Georgia Archive Local Government and Judicial Branch) Records (retention) Schedule. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-9 | Metadata | Medium | 1.10 | O | The solution includes a means for creating and collecting data entered into forms to populate content metadata to update line of the ERM solution. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-10 | Metadata | Medium | 1.10 | O | The solution includes a means for creating and collecting data entered into forms to populate content metadata to update line of business systems. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-11 | Metadata | Medium | 1.11 | O | The solution provides the ability to create a document and auto-populate associated metadata from a completed form. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-12 | Capture | High | 1.12 | R | The solution supports the automated or user defined versioning of content from time of capture. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-13 | Capture | High | 1.13 | R | The solution supports the ability to automatically generate a unique ID for an object and/or generate a file name based on concatenated metadata fields. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-14 | Capture | Medium | 1.14 | O | The solution support the ability to physically store a document (content object) only once while allowing logical instances of the document to be stored in multiple places in the taxonomy. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-15 | Capture | High | 1.15 | R | The solution supports the ability to allow different uploading methods for users (e.g., manually, drag and drop, batch import). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-16 | Capture | Medium | 1.16 | O | The solution supports the ability to perform simple (e.g., must be of a specific field type – character, numeric, date, etc.) and complex field validations (must exist on a structured database or be between the values of X and Y) during indexing. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-17 | Capture | High | 1.17 | R | The solution supports the ability to apply the same metadata to a set of documents. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-18 | Capture | High | 1.18 | R | The solution includes the ability to capture and manage documents of any format, including but not limited to images, scanned OCR documents, PDF, XML, CSV, and MS Office. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-19 | Capture | High | 1.19 | R | The solution Includes the ability to store email along with other document types in the taxonomy structure that is most appropriate (that is in the topic, subject, case, project, etc. folder that it relates to). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-20 | Capture | Low | 1.22 | O | The solution supports inheritance from folders and containers of permission (security roles). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| CSM-21 | Capture | Medium | 1.23 | O | The solution supports inheritance from folders and containers for records declaration and/or mapping. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-22 | Capture | Low | 1.24 | O | The solution supports the ability to make annotations to the document, including redlining, highlighting, margin notes, etc. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| CSM-23 | Imaging | High | 2.1 | R | The solution supports the following scanning hardware options at a minimum: Fujitsu, HP, Kofax, Canon, Brother, Ricoh, and Panasonic. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-23.1 | Imaging | High | New | The solution supports scanning from any TWAIN compatible devices. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | |||
| CSM-24 | Imaging | Medium | 2.2 | O | The solution supports multiple workstations connected to the same scanning solution. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-25 | Imaging | Medium | 2.3 | O | The solution provides the ability to scan or import a mixture of simplex and duplex without having to take the duplex pages out and scan them separately. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-26 | Imaging | High | 2.4 | R | The solution provides the ability to scan in both black and white, color, and various weights of documents. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-27 | Imaging | Medium | 2.5 | O | The solutions enables users to sharpen scanned images by removing specks and adjusting the resolution. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-28 | Imaging | Medium | 2.5 | O | The solution includes Graphical User Interface (GUI) screen(s), that enable the user to set and control various scanner settings such as brightness, contrast, resolution, threshold, de-skewing, de-speckling, double-sided processing, single-side processing, etc. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-29 | Imaging | Medium | 2.6 | O | The solution provides an interface to allow for the application of metadata at the point of scan. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-30 | Imaging | Medium | 2.7 | O | The solution provides automated classification and application of metadata based on scanned document content. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-31 | Imaging | High | 2.8 | R | The solution supports the use of advanced indexing capabilities, including the character recognition modes (OCR/ICR/IFR). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-32 | Imaging | High | 2.8 | R | The solution allows for the configuration of metadata population through defined fields to be recognized (e.g. standard form fields). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-33 | Imaging | High | 2.8 | R | The solution supports full-text indexing of scanned content. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-34 | Imaging | Medium | 2.9 | O | The solution allows “born digital” documents to be processed by the OCR/ICR/IFR functionality – e.g., to allow full-text search. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-35 | Imaging | High | 2.10 | R | The solution supports the use of barcoding, with the ability to populate metadata. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-36 | Imaging | Low | 2.11 | O | The solution allows extraction of metadata from a scanned document or form templates, including handwriting and signatures. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| CSM-37 | Imaging | High | 2.12 | R | The solution support batch scanning and importing. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-38 | Imaging | Low | 2.13 | O | The solution supports the ability to recognize and separate distinct documents scanned in a batch without requiring separator pages. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| CSM-39 | Imaging | Medium | 2.14 | O | The solution permits appending, inserting, replacing, and deleting pages to previously scanned documents without requiring the entire document to be re-scanned. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-40 | Imaging | High | 215 | R | The solution provides the ability to initiate automated routing or workflow upon the ingestion of a scanned document/image. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-41 | Imaging | Medium | 2.16 | O | The scanning subsystem is able to output standard PDF/A format to support long term retention policies. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-42 | Imaging | High | 2.17 | R | The solution supports and enables full-text search of scanned, native and imported documents. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-43 | Imaging | High | 2.18 | R | The solution allows a user to place scanned, native and imported content in a directory folder that can automatically be pulled and indexed into the ERM system. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-44 | Imaging | Medium | 2.19 | O | The solution supports a quality control process that includes the ability to verify readability of each page of each document. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-45 | Imaging | Medium | 2.19 | O | The solution supports a quality control process that includes the ability to verify proper indexing of each document. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-46 | Imaging | Medium | 2.19 | O | The solution supports a quality control process that includes the ability to verify proper page counts for each document. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-47 | Imaging | Medium | 2.19 | O | The solution supports a quality control process that includes the ability to verify proper security for each document, file section, and file. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-48 | Imaging | Medium | 2.19 | O | The solution supports a quality control process that includes the ability to provide a mechanism to “route” the file/document to a pre-defined person for further indexing, clarification, etc. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-49 | Records Management | High | New | The solution supports the management of text messaging and chats such that they can be searched, retrieved, retentions rules applied, and managed as part of the records lifecycle. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | |||
| CSM-50 | Records Management | Low | New | The solution supports the management of project wiki site information such that they can be searched, retrieved, retentions rules applied, and managed as part of the records lifecycle. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | |||
| CSM-51 | Records Management | Medium | New | The solution supports the management of County social media site information such that they can be searched, retrieved, retentions rules applied, and managed as part of the records lifecycle. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | |||
| CSM-52 | Records Management | High | 5.1 | R | The solution enables users to create an organization-specific file plan or taxonomy and link the file plan to records retention schedules, including disposition instructions and specification of expiration triggers. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-53 | Records Management | High | 5.2 | R | The solution enables all legacy systems that contain records to apply document retention and flag for disposition (based on classifications, business process specifications, and record retention schedules) to be facilitated by an automated workflow approval process. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-54 | Records Management | Medium | 5.3 | O | The solution enables records to be linked to other records (e.g., a redacted record with its non-redacted counterpart, a final report with its earlier draft versions). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-55 | Records Management | High | 5.4 | R | The solution supports retention rules that are event driven based on metadata elements (e.g., retention period starts when project is completed – project-close-date, contract term ends – contract-end-date, etc.). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-56 | Records Management | High | 5.5 | R | The solution enables complex retention rules such as a retention period starting based on more than one event, or on a combination of events to be managed. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-57 | Records Management | High | 5.6 | R | The solution enables multiple stages in records disposition actions – e.g., archive to records center after 7 years, destroy after 15 years. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-57.1 | Records Management | High | 5.6 | R | The solution enables multiple stages in records disposition actions – e.g., archive to records center after 7 years, destroy after 15 years to be applied to records electronically stored inside the solution. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-57.2 | Records Management | High | 5.6 | R | The solution enables multiple stages in records disposition actions – e.g., archive to records center after 7 years, destroy after 15 years to be applied to records electronically stored inside legacy systems. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-57.3 | Records Management | High | 5.6 | R | The solution enables multiple stages in records disposition actions – e.g., archive to records center after 7 years, destroy after 15 years to be applied to physical paper records currently managed in legacy systems (i.e. Versitile). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-58 | Records Management | High | 5.7 | R | The solution provides for user notification and approval before a document/record is purged or archived. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-59.1 | Records Management | High | 5.7 | R | The solution provides for user notification and approval before a document/record that is electronically stored inside the solution is purged or archived. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-58.2 | Records Management | High | 5.7 | R | The solution provides for user notification and approval before a document/record that is electronically stored inside legacy systems is purged or archived. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-58.3 | Records Management | High | 5.7 | R | The solution provides for user notification and approval before a document/record (physical paper records currently managed in legacy system(s)) is purged or archived. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-59 | Records Management | High | 5.8 | R | The solution provides authorized users the ability to update record schedules and edit retention rules. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-60 | Records Management | High | 5.9 | O | The solution provides a centralized records retention schedule that can be maintained with changes to specific retention rules applying to all content associated with that retention rule. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-60.1 | Records Management | High | 5.9 | O | The solution provides a centralized records retention schedule that can be maintained with changes to specific retention rules applying to all content associated with that retention rule regardless of whether the records assigned to that retention schedule reside in the proposed solution or are stored in an integrated and interfaced repository. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-60.2 | Records Management | High | 5.9 | O | The solution provide a centralized records retention schedule that includes different retention rules that can be configured to apply to one or more specific record (s). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-61 | Records Management | High | 5.10 | R | The solution provides the ability for authorized users to edit retention rules as needed, including both physical and electronic document retention (this is not implying that retention is different between physical and electronic records of the same series – only that both forms of media must be managed). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-62 | Records Management | High | 5.11 | R | The solution provides the ability to automatically generate and distribute lists of records at the end of their retention requirements. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-63 | Records Management | High | 5.12 | R | The solution enables users to declare documents as official records and manage them according to the County’s (Georgia Archives – Local Government and Judicial Branch) records schedule. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-64 | Records Management | Low | 5.13 | O | The solution supports the ability, upon declaration of an official record, to have permissions changed and business rules automated to remove all draft versions currently in existence (where appropriate). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | ||
| CSM-65 | Records Management | High | 5.14 | O | The solution enables authorized users to automatically delete electronic records at the end of their required retention in compliance with the County’s Record Schedule. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-66 | Records Management | Medium | 5.15 | O | The solution enables user to import information from other sources (e.g., pre-existing file plans, box indices, etc.). | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 2 | ||
| CSM-67 | Records Management | High | 5.16 | R | The solution allows authorized users to specify identifiers for boxes, their contents, locations, and related accession and insertion information for physical document storage. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-68 | Records Management | High | 5.17 | R | The solution provides users that ability to transfer custody of designated permanent records to an archivist or archival system as required by the County Records schedule, both automatically and on demand. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-69 | Records Management | High | 5.18 | R | The solution enables the user to apply and remove record holds when the user deems necessary (i.e. legal, audit, investigation) and automatically perform the appropriate disposition activity, and support litigation processes. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-69.1 | Records Management | High | 5.18 | R | The solution enables the user to suspend any disposition/destruction instructions as part of litigation holds issued by counsel. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 | ||
| CSM-69.2 | Records Management | High | 5.18 | R | The solution enables the user to suspend any privileges to modify or delete records identified as subject to litigation holds issued by counsel. | Select from drop down list | Select from drop down list | Select from drop down list | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 0 | 5 |
This is the start of the file's text. The full file is on GovTribe.
Other files
| File | Type | Posted |
|---|---|---|
| Award Information | — | |
| RP014-22 Ad2 | — | |
| RP014-22 Ad1 | — | |
| RP014-22 RFP | — | |
| RP014-22 Exhibit C | — | |
| RP014-22 Exhibit A | — |
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