Victor Valley College District
18422 Bear Valley Road
Victorville, CA 92395-5850
Attn: Frank Smith
VICTOR VALLEY COLLEGE DISTRICT
REQUEST FOR /PROPOSAL/
FOR: ENTERPRISE DOCUMENT MANAGEMENT SOLUTION – VICTOR
VALLEY COLLEGE DISTRICT
DATE: 2 APRIL 2012
PROJECT #: IT001
PROJECT DUE DATE AND TIME: 25 APRIL 2012 (NLT 3:00 PM)
Table of Contents
Deployment Options Summary
Introduction
ORGANIZATION Information (“About Us”)
PROJECT OBJECTIVES
PROJECT SCOPE
Product Demonstrations
Deployment STRATEGY
Flexible Capture Configuration
TIME LINE
CONTACT INFORMATION
CONDITIONS
EVALUATION CRITERIA
Vendor Response Format
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Executive Summary
10
Section 1: Vendor Profile
Company Overview
Relationship to Manufacturer
Finance and Legal
Patents
Partnerships
Industry Leadership and Recognition
General Software Functionality
Integration
Integrated Workflow
Support for Regulatory and Operational Compliance Initiatives
Support Ease of Use
Deploy Rapidly
Comprehensive Support Options
10
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Section 2: Software
12
Section 3: Professional Services
12
Section 4: Product Training and Product Support
12
Section 5: Hardware
13
Appendices
14
Appendix 1: Software Functional Requirements Table
15
Appendix 2: Contracts
44
Exhibit A: Vendor’s Standard Terms and Conditions
45
Exhibit B: Vendor’s Software Maintenance and Support Contract
47
Appendix 3: Additional Materials
48
DEPLOYMENT OPTIONS SUMMARY
In the “Introduction,” “Project Objectives,” and/or “Project Scope” sections on the following page,
describe the type of deployment option you organization prefers. For reference, content management
systems – at the single department or enterprise level – can be deployed in a variety of ways, each with
their own advantages depending on what an organization is seeking in a solution. Key considerations
include:
1. Licensing: You may purchase licenses outright (referred to as “perpetual licensing,” up front; or
you may subscribe to licenses for a fixed initial term – typically 36 months – with a lower upfront capital expenditure and low, regularly scheduled payments.
2. Hosting: This refers to the physical location of your software, hardware and data. Organizations
with sufficient IT resources may prefer to host their own solutions internally on their premises.
Others may choose to have the vendor host the solution in a secure data center. Again, either
option offers great benefits depending on your particular needs and IT best practices.
3. Administration: This refers both to the software and to the hardware and infrastructure.
In a traditional on-site deployment, you purchase the software. The software is installed and
configured on your servers and workstations at your site. Your IT staff bears administrative
responsibility for tasks like adding or deleting users, configuring user, group, document or other
access rights and levels, and running routine maintenance and backups.
Depending on your needs, you could have the vendor host your hardware, software and data, but
keep the admin rights for your IT staff to manage remotely. Conversely, if you have limited IT
resources, you could keep the server, software and solution on your premises, but allow the
vendor to remotely administer any changes such as nightly or weekly backups of your data or
adding or deleting users.
While the information above does not touch on every possible deployment option, it does illustrate that
there are many possible deployment options. You simply need to decide what is right for your
organization based on your business requirements, technical environment, and preferences.
Deployment
Option
Licensing
Solution Location
Purchase
Subscription
(“Perpetual”)
“Traditional”
●
Hosted
●
Customer
Vendor Data
Center
Data Center
●
Administration1
Customer
●
●
Subscription
on Premises
●
Software as a
Service
●
Vendor
●
●
●
●
●
1 “Administration” encompasses a wide array of activities from adding a new user to coordinating online, offline and offsite
backup and storage of your data. Vendors should be prepared to clearly define the specific administrative tasks they will perform
versus those that the customer will be required to perform. Vendors sometimes offer to perform a subset of administrative tasks
typically performed by the customer when the customer lacks sufficient IT resources. Think of “Traditional/Perpetual” as
customer self service, such as an organization’s internal e-mail client. On the opposite end of the spectrum, Software as a Service
is a full-service solution such as Salesforce.com where all management and ongoing maintenance is executed by the vendor.
INTRODUCTION
Victor Valley Community College District is looking for an Enterprise Document Management Solution
that will primarily meet the need of Student Services, but untimely meet the needs for the entire
enterprise. This solution must provide for a seamless connection to the campus Student Information
System (Datatel Colleague), while allowing standalone use by other District programs and functions.
ORGANIZATION INFORMATION (“ABOUT US”)
Victor Valley College District is located at 18422 Bear Valley Road, Victorville, CA 92395-5850
Number of Employees: 900
Initial System Deployment: at seven locations/departments
Current number of image files in image/index storage: 2,743,561
Current space used for the image/index storage: 596GB
PROJECT OBJECTIVES
Our objectives for the deployment include:
 Integrate with Datatel Colleague Student Information System, this integration must require little
or no program development and provide a seamless connection.
 Provide solutions/options for phased installation of products including a roadmap of requirements
for future expansion.
 Proposed time-line for the implementation and deployment.
 Integrate with Datatel Portal (minimum) and Microsoft SharePoint (optional), including price
points for solutions
 Provide stand-alone support for non-Datatel Colleague Student Information System users
 Integrate with standard Microsoft Office applications and programs, especially in the case of
stand-alone use of the solution proposed.
 Ability to use any existing Xerox MFP and other scanners for adding documents to storage
 Provide a list of compatible scanning devices for the proposed solution and life expectancy of
equipment.
 Initial installation/solution will include at a minimum, document scanning/integration with
Datatel Colleague Student Information System
 Initial installation/solution will include at a minimum, document scanning/integration with nonDatatel Colleague Student Information Systems (such as standard Microsoft office applications)
 Provide read/print access for an unlimited number of users
 Provide training on all solutions provided
 Provide e-form creation and workflow management, including any price points for this option.
Plan on an initially creating 10 forms while providing the appropriate training for at least 5
personnel. Provide additional price points for the development of additional forms.
 Provide users with simple electronic access to documents, records and information.
 Streamline the processing of documents and information, including the ability to capture Paper
documents, emails, faxes, transcripts and other records and submit them directly to workflow for
processing.
 Provide staff with instant and simultaneous access to documents.
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Create quality images of handwritten or electronically created documents and meet legal
requirements for Title IV and V requirements.
Partner with a stable company with quality references.
Provide a compelling price with rapid return on the investment.
Provide an optional solution for e-forms with price points for developing and/or assisting the
campus in development of e-forms.
Provide optional ongoing support with several price points
Provide an assessment and suggestions of end-user computer requirements and specifications
required to integrate with the proposed solution.
Migrate all current image and index files with appropriate metadata to the proposed
system/solution.
Provide and option for back scanning and indexing documents, with various price points.
Allow for redaction of information within any document or stored imaged.
Provide workflow support for all documents
Provide OCR scanning as option
The initial rollout will include 10 scanning stations, 17 power users, and 54 document retrieval
work stations
Provide costs and options for Document scanning and retrieval, e-forms, workflow, OCR,
redaction, and SharePoint integration as a minimum
Provide compatibility information with common operating systems such as Win 95, Windows
Vista, Windows Seven, etc.
PROJECT SCOPE
The solution will provide for an enterprise imaging, storage, and retrieval solution with multiple secure
levels of access. The current imaging solution is based on the Hershey Systems (Singularity) that contains
between approximately 2.7 million images (thumbnail and full image) and indexes. The storage for these
files comprises about 596GB of storage. These current images will need to be migrated to any new
solution including all metadata, indexing currently used. The District has hundreds of forms that will need
to be converted to e-forms, however, initially we will want at least 10 personnel to undergo training to
convert approximately 10 paper forms to e-forms. The remaining District forms will be converted in
house. Data validation will be conducted by each department as documents are scanned and stored.
This project should only minimally interfere with the normal operations of the campus.
This section details our intended scope of deployment. Departments participating in the scope of this
project include:
Department / Business
Process
1. Admissions and
Records
2. Financial Aid
3. Counseling
Estimated
Concurrent
User Count
Business Application(s) and Version
# of Scanning
Stations
10 retrieval
Datatel Colleague and MS Office
2
Document Type(s): Transcripts and other documents
10 retrieval
Datatel Colleague and MS Office
Document Type(s): Various documents
14 retrieval
Datatel Colleague and MS Office
2
2
4. DSPS
5. EOPS
6. CalWorks
7. Human
Resources
Document Type(s): Various documents
5 retrieval
Datatel Colleague and MS Office
Document Type(s): Various documents
5 retrieval
Datatel Colleague and MS Office
Document Type(s): Various documents
5 retrieval
Datatel Colleague and MS Office
Document Type(s): Various documents
5 retrieval
MS Office Applications
1
1
0
2
Document Type(s): Various documents
PRODUCT DEMONSTRATIONS
As part of the evaluation process, we require a live integration demonstration for vendors chosen as
finalists. Each vendor must prove its ability to configure the proposed solution to integrate with our
business application(s) without programming. Selected vendors must demonstrate on-site integration with
the application(s) listed in the previous table.
DEPLOYMENT STRATEGY
The initial deployment will be for Admissions and Records, Financial Aid, DSPS, EOPS, CalWorks,
Counseling and Human Resources. The remainder of the campus will be deployed over time and will
require comprehensive train the trainer type instruction on the use and deployment of the imaging
solution.
The solution will ultimately be deployed at remote locations that are logically connected to the district
networking infrastructure. The district intends to purchase the software up front and manage the solution
ourselves. Some type of maintenance agreement will need to be in place. However other options for this
deployment (SaaS, Hosted, subscription, etc.) will be reviewed for possible consideration.
FLEXIBLE CAPTURE CONFIGURATION
We require a solution that allows for distributed scanning and distributed capture functions. The initial
deployment will consist of 10 scanning locations located in separate areas of the campus
TIME LINE
Vendors will be required to adhere to the following time line. Any modifications to the time line will be
communicated via an addendum (sent by e-mail/posted to our website).
Date
Milestone
April 2, 2012
April 2 – April 13,
2012
April 9 – April 13,
2012
RFP released
Advertisement
April 18, 2012
April 25, 2012
April 30, 2012
May 7, 2012
May 8, 2012
May 14, 2012
June 12, 2012
July 9 2012
Responses to vendor questions distributed
RFP responses due, no later than 3:00 PM PST
First round evaluation; finalists named
On-site demonstrations and interview
Selection of vendor/Project award
Submission to the BOT for June 12, 2012 Meeting
Board of Trustees Review
Project kickoff: Planning begins
Vendor questions due by 5:00 PM 13 April, 2012
CONTACT INFORMATION
Any questions regarding this document must be submitted via e-mail to Frank Smith at
frank.smith@vvc.edu. Your question(s) and our response(s) will be forwarded to all participating vendors
in a timely fashion (based on the timeline/schedule above). Any changes to project scope or deadline will
be communicated via an addendum (e-mailed to your address of record).
CONDITIONS
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Vendors are responsible for all costs associated with the preparation and delivery of their
proposals.
Vendors are responsible for all costs associated with travel for bidder conferences and on-site
demonstrations.
Questions regarding this document are due by 5:00 p.m. April 13, 2012, via e-mail to
frank.smith@vvc.edu. All RFP vendor questions send via email must have the following subject
line: “Enterprise Document Imaging Solution Questions, vendor name”. (Replace the vendor
name with your company name). Victor Valley College is not responsible for any network issues
that may delay your email. Responses will be compiled and distributed to all vendors via e-mail
on April 18, 2012.
Proposals (1 original and 5 copies) are due by 3:00 p.m., April 25, 2012, to:
Frank Smith
Executive Dean of Technology and Information Resources
Attn: Theresa Bazurto
VICTOR VALLEY COMMUNITY COLLEGE DISTRICT
18422 Bear Valley Road, Victorville, CA 92395
Building 21, Room 110
Tel: 760-245-4271 Ext. 2314 or Ext. 2333
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In order to be considered, one (1) original and five (5) copies of the proposal must be received by
the District at the address stated below by personal delivery or by U.S. Mail by the following date
and time: April 25, 2012, by 3:00pm
The District reserves the right to reject any proposal received after the deadline stated
immediately above.
Proposals must be completed according to the instructions provided in this section and throughout
this document. Incomplete proposals will be disqualified. In particular, vendors must provide
responses to each requirement in Appendix 1: Software Functional Requirements Table. During
on-site demonstrations, if selected, vendors should be prepared to demonstrate any of the cited
functionality upon request.
Vendors should provide their standard terms and conditions, software maintenance agreements
and related contractual documents related to this proposal where indicated.
Summary pricing should be presented in the executive summary. This should include all
options/suggestions and pricing associated with this project.
All reasonable steps will be taken to ensure the privacy of vendors. Vendors will mark any
confidential or proprietary information as such in their proposals. Proposals will be circulated
among the evaluation committee only. Unsuccessful proposals will be destroyed pending award
to the successful vendor(s).
EVALUATION CRITERIA
Proposals received by the stated deadline will be evaluated based in no particular order on the following:
 The proposed solution’s ability to meet the general and specific requirements that have been
detailed in this document.
 Whether the vendor is the manufacturer of the software solution, a reseller or third-party partner.
 The proposed solution’s ability to integrate non-programmatically with existing business
applications.
 The vendor’s ability to provide an affirmative and comprehensive response to each of the
requirements in this document.
 Product functionality that is currently part of the manufacturer’s product.
 Other functionality included in the manufacturer’s product which may not be included in the
initial scope of deployment, but may be desired in a future phase of the project.
 Total projected cost of the proposed solution.
 Projected time line to complete implementation.
 Vendor experience in providing similar document management solutions at least 3 other higher
education institutions
 Compliance with delivery requirements as specified in this document.
 Integration with existing campus applications (SharePoint, Datatel Colleague, Microsoft Office)
 Integration of solution other parts of the proposed solution.
VENDOR RESPONSE FORMAT
Vendor responses to this document should follow the outline provided below, with details on the
subsequent pages. You should respond directly and thoroughly when prompted.
1. Executive Summary
2. Vendor Profile
3. Software Components
4. Professional Services
5. Technical Services (Training and Support)
6. Detailed Pricing – Licenses, Maintenance and Support, Professional Services, Training, Hardware, and
optional and/or proposed solutions.
7. Appendices
Appendix 1: Software Functional Requirements Table
Appendix 2: Contracts
Exhibit A: Vendor’s Standard Terms and Conditions
Exhibit B: Vendor’s Software Maintenance and Support Contract
Appendix 3: Additional Materials (Additional supporting materials such as case studies, brochures or data
sheets. Include product technical specifications for the shipping version of your product, as well as an
ROI report conducted independently by a third-party provider.)
EXECUTIVE SUMMARY
Include the following information in your executive summary.
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Summarize your understanding of our business requirements.
Detail your understanding of our environment, our current business process challenges and how
the proposed solution will resolve these challenges.
Provide summary pricing for the proposed software licenses, professional services, technical
services (training, maintenance and support) and applicable hardware components.
SECTION 1: VENDOR PROFILE
COMPANY OVERVIEW
We require the chosen Vendor to have an excellent record of accomplishment with its customers and to
operate profitably based on sound business practices. Describe your position in the enterprise document
management sector.
In addition, provide at least three higher education institutions (preferably from a California Community
College) references from customers currently using the proposed document management solution
integrated with Datatel Colleague. Shortlisted vendors will be asked to coordinate meetings or site visits
between the judging committee and reference account contacts.
RELATIONSHIP TO MANUFACTURER
It is our strong desire to deal directly with the software manufacturer. Clearly state whether the Vendor is
the manufacturer of the proposed solution, an authorized reseller or a third-party partner.
Describe the Vendor’s ownership structure. If the Vendor is a reseller, also describe the software
manufacturer’s ownership structure.
FINANCE AND LEGAL
State whether the vendor and the vendor’s parent company (if applicable) operate at a profit.
Clearly state the percentage of annual revenue that is directed toward research and development. If the
Vendor is not the software solution’s manufacturer, provide this information for the manufacturing entity.
State the Vendor’s average growth percentage over the last five fiscal years. What were the Vendor’s total
sales in the last five fiscal years? If a reseller, provide this information for the manufacturer.
PATENTS
Does the Vendor hold any patents for the proposed document management solution, or for related
technologies? Provide detail.
PARTNERSHIPS
List major industry, strategic and/or certified partnerships and the nature of each relationship.
Identify partners who also use the proposed software.
To what extent does the Vendor use the proposed solution internally? If not at all, why not?
INDUSTRY LEADERSHIP AND RECOGNITION
List awards or honors the Vendor or its products have earned. If a reseller, list the manufacturer’s awards.
GENERAL SOFTWARE FUNCTIONALITY
We require a document management solution that provides functionality for image capture, indexing,
storage, retrieval, display and distribution via print, fax or e-mail. The solution must include integrated
workflow software that provides easily implemented automation of document-centric and task-based
processes.
INTEGRATION
We require a document management solution that integrates with our Datatel Colleague Student
Information System with no modification of our existing application systems or database tables.
Does your system support this requirement, and if so, how? Vendors will be required to
demonstrate this if selected for the next round of consideration.
INTEGRATED WORKFLOW
We require a solution that includes document-centric and task-based workflow functionality.
Workflow should be configurable by users via a graphical design tool. The solution should
support a rich array of routing options, inbound/outbound processing controls and trigger/alarm
mechanisms. Please describe how the proposed solution meets these requirements.
SUPPORT FOR REGULATORY AND OPERATIONAL COMPLIANCE INITIATIVES
We require a document management solution that supports our compliance initiatives. The proposed
solution must provide a comprehensive set of configuration options and controls for access management,
security implementation, and comprehensive audit and activity tracking and reporting. Clearly state which
industry standards and regulatory acts with which the Vendor’s solution is compliant.
SUPPORT EASE OF USE
We require a solution that provides an intuitive user experience. Please describe how the proposed
solution supports this requirement.
DEPLOY RAPIDLY
We require a solution whose deployment limits time on site. In the section entitled “Professional
Services,” state the vendor’s on-site presence including the number of personnel to be expected. Also
provide a narrative or provide supporting documentation describing the Vendor’s project methodology
and other important aspects of the implementation process.
COMPREHENSIVE SUPPORT OPTIONS
We prefer to purchase a solution directly from the manufacturer. Also, we require direct support from the
manufacturer of the proposed solution. Describe the Vendor’s support mechanism, stating clearly whether
support is provided directly by the Vendor or by a third-party. In the section entitled “Product Training
and Product Support,” provide detailed comments regarding the Vendor’s training options and support
structure and attach any supporting documentation.
SECTION 2: SOFTWARE
Include the following information in your proposal.
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Include line-item detail – including brief descriptions – of each software component proposed as
part of the Vendor’s solution.
SECTION 3: PROFESSIONAL SERVICES
Include the following information in your proposal.
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Explain your services benefits.
Describe your project methodology regarding implementation of the solution. Include a breakout
of expected roles and responsibilities. Attach supporting documentation as needed.
List keys to project success as you define them.
Describe available services for converting our existing data to the system proposed as part of your
solution.
Define any assumptions or constraints based on your understanding of our requirements.
Discuss any additional, post-implementation professional services you offer.
Finally, detail the specific services related to the proposed solution.
SECTION 4: PRODUCT TRAINING AND PRODUCT SUPPORT
Include the following information regarding training and ongoing support options.
 Discuss your training options.
o Courses offered
o Delivery methods and requirements
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Discuss your product support structure.
o Hours of availability
o Telephone support
o Point of contact for support issues
o Online support including website, chat, e-mail, online communities, message boards,
discussion groups or self service options
o Documentation
SECTION 5: HARDWARE
Discuss any hardware required as part of the proposed solution.
APPENDICES
The “Attachments” section of vendor proposals should include at minimum the following sections,
labeled as indicated.
Appendix 1: Software Functional Requirements Table (included)
Appendix 2: Contracts
Exhibit A: Victor Valley College’s Terms and Conditions
Exhibit B: Vendor’s Standard Terms and Conditions
Exhibit C: Vendor’s Software Maintenance and Support Contract
Appendix 3: Additional Materials (additional supporting materials such as Software Technical
Specifications for the shipping version, an ROI report prepared by an independent auditor, case studies,
brochures or data sheets)
APPENDIX 1: SOFTWARE FUNCTIONAL REQUIREMENTS
TABLE
Instructions: Respond to each of the following required features.
Use the “Details” field following each requirement to elaborate on the solution’s ability to meet or exceed
the stated requirement. Limit narrative to a maximum of one page per item. References to additional
supporting materials alone will be considered non-responsive. Sufficient information should be included
in response to each requirement as to provide a clear understanding of the proposed solution’s compliance
in each case.
Note: Features that are not currently shipping as of the due date of this document must be identified in
your response. Functionality in beta testing may not be considered as currently shipping. Indicate in the
“Details” fields the month and year the Vendor anticipates that these features will reach market for
General Availability.
Annotation / Redaction
Function 1.
Yes
Details:
Function 2.
Yes
Ability to create or append sticky note annotations, with full tracking of text entry by
date, time and user
Details:
Function 8.
Yes
Support for attaching OLE objects and URLs as annotations
Details:
Function 7.
Yes
Support for automatic redaction
Details:
Function 6.
Yes
Flexible, easy-to-use, secure redaction
Details:
Function 5.
Yes
Original images in object store remain unaltered by annotations
Details:
Function 4.
Yes
User and group-specific annotation security profiles
Details:
Function 3.
Yes
Comprehensive set of annotation tools
Ability to create customizable text annotations
Details:
Function 9.
Ability to highlight portions of an image via annotation, with customizable color options
Yes
Details:
Function 10.
Yes
Details:
Function 11.
Yes
Ability to rapidly change properties of individual annotations and audit a specific
annotation’s history
Details:
Function 15.
Yes
Ability to apply dynamic stamp annotations to images, with options for dynamic date,
time, and user name in predefined stamp formats.
Details:
Function 14.
Yes
Ability to apply predefined stamp annotations to images and create and apply custom
stamps
Details:
Function 13.
Yes
Ability to create resizable check mark annotations in any color
Details:
Function 12.
Yes
Ability to customize and apply multiple variations of line-based annotation tools such as
pen, line, arrow, rectangle, and oval
Ability to print, fax, or export documents with or without all annotations or only visible
annotations
Details:
Application Interface
Function 1.
Yes
Details:
Function 2.
Yes
Ability to define a user-specific default view or start-up action in the application’s user
interface
Details:
Function 4.
Yes
User interface provides interactive views based on integration presets, batches,
predefined document sets, user-entered searches, projects, tasks, and workflow
Details:
Function 3.
Yes
Flexible, configurable application toolbar provides direct access to batches, documents,
projects, tasks, reports, workflow, capture, management, and integration settings
Ability to take actions on documents, batches, projects, and tasks in interactive views,
without being required to open and view the contents of each item
Details:
Function 5.
Ability to print and export the rows and columns of text which list documents, batches,
projects, and tasks in interactive views
Yes
Details:
Function 6.
Yes
Details:
Function 7.
Yes
Administrative option to secure the user interface against customization
Details:
Function 9.
Yes
Ability to create multiple copies of documents, while maintaining a single physical
document reference, in support of EOB and similar document reconciliation needs
Details:
Function 8.
Yes
Extensive use of “drag and drop” to simplify and enhance the moving of objects within,
into, and out of document management system windows
System provides a recycle bin to allow users to recover accidentally deleted documents
and ensure documents are only permanently deleted from the repository by authorized
users, if so configured
Details:
Clients
Function 1.
Yes
Details:
Function 2.
Yes
Option for embeddable clients which can add document management system functions
to the interfaces of third-party platforms and applications such as eCopy, Epic, ESRI,
HP, Lexmark, Xerox, Microsoft Office, and Microsoft SharePoint
Details:
Function 3.
Yes
Both thick and thin client options on a variety of platforms
Ability to securely interact with documents and participate in workflow via WAN,
LAN, VPN, from any location via TCP/IP
Details:
Function 4.
Automatic client log-off initiated by new log-on from different location
Details:
Yes
Function 5.
Client can be installed or auto-updated from the server
Details:
Yes
Function 6.
Automatic log-in process to speed access to application by OS-authenticated user
Details:
Yes
Function 7.
Ability to temporarily exceed the number of purchased client licenses in compliance
with a predefined license auditing program
Details:
Yes
Function 8.
Integrated tool to assess performance of client workstation hardware and network
configuration directly from desktop
Details:
Yes
Function 9.
Integrated tool to track efficiency of key operations in the client from an end-user
perspective, such as the time to open a document or route an item in workflow
Details:
Yes
Full client workstation support (out of the box)
Yes
No
Windows XP Professional SP2 or SP3
Windows Vista (32-bit and 64-bit)
Windows 7 (32-bit and 64-bit)
Web client browser support
Yes
No
Internet Explorer 7.x, 8.x, or 9.x (Windows)
Apple Safari5.x (Windows and Mac 10.6)
Mozilla FireFox 3.x (Windows and
Macintosh)
Google Chrome
COLD/Enterprise Report Management
Function 1.
Yes
Details:
Function 2.
Yes
Capture basic and advanced print streams in ASCII, EBCDIC text, PDF, IBM AFP, Xerox
Metacode, HP PCL, and PostScript formats
Details:
Function 3.
Yes
Capture wide variety of print output from line-of-business systems and convert into
searchable, non-proprietary PDF files
Monitor a different directory for each type of print stream
Details:
Function 4.
Yes
Details:
Function 5.
Yes
Provide user access to select, formatted pages related to records in the business application,
such as a single invoice from a large print stream
Details:
Function 7.
Yes
Allow searches against line item values, not just index values
Details:
Function 6.
Yes
Provide an enterprise report user interface optimized for searching, viewing, and
previewing report documents
Define a different set of graphical form overlays for each type of print stream
Details:
Collaboration and Project Support
Function 1.
Yes
Details:
Function 2.
Yes
Tools for annotating, or marking up, bitmap images for review, approval, or other
processing purposes
Details:
Function 6.
Yes
Ability to define relevant, standardized reason phrases that can be used to record intent
related to specific user actions and enhance communication between users
Details:
Function 5.
Yes
Ability to assign tasks, outside of formal workflow, which instruct a coworker or business
partner to perform a document- or project-related action such as signing, addressing
document and project deficiencies, or reviewing
Details:
Function 4.
Yes
Version control option that allows multiple users and groups to collaborate on documents
with complete check-in/check-out privileges, version management, digital signing, and the
ability to input comments for other users when doing check-ins and check-outs
Details:
Function 3.
Yes
Integrated workflow environment providing rapid customization, configurable user
privileges, and automated routing and alerts options, all in support of group collaboration
Option to store a field of free-form text with each image, in support of group collaboration
Details:
Function 7.
Capability to associate customizable electronic data collection forms with documents and
projects in the system, to assist users in sharing information
Yes
Details:
Function 8.
Yes
Details:
Function 9.
Yes
Ability to group related documents in user-definable categories distinct from their index
values in support of project organization and collaboration
Ability to create, define, and view relationships between projects
Details:
Function 10. Interface allows rapid drag-and-drop creation of system “shortcut” icons that are linked to
and associated with distinct imaging system entities such as documents, batches, projects,
workflow queues, and search queries
Yes
Details:
Function 11. Ad hoc shared document viewing, allowing one user to invite another user to
simultaneously view a document on screen without first closing or putting document in
workflow
Yes
Details:
Function 12. Ability to send messages to individual imaging system users or all users currently logged
on, directly from the administrative interface
Yes
Details:
Document Control
Function 1.
Yes
Details:
Function 2.
Yes
Document control offers options for multiple client types and extends document control
and digital signatures directly to interfaces of third-party applications
Details:
Function 5.
Yes
Document control flexibility, allowing individual use or group collaboration
Details:
Function 4.
Yes
Document control incorporates digital signatures based on stringent Suite B and PKI
standards
Details:
Function 3.
Yes
Industry-standard document library services
Extend document control and digital signatures to other platforms and their applications
Details:
Function 6.
Track document control activities
Yes
Details:
Function 7.
Yes
Details:
Function 8.
Yes
Ability to append additional documents to a previously digitally signed document
Details:
Function 9.
Yes
Ability to edit text directly within the document viewer
Ability to pre-populate an addendum from RTF template
Details:
Document Viewer
Function 1.
Yes
Details:
Function 2.
Yes
Easily select preset page region views, both system- and user-defined.
Details:
Function 8.
Yes
Multiple options for zooming in document viewer
Details:
Function 7.
Yes
Multi-page (MDI) viewing—display two or more pages simultaneously on the user’s
screen
Details:
Function 6.
Yes
Single-page viewing
Details:
Function 5.
Yes
Ability to display documents side-by-side with records in the business application
Details:
Function 4.
Yes
Document viewer allows flexible, user-configurable display of index keys, document
properties, document notes, predefined actions, tasks, page thumbnails, associated eForms,
and toolbars
Details:
Function 3.
Yes
Document viewer can display a wide range of digital object types in their native formats,
including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, DXF, and
audio/video media files
Multiple view panning options to easily adjust current position of viewed area on
magnified image
Details:
Function 9.
Apply document annotations such as stamps, sticky notes, text, and redactions to bitmap
images directly within document view interface
Yes
Details:
Function 10. Rotate documents in document viewer and save rotated views
Yes
Details:
Function 11. Integrated view enhancement options such as on-screen image inversion (reverse black and
white) and smoothing
Yes
Details:
Function 12. Ability to reorder pages within the document view interface, and add pages to existing
document via drag and drop
Yes
Details:
Function 13. Perform common operations such as re-index, copy, e-mail, export, print, fax, and delete
pages within document view interface
Yes
Details:
Function 14. Copy or move pages from one document to another from within the document view
interface
Yes
Details:
Function 15. Document viewer works with familiar, existing desktop e-mail software for simplified
sending of images (or links to images) to e-mail recipients outside of the imaging system’s
workflow
Yes
Details:
Function 16. E-mail selected documents or document links directly from document viewer interface,
with options for page selection, annotation inclusion, multi-page TIFF generation,
selectable headers and footers, and file renaming
Yes
Details:
Function 17. Convenient and flexible page selection interface within document viewer
Yes
Details:
Function 18. Ability to open a viewer-displayed document in an associated application for viewing or
editing
Yes
Details:
Function 19. Ability to designate documents for collection into user-defined project groupings directly
from document viewer, without using index values
Yes
Details:
Function 20. Ability to add documents to workflow or route documents within workflow directly from
document viewer
Yes
Details:
Function 21.
Yes
Details:
Function 22. Ability to copy and paste document text
Yes
Details:
Function 23. Ability to define relationships between documents and display related documents in a view
integrated with the currently displayed document
Yes
Details:
eForms
Function 1.
Yes
Details:
Function 2.
Yes
Option for validation of user-entered eForm data from external ODBC data source and
resulting auto-population of defined fields in eForm
Details:
Function 8.
Yes
eForms can be automatically pre-populated with data such as user information
Details
Function 7.
Yes
eForms can use industry-standard HTML, XSLT, CSS, and JavaScript for design,
navigation, data collection, and validation processing
Details:
Function 6.
Yes
User-friendly form designer to allow for easy creation of custom electronic forms
Details:
Function 5.
Yes
eForms can be associated with projects
Details:
Function 4.
Yes
eForms features available in thick and thin clients
Details:
Function 3.
Yes
Integrated feature to capture information using fully customizable, formatted, electronic
data collection forms (eForms) either as a standalone document or a document associated
with existing documents and projects in the system
Allow collected eForm data to populate document index values and custom properties and
to be shared with external ODBC data sources
Details:
Function 9.
Yes
Details:
Function 10.
Yes
Yes
eForm source files used by multiple eForms can be uploaded once and shared for increased
efficiency and a common look and feel.
Details:
Function 16.
Multiple eForms can be associated with each document
Details:
Function 17.
Yes
Ability to convert standalone and supplemental form types from HTML to TIFF to allow
annotation and e-mailing of forms.
Details:
Function 15.
Yes
Ability to print eForms as hard copy, electronic formats, or document management system
files
Details
Function 14.
Yes
eForms can be moved, resized, hidden, and docked to the document viewer window
Details:
Function 13.
Yes
Ability to submit eForm to version control
Yes
Function 12.
Yes
Ability to add attachments to an eForm
Details:
Function 11.
Yes
eForms can be associated with documents inside or outside of workflow
Pre-built sample eForms are included to illustrate eForm methods and features such as
dynamic navigation, data management, and validation
Details:
Electronic Capture and Object Support
Function 1.
Yes
Details:
Function 2.
Yes
Capture a variety of physical and digital objects — paper documents, digital photos, faxes,
e-mail, COLD output, native document files, and the print output of any Windows
application with a print function — in a single, electronic repository
Import, store, and display a wide range of digital object types in their native formats,
including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, DXF, and
audio/video media files
Details:
Function 3.
Allows for easy import of digital photographs, directly from a user’s camera
Yes
Details:
Function 4.
Yes
Details:
Function 5.
Yes
Allow any user or application with network access to convert a PCL5 print stream into
images, simultaneously creating physical print output and sending indexed images of the
print output to the document management system
Details:
Function 14.
Yes
Ability to “print” documents, in bulk, directly to the imaging system from printing activity
triggered by Windows batch scripts, UNIX "cron" jobs, or applications that schedule their
own output, and perform text extraction without OCR
Details:
Function 13.
Yes
Ability to “print” documents from typical desktop business applications (e-mail, Office,
Acrobat, proprietary applications that offer a print command) directly to the imaging
system, without manual printing and scanning, at no extra charge
Details:
Function 12.
Yes
Provide multiple methods for automatically importing faxes
Details:
Function 11.
Yes
Automatically import, index, and route e-mail and attached files, preserving the original
format of all attachments
Details:
Function 10.
Yes
Split or un-bundle multi-page TIFFs on import
Details:
Function 9.
Yes
Provide multiple methods for automatically indexing imported files
Details:
Function 8.
Yes
Import files into the imaging system on demand using the desktop client software, thin
client software, and business application-specific client modules
Details:
Function 7.
Yes
Automatically import single files or batches and send them directly into the imaging
system’s workflow environment
Details:
Function 6.
Yes
Support for compound documents (page 1 = TIFF, page 2 = Word document, page 3 =
PDF) and on-demand document merging
Provide multiple options for capturing EDI data.
Details:
Forms Processing
Function 1.
Yes
Details:
Function 2.
Yes
Provide context verification of text field contents for uncertain characters
Details:
Function 9.
Yes
Provide group verification of uncertain characters
Details:
Function 8.
Yes
Ability to extract line-item data from forms
Details:
Function 7.
Yes
Ability to process both structured and semi-structured forms
Details:
Function 6.
Yes
Automatically index forms based on extracted data
Details:
Function 5.
Yes
Distinguish between document types (i.e., invoices versus transcripts) and identify
variations within types (i.e., Company A invoice versus Company B invoice)
Details:
Function 4.
Yes
Option to collect data from forms acquired as bitmap-format documents through either the
software’s own scanning subsystem or through an automatic import process from external
systems
Details:
Function 3.
Yes
Option to collect data from scanned forms using advanced OCR functionality capable of
following predefined rule sets
Provide tools to configure rule set-based recognition for a wide range of both structured
and semi-structured documents, as well as custom forms design
Details:
Function 10. Share validated data with third-party applications in a variety of formats
Yes
Details:
Function 11. Automatically route captured and validated forms into workflow module of imaging
system
Yes
Details:
Function 12. Tight integration of forms processing and imaging system
Yes
Details:
Indexing / Advanced Metadata
Function 1.
Yes
Details:
Function 2.
Yes
Index documents to records in existing business software without manual entry
Details:
Function 9.
Yes
Automatic scan-time indexing via OCR
Details:
Function 8.
Yes
Automatic scan-time indexing via bar code
Details:
Function 7.
Yes
Configure document key assignments via user prompt prior to scanning
Details:
Function 6.
Yes
Ability to distribute indexing process among workstations and locations
Details:
Function 5.
Yes
Creation and assignment of custom properties based on document type
Details:
Function 4.
Yes
Dedicated “Document Type” index key to help classify documents and control security
Details:
Function 3.
Yes
Flexible, customizable indexing options
Use single keystroke to index multiple fields during batch processing
Details:
Function 10. Ability to re-index documents via manual entry or single click associated with host records
Yes
Details:
Function 11. Ability to configure and select pre-defined index values via a drop-down menu or “pick
list”
Yes
Details:
Function 12. Index documents with user-configurable data elements not taken from the host application,
such as date/time, unique ID, serial number, predefined list, and free-form text entry
Yes
Details:
Function 13. Index multiple documents as a group without re-entering index values for each page
Yes
Details:
Function 14. Automatically index documents, based on a single known document key, through the
retrieval and application of related index values from an external database
Yes
Details:
Function 15. Automatically and periodically validate existing document keys against an external
database
Yes
Details:
Function 16. Individual documents can easily be indexed “same as last document”
Yes
Details:
Integration
Function 1.
Yes
Details:
Function 2.
Yes
Non-programmatic integration with a character cell application delivered via a terminal
emulator
Details:
Function 8.
Yes
Non-programmatic integration with Citrix-delivered applications
Details:
Function 7.
Yes
Non-programmatic integration with browser-delivered applications
Details:
Function 6.
Yes
Non-programmatic integration with Windows applications
Details:
Function 5.
Yes
Graphical user interface allows visual, interactive, centralized design and testing of nonprogrammatic application integration configurations
Details:
Function 4.
Yes
Direct integration with many business applications without programming
Details:
Function 3.
Yes
Options for both programmatic and non-programmatic integration
Extended integration functionality that allows placement of imaging application icon in the
screens of business applications to initiate document retrieval or other actions in the
imaging system
Details:
Function 9.
Yes
Prior history of integration with Oracle/PeopleSoft solutions
Details:
Function 10. Prior history of integration with Lawson solutions
Yes
Details:
Function 11. Prior history of integration with Microsoft Great Plains / Microsoft Dynamics solutions
Yes
Details:
Function 12. Prior history of integration with Datatel solutions
Yes
Details:
Function 13. Prior history of integration with SAP solutions
Yes
Details:
Function 14. Prior history of integration with custom, “home-grown” applications
Yes
Details:
Function 15. Ability to demonstrate integration capabilities during the sales process by performing an
actual integration demonstration
Yes
Details:
Function 16. Available integration with HL7 systems
Yes
Details:
Function 17. Integration via web services standards
Yes
Details:
Printing / Faxing / Output
Function 1.
Yes
Details:
Function 2.
Yes
Print single selected pages within a multi-page document
Details:
Function 4.
Yes
Ability to print documents with or without all annotations or only visible annotations
Details:
Function 3.
Yes
Print to any print device within a platform’s standard desktop/network printing
environment
Print multiple pages
Details:
Function 5.
Yes
Details:
Function 6.
Yes
Control printing permissions through application security
Details:
Function 9.
Yes
Option to selectively overprint relevant document values such as page number, date and
time, and document keys on each page
Details:
Function 8.
Yes
Print a list of documents, rather than the documents themselves, from a list view such as
search results or a workflow queue
Details:
Function 7.
Yes
Print documents from a list view such as search results or workflow queue, without
opening each document
Integrated outbound faxing
Details:
Function 10. Option to selectively export files in their original formats
Yes
Details:
Function 11. Option to selectively export files in alternate formats such as PDF or TIFF
Yes
Details:
Function 12. Ability to save, recall, and secure predefined output configurations for the control of
automated document output, including options for native and converted file export, emailing, printing, and faxing
Yes
Details:
Function 13. Automated printing and exporting triggered by workflow events, server APIs, other
application modules, or values generated by external applications
Yes
Details:
Reporting/Business Intelligence
Function 1.
Yes
Comprehensive set of business intelligence features to provide workflow, security, content
and data deficiencies, and user activity reporting through the familiar ECM interface
Details:
Function 2.
Dashboard capabilities to provide users with an at-a-glance overview of ECM-supported
business processes
Yes
Details:
Function 3.
Yes
Details:
Function 4.
Yes
Ability to present reports and dashboards to all ECM users or restrict reporting to
authorized users
Details:
Function 6.
Yes
Ability to schedule, execute, view, and distribute report instances
Details:
Function 5.
Yes
Drag and drop report and dashboard creation and modification
Comprehensive report library with ongoing report definition development based on user
input
Details:
Retention Policy Management
Function 1.
Yes
Details:
Function 2.
Yes
Track information lifecycle with comprehensive auditing
Details:
Function 7.
Yes
Require approvals on dispositions
Details:
Function 6.
Yes
Manage retention policies for and track the physical location of paper documents
Details:
Function 5.
Yes
Create litigation and audit holds which prevent modification and deletion of information
Details:
Function 4.
Yes
Support for automated document dispositions and transfers
Details:
Function 3.
Yes
Easily defined, rules-based retention and disposition policies
Create reports with retention data
Details:
Retrieval / Search / Presentation
Function 1.
Yes
Details:
Function 2.
Yes
Ability to display calculated statistics about the documents and document properties
contained within a list view
Details:
Function 11.
Yes
Ability to search on and find text located within the results grid
Details:
Function 10.
Yes
Ability to save and customize prompted search queries
Details:
Function 9.
Yes
Ability for both individual users and groups to customize and save the presentation of
search queries by column configuration, sort order, and grouping of results
Details:
Function 8.
Yes
Ability for both individual users and groups to customize and refine the standard
conditions of saved searches
Details:
Function 7.
Yes
Ability to secure saved searches and the presentation of documents and projects by both
individual user and group
Details:
Function 6.
Yes
Ability to save both simple and complex queries for future use, creating dynamically
generated lists of documents, projects, and tasks that meet both predefined and variable
conditions such as current user name or current record value in an external application
Details:
Function 5.
Yes
Build complex, multi-condition queries on documents, projects, and tasks
Details:
Function 4.
Yes
Search documents, projects, and tasks via a single search condition relevant to the context
currently being viewed
Details:
Function 3.
Yes
Integrated document retrieval from business applications; single-click access to documents
from any student or employee record displayed
Full-text search the content of scanned documents and a wide range of native document
formats simultaneously, with both full text and natural language search options and a
variety of concept, proximity, and evidence operators
Details:
Function 12.
Yes
Details:
Function 13.
Yes
Determine item display sort order, before or after a search, using any combination of item
metadata individually designated as ascending or descending
Details:
Function 14.
Yes
Build and execute searches for enterprise/COLD reports from the same familiar interface
as that used for simple, complex, and full text searches
Ability to group the display of documents and projects in any list view
Details:
Scanning and Quality Assurance
Function 1.
Yes
Details:
Function 2.
Yes
Easily configure, name, save, select, and distribute capture settings such as document
source, proposed index keys, workflow routing, and OCR and page content indexing
Details:
Function 9.
Yes
Option to send scanning output directly to a user-specified collection of documents
Details:
Function 8.
Yes
Option to send scanning output directly to workflow
Details:
Function 7.
Yes
Scan batches locally and upload batches to server at a time the user specifies
Details:
Function 6.
Yes
Upload scanned batches directly to the server
Details:
Function 5.
Yes
Supports both centralized and decentralized scanning operations, including remote
scanning to multiple locations via TCP/IP route
Details:
Function 4.
Yes
Batch scanning capabilities for high-volume production environment
Details:
Function 3.
Yes
Save scanned images in open, industry-standard graphics format
Configure, save, and apply scanner settings such as resolution, page size, orientation,
brightness, threshold, and image processing
Details:
Function 10.
Yes
Details:
Function 11.
Yes
Support for scanning within a Citrix environment
Details:
Function 16.
Distribute quality assurance of scanned batches to locations/resources outside of the
scanning location
Details:
Yes
Function 17.
Yes
Options to perform quality assurance (QA) on images at scan time, and bypass QA if
desired
Details:
Function 15.
Yes
Support for wide range of scan-time image processing filters (please detail)
Details:
Function 14.
Yes
Support for deletion of blank pages during scanning
Details:
Function 13.
Yes
Compatibility with Kofax VirtualReScan (VRS) scanning software
Details:
Function 12.
Yes
Support for a full range of entry-level to high-speed scanners from a choice of
manufacturers, with options including simplex and duplex, monochrome and color
Ability to integrate and scan from Xerox MFP Copiers
Details:
Security
Function 1.
Yes
Details:
Function 2.
Yes
Server storage subsystem with encrypted object path metadata, secure object store
connectivity (no client-level direct access or drive mapping required) and the availability
of volume-level data protection
Details:
Function 4.
Yes
Option for Secure Socket Layer (SSL) encryption
Details:
Function 3.
Yes
Encrypted communication between server and clients
Comprehensive designation of system privileges by user and group
Details:
Function 5.
Yes
Details:
Function 6.
Yes
Provide options for logging client, server, and user authentication actions
Details:
Function 17.
Yes
Automatic client log-off can be initiated by new a log-on from a different location
Details:
Function 16.
Yes
Configurable, automatic user log-off due to inactivity
Details:
Function 15.
Yes
Multiple user authentication options which build on a company’s existing security
infrastructure, including user names, passwords, and identity servers (Identify whether
your response applies to a customer-hosted or a vendor-hosted solution.)
Details:
Function 14.
Yes
Control ability to manage all workflow processes or only specific ones
Details:
Function 13.
Yes
Control access to project types
Details:
Function 12.
Yes
Control document access via workflow queue
Details:
Function 11.
Yes
Control access to integration presets
Details:
Function 10.
Yes
Control users’ batch access
Details:
Function 9.
Yes
Control users’ actions on documents based on defined “document type” value
Details:
Function 8.
Yes
Document access control via logical filing hierarchy
Details:
Function 7.
Yes
Ability to copy user and group privileges to simplify security configuration
Audit actions of defined clients from an administrative interface
Details:
Server Architecture
Function 1.
Yes
Details:
Function 2.
Yes
Encryption of object storage path for enhanced document security on server file system
Details:
Function 9.
Yes
Ability to store or retrieve documents without drive mapping
Details:
Function 8.
Yes
Multiple user authentication options which build on a company’s existing security
infrastructure, including user names, passwords, and identity servers (Identify whether
your response applies to a customer-hosted or a vendor-hosted solution.)
Details:
Function 7.
Yes
Secure single-port client/server TCP/IP communication for efficient performance across
firewalls
Details:
Function 6.
Yes
Support for clustering and load balancing
Details:
Function 5.
Yes
Support for high availability configuration
Details:
Function 4.
Yes
Scalable server design
Details:
Function 3.
Yes
Flexible n-Tier client-server design that supports centralizing or distributing processes via
any combination of Microsoft or UNIX server platforms
Use of platform-specific database drivers for maximum performance
Details:
Function 10. Server-side extensibility, including scripting and web services
Yes
Details:
Function 11. Supports wide variety of non-proprietary storage options, including RAID, Server
Attached Storage, NAS, SAN, and hierarchical storage management schemes
Yes
Details:
Function 12. Consistent performance regardless of document quantity
Yes
Details:
Function 13. Consistent performance regardless of user load
Yes
Details:
Server/System Administration
Function 1.
Yes
Details:
Function 2.
Yes
Monitor license availability and usage from administrative interface
Details:
Function 9.
Yes
Ability to disable user accounts without deleting them
Details:
Function 8.
Yes
Configurable, automatic user log-off due to inactivity
Details:
Function 7.
Yes
Monitor workflow queues from administrative interface
Details:
Function 6.
Yes
Ability to send messages to individual imaging system users or all users currently logged
on, directly from the administrative interface
Details:
Function 5.
Yes
Ability to automatically distribute capture and device profiles to clients
Details:
Function 4.
Yes
Ability to configure all server settings on one screen
Details:
Function 3.
Yes
Graphical administrator interface on Windows servers
View real-time list of logged-on clients, with information about licensing, group
membership, IP address, and time connected
Details:
Function 10. Integrated server-side tools to provide on-demand performance analysis of server
processes
Yes
Details:
Function 11. Audit specific actions of defined clients from the administrative interface
Yes
Details:
Function 12. View all database table names and properties directly from the administrative interface
Yes
Details:
Function 13. View server log files from the administrative interface
Yes
Details:
Function 14. Graphical interface for document repository configuration such as mirroring, spanning, set
creation, tree creation, tree properties
Yes
Details:
Function 15. Add new users in bulk from the Windows domain, LDAP server, text file, or local machine
Yes
Details:
Function 16. Import of users from text file allows multiple delimiter types and interactive field mapping
Yes
Details:
Function 17. Available automatic synchronization of imaging system users and groups with those on an
LDAP server or LDAP-enabled Active Directory server
Yes
Details:
Server operating systems supported
Supported
Not supported
Yes
No
Microsoft Windows Server 2003 R2 or later (32-bit)
Microsoft Windows Server 2008 SP2 (32-bit or 64-bit)
Microsoft Windows Server 2008 R2 (64-bit)
Linux (Intel) (RedHat Linux, version 4 and 5, or
SUSE Linux, Enterprise 10 and 11)
IBM AIX 5.2 or 5.3
Sun Solaris 10 (SPARC processor)
Database Compatibility
Oracle 10g/11g
Microsoft SQL Server 2005, 2008 and 2008 R2 (Standard or
Enterprise)
Storage
Function 1.
Yes
Details:
Function 2.
Yes
Support for mirroring object stores—Distribute duplicate object storage structures to
multiple sites
Details:
Function 7.
Yes
Support for spanning object stores—Represent several physical drives as one logical drive,
allowing a single designated storage area to be much larger
Details:
Function 6.
Yes
Support for flexible configuration and management of document storage structures
Details:
Function 5.
Yes
Server storage subsystem includes secure object path metadata, secure object store
connectivity and the availability of volume-level data protection
Details:
Function 4.
Yes
Support for multiple, customer-selected storage technologies, including hard drive, RAID,
NAS, SAN, and optical
Details:
Function 3.
Yes
Data storage subsystem uses industry-standard file formats, file systems, and storage
devices
Support for data set management—Move, copy, delete, and reconfigure object store
structures based on business needs
Details:
Web Services
Function 1.
Yes
Details:
Function 2.
Yes
Web services-based data exchange with external applications over firewall-friendly HTTP
or HTTPS with support for SSL and WS security standards
Details:
Function 3.
Yes
API to allow integration with external applications on a variety of platforms via web
services-based data exchange
Allow external applications to retrieve documents or place them in the workflow process
without invoking the document management system’s user interface
Details:
Function 4.
Allow development of external interactive applications based on web services standards
such as SOAP, XML and WSDL, maximizing options for development environments and
platforms
Yes
Details:
Function 5.
Yes
Details:
Function 6.
Yes
Asynchronous messaging option for web services to reduce complexity of real-world
integration projects
Details:
Function 7.
Yes
Allow development of external interactive applications based on Web Services
Interoperability (WS-I) standards, maximizing options for development environments and
platforms
Option to initiate outbound web service requests to external applications and systems, and
easily create and configure these services through the use of a user-friendly GUI
Details:
Workflow
Function 1.
Yes
Details:
Function 2.
Yes
Ability to configure “out of office” setting for workflow users, in support of document rerouting and other automated actions
Details:
Function 8.
Yes
Ability to structure workflow efficiently in support of staff absences, turnover and
workload balancing
Details:
Function 7.
Yes
Ability to both print and export graphical workflow diagrams
Details:
Function 6.
Yes
Ability to copy and move workflow queues to easily facilitate workflow creation
Details:
Function 5.
Yes
Point-and-click interface for assigning users and groups to queues and defining detailed
routing privileges
Details:
Function 4.
Yes
Drag and drop graphical workflow design tool
Details:
Function 3.
Yes
Integrated workflow environment at no extra cost
Ability to use workflow independently, without integration into business applications
Details:
Function 9.
Yes
Details:
Function 10.
Yes
Full range of route types including sequential, sequential automatic, conditional, parallel,
conditional parallel, inter-process routes, and automatic system queues
Details:
Function 19.
Yes
Ability to dynamically display queue-specific workflow status, workflow alarms, and
administrator messages on each client’s workstation
Details:
Function 18.
Yes
Ability to create workflow alarms that are centralized, reusable, and provide multiple
notification methods
Details:
Function 17.
Yes
Ability to create workflow alarms based on triggers such as number of documents in
queue, defined index values, document type, length of time in queue, custom properties,
previous queue, and project type
Details:
Function 16.
Yes
Ability to create and apply custom scripts written in industry-standard scripting language
to automate queue actions on current, inbound, or outbound documents
Details:
Function 15.
Yes
Ability to automatically set a document property based on its position in workflow
Details:
Function 14.
Yes
Ability to use annotations on a document to drive routing
Details:
Function 13.
Yes
Ability to automate workflow routing based on defined index values, priority, creation
time, document type, length of time in queue, user/group who routed document, previous
queue, document type, custom properties, and project type
Details:
Function 12.
Yes
Ability to create advanced workflow logic using plain language, meeting many workflow
objectives without scripting
Details:
Function 11.
Yes
Ability to use document management system independently, without requiring users to
take advantage of workflow features
Availability of a workflow queue type that contains a collection of distinct sub-queues
which perform the same workflow function, reducing the number of alarms, routes and
rules that are needed
Details:
Function 20.
Ability to route not only scanned paper but electronic objects such as e-mail, faxes, PDFs,
Office documents and more
Yes
Details:
Function 21.
Yes
Details:
Function 22.
Yes
Ability to define, customize and view dynamically generated lists of workflow processes
and queue-specific documents, according to user-specified preferences
Details:
Function 30.
Yes
Ability to create automatic system queues that perform a specific action on the items that
you route to them
Details:
Function 29.
Yes
Ability to send documents and projects into a specific workflow queue by dragging and
dropping
Details:
Function 28.
Yes
Ability to link document index values to a host application within a queue or validate
document index values while routing forward or back
Details:
Function 27.
Yes
Ability to set queue-specific default destination queues for routed objects
Details:
Function 26.
Yes
Ability to route objects that are only partially indexed
Details:
Function 25.
Yes
Ability to automatically perform time-based document removal actions from any workflow
queue
Details:
Function 24.
Yes
Ability to assign specific workflow process and queue management roles to defined users
and groups
Details:
Function 23.
Yes
Ability to capture information about workflow user actions and document routing—
including the queues a document has been in, user interaction with the document, and
additional relevant data for reporting
Ability to assign tasks, outside of formal workflow, which instruct a coworker or business
partner to perform a document- or project-related action such as signing, addressing
document and project deficiencies, or reviewing
Details:
Function 31.
Ability to assign a series of task dependencies which can optionally be defined in a
hierarchical manner
Yes
Details:
APPENDIX 2: CONTRACTS
EXHIBIT A: VICTOR VALLEY COLLEGE’S TERMS AND
CONDITIONS
General Conditions any other associated contract documents that may be associated with this RFP are
located at http://www.vvc.edu/offices/technical_services/technology-rfps.shtml
EXHIBIT B: VENDOR’S STANDARD TERMS AND CONDITIONS
Vendors are to insert their standard terms and conditions here.
EXHIBIT C: VENDOR’S SOFTWARE MAINTENANCE AND
SUPPORT CONTRACT
Insert the software maintenance and support contract including any applicable service level agreements.
APPENDIX 3: ADDITIONAL MATERIALS
List and attach any additional materials that would assist Victor Valley College in the evaluation of your
proposal.