United States Department of Agriculture (USDA) eGovernment Program

#########  {#section .unnumbered}

***Business Profile -- Functional Requirements***

***eDeployment Business Case***

May 2004

![](media/image1.jpeg){width="1.75in" height="1.2666666666666666in"}

**Table of Contents**

[Revision History ii](#revision-history)

[Previous Change History ii](#previous-change-history)

[Document Sign-off ii](#document-sign-off)

[1 Introduction 1](#introduction)

[1.1 Web Content Management and Document Management
1](#web-content-management-and-document-management)

[1.2 Portal Services 2](#portal-services)

[1.3 Web Presence 3](#web-presence)

[2 Functional Requirements 5](#functional-requirements)

[2.1 Cross- Capability Functional Requirements
5](#cross--capability-functional-requirements)

[2.2 Web Content Management Functional Requirements
10](#web-content-management-functional-requirements)

[2.3 Document Management Functional Requirements
15](#document-management-functional-requirements)

[2.4 Portal Services Functional Requirements
22](#portal-services-functional-requirements)

[2.5 Web Presence Functional Requirements
29](#web-presence-functional-requirements)

[3 Assumptions 32](#assumptions)

[4 Glossary 35](#glossary)

# Revision History {#revision-history .unnumbered}

## Previous Change History {#previous-change-history .unnumbered}

Table a -- Previous Change History

  --------------------------- ------------------------ -------------------------- ---------------------------
  **[Version]{.smallcaps}**   **[Date]{.smallcaps}**   **[Author]{.smallcaps}**   **[Comment]{.smallcaps}**

  1.0                         04/23/04                 Trang Pham                 Initial draft

  1.1                         04/29/04                 Tom Taliaferro             Updated formatting
  --------------------------- ------------------------ -------------------------- ---------------------------

## Document Sign-off {#document-sign-off .unnumbered}

Table b -- Document Sign-off

  ------------------------ ------------------------ -----------------------------------
  **[Date]{.smallcaps}**   **[Name]{.smallcaps}**   **[Title]{.smallcaps}**

                                                    
  ------------------------ ------------------------ -----------------------------------

# Introduction

Functional requirements capture the intended behavior of a solution to
express how business performance can be increased or new objectives can
be met. This behavior may be expressed as services, tasks or functions
the solution is required to perform. The desired functionality,
expressed in the form of requirements, also drives the design and
implementation of a technology solution. With this in mind, a direct
correlation between functional requirements and the technical
capabilities used to support those requirements can be created. For the
remainder of the document, requirements will be grouped by the
technology capability they are driving:

Table 1 -- Functional Requirement Groupings

  --------------------------- ---------------------------------------------
  **[Technical                **[Associated Business
  Capability]{.smallcaps}**   Function]{.smallcaps}**

  Web Content Management      Management of content to be made available
                              online

  **Document Management**     Management of documents and other electronic
                              assets

  **Portal Services**         Aggregation and universal availability of
                              content and applications by topic and/or by a
                              user's intention

  **Web Presence**            Method of conducting transactions and
                              displaying information online

  **Collaboration**           Common platform supporting real-time
                              communication, virtual meetings, and sharing
                              of content, schedules, messages and ideas.
                              Requirements for this capability are
                              currently being identified.

  **Common Employee           Single, accurate repository for the
  Database**                  organization, storage, and distribution of
                              employee related information. Requirements
                              for this capability are currently being
                              identified.
  --------------------------- ---------------------------------------------

## Web Content Management and Document Management

The overall business objectives in defining a solution for the
management of content, documents, and other electronic assets are the
following:

-   **Creation -** The solution will enable designated authors to create
    Web content and documents within the system utilizing user-friendly
    tools and standard templates.

-   **Review --** The solution will provide an automated workflow
    capability to mirror the review process of information that is
    currently performed manually. This workflow capability will notify
    users when they are responsible for completing a task in the
    workflow and can be overridden by designated individuals in
    pre-defined situations.

-   **Aggregation and Management -** The solution will enforce the
    inclusion of standard metadata, headers, footers, etc. for a file or
    online content. Enforcing these standards enables information to be
    organized, re-used, and located.

-   **Distribution and Delivery --** The solution will provide the
    ability to "publish" information once it has been created and
    reviewed. Once it is published, it is accessible to its internal and
    external target audiences.

-   **Maintenance --** The solution will define and support standards
    for the maintenance of information, including elimination of
    duplicates, expiration of outdated information, and the appropriate
    classification of information. 

-   **Archival or Deletion --** The solution will provide the ability to
    retain and to delete information according to file plans and
    retention schedules.

## Portal Services

The overall business objectives in defining a solution to aggregate
information and similar applications by topic or user-intention are as
follows:

-   **Access to Information -** The solution will support the capability
    to follow comprehensive information architecture.

-   **Communication --** The solution will enable a Web site or
    application to become a primary communication mechanism inside and
    outside USDA.

-   **Personalization --** The solution will enable a personalized view
    of information based on business role or other form of
    identification.

-   **Search -** The solution will provide the following information
    retrieval capabilities:

    -   Searching across multiple information repositories using
        multiple search inputs;

    -   Categorization of information;

    -   Support for a metadata standard;

    -   Handling of multiple file formats; and

    -   Handling complex searches and natural language processing.

## Web Presence

The overall business objectives in defining how information is presented
and how transactions are conducted are as follows:

-   **Look and Feel Standards -** The solution will define for other
    initiatives throughout the Enterprise, standards for presenting
    information and designing transactional capabilities. Look and feel
    standards will address the following:

    -   Standard Web content layout specifications according to the type
        of content being presented;

    -   Screen context information (standard headers, footers, privacy
        statements, etc.);

    -   Data presentation standards;

    -   Guidelines for the use of secondary windows;

    -   Guidelines for the design of online forms;

    -   Graphical specifications, *i.e.* use of only photorealistic
        imagery; and

    -   Internationalization specifications.

-   **Navigation Structure -** The solution will define for other
    initiatives throughout the enterprise standards for a consistent
    navigational structure.

-   **Content Presentation -** The solution will provide guidance and
    define standards around the presentation of information and
    transactions through the following means:

    -   Standards for terminology and use of acronyms;

    -   Guidelines on styles for both internal and external information;

    -   Guidelines on the type of information appropriate for external
        use;

    -   Writing styles for different audience types, *i.e.* the general
        public vs. scientists vs. students, etc;

    -   Standard file types to be used both internally and externally;
        and

    -   File type and formatting standards that meet Section 508
        guidelines.

-   **USDA Brand Standards --** The solution will define guidelines as
    they relate to the display of the USDA brand online. The USDA brand
    is one of the most recognizable in the Federal Government because of
    the Department's extensive domestic and global presence and must be
    utilized and extended.

-   **Browser Guidelines and Presentation Layer Coding Standards --**
    The solution will define the standard Web browser configurations
    supported by online applications along with presentation layer
    coding standards that facilitate this support.

-   **Domain Name Guidelines --** The solution will define a policy
    around the use of third and fourth level domain names to ensure
    compliance with overall USDA naming and branding standards.

-   **Audience Analysis and Usability Testing --** The solution will
    define a comprehensive and iterative usability testing and audience
    analysis program.

-   **User-Interface Standards for Alternative Access --** The solution
    will support access to information and applications via
    non-traditional computing devices such as Personal Digital
    Assistants (PDA), pagers, and cell phones.

This document incorporates all functional, quality, and usability
requirements that apply to the eDeployment initiative. The requirements
encapsulate the ideas and objectives stated by program managers,
executives, and initiative stakeholders. The requirements were derived
via the following methods:

-   A series of facilitated brainstorming sessions with cross-agency
    teams;

-   Researching current business processes within Agencies and across
    the Department;

-   Studying industry best practices; and,

-   Interviews with other Federal Government Agencies who have undergone
    similar endeavors.

Since the functional requirements describe a desired *vision* for an
eDeployment capability, all functionality may not be met by the
implementation of the solution in the short term. The initial solution
to be implemented will contain the widest range of functionality using
the funding that is made available. Given potential funding limitations,
however, requirements will be prioritized to enable the highest impact
implementation immediately.

The remaining sections of this document describe all functional
requirements for the eDeployment solution and identify any assumptions
that were made during the collection of those requirements. A glossary
of terms utilized throughout the discussion of the functional
requirements for eDeployment is also included for reference.

# Functional Requirements

Some requirements are applicable across all eDeployment initiatives. For
example, search capabilities are relevant to Web content management,
document management, Web presence, and portal services. Subsequently,
these overlapping requirements have been grouped within a category
called "Cross-Capability Functional Requirements".

## Cross- Capability Functional Requirements

The eDeployment-wide Capabilities functional requirements are listed in
the table below.

Table 2.1 -- Cross-Capability Functional Requirements

  ------------------------------------------------------------------------------------------------------------
  **[Requirement      **[Technology               **[Grouping]{.smallcaps}**   **[Requirement
  \#]{.smallcaps}**   Capability]{.smallcaps}**                                Description]{.smallcaps}**
  ------------------- --------------------------- ---------------------------- -------------------------------
  CC-0001             Cross-Capability            Access                       The solution should accommodate
                                                                               accessibility via various
                                                                               browser types as identified in
                                                                               the Web Presence Standards and
                                                                               Style Guide.

  CC-0002             Cross-Capability            Access                       The solution should be
                                                                               accessible from overseas and
                                                                               field offices.

  CC-0003             Cross-Capability            Access                       The solution should support
                                                                               remote access and the ability
                                                                               for users to work off-line and
                                                                               then synchronize with the
                                                                               online system.

  CC-0004             Cross-Capability            Access                       The solution should provide a
                                                                               mechanism for a user to search
                                                                               for content or documents that
                                                                               s/he does not have access to
                                                                               and submit a request for access
                                                                               to the content or documents.

  CC-0005             Cross-Capability            Access                       The solution should conform to
                                                                               the requirements of any privacy
                                                                               legislation enforced in the US
                                                                               and countries where USDA has
                                                                               overseas offices.

  CC-0006             Cross-Capability            Access                       The solution should support
                                                                               accessibility standards
                                                                               outlined in Section 508.

  CC-0007             Cross-Capability            Creation                     The solution should have a
                                                                               thesaurus and incorporate
                                                                               standard spell checking and
                                                                               grammar-checking capabilities
                                                                               that is customizable.

  CC-0008             Cross-Capability            Creation                     The solution should support a
                                                                               standardized and structured
                                                                               vocabulary (taxonomy) to
                                                                               categorize content and
                                                                               documents.

  CC-0009             Cross-Capability            Distribution and Delivery    The solution should provide the
                                                                               ability to monitor, track and
                                                                               report on access patterns.

  CC-0010             Cross-Capability            Distribution and Delivery    The solution should address any
                                                                               legal issues that related to
                                                                               dissemination and publication.

  CC-0011             Cross-Capability            Roles and Responsibilities   The solution should provide the
                                                                               ability to assign, customize,
                                                                               and update roles and
                                                                               responsibilities.

  CC-0012             Cross-Capability            Roles and Responsibilities   The solution should allow for
                                                                               role-based permissions and
                                                                               access levels, including
                                                                               author, editor, reviewer,
                                                                               approver, publisher, etc.

  CC-0013             Cross-Capability            Roles and Responsibilities   The solution should allow for
                                                                               the creation and assignment of
                                                                               roles for individual users and
                                                                               groups of individuals.

  CC-0014             Cross-Capability            Roles and Responsibilities   The solution should allow
                                                                               multiple administrators for
                                                                               creating and maintaining user
                                                                               roles and permissions and other
                                                                               data (e.g., workflow templates,
                                                                               Agency-specific subject lists,
                                                                               local users, etc.).

  CC-0015             Cross-Capability            Roles and Responsibilities   The solution should allow the
                                                                               definition of access controls
                                                                               to dictate user privileges such
                                                                               as viewing and downloading.

  CC-0016             Cross-Capability            Roles and Responsibilities   The solution should provide
                                                                               security controls that protect
                                                                               integrity by preventing
                                                                               unauthorized users from
                                                                               modifying, destroying, or
                                                                               posting Web content or
                                                                               documents.

  CC-0017             Cross-Capability            Roles and Responsibilities   The solution should provide
                                                                               role-based access to Agency
                                                                               branding materials.

  CC-0018             Cross-Capability            Roles and Responsibilities   The solution should provide the
                                                                               ability for designated users to
                                                                               override predefined workflow
                                                                               steps.

  CC-0019             Cross-Capability            Roles and Responsibilities   The solution should allow for
                                                                               the designation of a \"gate
                                                                               keeper\" at the end of the
                                                                               workflow to define usage
                                                                               rights. Usage rights include,
                                                                               for example, the ability to
                                                                               update, view, archive and/or
                                                                               delete content within the
                                                                               content management system.

  CC-0020             Cross-Capability            Search                       The solution should provide the
                                                                               ability for the user to perform
                                                                               a federated search across other
                                                                               databases, search engines, and
                                                                               data stores.

  CC-0021             Cross-Capability            Search                       The search mechanism should
                                                                               provide spelling and grammar
                                                                               verification capabilities.

  CC-0022             Cross-Capability            Search                       The solution should allow for
                                                                               flexible search options
                                                                               (simple/advanced).

  CC-0023             Cross-Capability            Search                       The solution should provide the
                                                                               ability to search for items
                                                                               created in languages other than
                                                                               English.

  CC-0024             Cross-Capability            Search                       The solution should provide the
                                                                               ability to drill down by
                                                                               subject area and/or taxonomy.

  CC-0025             Cross-Capability            Search                       The solution should provide
                                                                               topics/content areas that allow
                                                                               the user to limit the number of
                                                                               search results.

  CC-0026             Cross-Capability            Search                       The solution should provide for
                                                                               English as the legal standard
                                                                               language for all documents.

  CC-0027             Cross-Capability            Search                       The solution should provide for
                                                                               a consistent customizable and
                                                                               flexible taxonomy structure.

  CC-0028             Cross-Capability            Search                       The search mechanism should
                                                                               provide a user guide and/or
                                                                               search help.

  CC-0029             Cross-Capability            Search                       The solution should rank search
                                                                               results based on relevancy.

  CC-0030             Cross-Capability            Search                       The solution should highlight
                                                                               the search term within the
                                                                               content.

  CC-0031             Cross-Capability            Search                       The solution should provide the
                                                                               ability to save a search.

  CC-0032             Cross-Capability            Search                       The solution should provide
                                                                               basic search results that
                                                                               include file type, file size,
                                                                               and description of the item
                                                                               returned.

  CC-0033             Cross-Capability            Search                       The solution should provide the
                                                                               ability to search and group
                                                                               results using the following
                                                                               criteria: title, date created,
                                                                               date modified, date received,
                                                                               date entered, date range,
                                                                               addressee/target,
                                                                               author/originator, public law
                                                                               number, subject/category,
                                                                               Boolean full-text, keyword,
                                                                               wildcard, agency, program,
                                                                               intermediate referrer, owning
                                                                               agency, or assigned agency.

  CC-0034             Cross-Capability            Search                       The solution should provide the
                                                                               ability to conduct a full text
                                                                               search across the entire
                                                                               repository (including OCR\'d
                                                                               text from images or text
                                                                               documents).

  CC-0035             Cross-Capability            Search                       The solution should provide the
                                                                               ability to search based on
                                                                               recorded metadata.

  CC-0036             Cross-Capability            Search                       The solution should provide the
                                                                               ability to limit the search for
                                                                               items that are stored in the
                                                                               Web Content Management system
                                                                               only, in the Document
                                                                               Management system only, or
                                                                               both.

  CC-0037             Cross-Capability            Search                       The solution should provide the
                                                                               ability to search within a
                                                                               search result.

  CC-0038             Cross-Capability            Search                       The solution should provide the
                                                                               ability to filter search
                                                                               results based on user roles and
                                                                               what information they are able
                                                                               to access.

  CC-0039             Cross-Capability            Search                       The solution should allow users
                                                                               to filter search results using
                                                                               criteria such as date, topic,
                                                                               agency, relevance or unwanted
                                                                               information.

  CC-0040             Cross-Capability            Search                       The solution should provide
                                                                               results that include a short or
                                                                               long abstract, date created
                                                                               and/or modified file format.

  CC-0041             Cross-Capability            Search                       The solution should provide the
                                                                               user with the ability to
                                                                               subscribe to relevant
                                                                               information returned in the
                                                                               search.

  CC-0042             Cross-Capability            Search                       Search results should indicate
                                                                               a match and be ranked from best
                                                                               to worst.

  CC-0043             Cross-Capability            Search                       The user should have the
                                                                               ability to limit the number of
                                                                               search results returned.

  CC-0044             Cross-Capability            Search                       The solution should provide
                                                                               categorized results.

  CC-0045             Cross-Capability            Search                       The search results should
                                                                               provide quality metadata
                                                                               descriptions.

  CC-0046             Cross-Capability            Search                       The solution should provide the
                                                                               ability to store metrics based
                                                                               on items searched.

  CC-0047             Cross-Capability            Search                       The search interface should be
                                                                               intuitive and user-friendly.

  CC-0048             Cross-Capability            User Interface               The solution should provide
                                                                               comprehensive and easy-to-use
                                                                               online help.

  CC-0049             Cross-Capability            User Interface               The solution should provide
                                                                               ready access to standards,
                                                                               guidelines, and associated
                                                                               processes and procedures.

  CC-0050             Cross-Capability            User Interface               The solution should provide a
                                                                               user interface that is
                                                                               customizable to permit
                                                                               different views for different
                                                                               user needs (i.e., technical
                                                                               support, users, authors, and
                                                                               managers) and tasks (access,
                                                                               permissions).

  CC-0051             Cross-Capability            User Interface               The solution must present a
                                                                               user-friendly and efficient
                                                                               interface for both
                                                                               non-technical business users
                                                                               and skilled users.

  CC-0052             Cross-Capability            User Interface               The solution should present a
                                                                               consistent user interface
                                                                               across all components of the
                                                                               system.

  CC-0053             Cross-Capability            User Interface               The solution should
                                                                               incorporate, wherever possible,
                                                                               the full functionality of the
                                                                               system into a single seamless
                                                                               interface.
  ------------------------------------------------------------------------------------------------------------

## Web Content Management Functional Requirements 

The eDeployment -- Web Content Management functional requirements are
listed in the table below.

Table 2.2 -- Web Content Management Functional Requirements

  -------------------------------------------------------------------------------------------------------------
  **[Requirement      **[Technology               **[Grouping]{.smallcaps}**   **[Requirement
  \#]{.smallcaps}**   Capability]{.smallcaps}**                                Description]{.smallcaps}**
  ------------------- --------------------------- ---------------------------- --------------------------------
  CM-0001             Web Content Management      Creation                     The solution should allow for
                                                                               browser-based authoring.

  CM-0002             Web Content Management      Creation                     The solution should provide the
                                                                               ability to preview Web content
                                                                               during development.

  CM-0003             Web Content Management      Creation                     The solution should allow
                                                                               authors to continue using
                                                                               existing desktop applications to
                                                                               create Web content. For example:
                                                                               MS Word or Macromedia
                                                                               Dreamweaver.

  CM-0004             Web Content Management      Creation                     The solution should provide Web
                                                                               content creation tools for
                                                                               non-technical contributors.

  CM-0005             Web Content Management      Creation                     The solution should provide the
                                                                               ability to categorize Web
                                                                               content to enable the delivery
                                                                               of personalized Web content
                                                                               offerings.

  CM-0006             Web Content Management      Creation                     The solution should allow the
                                                                               ability to enter and add
                                                                               categorization attributes.

  CM-0007             Web Content Management      Creation                     The solution should provide the
                                                                               ability to categorize via
                                                                               metadata.

  CM-0008             Web Content Management      Creation                     The solution should, at a
                                                                               minimum, request and store the
                                                                               following information when a
                                                                               contribution is made: author,
                                                                               date, document type, subject
                                                                               category, FOIA specifications,
                                                                               records disposition authority
                                                                               and an internal/external flag.

  CM-0009             Web Content Management      Creation                     The solution should allow for
                                                                               template-based authoring.

  CM-0010             Web Content Management      Creation                     The solution should provide for
                                                                               the separation of Web content
                                                                               and the presentation of Web
                                                                               content.

  CM-0011             Web Content Management      Creation                     The solution should support the
                                                                               ability to dynamically compose
                                                                               from different Web content
                                                                               pieces.

  CM-0012             Web Content Management      Creation                     The solution should enable the
                                                                               independent update of static Web
                                                                               content elements.

  CM-0013             Web Content Management      Creation                     The solution should support the
                                                                               creation and review of all Web
                                                                               content and media type
                                                                               categories.

  CM-0014             Web Content Management      Creation                     The solution should ensure that
                                                                               all mandatory fields are
                                                                               completed before Web content can
                                                                               be submitted to workflow or
                                                                               routed to the next person.

  CM-0015             Web Content Management      Creation                     The solution should provide the
                                                                               ability to assign a unique,
                                                                               non-updateable, computer
                                                                               generated identifier to Web
                                                                               content.

  CM-0016             Web Content Management      Creation                     The solution should provide
                                                                               Agencies the ability to
                                                                               customize (within standards)
                                                                               what metadata is assigned to
                                                                               their Web content.

  CM-0017             Web Content Management      Review                       The solution should provide the
                                                                               ability to view the status of
                                                                               Web content throughout the
                                                                               workflow process.

  CM-0018             Web Content Management      Review                       The solution should provide the
                                                                               ability to build and manage
                                                                               automated workflow for the
                                                                               entire lifecycle that supports
                                                                               an effective inter-Agency
                                                                               electronic review and approval
                                                                               process.

  CM-0019             Web Content Management      Review                       The solution should allow for
                                                                               multiple levels of review and
                                                                               approval in the workflow
                                                                               process.

  CM-0020             Web Content Management      Review                       The solution should provide
                                                                               \'what you see is what you get\'
                                                                               functionality for reviewers and
                                                                               content creators

  CM-0021             Web Content Management      Review                       The solution should provide the
                                                                               ability for flexible,
                                                                               time-dependent or rules-based,
                                                                               automated escalation as well as
                                                                               statistical reporting and
                                                                               reminders within the workflow
                                                                               process.

  CM-0022             Web Content Management      Review                       The solution should provide
                                                                               automated alerts when Web
                                                                               content is added, edited or
                                                                               deleted.

  CM-0023             Web Content Management      Review                       The solution should provide the
                                                                               ability for authorized users to
                                                                               customize and reuse defined
                                                                               workflow processes.

  CM-0024             Web Content Management      Review                       The solution should allow
                                                                               staging areas where files are
                                                                               integrated and can be viewed as
                                                                               they will be seen on the
                                                                               Website.

  CM-0025             Web Content Management      Review                       The solution should allow files
                                                                               in the staging area to be either
                                                                               read-only or read/write based on
                                                                               business rules.

  CM-0026             Web Content Management      Review                       The solution should provide the
                                                                               ability to move Web content back
                                                                               to a previous step in the
                                                                               workflow process.

  CM-0027             Web Content Management      Review                       The solution should provide the
                                                                               ability to create a new version
                                                                               of existing Web content and
                                                                               require that the new version go
                                                                               back through the review process
                                                                               before it is published.

  CM-0028             Web Content Management      Management and Aggregation   The solution should provide the
                                                                               ability to store static and
                                                                               dynamic Web content separately.

  CM-0029             Web Content Management      Management and Aggregation   The solution should provide the
                                                                               ability to flag duplicate copies
                                                                               of content to aid in their
                                                                               removal.

  CM-0030             Web Content Management      Management and Aggregation   The solution should provide for
                                                                               versioning capabilities.

  CM-0031             Web Content Management      Management and Aggregation   The solution should provide the
                                                                               ability to display all versions
                                                                               of content/documents and the
                                                                               changes that were made from the
                                                                               previous versions.

  CM-0032             Web Content Management      Management and Aggregation   The solution should collect,
                                                                               store and display an audit trail
                                                                               of changes to track who made
                                                                               updates, when updates were made,
                                                                               and which updates were made.

  CM-0033             Web Content Management      Distribution and Delivery    The solution should provide the
                                                                               ability to track when new pages
                                                                               are added to a site.

  CM-0034             Web Content Management      Distribution and Delivery    The solution should provide
                                                                               consistent and controlled
                                                                               processes for deploying from one
                                                                               source to multiple channels.

  CM-0035             Web Content Management      Distribution and Delivery    The solution should support
                                                                               content delivery to third party
                                                                               distributors via syndication
                                                                               and/or multiple channels/formats
                                                                               (e.g. email, publications,
                                                                               desktops, cell phones, and
                                                                               personal digital assistants.)

  CM-0036             Web Content Management      Distribution and Delivery    The solution should serve as a
                                                                               mechanism to deliver integrated
                                                                               Web services across all Agencies
                                                                               within USDA.

  CM-0037             Web Content Management      Distribution and Delivery    The solution should allow for
                                                                               the transfer of Web content
                                                                               between servers and site
                                                                               mirroring including moving
                                                                               across development, testing,
                                                                               staging, and production
                                                                               environments.

  CM-0038             Web Content Management      Distribution and Delivery    The solution should provide the
                                                                               ability to publish an edition
                                                                               when all work in a staging area
                                                                               is ready for the Web site.

  CM-0039             Web Content Management      Distribution and Delivery    The solution should support
                                                                               regularly scheduled and \'as
                                                                               needed\' publishing.

  CM-0040             Web Content Management      Distribution and Delivery    The solution should address any
                                                                               legal issues that relate to
                                                                               dissemination, publication, and
                                                                               final disposition, such as NARA
                                                                               & standards.

  CM-0041             Web Content Management      Distribution and Delivery    The solution should support user
                                                                               group specific and user segment
                                                                               specific web content.

  CM-0042             Web Content Management      Distribution and Delivery    The solution should support
                                                                               syndicated Web content or the
                                                                               process for exchanging and
                                                                               sharing Web content between
                                                                               affiliate or partner Web sites.

  CM-0043             Web Content Management      Distribution and Delivery    The solution should accommodate
                                                                               for publishing Web content in
                                                                               different languages and
                                                                               associating different
                                                                               language-versions of the same
                                                                               Web content.

  CM-0044             Web Content Management      Distribution and Delivery    The system should allow the
                                                                               ability to group or link content
                                                                               for collective retrieval.

  CM-0045             Web Content Management      Distribution and Delivery    The solution should allow the
                                                                               assignment of security criteria
                                                                               to Web content.

  CM-0046             Web Content Management      Archival and Deletion        The solution should allow for
                                                                               automated notification that Web
                                                                               content is being preserved or
                                                                               destroyed.

  CM-0047             Web Content Management      Archival and Deletion        The solution should provide the
                                                                               capability to identify Web
                                                                               content scheduled for
                                                                               disposition (transfer, archive,
                                                                               or deletion) and present them to
                                                                               an authorized individual (Agency
                                                                               Records officer, Data
                                                                               Administrator and/or Originator)
                                                                               for approval.

  CM-0048             Web Content Management      Archival and Deletion        The solution should allow for
                                                                               Web content dates to be locked
                                                                               once Web content has been
                                                                               defined as a record and placed
                                                                               into a repository.

  CM-0049             Web Content Management      Archival and Deletion        The solution should provide the
                                                                               capability to restrict
                                                                               subsequent changes to contents
                                                                               that have been designated as
                                                                               records.

  CM-0050             Web Content Management      Archival and Deletion        The solution should provide the
                                                                               ability to perform notification
                                                                               to alternates in the workflow.

  CM-0051             Web Content Management      Archival and Deletion        The solution should provide the
                                                                               ability for specified users to
                                                                               override Web content marked for
                                                                               deletion.

  CM-0052             Web Content Management      Archival and Deletion        The solution should provide
                                                                               customizable processes for
                                                                               archival and deletion.

  CM-0053             Web Content Management      Archival and Deletion        The solution should have an
                                                                               automated interface with the
                                                                               National Archives system to
                                                                               support automatic archiving
                                                                               without manual intervention.

  CM-0054             Web Content Management      Archival and Deletion        The solution should provide the
                                                                               ability to define automated
                                                                               archival and deletion processes
                                                                               based on type.

  CM-0055             Web Content Management      Archival and Deletion        The solution should provide the
                                                                               ability to schedule start and
                                                                               expiration dates using metadata.

  CM-0056             Web Content Management      Archival and Deletion        The solution should manage
                                                                               content in a centralized
                                                                               management system to store
                                                                               online, offline, and archived
                                                                               Web content. Physical storage
                                                                               may be de-centralized
                                                                               physically, but all content is
                                                                               centrally managed by the CMS.
  -------------------------------------------------------------------------------------------------------------

## Document Management Functional Requirements 

The eDeployment -- Document Management functional requirements are
listed in the table below.

Table 2.3 -- Document Management Functional Requirements

  -----------------------------------------------------------------------------------------------------------------------------------
  **[Requirement      **[Technology               **[Grouping]{.smallcaps}**   **[Requirement Description]{.smallcaps}**
  \#]{.smallcaps}**   Capability]{.smallcaps}**                                
  ------------------- --------------------------- ---------------------------- ------------------------------------------------------
  DM-0001             Document Management         Access                       The solution should allow the ability to restrict
                                                                               and/or provide read-only access to documents in the
                                                                               staging environment.

  DM-0002             Document Management         Access                       The solution should provide special considerations for
                                                                               accessing legal documents.

  DM-0003             Document Management         Access                       The solution should accommodate FOIA requests.

  DM-0004             Document Management         Creation                     The solution should accommodate the creation of
                                                                               multiple file types (doc, html, xml, pdf, ASCII, excel
                                                                               files, images, etc).

  DM-0005             Document Management         Creation                     The solution should allow specified users to configure
                                                                               paragraph and character styles.

  DM-0006             Document Management         Creation                     The solution should provide the ability to edit
                                                                               existing or draft documents.

  DM-0007             Document Management         Creation                     The solution should support the creation and
                                                                               publishing of documents using existing applications.

  DM-0008             Document Management         Creation                     The solution should support the creation and review of
                                                                               all document and media type categories.

  DM-0009             Document Management         Creation                     The solution should provide the ability to create
                                                                               categories and assign documents to categories.

  DM-0010             Document Management         Creation                     The solution should ensure that all mandatory fields
                                                                               are completed before the document can be submitted to
                                                                               workflow or routed to the next person.

  DM-0011             Document Management         Creation                     The solution should provide support for consistent and
                                                                               flexible association of metadata.

  DM-0012             Document Management         Creation                     The solution should provide default document templates
                                                                               for common document types (e.g., executive
                                                                               correspondence, internal memorandums, Federal Register
                                                                               rules and notices, etc.)

  DM-0013             Document Management         Creation                     The solution should provide the ability to classify
                                                                               documents for access and dissemination purposes.

  DM-0014             Document Management         Creation                     The solution should provide the ability to assign a
                                                                               unique, nonupdateable, computer generated document
                                                                               identifier to each document.

  DM-0015             Document Management         Creation                     The solution should provide the ability to track the
                                                                               appropriate date and time fields when a document is
                                                                               created or updated.

  DM-0016             Document Management         Creation                     The solution should provide Agencies the ability to
                                                                               customize (within standards) what metadata is assigned
                                                                               their documents.

  DM-0017             Document Management         Creation                     The solution should allow the ability to enter and add
                                                                               categorization attributes.

  DM-0018             Document Management         Creation                     The solution should provide the ability to categorize
                                                                               via metadata.

  DM-0019             Document Management         Creation                     The solution should, at a minimum, request and store
                                                                               the following information when a contribution is made:
                                                                               author, date, document type, subject category, FOIA
                                                                               specifications, records disposition authority, and an
                                                                               internal/external flag.

  DM-0020             Document Management         Review                       The solution should allow for multiple levels of
                                                                               review and approval in the workflow process.

  DM-0021             Document Management         Review                       The solution should allow the author or receiver of
                                                                               the document to make changes or accept/reject comments
                                                                               or changes to the document and if required return the
                                                                               document to previous person in process.

  DM-0022             Document Management         Review                       The solution should allow for parallel and serial
                                                                               review.

  DM-0023             Document Management         Review                       The solution should allow external tracking to provide
                                                                               a Web interface for a document submitter or requestor
                                                                               to view the status of the process.

  DM-0024             Document Management         Review                       The solution should provide the ability to track the
                                                                               date/time when a document is received, opened, or
                                                                               forwarded for each step in the workflow process.

  DM-0025             Document Management         Review                       The solution should provide the ability for workflow
                                                                               monitoring and statistical reporting based on
                                                                               information such as document name, category, location,
                                                                               or group.

  DM-0026             Document Management         Review                       The solution should provide the ability to move a
                                                                               document back to a previous step in the workflow
                                                                               process.

  DM-0027             Document Management         Review                       The solution should provide the ability to create a
                                                                               new version of an existing document and require that
                                                                               the new version go back through the review process
                                                                               before it is published.

  DM-0028             Document Management         Review                       The solution should provide for notifications upon
                                                                               processing through various steps in the process.

  DM-0029             Document Management         Review                       The solution should allow the ability to set
                                                                               timeframes for document review and concurrence,
                                                                               computing deadline dates for each reviewer/approver in
                                                                               the workflow.

  DM-0030             Document Management         Review                       The solution should provide automated workflow
                                                                               processing for moving documents through the steps in
                                                                               the lifecycle through designated recipients and their
                                                                               designated alternatives.

  DM-0031             Document Management         Review                       The solution should provide the ability for authorized
                                                                               users to customize and reuse defined workflow
                                                                               processes.

  DM-0032             Document Management         Review                       The solution should allow for routing a document
                                                                               outside of the Government and apply or link return
                                                                               information and edits to the original document.[^1]

  DM-0033             Document Management         Maintenance                  The solution should accommodate records management
                                                                               regulations and support guidelines for electronic
                                                                               maintenance and official records as specified in [DOD
                                                                               5015.2](http://www.mdy.com/records/dodcrit.pdf).[^2]

  DM-0034             Document Management         Maintenance                  The solution should allow for document dates to be
                                                                               locked once the document has been defined as a record
                                                                               and placed into a repository.

  DM-0035             Document Management         Maintenance                  The solution should provide the capability to restrict
                                                                               changes to documents that have been designated as
                                                                               records.

  DM-0036             Document Management         Maintenance                  The solution must provide the ability to backup
                                                                               documents and their associated metadata for recovery
                                                                               purposes consistent with vital record keeping
                                                                               requirements.

  DM-0037             Document Management         Maintenance                  The solution should provide the ability to maintain
                                                                               versions of documents.

  DM-0038             Document Management         Maintenance                  The solution should provide the ability to display all
                                                                               versions of documents and the changes that were made
                                                                               from the previous versions.

  DM-0039             Document Management         Maintenance                  The solution should allow for the transfer of
                                                                               documents between servers and site mirroring including
                                                                               moving across development, testing, staging, and
                                                                               production environments.

  DM-0040             Document Management         Maintenance                  The solution should collect, store and display an
                                                                               audit trail of changes to track who made updates, when
                                                                               updates were made, and which updates were made.

  DM-0041             Document Management         Publishing                   The solution should support user group specific and
                                                                               user segment specific documents.

  DM-0042             Document Management         Publishing                   The solution should provide consistent and controlled
                                                                               processes for deploying documents from one source to
                                                                               multiple channels.

  DM-0043             Document Management         Publishing                   The solution should support the deployment of
                                                                               documents to third party distributors via multiple
                                                                               channels/formats (email, publications, desktops, cell
                                                                               phones, and personal digital assistants).

  DM-0044             Document Management         Publishing                   Provide the ability to print documents and linked
                                                                               files at any step in the workflow.

  DM-0045             Document Management         Publishing                   The system should allow the automatic distribution of
                                                                               documents to publishing centers where they will be
                                                                               printed without loss of color and formatting.

  DM-0046             Document Management         Publishing                   The solution should allow for digital watermarking of
                                                                               a document.

  DM-0047             Document Management         Publishing                   The system should allow the ability to group or link
                                                                               documents such as forms for collective retrieval.

  DM-0048             Document Management         Publishing                   The solution should allow the ability to collect
                                                                               metadata for assets that are not physically stored by
                                                                               the solution.

  DM-0049             Document Management         Publishing                   The solution should allow the assignment of security
                                                                               criteria to documents.

  DM-0050             Document Management         Publishing                   The solution should accommodate for publishing
                                                                               documents in different languages and associating
                                                                               different language-versions of the same document.

  DM-0051             Document Management         Publishing                   The solution should allow for notifications to be sent
                                                                               to responsible officers with regards to document
                                                                               access and denial that a user encounters.

  DM-0052             Document Management         Publishing                   The solution should allow for the notification and
                                                                               enforcement of intellectual property limitations on
                                                                               parts or a whole document.

  DM-0053             Document Management         Publishing                   The solution should support policies on publishing
                                                                               documents issued by GPO (Government Printing Office)
                                                                               and OMB.

  DM-0054             Document Management         Publishing                   The solution should support the ability to create
                                                                               custom documents by pulling together multiple sources.

  DM-0055             Document Management         Publishing                   The solution should support and promote the re-use of
                                                                               documents.

  DM-0056             Document Management         Publishing                   The solution should allow for Department-wide sharing
                                                                               of documents.

  DM-0057             Document Management         Publishing                   The solution should allow staging of documents prior
                                                                               to publishing.

  DM-0058             Document Management         Preservation and Destruction The solution should provide processes for document
                                                                               preservation and destruction that are consistent with
                                                                               records policies of the USDA and any specific Agency
                                                                               policy.

  DM-0059             Document Management         Preservation and Destruction The solution should provide the ability to flag
                                                                               duplicate copies of documents to aid in their removal.

  DM-0060             Document Management         Preservation and Destruction The solution should provide the capability to manage
                                                                               and preserve documents in a format or structure such
                                                                               that it can be reproduced and viewed in the same
                                                                               manner as the original.

  DM-0061             Document Management         Preservation and Destruction The solution should support the ability to schedule
                                                                               and track time and/or event dependent disposition and
                                                                               instructions.

  DM-0062             Document Management         Preservation and Destruction The solution should allow both automated manual
                                                                               preservation and destruction of marked documents.

  DM-0063             Document Management         Preservation and Destruction The solution should provide the capability to identify
                                                                               documents scheduled for disposition (transfer,
                                                                               archive, or deletion) and present them to an
                                                                               authorized individual (for example, the Records
                                                                               Officer for an Agency)) for approval.

  DM-0064             Document Management         Preservation and Destruction The solution should allow for automated notification
                                                                               that a document is being preserved or destroyed. For
                                                                               example, notification could be sent to the Records
                                                                               Officer for an Agency.

  DM-0065             Document Management         Preservation and Destruction The solution should allow for preservation and
                                                                               destruction processes that are customizable for
                                                                               Agencies as well as new laws and regulations.

  DM-0066             Document Management         Preservation and Destruction The solution should have an automated interface with
                                                                               the National Archives system to support automatic
                                                                               archiving without manual intervention.

  DM-0067             Document Management         Preservation and Destruction The solution should provide a centralized repository
                                                                               to store online, offline, and archived documents.

  DM-0068             Document Management         Preservation and Destruction The solution should provide the ability for
                                                                               administrators/records officers to flag documents to
                                                                               be held past expiration dates.

  DM-0069             Document Management         Preservation and Destruction The solution should accommodate for documents to be
                                                                               reprocessed through the workflow, reviewed by
                                                                               legislative or public affair groups, or automatically
                                                                               deleted upon expiration.

  DM-0070             Document Management         Review                       The solution should allow for ad-hoc changes to
                                                                               workflows that are in progress.

  DM-0071             Document Management         Review                       The solution should allow for reassignment of work.

  DM-0072             Document Management         Review                       The solution should enforce that users revisit work
                                                                               that has been delegated to others.

  DM-0073             Document Management         Review                       The solution should allow for multiple levels of user
                                                                               visibility into the reassignment of work.

  DM-0074             Document Management         Review                       The solution should maintain accountability for work
                                                                               throughout the system.
  -----------------------------------------------------------------------------------------------------------------------------------

##  Portal Services Functional Requirements

The eDeployment --Portal Services requirements are listed in the table
below.

Table 2.4 -- Portal Services Functional Requirements

  -------------------------------------------------------------------------------------------------------------
  **[Requirement      **[Technology               **[Grouping]{.smallcaps}**   **[Requirement
  \#]{.smallcaps}**   Capability]{.smallcaps}**                                Description]{.smallcaps}**
  ------------------- --------------------------- ---------------------------- --------------------------------
  PS-0001             Portal Services             Collaboration                The solution should support
                                                                               business transactions.

  PS-0002             Portal Services             Collaboration                The solution should allow for
                                                                               moderation of all collaboration
                                                                               venues.

  PS-0003             Portal Services             Collaboration                The solution should provide
                                                                               role-based control access to
                                                                               collaboration venues.

  PS-0004             Portal Services             Collaboration                The solution should provide the
                                                                               ability to report on/exclude
                                                                               users that violate collaboration
                                                                               venues.

  PS-0005             Portal Services             Collaboration                The solution should provide chat
                                                                               rooms that are open 24/7.

  PS-0006             Portal Services             Collaboration                The solution should provide chat
                                                                               rooms that can be utilized with
                                                                               meetings.

  PS-0007             Portal Services             Collaboration                The solution should provide the
                                                                               ability for authorized users to
                                                                               maintain transcripts of chat
                                                                               rooms.

  PS-0008             Portal Services             Collaboration                The solution should provide 1-1
                                                                               instant messaging.

  PS-0009             Portal Services             Collaboration                The solution should alert users
                                                                               about activity in a chat room.

  PS-0010             Portal Services             Collaboration                The solution should provide
                                                                               three types of communities:
                                                                               open, joinable, and private.

  PS-0011             Portal Services             Collaboration                The solution should provide the
                                                                               ability to request the creation
                                                                               of new communities.

  PS-0012             Portal Services             Collaboration                The solution should provide the
                                                                               ability to request permission to
                                                                               join/leave a community.

  PS-0013             Portal Services             Collaboration                The solution should provide for
                                                                               a community owner/administrator.

  PS-0014             Portal Services             Collaboration                The solution should provide
                                                                               online assistance for
                                                                               collaboration venues.

  PS-0015             Portal Services             Collaboration                The solution should allow
                                                                               authorized users to communicate
                                                                               via threaded discussions.

  PS-0016             Portal Services             Collaboration                The solution should provide the
                                                                               ability to create private and/or
                                                                               hidden discussion areas for
                                                                               authorized users, such as
                                                                               state-to-state communication
                                                                               within an Agency.

  PS-0017             Portal Services             Collaboration                The solution should provide the
                                                                               ability to notify users when
                                                                               discussion items have been
                                                                               added.

  PS-0018             Portal Services             Collaboration                The solutions should provide
                                                                               authorized users with the
                                                                               ability to create virtual
                                                                               meetings.

  PS-0019             Portal Services             Collaboration                The solution should provide the
                                                                               capability for text chat during
                                                                               virtual meetings.

  PS-0020             Portal Services             Collaboration                The solution should provide the
                                                                               capability for application
                                                                               sharing during virtual meetings
                                                                               (1 way or 2 way).

  PS-0021             Portal Services             Communication                The solution should provide
                                                                               emergency channels to
                                                                               communicate interagency during
                                                                               emergencies.

  PS-0022             Portal Services             Communication                The solution should provide
                                                                               support for multiple languages.

  PS-0023             Portal Services             Communication                The solution should provide the
                                                                               ability to submit comments,
                                                                               questions, and feedback.

  PS-0024             Portal Services             Communication                The solution should provide
                                                                               internal message bulletin
                                                                               boards.

  PS-0025             Portal Services             Communication                The solution should provide the
                                                                               ability to submit FOIA requests
                                                                               directly from the Web.

  PS-0026             Portal Services             Customization /              The
                                                  Personalization              customization/personalization
                                                                               functionality will comply with
                                                                               accessibility standards.

  PS-0027             Portal Services             Customization /              The solution should provide
                                                  Personalization              Agencies with flexibility in
                                                                               defining their
                                                                               customization/personalization
                                                                               functionality.

  PS-0028             Portal Services             Customization /              The solution should be able to
                                                  Personalization              identify common interest
                                                                               communities based on content
                                                                               consumption.

  PS-0029             Portal Services             Customization /              The solution should focus on
                                                  Personalization              customization of content rather
                                                                               than customization of look and
                                                                               feel.

  PS-0030             Portal Services             Customization /              The solution should make content
                                                  Personalization              recommendations to the user
                                                                               based on user\'s profile and
                                                                               navigation history.

  PS-0031             Portal Services             Customization /              The solution should retain user
                                                  Personalization              profile information contributed
                                                                               by the user.

  PS-0032             Portal Services             Customization /              The solution should provide
                                                  Personalization              customization/personalization
                                                                               that caters to specific
                                                                               audiences.

  PS-0033             Portal Services             Customization /              The solution should provide
                                                  Personalization              general information that is not
                                                                               dependent on the user
                                                                               establishing a login id and
                                                                               password.

  PS-0034             Portal Services             Customization /              The solution should allow the
                                                  Personalization              user to customize views within
                                                                               the portal to reflect his/her
                                                                               preferences.

  PS-0035             Portal Services             Customization /              The solution should provide the
                                                  Personalization              ability to insert personalized
                                                                               messages into Web pages for
                                                                               users.

  PS-0036             Portal Services             Customization /              The solution should capture
                                                  Personalization              information within the
                                                                               guidelines of the Privacy Act
                                                                               related to the types of
                                                                               transactions that users are
                                                                               performing/types of information
                                                                               that users seek.

  PS-0037             Portal Services             Customization /              The solution should provide
                                                  Personalization              customization and
                                                                               personalization features that
                                                                               comply with privacy standards
                                                                               defined in the Privacy Act.

  PS-0038             Portal Services             Customization /              The solution should provide the
                                                  Personalization              ability to personalize/customize
                                                                               content using non-persistent
                                                                               session cookies.

  PS-0039             Portal Services             Customization /              The solution should provide
                                                  Personalization              information filters to control
                                                                               what users are able to view.

  PS-0040             Portal Services             Customization /              The solution should ensure that
                                                  Personalization              user\'s data could be shared
                                                                               when qualified by a business
                                                                               need.

  PS-0041             Portal Services             Customization /              The solution should provide the
                                                  Personalization              ability for users to subscribe
                                                                               to information of interest or
                                                                               email notifications.

  PS-0042             Portal Services             Customization /              The solution should provide the
                                                  Personalization              ability for users to subscribe
                                                                               to services that are offered by
                                                                               non-Web based applications.

  PS-0043             Portal Services             Customization /              The solution should provide
                                                  Personalization              optional
                                                                               customization/personalization
                                                                               based on a history of a user\'s
                                                                               actions.

  PS-0044             Portal Services             Customization /              The solution should provide a
                                                  Personalization              simplistic user interface for
                                                                               customization/personalization.

  PS-0045             Portal Services             Display                      The solution should comply with
                                                                               Section 508 requirements.

  PS-0046             Portal Services             Display                      The solution should provide
                                                                               support for multimedia, such as
                                                                               video, streaming audio, and
                                                                               graphics.

  PS-0047             Portal Services             Display                      The solution should support
                                                                               consistent URLs across the
                                                                               portal.

  PS-0048             Portal Services             Interface Capabilities       The solution should provide the
                                                                               capability to integrate with
                                                                               wireless devices.

  PS-0049             Portal Services             Interface Capabilities       The solution should provide the
                                                                               ability for the user to download
                                                                               software for Web casting.

  PS-0050             Portal Services             Interface Capabilities       The solution should have the
                                                                               capability to integrate with
                                                                               telephonic devices.

  PS-0051             Portal Services             Interface Capabilities       The solution should have the
                                                                               capability to integrate with
                                                                               voice recognition software.

  PS-0052             Portal Services             Interface Capabilities       The solution should have the
                                                                               capability to interface with
                                                                               tools and operating systems
                                                                               currently in use.

  PS-0053             Portal Services             Interface Capabilities       The solution should seamlessly
                                                                               integrate with training tools.

  PS-0054             Portal Services             Interface Capabilities       The solution should provide the
                                                                               ability to integrate with email.

  PS-0055             Portal Services             Interface Capabilities       The solution should interface
                                                                               with a reference repository
                                                                               (e.g., list of links) accessible
                                                                               by authorized users.

  PS-0056             Portal Services             Interface Capabilities       The solution should provide the
                                                                               ability to interface with
                                                                               access/security/
                                                                               authorization/authentication
                                                                               systems.

  PS-0057             Portal Services             Interface Capabilities       The solution should be
                                                                               compatible with many browsers
                                                                               and operating platforms.

  PS-0058             Portal Services             Interface Capabilities       The solution should interface
                                                                               with mainframes and other legacy
                                                                               applications and systems.

  PS-0059             Portal Services             Interface Capabilities       The solution should interface
                                                                               with a Web content management
                                                                               system.

  PS-0060             Portal Services             Interface Capabilities       The solution should provide the
                                                                               ability to interface with a
                                                                               centralized data repository.

  PS-0061             Portal Services             Interface Capabilities       The solution should support open
                                                                               and de facto standards.

  PS-0062             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to store information for
                                                                               varying lengths of time and
                                                                               accommodate for historical data
                                                                               requests.[^3]

  PS-0063             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to track new pages.

  PS-0064             Portal Services             Metrics Reporting            The solution should allow for
                                                                               tracking of file changes in an
                                                                               automated matter.

  PS-0065             Portal Services             Metrics Reporting            The solution should provide
                                                                               online assistance for producing
                                                                               reports and customizing metrics
                                                                               collection.

  PS-0066             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to track search
                                                                               words/phrases to help with
                                                                               naming conventions.

  PS-0067             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to track downloads,
                                                                               including how many are started
                                                                               and how many are successful.

  PS-0068             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to collect useful
                                                                               metrics for reporting purposes.

  PS-0069             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to track the hits to
                                                                               each page.

  PS-0070             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to account for Web
                                                                               crawlers or other Web hits that
                                                                               could skew metrics.

  PS-0071             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to track page errors.

  PS-0072             Portal Services             Metrics Reporting            The solution should provide the
                                                                               ability to track session times
                                                                               of users.

  PS-0073             Portal Services             Metrics Reporting            The solution should provide
                                                                               quick, easy, flexible, and
                                                                               ad-hoc customization and
                                                                               generation of reports by
                                                                               authorized users.

  PS-0074             Portal Services             Metrics Reporting            The solution should provide
                                                                               reports that are comprehensible
                                                                               to both technical and
                                                                               non-technical audiences.

  PS-0075             Portal Services             Metrics Reporting            The solution should be able to
                                                                               produce reports at multiple
                                                                               levels (Department, agency,
                                                                               program, unit)

  PS-0076             Portal Services             Metrics Reporting            The solution should provide
                                                                               clear definitions for each
                                                                               metric that can be tracked.

  PS-0077             Portal Services             Metrics Reporting            The solution should provide a
                                                                               user-friendly interface for
                                                                               creating reports and customizing
                                                                               metrics collection.

  PS-0078             Portal Services             User Roles/ Access Controls  The solution should provide for
                                                                               access based upon user roles and
                                                                               regional information.

  PS-0079             Portal Services             User Roles/ Access Controls  The solution should provide
                                                                               access for Government business
                                                                               partners.

  PS-0080             Portal Services             User Roles/ Access Controls  The solution should provide the
                                                                               ability for non-USDA users to
                                                                               logon.

  PS-0081             Portal Services             User Roles/ Access Controls  The solution should provide the
                                                                               ability for user groups to place
                                                                               restrictions on the inclusion
                                                                               Web pages on a given site.

  PS-0082             Portal Services             User Roles/ Access Controls  The solution should provide
                                                                               hidden and confidential groups
                                                                               that are accessible only through
                                                                               invitation.

  PS-0083             Portal Services             User Roles/ Access Controls  The solution should provide
                                                                               groups that are \"joinable,\"
                                                                               meaning that an individual can
                                                                               request access to the group.

  PS-0084             Portal Services             User Roles/ Access Controls  The solution should provide a
                                                                               method for human intervention in
                                                                               the maintenance of access lists.

  PS-0085             Portal Services             User Roles/ Access Controls  The solution should provide for
                                                                               Agency-level customization of
                                                                               roles.

  PS-0086             Portal Services             User Roles/ Access Controls  The solution should provide for
                                                                               Agency-regulated extranet
                                                                               access.

  PS-0087             Portal Services             User Roles/ Access Controls  This solution should provide for
                                                                               coordinated access between
                                                                               Agencies that share similar
                                                                               business partners.

  PS-0088             Portal Services             User Roles/ Access Controls  The solution should provide for
                                                                               private access sites with
                                                                               restricted or hidden content.

  PS-0089             Portal Services             User Roles/ Access Controls  The solution should provide
                                                                               Intranet capabilities for USDA
                                                                               employees.

  PS-0090             Portal Services             User Roles/ Access Controls  The solution should provide for
                                                                               a user registration approval
                                                                               process.

  PS-0091             Portal Services             User Roles/ Access Controls  The solution should provide
                                                                               levels of security clearance
                                                                               based on data sensitivity.

  PS-0092             Portal Services             User Roles/ Access Controls  The solution should provide for
                                                                               several designer-based user
                                                                               roles.

  PS-0093             Portal Services             User Roles/ Access Controls  The solution should provide
                                                                               authorized users with access to
                                                                               contact lists.

  PS-0094             Portal Services             User Tracking                The solution should provide the
                                                                               ability to track a user's path
                                                                               throughout the site.

  PS-0095             Portal Services             User Tracking                The solution should provide the
                                                                               ability to track the demographic
                                                                               location of users.

  PS-0096             Portal Services             User Tracking                The solution should provide the
                                                                               ability to track whether a user
                                                                               is internal or external.
  -------------------------------------------------------------------------------------------------------------

##   {#section-1 .unnumbered}

## Web Presence Functional Requirements

The eDeployment -- Web Presence requirements are listed in the table
below.

Table 2.5 -- Web Presence Functional Requirements

  ------------------------------------------------------------------------------------------------------------
  **[Requirement      **[Technology               **[Grouping]{.smallcaps}**   **[Requirement
  \#]{.smallcaps}**   Capability]{.smallcaps}**                                Description]{.smallcaps}**
  ------------------- --------------------------- ---------------------------- -------------------------------
  WP-0001             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for icons.

  WP-0002             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for all file types.

  WP-0003             Web Presence                Display / Look & Feel        The solution should provide a
                                                  Standards                    standard set of administrative
                                                                               functions on every page.

  WP-0004             Web Presence                Display / Look & Feel        The solution should provide a
                                                  Standards                    directory look-up tool
                                                                               accessible from each page.

  WP-0005             Web Presence                Display / Look & Feel        The solution should provide a
                                                  Standards                    feedback mechanism with a point
                                                                               of contact email address in a
                                                                               consistent place on every page.

  WP-0006             Web Presence                Display / Look & Feel        The solution should provide a
                                                  Standards                    consistent header and footer on
                                                                               all pages.

  WP-0007             Web Presence                Display / Look & Feel        The solution should provide a
                                                  Standards                    standard Department-wide
                                                                               navigation bar across the top
                                                                               of every page.

  WP-0008             Web Presence                Display / Look & Feel        The solution should require
                                                  Standards                    Agencies to comply with UI
                                                                               standards on all Web sites
                                                                               under their discretion.

  WP-0009             Web Presence                Display / Look & Feel        The solution should provide for
                                                  Standards                    consistent search capabilities
                                                                               on all pages.

  WP-0010             Web Presence                Display / Look & Feel        The solution should allow a
                                                  Standards                    certain level of creativity and
                                                                               flexibility for Agencies.

  WP-0011             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    Department-wide standards,
                                                                               style guides, and templates for
                                                                               a consistent look and feel.

  WP-0012             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for browser
                                                                               compatibility.

  WP-0013             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for color and screen
                                                                               resolution.

  WP-0014             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    brand standards for the USDA
                                                                               logo.

  WP-0015             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    printing standards and
                                                                               accommodate for printer
                                                                               friendly pages.

  WP-0016             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for language
                                                                               translation.

  WP-0017             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for using \<ALT\>
                                                                               tags.

  WP-0018             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for consistent use of
                                                                               metatags.

  WP-0019             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for consistent use of
                                                                               URL\'s and directory
                                                                               structures.

  WP-0020             Web Presence                Display / Look & Feel        The solution should provide
                                                  Standards                    standards for compliance with
                                                                               Section 508.

  WP-0021             Web Presence                Navigation                   The solution should provide the
                                                                               ability for users to access
                                                                               agency sites without navigating
                                                                               through the portal.

  WP-0022             Web Presence                Navigation                   The solution should provide for
                                                                               universal access to a service
                                                                               locator.

  WP-0023             Web Presence                Navigation                   The solution should allow for
                                                                               navigation to the USDA home
                                                                               page, Agency home page and
                                                                               current subject main page at
                                                                               any point.

  WP-0024             Web Presence                Navigation                   The solution should provide
                                                                               links to all major sections of
                                                                               the Website.

  WP-0025             Web Presence                Navigation                   The solution should provide a
                                                                               navigation mechanism for
                                                                               closing pop-up windows when
                                                                               they are used and returning to
                                                                               the main task.

  WP-0026             Web Presence                Navigation                   The solution should provide
                                                                               titles on every page to give
                                                                               user location context.

  WP-0027             Web Presence                Navigation                   The solution should provide a
                                                                               search box at the top right
                                                                               corner of every page.

  WP-0028             Web Presence                Navigation                   The solution should provide a
                                                                               topic/subject-based menu for
                                                                               the portal.

  WP-0029             Web Presence                Navigation                   The solution should provide a
                                                                               list of related topics that may
                                                                               be of interest to a user when
                                                                               navigating within a topic.

  WP-0030             Web Presence                Navigation                   The solution should provide for
                                                                               simple navigation structure and
                                                                               standards.
  ------------------------------------------------------------------------------------------------------------

# Assumptions

Table 3 -- Assumptions

+-------+--------------+-----------------------------------------------+
| **[N  | **[I         | **[Assumption]{.smallcaps}**                  |
| umber | nitiative]{. |                                               |
| ]{.sm | smallcaps}** |                                               |
| allca |              |                                               |
| ps}** |              |                                               |
+=======+==============+===============================================+
| 1.    | Web Content  | The Web Content Management System (WCM) will  |
|       | Management   | replace/integrate the existing content        |
|       |              | development, publishing and maintenance       |
|       |              | systems.                                      |
+-------+--------------+-----------------------------------------------+
| 2.    | Web Content  | WCM will be deployed enterprise-wide.         |
|       | Management   |                                               |
+-------+--------------+-----------------------------------------------+
| 3.    | Web Content  | WCM will be deployed incrementally across     |
|       | Management   | Agencies.                                     |
+-------+--------------+-----------------------------------------------+
| 4.    | Web Content  | WCM system will be integrated with the Portal |
|       | Management   | Solution.                                     |
+-------+--------------+-----------------------------------------------+
| 5.    | Web Content  | WCM will be integrated with the               |
|       | Management   | eAuthentication Solution.                     |
+-------+--------------+-----------------------------------------------+
| 6.    | Web Content  | The Department and its Agencies will develop  |
|       | Management   | and use content templates extensively.        |
+-------+--------------+-----------------------------------------------+
| 7.    | Web Content  | A wide range of content will be published     |
|       | Management   | using the CM including but not limited to the |
|       |              | following:                                    |
|       |              |                                               |
|       |              | -   Static Web Content;                       |
|       |              |                                               |
|       |              | -   Dynamically generated pages sourced from  |
|       |              |     databases etc.;                           |
|       |              |                                               |
|       |              | -   Community based content; and              |
|       |              |                                               |
|       |              | -   Newsletters.                              |
+-------+--------------+-----------------------------------------------+
| 8.    | Document     | The new Document Management System (DM) will  |
|       | Management   | replace/integrate the existing document       |
|       |              | management capabilities.                      |
+-------+--------------+-----------------------------------------------+
| 9.    | Document     | Documents existing in electronic formats only |
|       | Management   | will be integrated with the DM.               |
+-------+--------------+-----------------------------------------------+
| 10.   | Document     | The term documents includes documents in      |
|       | Management   | various formats including but not limited to  |
|       |              | Word, Excel, PowerPoint, Visio, Adobe Acrobat |
|       |              | .pdf, Images etc.                             |
+-------+--------------+-----------------------------------------------+
| 11.   | Document     | DM will be deployed enterprise-wide.          |
|       | Management   |                                               |
+-------+--------------+-----------------------------------------------+
| 12.   | Document     | DM will be deployed incrementally for         |
|       | Management   | documents across Department and Agencies.     |
+-------+--------------+-----------------------------------------------+
| 13.   | Document     | DM system will be integrated with the Portal  |
|       | Management   | Solution.                                     |
+-------+--------------+-----------------------------------------------+
| 14.   | Document     | DM will be integrated with the                |
|       | Management   | eAuthentication Solution.                     |
+-------+--------------+-----------------------------------------------+
| 15.   | Document     | DM will be integrated with Web Content        |
|       | Management   | Management System.                            |
+-------+--------------+-----------------------------------------------+
| 16.   | Document     | The Department and its Agencies will develop  |
|       | Management   | and use document templates extensively.       |
+-------+--------------+-----------------------------------------------+
| 17.   | Document     | The Department and its Agencies will re-use   |
|       | Management   | document templates.                           |
+-------+--------------+-----------------------------------------------+
| 18.   | Data         | These guidelines will support existing        |
|       | Management   | Department-wide guidelines subject to         |
|       |              | re-evaluation.                                |
+-------+--------------+-----------------------------------------------+
| 19.   | Data         | These guidelines will be applicable to all    |
|       | Management   | new databases designed and maintained by the  |
|       |              | Department and its Agencies.                  |
+-------+--------------+-----------------------------------------------+
| 20.   | Data         | Upgrade of existing systems will adhere to    |
|       | Management   | data management standards on components being |
|       |              | modified.                                     |
+-------+--------------+-----------------------------------------------+
| 21.   | Portal       | The portal capability may be a comprehensive  |
|       | Services     | integration of a number of third party        |
|       |              | /custom tools.                                |
+-------+--------------+-----------------------------------------------+
| 22.   | Portal       | A portal capability will be deployed          |
|       | Services     | enterprise-wide but will also be available    |
|       |              | for use by other initiatives.                 |
+-------+--------------+-----------------------------------------------+
| 23.   | Portal       | A portal capability will be deployed          |
|       | Services     | incrementally across Agencies.                |
+-------+--------------+-----------------------------------------------+
| 24.   | Portal       | eAuthentication initiative will provide       |
|       | Services     | single-sign-on for the Portal and all content |
|       |              | and applications available through Portal.    |
+-------+--------------+-----------------------------------------------+
| 25.   | Portal       | All available content [may not]{.underline}   |
|       | Services     | require access through Single sign-on.        |
+-------+--------------+-----------------------------------------------+
| 26.   | Portal       | The Portal will be integrated with Web        |
|       | Services     | Content Management System.                    |
+-------+--------------+-----------------------------------------------+
| 27.   | Portal       | The Department and its Agencies may create    |
|       | Services     | sub-portals.                                  |
+-------+--------------+-----------------------------------------------+
| 28.   | Portal       | A wide range of content will be available     |
|       | Services     | through Department Portal including but not   |
|       |              | limited to the following:                     |
|       |              |                                               |
|       |              | -   Static Web Content;                       |
|       |              |                                               |
|       |              | -   Dynamically generated pages sourced from  |
|       |              |     databases etc.;                           |
|       |              |                                               |
|       |              | -   Training Manuals, Policies, Procedures    |
|       |              |     etc.;                                     |
|       |              |                                               |
|       |              | -   General Business documents;               |
|       |              |                                               |
|       |              | -   Community based content;                  |
|       |              |                                               |
|       |              | -   Newsletters;                              |
|       |              |                                               |
|       |              | -   Chatting and virtual meeting features     |
|       |              |     including Web telecasting features; and   |
|       |              |                                               |
|       |              | -   Access to applications and databases.     |
+-------+--------------+-----------------------------------------------+
| 29.   | Web Presence | The scope of this initiative is limited to    |
|       |              | the Web Content including Web pages, portal   |
|       |              | presentation view and Web applications.       |
+-------+--------------+-----------------------------------------------+
| 30.   | Web Presence | These guidelines will support existing        |
|       |              | Department-wide guidelines subject to         |
|       |              | re-evaluation.                                |
+-------+--------------+-----------------------------------------------+
| 31.   | Web Presence | The guidelines will be applicable to all Web  |
|       |              | content available to citizens, employees and  |
|       |              | partners.                                     |
+-------+--------------+-----------------------------------------------+

# Glossary

Table 4 -- Glossary[^4]

+----------------+-----------------------------------------------------+
| **[Word]       | **[Definition]{.smallcaps}**                        |
| {.smallcaps}** |                                                     |
+================+=====================================================+
| **Access**     | Right, opportunity, means of finding, using, or     |
|                | retrieving information.                             |
+----------------+-----------------------------------------------------+
| **Ac           | Principle that individuals, organizations, and the  |
| countability** | community are responsible for their actions and may |
|                | be required to explain them to others.              |
+----------------+-----------------------------------------------------+
| **Action       | Process in which time limits for actions are        |
| Tracking**     | monitored and imposed upon those conducting the     |
|                | business.                                           |
+----------------+-----------------------------------------------------+
| **Cl           | Systematic identification and arrangement of        |
| assification** | business activities and/or records into categories  |
|                | according to logically structured conventions,      |
|                | methods, and procedural rules represented in a      |
|                | classification system.                              |
+----------------+-----------------------------------------------------+
| **Content**    | Refers to Web content; anything deployed to the     |
|                | Web.                                                |
+----------------+-----------------------------------------------------+
| **Conversion** | Process of changing records from one medium to      |
|                | another or from one format to another.              |
+----------------+-----------------------------------------------------+
| *              | Process of eliminating or deleting records, beyond  |
| *Destruction** | any possible reconstruction.                        |
+----------------+-----------------------------------------------------+
| *              | Range of processes associated with implementing     |
| *Disposition** | records retention, destruction or transfer          |
|                | decisions, which are documented in disposition      |
|                | authorities or other instruments.                   |
+----------------+-----------------------------------------------------+
| **Document**   | Recorded information or object, which can be        |
|                | treated as a unit.                                  |
+----------------+-----------------------------------------------------+
| **Indexing**   | Process of establishing access points to facilitate |
|                | retrieval of records and/or information.            |
+----------------+-----------------------------------------------------+
| **             | Localization refers to the process of adapting a    |
| Localization** | software, product or service for different          |
|                | languages, countries, or cultures. In addition      |
|                | language considerations, such as support for        |
|                | foreign character sets, localization may require    |
|                | adaptations for currency, time zone, national       |
|                | holidays, cultural assumptions and sensitivities,   |
|                | dialect, color scheme, and general design           |
|                | conventions.                                        |
+----------------+-----------------------------------------------------+
| **Metadata**   | Metadata, or data that addresses the content of a   |
|                | given document, can be about the characteristics of |
|                | the content or contextual. Characteristics might    |
|                | include the last modified date of a file.           |
|                | Contextual metadata can be about the actual subject |
|                | matter and meanings of a given content item --- its |
|                | keywords and index terms. It can be generated       |
|                | automatically or supplied by the user.              |
|                |                                                     |
|                | Metadata that addresses the meaning and subject     |
|                | matter of a content item can be created both        |
|                | automatically and by people who interact with that  |
|                | content item. To do this, a content management      |
|                | product has utilities to gather this information    |
|                | from content creators, managers, editors and users  |
|                | --- those who are most familiar with the content    |
|                | life cycle. This metadata might include themes in   |
|                | the document, contexts in which it can be applied   |
|                | and related terms. In addition, to automate the     |
|                | addition of context-sensitive metadata, a           |
|                | controlled vocabulary for index terms might be      |
|                | supplied to the user to use either on a mandatory   |
|                | or voluntary basis. Usage metadata can              |
|                | automatically be added each time the document is    |
|                | accessed, revised or updated.                       |
+----------------+-----------------------------------------------------+
| **Migration**  | Act of moving records from one system to another,   |
|                | while maintaining the records\' authenticity,       |
|                | integrity, reliability and usability.               |
+----------------+-----------------------------------------------------+
| **National     | For Federal agencies, the National Archives and     |
| Archives and   | Records Administration is the authority for         |
| Records        | approving the disposition of records, whether       |
| Administration | permanent and transferred to the permanent Archives |
| (NARA)**       | of the United States, or temporary and destroyed at |
|                | the end of the authorized retention period.         |
+----------------+-----------------------------------------------------+
| **             | Processes and operations involved in ensuring the   |
| Preservation** | technical and intellectual survival of authentic    |
|                | records through time.                               |
+----------------+-----------------------------------------------------+
| **Per          | Generating custom content or presentation for Web   |
| sonalization** | users. Personalization is fundamentally about       |
|                | mixing and matching content elements. There are at  |
|                | least three types of personalization:               |
|                |                                                     |
|                | 1.  *Affinity or profile-based personalization*     |
|                |     customizes content for groups, rather than      |
|                |     individual users. In this type of               |
|                |     personalization, collaborative filtering pages  |
|                |     are developed based on the behavior and         |
|                |     preferences of a group. Those customized pages  |
|                |     are delivered to the individual users within    |
|                |     the group;                                      |
|                |                                                     |
|                | 2.  *Preference-based* *personalization* customizes |
|                |     pages based on explicit, user-provided          |
|                |     preferences; and                                |
|                |                                                     |
|                | 3.  *Behavior-based personalization* monitors user  |
|                |     behavior and infers how to customize pages to   |
|                |     suit individual interests and needs.            |
|                |                                                     |
|                | Personalization is very resource-intensive from a   |
|                | design and publishing perspective. It takes a lot   |
|                | of effort to define and implement business rules    |
|                | against various permutations, and serving up custom |
|                | pages adds more cycles to what may already be a     |
|                | very dynamic publishing process.                    |
+----------------+-----------------------------------------------------+
| **Records**    | Information created, received, and maintained as    |
|                | evidence and information by an organization or      |
|                | person, in pursuance of legal obligations or in the |
|                | transaction of business.                            |
+----------------+-----------------------------------------------------+
| **Records      | Field of management responsible for the efficient   |
| Management**   | and systematic control of the creation, receipt,    |
|                | maintenance, use and disposition of records,        |
|                | including processes for capturing and maintaining   |
|                | evidence of and information about business          |
|                | activities and transactions in the form of records  |
+----------------+-----------------------------------------------------+
| **Records      | Information system, which captures, manages and     |
| System**       | provides access to records through time.            |
+----------------+-----------------------------------------------------+
| **             | Act of giving a record a unique identifier on its   |
| Registration** | entry into a system.                                |
+----------------+-----------------------------------------------------+
| **Single       | Capability for a user to log in once, using a       |
| Sign-On**      | single password, and get authenticated access to    |
|                | all servers that user is authorized to use.         |
+----------------+-----------------------------------------------------+
| *              | Regularly publishing content to other Websites.     |
| *Syndication** | Syndication offers benefits for both the publisher  |
|                | and subscriber. Publishers can extend the reach and |
|                | value of their content by displaying it in multiple |
|                | venues. Subscribing sites can elevate the level of  |
|                | content they offer visitors by drawing on outside   |
|                | resources. However, syndication presents content    |
|                | management challenges for both publisher and        |
|                | subscribers. Publishers must guarantee a steady     |
|                | stream of consistently structured content (usually  |
|                | XML), according to some sort of agreed-upon format. |
|                | Subscribers must be able to import and absorb this  |
|                | information within their own content management and |
|                | presentation systems. Various third party services  |
|                | have emerged to help both publishers and            |
|                | subscribers, including syndication aggregators and  |
|                | technology vendors, some of who have licensed their |
|                | solutions to CM vendors.                            |
+----------------+-----------------------------------------------------+
| **Taxonomy**   | In science, taxonomy allows people to precisely     |
|                | identify any organism by its kingdom, phylum,       |
|                | class, order, family, genus and species. Taxonomy,  |
|                | as it relates to content management, does the same  |
|                | job. It describes a classification structure for    |
|                | content. This structure, typically highly           |
|                | regimented, impacts the data model, directory       |
|                | structure and file naming conventions for a given   |
|                | implementation of a content management system.      |
|                | Taxonomy can also be language-oriented, as in       |
|                | specifications for subsets of XML, such as ebXML.   |
+----------------+-----------------------------------------------------+
| **Tracking**   | Creating, capturing and maintaining information     |
|                | about the movement and use of records.              |
+----------------+-----------------------------------------------------+
| **Transfer**   | Custody, change of custody, ownership and/or        |
|                | responsibility for records transfer.                |
+----------------+-----------------------------------------------------+
| **Versioning** | A content management with version control assists   |
|                | the users of the system in coordinating production  |
|                | and tracking older versions of content or code. It  |
|                | can provide the following benefits:                 |
|                |                                                     |
|                | -   *Coordination:* making sure, by default, that   |
|                |     only one person at a time is modifying a file.  |
|                |     This prevents files from accidentally being     |
|                |     replaced by another user\'s changes. This is    |
|                |     typically done by requiring users to "check in" |
|                |     and "check out" files that they are working on, |
|                |     as they would books in a public library.        |
|                |                                                     |
|                | -   *Branching/Reconciliation:* This functionality  |
|                |     allows multiple simultaneous revisions to a     |
|                |     file, and the changes will be reconciled before |
|                |     the file is published to the live site. A       |
|                |     system with this feature allows multiple        |
|                |     checkouts of a file by different people.        |
|                |                                                     |
|                | -   *Version Tracking:* archiving and tracking old  |
|                |     versions of content, the content management     |
|                |     system's source code, and other files, which    |
|                |     can be retrieved and re-published to the live   |
|                |     site. This is done using time and date          |
|                |     stamping, and other data about a file to        |
|                |     maintain it.                                    |
+----------------+-----------------------------------------------------+
| **Wireless     | Many content management products have the           |
| Platforms**    | capability to publish content to wireless platforms |
|                | such as PDAs or cellular phones. These products     |
|                | typically use XML tags embedded in content to       |
|                | extract elements of that content. The "scraped"     |
|                | content is then reformatted into the appropriate    |
|                | languages and layout for access by wireless         |
|                | devices. If there is a need to publish to wireless  |
|                | platforms, there are both content management        |
|                | systems that incorporate this functionality and     |
|                | add-on modules that integrate with some content     |
|                | management systems. More information on WAP, WML    |
|                | and other wireless protocols is available at        |
|                | Wireless DevNet.                                    |
|                | (<http://www.wirelessdevnet.com/>).                 |
+----------------+-----------------------------------------------------+
| **Workflow**   | Workflow as it applies to content describes the     |
|                | process of breaking down a high-level task into a   |
|                | series of orderly, pre-defined steps that answer    |
|                | the following questions:                            |
|                |                                                     |
|                | -   What needs to be done?                          |
|                |                                                     |
|                | -   Who needs to do it?                             |
|                |                                                     |
|                | -   Who needs to approve it?                        |
|                |                                                     |
|                | -   When must it be completed?                      |
|                |                                                     |
|                | There are two general types of workflow: approval   |
|                | and task:                                           |
|                |                                                     |
|                | -   An *approval-centered workflow* tracks the      |
|                |     approval chain of command on a piece of         |
|                |     content, no matter what the form -- from a      |
|                |     press release to a video clip of a speech. For  |
|                |     example, the PR Director, the Legal Department  |
|                |     and the President must approve all press        |
|                |     releases. These people are all \"approvers\" in |
|                |     this context.                                   |
|                |                                                     |
|                | -   A *task-oriented workflow* centers on the tasks |
|                |     that must be done by different resources, or    |
|                |     people, to complete the task. For example, the  |
|                |     graphic designer completes graphics production, |
|                |     the HTML producer creates the template using    |
|                |     those graphics, and the editor produces pages   |
|                |     based on that template.                         |
+----------------+-----------------------------------------------------+
| **XML**        | \"eXtensible Markup Language,\" or XML, is a markup |
|                | language created so that richly structured          |
|                | documents can be described, exposed, shared, and    |
|                | modified over the Web. Since XML describes the      |
|                | underlying information and its structure, content   |
|                | can be separated from look-and-feel. This process   |
|                | overcomes a severe limitation of HTML, which merely |
|                | describes content presentation for a particular set |
|                | of HTML-compliant applications (such as Web         |
|                | browsers).                                          |
+----------------+-----------------------------------------------------+

[^1]: A document that is an official record can be shared outside the
    Government; however, it cannot be transferred to the possession of
    another organization without the consent of the National Archivist.

[^2]: On January 15, 2003 the National Archives and Records
    Administration (NARA) endorsed DoD 5015.2-STD for use by all Federal
    agencies ([www.archives.gov](http://www.archives.gov/), NARA
    bulletin 2003-03).

[^3]: For a record, "varying lengths of time" signifies both the active
    life of the record and the full retention life of the record in
    accordance with records disposition authority.

[^4]: CMSWatch.com, Copyright © 2001 by IDEV