The software manages the capture, indexing, storage, and retrieval of documents. To meet the needs of other campus units, the software must have the capacity to manage all forms of electronic information, such as word processing documents, images, html documents, email, spreadsheets, scanned paper documents, and other electronic forms. In addition, the system must also be able to index and manage documents retained in paper or other hard forms. Some documents are not amenable to digital conversion. The campuses document management system should provide capability to manage such documents.
Security is an important function of a document management system.
Information in electronic form is more accessible. However, the information can retain protections imposed by statute or policy governing release to outsiders. Any proposed document management system should have specific security features that protect protected information from disclosure. The system should be capable of using enterprise directories for authentication and authorization information and digital signatures for identification of users. This request for proposal reflects a standards based approach designed to secure a vendor solution capable of providing a document management system for all campus department needs.