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Sheet: Sheet1

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Document Management and  Record Management System | Ohio Attorney General's Office
Appendix "A" Specification Check List
Vendors must meet 100% of those features | **Availability
identified as required (shaded features) | Y- Yes is available now
 | M - Modification required (indicate price & time)
 | F - Future feature
 | N - Not available
 | *Priority
 | R -  Required  H - Highly Desirable  D - Desirable
 | Priority* | Availability** |  |  |  | Comments
 |  | ([NAME] with an X)
 | R  H  D | Y | M | F | N
Platform
All applications must be user friendly and easy to use, with consistent navigation and appearance. | R
Turnkey system of hardware, software and services to acquire, store, index, retrieve, distribute and manage digital/electronic copies of documents. | D
All modules are fully integrated | R
Integrates with MS Office (2003 and up) products to upload/check-in/check-out/modify documents right from Microsoft Office. | R
Functionality exists to automatically update software loaded on client workstations | D
System is administrator configurable to meet changing needs without the need for programming or vendor assistance. | R
Post-implementation technical support for the software must be available.  Service level agreement will be established. | R
Supports Windows server 2008 R2 64-bit and later. | R
Supports virtualization | H
Supports data clustering technologies | H
Application integration with in-house applications using a toolkit that supports an open architecture, including VB6 and .NET. | R
Must be ODBC & JDBC compliant. | R
Utilizes TCP/IP protocol for network communication | R
Supports multiple users, both local and remote, with efficient response times | R
System should have high availability: available 99% of the time excluding scheduled down time. | R
Hardware components specified  must be compatible with AGO network and workstation hardware and operating system. | R
Training for developers, administrators and users, including training manuals. | R
Licensing model that includes 3 levels:  read only, power user, and administrator. | R
Extensive support for the customized applications. | R
Provides high-level system documents & diagrams | R
Preview popular file types (Microsoft Office documents, PDFs and images) directly within browser, without having to download them. | R
Easily allows users to track major and minor versions of documents with audit trail. | R
Users can drag and drop files right into the system just like a shared network drive.  While doing this, users will be able to index/enter meta data | R
Users will be able to drag & drop documents from Microsoft Outlook into the system. While doing this, users will be able to index/enter meta data. | R
Users can create simple document workflows by themselves. | R
CLIENT
No additional software is required on user's PC. | R
Concurrent licenses for "viewer" users | R
Utilizes thin client web browsing technology (Internet Explorer 8 is a must, IE 9 & FireFox is highly desirable) | R
Supports user's PC running Windows 7 and later. | R
SECURITY
System security must be available and access to all information must be protected. | R
Must use LDAP for authentication | R
Security on a per-document level, using standard network operating system security (I.E. read, write, create, erase, modify, file scan, etc.) | R
One common area for security setup for all applications | R
Ability to define security by individual, group or role. | R
Allow an individual membership in more than one group. | R
Annotation & redaction based on security level of user. | R
Redactions & annotations will create another version of the document and should not alter the original document. | R
Security for both indexes and documents. | R
INPUT/STORAGE
need to work with existing document imaging system and dcoument repository. | R
Ability to OCR electronic files that are not scanned using our existing system, e.g., email attachments in jpeg format. | R
Allow indexing or entering meta data for documents & images | R
Computer-generated forms must be stored in original format | R
Utilizes bar-coding for input | D
Electronic storage of computer generated output (for example from an Windows Server) | R
Backup system scalable to accommodate unattended backup of entire capacity of the storage system. | R
A relational database management system will be the foundation of the system. | R
OUTPUT
Allow output to any Windows printer driver | R
Ability to print out certain pieces of information based on security restrictions (e.g.. Annotations, redactions) | R
Ability to convert documents to PDF | R
SEARCHING
Full Text search | R
Keyword/Index/Meta Data Search | R
Federated Search | R
Combined Full text and keyword in same search | H
Ability to save searches criteria | R
Ability to search within search results | R
Ability to search annotations | H
Display each document that meets search criteria | R
Display results in customizable order | H
When document is selected display text location | R
Create folders based on indexes | R
Indexed folders should be routable | R
Indexed folders should be searchable | R
Display original document | R
Display text from search results | R
Display a form or template for data that is brought into the system electronically such as checks. | R
Display original document and search result text interchangeably | R
Display number of search result hits | H
Easily advance through search result hits | R
Retrieve documents from user application | R
FEATURES/TOOLS
Can launch MS Office applications from within document management system | R
Ability to call an external viewer that is not part of the proposed software | H
Ability to call an external software package for editing that is not part of the proposed software | D
Cross reference capabilities | R
Annotation capabilities | R
Redaction capabilities | R
Template overlays | H
Version control for revisions | R
Hierarchical archiving capabilities | R
Rules/actions can be configured to automate document-related process. | R
Ability to create, complete, index and store documents using form templates | H
File conversion utility.  For example, A Microsoft Word document can have a PDF version automatically created at the end of an approval workflow for later publication. | H
Computer generated forms should automatically populate indexes/meta data. | R
Document management for version control and purging. | R
DoD 5015.2 compliant records management. http://www.dtic.mil/whs/directives/corres/pdf/501502std.pdf | R
Records retention with structured lifecycle management. | R
Exception reports to identify missing or aged documents | R
Workflow to provide document routing through a configurable work process | R
Electronic signature capabilities | R
Bates numbering via indexing | R
The system is architected to support at least 2000 registered users and minimum of 200 concurrent users with the ability to extend. | R
Contents can be replicated between multiple installations so that remote offices can have read-only access to contents locally with quick access to reduce network traffic | H
Multiple versions of a document can be managed thru review and approval process before the final, approved version is filed as a record. | H