retention. Records can be presented in folder structures (file plans) that are created manually, or based on information within the records themselves, such as account numbers. * To use ASG-Records Manager, customers must have ViewDirect, DocumentDirect for the Internet and TCI installed. 11. Provide examples of reports that can be used to ensure retention policies are adhered to. Yes We capture all Metadata needed for this report and can create these and other reports as needed. Time and event based retention polices are stored in a relation database, as well as the retention of individual documents that are outside of normal retention - on hold. 12. Search Capabilities Yes Will the system accommodate full text OCR to search for and retrieve files? Yes Kofax supports full text OCR. We expect our ECM/RM solution to support full text in the 2014/15 timeframe. Does the ECM offer web-based and desktop client interface search and retrieval? Yes Does the ECM accommodate “Full Text Indexing” (i.e. OCR) to search for and retrieve Yes Kofax supports full text OCR. We expect our ECM/RM solution to support full text in the 2014/15 timeframe. Does the ECM allow users to configure custom searches that they commonly use? Yes Automated Workflow Specifications
1. Does your ECMS support automated workflow capabilities? We offer an web based workflow, but feel it would be best for St of Montana to leverage MS SharePoint for these. & / Library Services Our ECM/RM solution does not currently provide library services It is on our roadmap; many of our current customers achieve this capability by leveraging MS SharePoint. We would recommend SharePoint for Workflow and Versioning. 2. Does your ECMS support workflow automation for processing: E-forms for internal purposes Yes We do not E-Form software, however we would support/leverage whatever software the state elects to use. E-forms for external customer purposes Yes We do not offer E-Form software, however we would support/leverage whatever software the state elects to use. Work items (documents, reports, etc.) Yes Automatic notifications and emails Yes Workflow status tracking Yes 3. Does the system allow users to perform workflow activities using a standard web browser such as Internet Explorer and Mozilla Firefox? Yes 4. Does workflow users to define conditions? Yes 5. Can workflow be automated for a specific document type and workflow template? Yes 6. Does the workflow include E-signature capabilities? Yes We do not offer E-Form software. However, we would support/leverage whatever
7. Search for categories, folders and records. Yes 8. holds against record categories or search results. Yes 9. Identify appropriate metadata for all formats and sources. Yes 10. Manage various record image / formats in an integrated manner. Yes 11. Maintain the relationships between records and files, between file series and the file plan. Yes 12. Retrieve information for personal use or to comply with Freedom of Information Act / discovery requests. Yes 13. Construct and manage audit trails and track system usage by department and user. Yes 14. Manage the integrity and reliability of records once they have been declared as such. Yes 15. Identify records that are due for disposal when their prescribed retention periods elapse, managing the disposal process. Yes 16. Provide a seamless integration of the ERMS (providing the records management with an ECMS, Yes 17. Records Manager Application will be Yes