Appendix 7.

1 - Requirements Matrix

Vendor
Electronic Document Management System - Requirements Matrix

Vendor

Detailed Functional Requirements

Please state the level that your product satisfies each of the
functional requirements against the following table: Score
Provided for in base code with Standard configuration
options Std

Partially compliant: *Requires vendor notes for clarification Partial*

Provided for by system Enhancement to base code
(becomes part of base code) Enhance
Provided for in base code of Future release Future
Third Party Add-On 3rd Party

Provided for by Custom modification (not part of base code) Custom

Cannot Provide NA

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
Scanning
The system supports mass scanning.
The system supports desktop scanning devices
The system supports both pre-defined scanner settings such as brightness,
contrast, and resolution and allows the scanner operator to manually adjust the
settings.
The system allows the scanner to sense the quality characteristics of a document
and automatically adjust the scanner settings to optimize the image.

The system supports a scan restart where it was interrupted in mid-batch.

The system supports duplex scanning.
The system scanning process is able to sense and eliminate blank pages
automatically.
The system allows additional pages to be inserted into a scanned document.

The system allows the operation of scanning, indexing, and writing to storage
repository in batches
The system supports large format scanning.
The system employs OCR technology at scan time to populate index values from
a full page OCR scan.
The system has the capability of "date stamping" images with date scanned.

The system allows individual pages of a document to be deleted.

The system supports bar code recognition.
The system should support standardized fonts (i.e. True Type)
The system supports compression/decompression of images
Data Capture
The software interfaces with the Windows Print Manager to allow importing of
images from any Windows based application reporting feature.
The output type (tiff, pdf, etc) is configurable by document class.
The software interfaces with the Windows operating system to allow saving of
documents (Save As) from any Windows based application.
Ability to capture, store, retrieve, and reproduce irregular-sized (e.g., larger than 8
½ x 11) including "E"size documents. Describe in comments.
The system has the ability to upload scanned blueprints and maps up to 36
inches by 48 inches in size.
The system allows for the capture and display of color images.

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system is capable of importing audio content files and launching appropriate
media viewers for retrieval (MP3, MP4, wav, etc.)
Indexing
The system supports unlimited indexing capabilities.
There is no limit in the combination of index types (i.e. character, numeric, etc).

The system supports creating auto numbering index fields with or without a user
defined prefix.
The system supports spelling check on indexing data
The system supports use of drop-downs, list, check boxes fields in indexing
The system allows to assign indexing fields as mandatory vs optional
System provides the ability to import images and indexes provided by an external
vendor.
The system provides the ability to index electronic documents such as e-mail,
electronic forms, and intranet/internet forms without converting these types of
documents to paper documents for scanning and indexing.
The system recognizes during scanning a text at certain position on a document
and populates index data accordingly.
The system allows for a combination of automated and manual indexing fields for
documents imported directly into the system.
The system support manual indexing, i.e. user is prompted to enter index values
for each imported document.
The system supports automatic indexing based on bar codes.
The system supports the ability to allow an operator to view the document and re-
index if necessary.
The system supports changing the index structures i.e. add or delete selected
index structures from a document group structure.
Indices can have primary subject categories, sub-categories, and so on, in a
hierarchical relational structure.
User has the ability to modify the content of index / keyword with appropriate
document security.
The system has the ability to increase the number of keyword fields or indexes on
existing documents.
The system supports data extraction from ODBC compliant host applications for
automatic indexing. For example, address, project name, project number,
assessors parcel number depending on the ODBC data source.

Searching

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system supports full text searching.
The system has a single search screen to search using common elements.

The search screens can change search fields based on document type or
category.
The system will allow for searching by index fields.
The system provides support for searching on multiple index fields.
The system supports a shared repository. For example, an invoice would be
scanned, and indexed using the EDMS imaging. A user could search and retrieve
this invoice from within the FIS using the same indexes. Or an invoice could be
attached in FIS and searched in the EDMS.
The system provides the ability to execute a single search query to retrieve
images, text and/or other document formats.
The System supports complex searches using wild cards, multiple index fields
and criteria.
The system has the ability to do range and wildcard searches.
The system has the ability to limit searches to a specific document stores/location

For textual and numeric fields, the retrieval software permits index searches
based on exact or partial matches of specified field values.
For numeric fields, the system permits index searches based on ranges of field
values specified by the following relational expressions: between, greater than,
less than, greater than or equal to, and less than or equal to.
Searches have the option of utilizing "Soundex" feature to accommodate poor
scans, alternate spellings, etc.
The system supports Boolean logic in a full-text search
The system has the ability to retrieve documents based upon scan date range.

The system has the ability to display text or image samples on screen when
reviewing a search "hit list" to assist in determining which files to retrieve.
The system displays search results in rank order
The system highlights the search words in the results window
The system supports thumbnails for search results and ability to click on
thumbnail and view document
The system allows multiple users to view a single stored image simultaneously.

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system allows the users to go back to the search screen from the results
screen without losing their selection criteria.
The system allows for printing the search results list.
Document Management
The system utilizes nested structures for document management.
The system supports user defined views and their naming conventions.
The system provides the ability to move images and documents individually or as
a group between structures.
The system provides the ability to drag and drop structures.
The system supports fax documents, e-mail documents, eforms, and other non-
imaged documents in the structures.
The system supports storing a single document in multiple views to limit
redundant images.
The system supports creating virtual cabinets or views to access shared
documents
The system allows document stores/locations to be configured in a nested
structure.
The system supports assembling documents package as needed
The system supports document collaboration.
The system integrates with ESRI GIS system 10.3 or higher
The system allows user to search related documents from ESRI applications

Document Retrieval
The system provides the ability to manage and store all document types that,
when retrieved, can be viewed and manipulated in the same manner as the
original.
The system allows for documents/images to be viewed without requiring the
native application.
The system supports standard file types (Microsoft applications, Adobe,
AutoCAD, MP3, MP4,WAV,…). Please list unsupported types in the comments
field
The system allows the user to choose to open documents/images in their native
application if they wish to modify the document.
The system has the ability to store and view multiple pages files (multi-tiff).
The system retrieves all the pages of a document and not just the first page.

The system manages Excel files that contain multiple linked spreadsheets.

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system allows for simultaneous multiple image viewing with window and
image scaling.
The system has system administration tools to control page retrieval.
Documents can be printed from the viewer
The system allows for the assignment of a sequential and unique document
control number.
The system supports document version control (minor and major).
The system provides secure check in and out of documents.
The system has the ability to lock down documents submitted as final or record
copies, preventing editing, deletion or replacement until their retention period is
met.
The system provides the ability to export document images and indexes to
external storage media.
The system provides the ability to retrieve filed emails back into the email
application for viewing, forwarding, replying and other functions of the email
application.
Printout of documents can be stamped “draft” or “copy” at the user’s discretion.

Printout of documents can be stamped “draft” or “copy” as defined by the system

administrator for a class of documents.
The system supports the ability to pan, zoom (in/out), and scale an image.
The system allows user to retrieve related documents from ESRI applications

The system can open InDesign (Adobe) documents.

Annotation
The system supports annotations.
The system annotation functionality does not alter the original image.
The system supports searchable annotations.
The system supports the following markup capabilities:
*Highlighting
*Digital Stamp
*Digital Signatures
*Sticky Notes
*Redact (blackout)
*Digital watermarking
Records Retention
Document retention can be applied as both event and date based triggers (i.e.:
close of project or creation date plus two years).

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system allows for document destruction holds to be applied to records at the
file and document level.
The system has the ability to have system security defined related to purge
authorization.
The system has the ability to set an automatic purge schedule for various
retention periods.
The Systems' retention manager must automatically identify expired records and
provide notifications to the appropriate records manager.
The system allows designated users to review and approve records for
destruction

The system must have a tool or process to automatically purge and destroy
records that have been marked for destruction with proper warning.
The system allows for customized file plans for designated department/division or
project team level users.
The system provides the ability to retain metadata for purged documents.
Output
The system has the ability to produce hard copy reproduction of stored images.

The system has the ability to print all or a selected portion of an image.
The system includes functionality to create PDF documents from retrieved
images.
The system includes functionality to create a combined PDF document from
multiple retrieved images.
The system provides functionality to be able to adjust page settings/image size for
printing documents with specific size paper requirements.
The system allows for emailing images out from the system menus/commands.

Workflow
The system allows for electronic distribution, editing, digital electronic signing and
filing of documents.
The system provides the ability to edit document content and route back the
changes to selected users.
The system allows the approval, notification, review, and commit features to be
available to selected users.
The system allows for workflow route splitting and joining.
The system provides the ability to launch subsequent workflows from current flow.

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The systems' workflow features integrate through the District's email /
collaboration platform. The District standard is MS Outlook/Exchange.
The system creates workflow activities audit trail.
The System provides graphical flowcharting tool for creation of business process
rules and workflow using a drag n drop action
The system supports simulation of workflow changes for testing prior to
implementing in a Production environment.
The system supports assigning a user to multiple roles.
The system supports assigning time frames for workflow steps
The system supports delegation of work flow roles
The system's workflow task can be broken down into work items, which are
processed by a participant within an activity.
The system tracks status of work flow process and activity instances, e.g.,
initiated, running, active, inactive, suspended, complete, terminated, archived.

The system provides the ability for email event notifications of collaboration or
workflow elements such as: approvals, receipt, completion, status, etc.
The system allows a participant to control the progression of work list items.

The system allows a participant to select a work item, reassign it, track
progression status, and invoke other software applications which must be part of
the item processing (API's).
The system allows the user to specify activity (work item) deadlines.
the system supports escalation procedures to invoke when deadlines are not met.

Usability
The system provides a standard Windows, Windows Explorer “look and feel” user
interface for storing, retrieving, deleting and moving documents.
The system provides quick keys for entering default values as index information
without typing the data each time; i.e., today's date.
The system provides functionality to assist users with detecting scanning errors,
by using correction codes and clear message to identify level of use of correction
functions.
The system provides configurable users inbox
The system can be configured to send alerts to users based on workflow rules

The system provides detailed user-level error messages.

The system allows users to configure their own home page

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system supports Bookmark functionality by individual users
The system's error messages appears in a consistent format across all system
modules and should be customizable.
The system must allow documents to be published for access via a web browser

The System must allow document pages to be rotated for portrait viewing
The System must allow rubber band zooming to portions of a page, allow for a
portion to be copied to a clipboard and sent via email or print
The system must allow the document to be printed in its original scale, the current
page or a number of pages
The system supports role based menu configuration based on security levels

Customizations
The screens can be customized for color, layout, tab order, etc.
The system supports custom screens with only certain fields in a definable order.

The system provides the ability to create custom menus.

The system is able to interface with other (SQL Server based) District systems
such as FIS and CIS.
User defined/custom data fields can be added without programming.
User defined and/or configurations to the proposed system are not overwritten
during software upgrades.
The system supports eForms creation
The system supports integrating eForms data to metadata fields
Help System
The system should provide customizable online documentation such as context-
specific help, search capability, District specific business process documentation
and process maps.
The vendor's support site contains complete and up-to-date manuals for all
system modules and functionalities. The manuals are available for all available
versions of the software and downloadable.
Comprehensive technical systems documentation and technical manuals
designed for IT personnel is available for the system.
Vendor provides U.S. Based support access by phone, email, and online
Reporting
The system provides a report writing tool to allow the District to produce
customized reports.

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system allows for customized "quick reports" such as monthly statistics,
disposition or department holdings.
The system provides standard administrative reports such as: user activity by log-
on, document checkout, and audit trail reporting.
The system can produce reports that contain links to documents identified in the
report content.
The system allows a System Administrator to monitor and manage system
activities through the use of standard reports.
Security
The system supports user account creation at the individual user level. All system
users must have a unique ID and password.
The system uses a single user sign-on for all modules.
The system has the ability to interface or integrate with Windows Active Directory.

The system utilizes Windows Active Directory pass through authentication

The system restricts users to only the data they are authorized to access.
The system requires the use of passwords composed of letters, numbers and
special characters as defined by the system administrator.
The administrator can configure password rules such as length, password
definition and expiration period. Using ad should preclude
The system time out, or suspend users after a configurable period of time of being
idle. This time out requires the user to re-enter their password before continuing.

The system should allow users to periodically change their password if the
application login is not integrated with Active Directory.
The system stores passwords encrypted without a means to un-encrypt.
The system can masks password characters so that they are not visible when
they are being entered.
The system has the ability to suspend after "x" failed attempts to access the
system.
The system tracks the use of the system by authorized users.
The system provides the ability to secure documents and images based on user
ID or user group.
The system supports the users to have different levels of security access and can
only modify documents per level of access

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system security can limit, who can see, open, access, store, create, define
index fields, open/read, copy, export, email, print, delete, add annotations, read
annotations, redactions, update or add indexes, who can review and fix OCR
recognition errors,
The system provides the ability to identify specific locations on imaged documents
that contain sensitive content (social security number) and restrict view of these
sensitive areas to only authorized users using a multi-level security structure.

The system provides the ability to give the public access to non-sensitive
documents via the internet.
The system provides the ability to use digital signatures.
System administrators can redefine access privileges as necessary.
The system provides a configurable audit trail.
The system has the ability to provide system usage/audit-style reports. It can
show which user ID accessed what records and when.
Roles and groups
The system provides the ability to group users into roles and to assign these roles
rights that will be applied to each user in the group.
The system provides the ability to provide multiple security roles to a single user.

The system provides the ability to generate warning message to notify

administrator if multiple security roles assigned to a single user are conflicting.
Such instances shall be recorded by system.
The system supports role inheritance, so system administrator can combine roles,
and modify the parent role to form a new role.
The system provides the option to restrict data access for each security profile

The system has the ability to copy a security profile to create a similar profile.

Time out periods can be defined by user class/role.

Software
The system provides browser viewer technology that does not require direct
network access or access to the program that created the document.
The system allows for setting up imaging workstations in each department and/or
building, allowing decentralized scanning and indexing with as few workstations
as feasible.
The system does not require a proprietary image viewer.

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system allow users to open multiple instances of the application from a single
desktop client
The system allow users to login from different computers at the same time
The system supports access using Mobile devices
Hardware
The system does not need proprietary hardware to work properly.
The system provides compatibility with desktop and production scanners.
The system has the capability to run multiple scanners concurrently with multiple
PCs, all networked into a common imaging server.
The system interfaces with a network facsimile system (i.e., incoming and
outgoing images can be retrieved and distributed to users on the network, and
scanned files can be sent to recipients outside of the network).
The system supports access using iOS based mobile devices
The system supports access using Android based mobile devices
The system supports access using Windows based mobile devices
Technical
The system runs on a Windows 2016 Server (64bit) or higher operating system.

The system supports Microsoft Internet Explorer version (10) or higher.

The system supports multiple browsers.
The system has access requirements through firewalls clearly identified and follow
standard port designations where possible.
The system provides for Microsoft Office Integration as plugin.
The system provides for Microsoft Exchange Integration as plugin
The system provides for Microsoft SharePoint Integration.
The system provides various program checks for controlling data files, verifying
correct processing, and ensuring data integrity.
The system provides efficient application level load-balancing functionality.
The system can run on servers in a cluster environment.
The system is fully supported in a virtual server environment.
The vendor provides well defined, all inclusive migration processes for software
releases.
The System supports TWAIN, ISIS, KOFAX drivers.
The System stores indexing data, user defined and security data in an industry
standard relational database
The system supports web services
The system provides APIs for interfacing with other systems

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system provides the ability to maintain multiple operating environments for
development, testing, training and production without additional licenses.

The system has the capability to transfer long term records form one generation
of hardware/software to another generation without losing system functionality.

The Administration module is executable from any workstation connected to the

network.
The system design allows the system to run with little or no supervision with
system administrator tools that are intuitive and easy to use.
The system provides simultaneous access to data by multiple users, without
degradation to the system response time.
The system is scalable to accommodate potential increase in number of users.

The system is scalable to accommodate potential increase in number of

documents

Backup, Recovery and Archiving

The vendor provides a comprehensive computing site disaster recovery or
business recovery approach.
The system provides a tool for backup and restore management.
The Vendor will provide detailed backup and restore procedures.
The system backup and/or restore are able to be accomplished within a maximum
of 4 hours.
The system backups can be made while the document mgmt. system is online

In case of system failure, the system has the capability to validate data integrity
after database and/or transaction log recovery.
The system will provide a tool for storage archival and retrieval.
The system provides the ability to selectively archive system data based on a
user-defined number of years or other user-defined criteria. The archived data
should be able to be accessed via another medium, such as DVD, online storage
space, external hard disks.
The system supports purging specific data from all relevant system modules with
appropriate archival and audit trails.
The system can list all records included in purge.

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Vendor

Electronic Document Management System - Requirements Matrix

Requirement
Response Comment
The system has the ability to validate the integrity of the database before and
after a purge.
Technical Database
The system utilizes MS SQL Server 2016 or higher.
The system utilizes appropriate database rules and constraints to enforce and
maintain referential integrity.
The system allows for database performance monitoring and tuning, including but
not limited to tools for table & file maintenance, and query processing.

The system provides a GUI database maintenance tool.

The system provides the ability to set up log event triggers to automatically notify
administrator when a user defined database condition or set maximum/minimums
are exceeded.
The Vendor provides documented best practices including but not limited to
optimum database configuration and client maintenance.
The system provides data modeling, data definition and data dictionary
components.
Interfaces
The system can interface with Infor Lawson software.
The system can interface with Cayenta (Customer Information System).
The system can interface with Infor Hansen (CMMS) ver 8.2.3
The system can interface with MHC software solutions
The system can interface with Accela Board Agenda module

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