DOCUMENT

RFP - Electronic Document Management System 2015

  • YEAR CREATED: 2015
  • ENTITY TYPE: Authority: Housing
  • TYPE OF DOCUMENT: RFP - Request for Proposals
This document provides information about the system requirements and implementation of an Electronic Document Management System (EDMS) for KCDC (Kings County Development Corporation). The system needs to perform classical EDMS functionality such as versioning, checkout and check-in, security by document, document type, user, and user role. It should also incorporate repository functionality including retention scheduling and auditing. The document outlines the modularized functionality required for the system, including an administration component for system configuration, a scanning module for entering paper documents into the system, a review component for metadata entry and image validation, an import component for automatic entry of documents from existing systems, a viewing interface for basic search and document-based functionality, an editing component for document assembly, redaction, and annotation, a workflow module for routing documents through predefined work processes, and an export facility for exporting search results or predefined document sets. The document also highlights the need for document assembly, easy and intuitive retrieval of paper and electronic documents, search capabilities through full-text search and hierarchical organization, access to repository data on all points of the network including VPN access, and scanning capabilities including batch scanning, color scanning, document and form recognition, and manual correction of scanned documents. Technical and infrastructure requirements include integration with Microsoft Office and KCDC's current ERP system, web-based client interface, integration with the current user directory service, and full functionality in Citrix sessions. The document also mentions the types of training expected for end-users and system administrators. The system considerations mentioned in the document include accommodating the Microsoft Windows desktop environment and operating in KCDC's network.
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