RFP - St. Thomas University

St. Thomas University
Request for Proposal (RFP)
Document Management and Imaging System
(DMI)
Oct 16 th , 2006

Table of Contents
Table of Contents ……………………………………………………………………………………... 2
Executive Summary ……………………………………………………………………………………3
About St. Thomas University …………………………………………………………………………..3
RFP Structure …………………………………………………………………………………………..4
Section 1: General Information ………………………………………………………………………...5
Section 2: Document Management and Imaging (DMI) System ………………………………..……..9
Section 3: Document Conversion Services ……………………………………………………………51
Section 4: Cost Summary ……………………………………………………………………………..59
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Executive Summary
St. Thomas University (STU) is seeking a Document Management and Imaging (DMI) system
to perform the conversion of existing records from a physical paper format, into its digital
equivalent format. The DMI system must not only meet STU’s needs for document
management, but also integrate with the University’s Enterprise Resource Planning (ERP)
system, Datatel, which includes Student, Financial Aid, Finance and Human Resources modules
among others.
In addition to the DMI system, STU will also seek scanning services from a vendor, to perform
the appropriate indexing and scanning into the new DMI solution.
During the initial phase of this project, STU will install the DMI system in-house and host the
DMI database internally, but will only use it for modeling, testing and data warehouse purposes.
It is our goal to outsource the actual scanning to an outside vendor, which must support
importing scanned data into the newly deployed DMI system at the University.
STU reserves the right to select one vendor for the DMI system; another vendor for the
scanning services; or a single vendor for both solutions.
About St. Thomas University
St. Thomas University is an urban, student-centered, Catholic university with rich cultural and
international diversity, dedicated to educating leaders who contribute to the economic and
cultural vitality of the regions they serve. Today, St. Thomas has an enrollment of 2,520
students - 1,171 in the traditional undergraduate program, 731 in its graduate program and 618
in the law school. Our students come to us from 42 states and nearly 50 foreign countries.
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RFP Structure
This RFP is divided into four (4) main sections:
Section 1:
General Information
This section contains information regarding general requirements, important
dates, contact information, etc.
Section 2:
Document Management and Imaging (DMI) system
This section covers the requirements for the document management and imaging
system, which includes the software, database, end-user interface, scanning
station, scanner and any other modules or peripherals.
Section 3:
Document Conversion Services
This section covers the scanning service itself, including the process for pickup,
scanning, indexing, data import into the DMI system, etc.
Section 4:
Cost Summary
This section covers pricing, payment terms, cost summary, and other cost related
matters.
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Section 1: General Information
1.1 Vendor Communications
All communications between vendors and STU must be initiated via email to the following
contact:
1.2 Relevant Dates and Submission
Rudy Ibarra, CIO
Email: rudy@stu.edu
The following is a list of the current project dates. Note: This schedule is tentative and
subject to change.
RFP Event
Date
RFP Issued October 16 th 2006
Written Questions Due November 15th 2006
Proposal Submission Deadline December 1 st 2006
Vendor Demonstration Sessions December 11 th - December 21 nd 2006
Vendor finalist(s) selected January 15 th 2007
Contract Negotiations January 16 th - January 19 th 2007
Contract Award January 22 nd 2007
1.3 Implementation Technical Environment
1.3.1 Datatel ERP System
STU is currently using Datatel Release 17 running on an HP UNIX based environment.
Datatel is the core resource enterprise application for Student Records, Registration,
Financial Aid, Financial Affairs, Human Resources and Payroll among others.
1.3.2 Client Workstations
User workstations include 5% Apple Macintosh running OS X, and 95% DELL computers
running Windows XP.
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1.3.3 Software
Most internally developed applications are .NET and MS-SQL Server based.
1.3.4 Network
A majority of the campus workstations are connected to the campus routed and switched
backbone. A combination of fiber and copper is used throughout. The campus backbone is
configured in a star topology utilizing 100Mbps and 1000Mbps Ethernet.
Standards based SMTP and POP3 are STU’s primary email system based on Microsoft
Exchange. Microsoft Active Directory is used along with MS-IIS Web server running on
Windows 2003 platform.
1.4 Question Submission
Questions will be delivered via email to the contact person identified in Section 2.1. Written
questions are due November 15 th , 2006 at 3:00pm EST. All questions concerning the RFP must
reference the RFP page number, section number, and paragraph number. Vendors may request a
date and time for verbal discussion of the RFP.
1.5 Pricing Proposal
Vendor MUST submit both, a PRINTED proposal and an ELECTRONIC proposal.
PRINTED proposal: One printed copy of the pricing proposal shall be submitted in a
sealed envelope addressed to:
St. Thomas University
Office of Information Technology (RFP-DMI)
16401 NW 37th Ave
Miami Gardens, FL 33054
Responses must be received by 3:00PM EST on December 1 st , 2006. Proposals may be
hand delivered. Include in the PRINTED proposal all documents in electronic form on
CD/ROM.
ELECTRONIC proposal: One copy of the electronic version of your RFP response and
pricing proposal shall be delivered via email to rudy@stu.edu, no later than December 1 st ,
2006 3:00PM EST.
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NOTE: Electronic copies of the proposals MUST be submitted in Adobe PDF version 6.0
format or Microsoft Word 2003 or later. Electronic copies of tabular/spreadsheet
information MUST be submitted in Adobe PDF version 6.0 format or Microsoft Excel 2003
or later. No proposal submissions will be accepted after the above date. Failure to follow all
proposal preparation instructions will be cause to return the proposal unevaluated.
1.6 Prime Contractor Relationship
STU intends to contract only with a single vendor who will be known as the Prime
Contractor. The vendor selected must be solely responsible for contractual performance.
Subcontracting assignments are allowed under this contract, but STU reserves the right to
approve any subcontracting relationship.
In the event of a subcontracting arrangement, the prime contractor assumes all responsibility
for delivery, installation, maintenance, and support, including documentation that is supplied
by the subcontractor.
Joint sharing of performance obligations will not be considered.
1.7 Vendor Conferences
A formal vendor conference will not be held.
1.8 Prices, Terms and Payments
Final prices, terms, payments and acceptance criteria will be included in the final contract.
1.9 Delivery
Delivery schedule will be included in the final contract.
1.10 Service and Warranty
Service and warranty information will be included in the final contract.
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1.11 Cost of Preparation
All expenses incurred in the preparation of this RFP response or subsequent sales activities
are entirely the responsibility of the respondent. Following selection of the final vendor(s),
STU will engage in contract discussion with said finalist(s) which will include defining the
exact scope of the first phase of implementation to be delivered by the vendor(s). The costs
and expenses incurred by the vendor(s) for contract negotiations and scope definition will be
borne by the respondent.
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Section 2: Document Management and Imaging (DMI) system
2.1 Functionality
STU requires a DMI solution that provides functionality for document image capture,
indexing, storage, retrieval, display and distribution via print, fax or e-mail. The solution
must include integrated workflow software that provides easily implemented automation of
document-centric work processes.
2.2 Rapid Integration
STU requires a DMI solution that can simplify integration with any business application,
including DATATEL, and which leverages technology versus programming labor to achieve
integration. The integration approaches must be non-intrusive, requiring little or no
modification to existing application systems or databases. Vendors must prove their ability
to configure (vs. program) the proposed DMI solution to integrate with our business
applications, mainly with DATATEL.
2.3 Functional Checklist
Vendor is required to respond to each of the following required features.
Use the “Supporting Information” section following each requirement to elaborate on the
DMI solutions’ ability to meet or exceed the stated requirement. Limit narrative to a
maximum of one page per item. References to additional supporting materials alone will be
considered non-responsive. Sufficient information should be included in response to each
requirement as to provide a clear understanding of Vendor’s compliance in each case.
“Out of the Box” defines functionality that is: a) included in the base product being offered;
and, b) performs the requested functionality with only minor configuring (no
coding/scripting) as soon as installation is complete. Optional components, such as an e-mail
module for example, should be so identified and included in the solution pricing.
“Via Configuration” defines functionality that can be accomplished without programming
(no coding/scripting) as an ongoing capability (for example, creating new user groups as
needed using a point-and-click interface). This may involve optional components.
“Via Customization” defines functionality which requires coding or scripting. This may
involve optional components.
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Functionality Type Document Scanning and Quality Assurance
Description
1. Create TIFF images using CCITT Group 4 compression (industry standard) from
scanned paper
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Batch scanning in high-volume production environment
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
3. Distribute scanning functionality to multiple locations via internet (or other TCP/IP
route)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Scan batches locally and upload batches to server at a time the user specifies
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
5. Scan batches locally and upload batches to server in the background automatically,
based on network traffic
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Scan batches directly to the server
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 7. Scan-time indexing via bar code
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Scan-time indexing via patch code
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 9. Scan-time automated indexing via integration
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Scan-time manual indexing available
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 11. Distributed batch-level indexing
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 12. Distributed page-level indexing
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 13. Automatic indexing via OCR
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 14. Scanning directly to workflow
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 15. Workflow routing for objects that are only partially indexed
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
16. Configurable saved scanning settings, such as resolution, page size, orientation,
brightness and threshold detection
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 17. Save and re-use scanning settings
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 18. Users can manually apply saved scanning settings
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 19. Supports scanners ranging from low speed (5 ppm) to high speed (200 ppm plus)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 20. Supports duplex scanning
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 21. Delete blank pages
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 22. Deskew and despeckle image enhancement
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 23. Configure index assignments via user prompt prior to scanning
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
24. Distribute quality assurance confirmation (QA) of scanned batches, allocating QA
work to locations/resources outside of the scanning facility
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 25. Perform QA on images at scan time
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type Object Indexing
Description 1. Link documents directly to records in existing business software without keying
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Use a single keystroke to index multiple fields—shortcut for link page button
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Single-click to re-index documents against host records or via manual keying
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Choose pre-defined index values via pick list/drop-down menu
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
5. Index multiple images as a group without re-keying index data (a single index set
can be applied to a group of images)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
6. Index with non-dynamic data, such as serial number, date/time, unique ID and freeform
user entry
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description
7. Index large batches of scanned documents automatically by retrieving additional
index values from another database
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Validate index values against a database or rules-based script
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 9. Validate index values against the host application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Index acquisition via bar code without purchase of OCR product
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 11. Index based on text values extracted via OCR product
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 12. Advanced forms/OCR/ICR processing available
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 13. Document objects can be indexed “same as last document”
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type Electronic Capture and Object Support
Description
1. Capture a variety of objects—paper forms, photos, IDs, faxes, e-mails and more—
into a single, electronic repository
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Support compound objects (page 1 = TIFF, page 2 = Word doc, page 3 = other, etc.)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Co-mingle, store, retrieve, and link electronic objects without additional software
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
4. Import and display a wide range of object types, including Word, Excel, PDF, JPEG,
HTML and XML
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Objects types stored in original format
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Supports client-side and server-side batch import and single-object import
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 7. Fax capture: Automatically import high-volume fax objects
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. E-mail capture: Automatically import high-volume e-mail and attachment objects
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
9. Virtual printing: Users can “virtually print to TIFF” individual documents, such as e-
mails, Word files, enterprise reports, etc., to add them to the imaging system
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Virtual printing: Print large jobs to TIFF on a schedule from the server
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 11. Importing: Un-bundle multi-page TIFFs on import
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 12. Importing: Desktop clients can import files ad-hoc into the imaging system
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description
13. Importing: Automatically import files in bulk and send them directly into the
imaging system’s workflow environment
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 14. Support output, including full-text meta at OAI (Open Archive Initiative) compliancy
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 15. Support output to other OAI systems (Example: Endeavor, OCLC digital system)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
16. Generate metadata from original sources using national and international standards
(MODS, Dublin Core, MARC 21)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Functionality Type Electronic Forms Capture
Description
1. Provide a means to collect data from electronic forms using advanced OCR
functionality.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
2. Distinguish between document types (i.e., invoices versus transcripts) and within
document types (i.e., Company A invoice versus Company B invoice).
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description
3. Automatically index forms based on extracted data.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
4. Extract line-item data from forms.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
5. Verification: Provide group digit verification.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
6. Verification: Provide content verification of text field contents.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
7. Forms design: Allow for creation of templates for forms and/or layouts for semistructured
documents.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type COLD/Computer Output Management
Description
1. Accept basic and advanced print streams in ASCII, TXT, IBM AFP, Xerox
Metacode, PostScript and HP PCL formats
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Monitor a different directory for each type of print stream
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Convert advanced print streams into searchable, non-proprietary PDF files
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
4. Provide user access to select, formatted pages related to records in the business
application, such as a single invoice from a large print stream
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Define a different set of graphical form overlays for each type of print stream
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type User Interface/Viewer
Description
1. Retrieve objects (images/documents) from anywhere via WAN, LAN, VPN or
intranet, or via the Internet (any TCP/IP route)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
2. Retrieve documents directly from the business application based on the user’s
context, without requiring programming changes to the application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Display documents side-by-side with records displayed in the business application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Single-page viewing
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
5. Multi-page (MDI) viewing—display two or more pages simultaneously on the user’s
screen
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. View more than one document simultaneously—compare documents side-by-side
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description
7. Manual zooming—Zoom via “lasso” (right-click mouse and drag over desired
section to zoom)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Panning—Adjust zoom position on an image via “grab and drag” within viewer
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
9. Automated zooming—viewer can auto-position on data needed in high-volume
situations.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Multiple zoom regions can be saved as reference
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 11. Create document notes such as keywords, sticky notes and other forms of annotation
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 12. Rotate documents and save rotated views
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 13. Invert images (reverse black and white)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 14. Reorder pages within a single document
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 15. Re-index, move, copy, and delete pages within a single document
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 16. Copy and move pages from one document to another
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
17. Interface with MAPI e-mail clients for ad hoc routing of multiple pages or images
via e-mail (outside of the imaging system’s workflow)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 18. E-mail multi-page TIFFs and allow renaming of file attachment
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 19. Jump to a specific page within a document
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 20. Automatically “feed” users the next item to process
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description
21. Performance: Consistent browsing and retrieval performance regardless of document
load
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 22. Performance: Consistent browsing and retrieval performance regardless of user load
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type Retrieval and Search
Description 1. Provide integrated document retrieval directly from business application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
2. Single-click access to documents from any customer/employee/vendor/ student
record displayed (without keying any index data)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Manual image/object retrieval via simple index search
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Partial index value search
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Tree control for browsing search results or exploring the document repository
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Sort documents using multi-level document indexes—ascending, descending, etc.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description
7. Build complex, multi-field queries using conditions such as AND, OR, LIKE, range,
exact match and wildcards
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
8. Save, load and execute queries from either the client or the server. For each saved
query, system lets users configure the way data is sorted upon return. Saved queries
Description
can prompt users for a value to use when executing the query. Saved queries can
extract values from the business application record displayed onscreen for integrated
searches.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
9. Full-text search the content of scanned images and more than 200 document formats,
including Word, Excel, PDF, WordPerfect, HTML and XML. Full-text query
Description
options include: wildcard searches, fuzzy searches, sounds-like and phonetic
searches, stemming and synonym expansion, proximity searches, relevance ranking,
and query-by-example. Automatically highlights search terms found in the
document.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
10. Build and execute searches for enterprise/COLD reports. Display the page that was
requested first, allowing you to navigate to other pages in the logical report.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type Annotations
Description 1. Customizable user options for annotations
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Support for attaching OLE objects
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Add, resize or delete (with security permission) annotations
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
4. Add sticky notes - should record the date and time and the user's ID. Users can
Description
append additional notes to existing sticky note annotations by double-clicking a
sticky note that appears on a document.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Add text comments
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Highlight portions of a page
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 7. Apply red lines
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Apply arrows
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 9. Apply hollow masks without altering original image
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Apply solid masks
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 11. Customize stamps
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 12. Audit trail for annotation creator (i.e., notes who created and date/time)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 13. Ability to give specified users annotation create/delete abilities
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type Printing
Description 1. Print to any print device – as a standard desktop/network printing service
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Print with or without annotations
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Fax with or without annotations
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Print single selected pages within a multi-page doc
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Print multiple pages
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Print just the viewable area
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description 7. Option to print index values at top of each document page
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Prevent document printing
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Functionality Type Workflow
Description 1. Workflow configuration administration without programming
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Drag and drop graphical workflow design tool
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
3. Assign users to queues, assign rights to documents within queues and develop
document routing without writing any software code
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Use workflow standalone, without integration into the business application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Workflow deployment optional?
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Workflow module integrated into standard, out-of-the-box offering
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 32 of 63

Description
7. Automate workflow routing based on index, time and day, user, watermark and
more, with scripting.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Controllable user access to workflow – rights to queues, routing rules and more
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
9. Automated watermark alarm triggers based on number of documents/objects in
queue
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Time-based alarm triggers (based on duration of document in queue)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
11. Alarm triggers prompt alarms (e-mail, visual, audible and pager) when documents
are received or alarm conditions met
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
12. Electronic object routing in addition to scanned paper (e-mail, fax, PDFs, Office
documents and more)
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
10/16/2006 33 of 63

13. Capture of user actions and document flow—including the queues the item has been
Description
in, every time it was touched by a user, the action taken and additional relevant data
captured for reporting
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
14. Automatically route documents based on any data element in the imaging database
or external RDBMS or ISAM data structure
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 34 of 63

Functionality Type Integration
Description 1. Options for both programmatic and non-programmatic integration
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Direct integration with any core business system without programming
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
3. Extended integration functionality allows placement of imaging application icon in
Description
screens of our current business applications to prompt calls to the imaging system.
Use of scripting for advanced integration options such as lookup value, set value, or
open record in an external application.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
4. Non-programmatic integration with a character cell application delivered via a
terminal emulator
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Non-programmatic integration with a graphical, Windows-based application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Non-programmatic integration with a browser-delivered application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 35 of 63

Description 7. Prior history of integration with DATATEL solutions
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Prior history of integration with home-grown, custom applications
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
9. Ability to demonstrate your integration capabilities during the sales process by
performing an actual integration demonstration?
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Optional integration via Web services
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 36 of 63

Functionality Type Interoperability
Description
1. Web services-based data exchange with external applications over firewall-friendly
HTTP or HTTPS
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
2. Place documents in workflow process from any location, using any Windows-based
business application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Develop interactive applications using standards such as SOAP, XML and WSDL
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
4. Allow development of interactive applications based on Web Services
Description
Interoperability (WS-I) standards, maximizing options for development
environments and platforms
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
5. Asynchronous messaging option to reduce complexity of real-world integration
projects
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 37 of 63

Functionality Type System Administration
Description 1. Graphical administrator interface on Windows servers
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Configure all server parameters in one place
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Option for automatic distribution of capture and device profiles
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Instant message all users or just users in a particular workflow application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Automatically log off users
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Disable user accounts without deleting them
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 38 of 63

Description 7. Give multiple users permission to a workflow queue in one step
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 8. Add multiple users to a group in one step
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
9. View real-time interaction between logged-on clients and the server for real-time
auditing and troubleshooting
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 10. Monitor specific clients for auditing purposes
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
11. View all databases tables directly from the console logically, along with their
properties
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 12. View server log files from the administrative GUI
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
13. Graphical wizard for repository setup (mirroring, spanning, set creation, tree
creation, tree priority)
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
10/16/2006 39 of 63

Description 14. Add new users in bulk from the local machine
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 15. Add new users in bulk from the Windows domain
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 16. Add new users in bulk from an LDAP server
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 17. Add new users in bulk from a text file
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 18. No administrative database effort required on native database platform
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 40 of 63

Functionality Type Server
Description 1. Windows NT/2000/2003 compatible
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
2. n-Tier, client/server design with a 32-bit server application that supports centralizing
Description
or distributing processes via any combination of Microsoft or UNIX server
platforms.
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Integrates with domain security for user ID and password validation
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Does NOT require drive mapping from client for storage of objects
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Does NOT require drive mapping from client for retrieval of objects
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 6. Stores data objects in a non-proprietary format
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
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Description
7. Stores general binary data object such as word processing file, spreadsheet and
digital images in original formats
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
8. Server-side tools support calls to host-based systems for data validation, retrieval or
update, to support advanced functionality, COM, scripting, command-line tools
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 9. Support for different long-term storage options, e.g. RAID and magneto/optical
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
10. Support for non-proprietary near-line or offline storage (hierarchical storage
management)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 11. All metadata structures available via ODBC
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 12. Database deployment options include MS SQL database
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
10/16/2006 42 of 63

Functionality Type Client
Description 1. 32-bit application
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Both thick and thin client options
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. All client viewer options can be deployed locally or remotely
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
4. Supports retrieval from anywhere via WAN, LAN, VPN or intranet, or via the
Internet (any TCP/IP route)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Supports workstations running on Windows XP Professional
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
10/16/2006 43 of 63

Functionality Type Scanner
Description 1. Supports centralized scanning operations (back office)
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 2. Supports de-centralized scanning operations (remote locations)
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 3. Receive faxes directly into system as TIFFs
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 4. Compatible with multiple scanner models by all major manufacturers
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Functionality Type Reporting
Description 1. Supports pre-developed reports, custom reports and run-time report viewer
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
2. Allow user-defined reports via Crystal Reports or other ODBC-compliant reporting
tools
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
10/16/2006 44 of 63

Functionality Type System Auditing
1. Configure multiple audit templates, via a GUI, to log imaging system functions
Description
(such as who viewed, deleted, or re-indexed an object, where the user connected
from, when the user performed the action, and their session information)
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Unlimited audit templates
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. Designate specific users and groups to each audit template
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Export audit files as text or XML
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Functionality Type Access
Description 1. Retrieve documents from anywhere via TCP/IP
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 2. Retrieve documents via Internet Explorer
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
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Description 3. Encrypted communication between client and server
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Functionality Type Storage
Description
1. Store scanned data objects in industry standard file formats with no proprietary
information that would preclude access from third-party tools
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
2. Freedom from proprietary data storage methods that would preclude access from
third-party tools
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 3. System supports 200 or more file types
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 4. Supports multiple storage devices including hard drive, RAID, NAS, SAN or optical
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description 5. Supports the use of a Hierarchical Storage Management (HSM) solution
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
10/16/2006 46 of 63

Description
6. Support for multiple object stores—Create separate object storage structures that can
be subdivided by virtually any logical construct
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
Description
7. Support for spanning object stores—Represent several physical drives as one logical
drive, allowing a single designated storage area to be much larger
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
8. Support for mirroring object stores—Distribute duplicate object storage structures to
multiple sites
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
9. Support for data set management—Move, copy and delete object store structures
based on business rules
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
10/16/2006 47 of 63

Functionality Type Security
Description 1. Encrypts data between viewer and server
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 2. Supports 128-bit Triple DES encryption
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 3. Access control via user ID and passwords
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 4. Access control via document group and logical filing hierarchy
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 5. Access control via deferral to host application security
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
6. Access control via workflow queue—Option to allow users access to only those
documents currently residing in workflow queues to which they have permission
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
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Description 7. User validation against network domain
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 8. Single-login process for Windows operating systems
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 9. Administrator-configurable, time-based automatic user log-off
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 10. HIPAA and FERPA support for electronic data security guidelines
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
11. Supports privilege-based security for individual users, such as the ability to delete,
copy, move, print, fax, link, scan, search or view documents
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 12. Audit tracking, supervisory and management reporting capabilities
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description 13. Support for local domain, network domain, LDAP and SQL Server authentication
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
10/16/2006 49 of 63

Functionality Type Miscellaneous
Description
1. Produce simultaneous archival level film and digital surrogates from print or
older microforms
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
2. Support transfer from film (microform, microfilm, etc.) to digital
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
3. Support OCR and meta-services processing capabilities from existing digital sets
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Description
4. Support scanning and processing of existing blueprints
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
Functionality Type Customer Support
Description 1. Support portal Web site with 24 x 7 availability
Feature supported Out of the Box Via Configuration Via Customization Not Available
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Supporting Information
2. Support portal Web site providing the ability to:
Interact with vendor’s support via chat and screen sharing
Download software
Search product documentation
Description
Search FAQs
Search technical knowledgebase
Review training course schedules
Review course outlines and exercise guides
Participate in the imaging system User Community forum
Feature supported Out of the Box Via Configuration Via Customization Not Available
Check only one
Supporting Information
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Section 3: Document Conversion Services
3.1 Gap Analysis
As part of the project, the successful vendor will be expected to conduct a review of the current
environment to provide a high-level gap analysis and refined implementation plan. Based on a
review of the gap analysis and refined implementation plan, STU reserves the right to cancel the
contract.
The successful vendor will also be expected to design and implement an STU model
demonstrating key features and system functionality in the STU environment. Based on the
delivered model, STU reserves the right to stop the implementation and cancel the contract.
3.2 General Requirements
The following general requirements apply to all aspects of the document conversion services:
1. The document scanning and implementation of the DMI solution may be done in parallel.
2. “Sticky notes” will be placed on a blank page and scanned following the page to which they
were attached. Vendor suggestions on handling “sticky notes” are welcome.
3. Duplicate and triplicate carbon copies will be discarded; use the most readable copy for
source document.
4. Back pages that contain standard text will be duplex imaged.
5. Pin-feed continuous paper forms may be burst, manually removing the side edges before
scanning. Continuous form documents will be scanned as a single, multi-page document.
6. Output will be standard CCITT Group 4 TIFF6 unless testing determines the need for color.
7. If needed, vendor and STU will agree on the optimal method of transferring digital files to
STU.
8. If needed, digital files will be transferred to STU on an agreed upon schedule.
9. If needed, Vendor will store a copy of conversion output until notified by the STU the batch
has been successfully uploaded into the DMI and has passed all quality assurance tests.
10. Vendor will sign privacy FERPA and HIPAA compliance documents. ALL STUDENT
AND PERSONNEL INFORMATION IS CONFIDENTIAL.
11. If needed, Vendor will provide at least one workstation at the conversion facility for a STU
representative to process indexing exceptions, perform queries, and perform quality verification.
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The STU representative will have access to perform verifications unannounced. The scanning
facility must be within a 50 mile radius of the STU campus.
12. All physical document boxes will be kept in a locked, alarmed, secure location when not
being physically prepared for scanning and in the scanning process. Scanned documents will
also be kept in secure storage until destroyed.
13. All documents will be maintained in a secure storage location when there is no activity on
the STU project.
14. Vendor will hold all files for destruction except historical documents as defined by STU as
part of the final scope of work.
15. Upon written authorization by the STU, the vendor will destroy, or have destroyed, all
records. The destruction will require authentication and certification; the particulars will be
agreed upon as part of the final scope of work. Any third party vendors must be approved by
STU.
16. All document prep work will be done by the vendor. Tracking DB will be maintained by the
vendor for all conversion activities
17. Capture of File Number must be 100% accurate
18. STU will provide a data file containing all existing file numbers which the vendor will use
for validation of data entry.
19. STU data file will contain additional index values which will be added to the data set used
by the vendor-provided hosted imaging solution.
20. If duplicate file numbers are found, the following process will take place:
a) Email STU contact person with File Number, SS numbers (one from each file), last
names and first names from both files.
b) STU will research and return appropriate action. Alternative: return both files to STU
for renumbering
c) STU is open to using bar-code cover sheets as a means of insuring 100% file number
capture.
21. Three scenarios are possible for defining a “document”:
a) The master staple will define a “document” – that is, if multiple documents (each
document having its own staple) are stapled together, the document set will be
considered one document.
b) The entire file will be one document.
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c) Each page will be its own document except a duplex document which will be
converted as a two page TIFF document.
22. Each document will be scanned using only one document type; the name to be established as
part of the final scope of work. Vendors may suggest ways of uniquely identifying documents
by type; however, you must supply the associated cost separately.
23. Vendor will describe the process for scanning bound material that can be unbound for sheetfed
scanning
24. Vendor will describe the process for scanning bound material that can NOT be unbound.
3.3 General Questions
The following general questions apply to all aspects of the document conversion services:
1. Vendor will describe the security processes in place to protect information both the source
documents and their digital equivalent electronic files.
2. Vendor will describe the method of packaging files by the STU (boxes, carts, etc.) that will
optimize handling.
3. Vendor will provide a thorough narrative and flowchart of their proposed conversion process.
This documentation will clearly indicate all handoffs of source documents and electronic files.
4. Vendor will describe the secure means of transferring source documents between the STU
and the conversion facility.
5. Vendor will describe their method of assuring that all source documents have been received,
converted, output and the digital files and indices returned to the STU.
6. Vendor will describe their method of insuring that key index values are captured with 100%
accuracy (file number, social security number, etc.). STU retains responsibility for index
accuracy of any database provided to the vendor.
7. Vendor will describe their method of insuring that the conversion processes will achieve
100% image clarity.
8. Vendor will describe any documentation required from STU as part of the source document
transfer.
9. Vendor will describe the testing and ramp-up process.
10. Vendor will describe the process to provide timely status/problem reports and resolve
operating problems/backlogs.
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11. Vendor will describe their preferred image file and conversion output transfer logistics.
Describe the mechanism of insuring all data has been transferred. Assume the vendor will host
the images until the STU document management system is ready to receive images and indices.
12. Vendor will describe their exception procedure for providing source files or documents in
the Vendor’s possession to STU prior to their being available in the hosted archive. Describe
alternative methods and timelines for delivery.
13. Vendor will describe the recommended approach for the STU to insure quality of conversion
output.
14. The vendor may recommend alternative methods of insuring quality control.
15. Vendor will maintain the hierarchical relationship of box #, file #, # of pages in the file and
# of images (e.g. both page and image count) to support post-conversion QC and payment
reconciliation.
16. Vendor will describe the process for managing indexing exceptions not specifically
discussed.
17. Vendor will describe the STU’s conversion support resources needed during the project’s
key phases.
18. Vendor will recommend, in conjunction with the quality control process you described
above, a timeline for destruction of source documents. Justify this timeline.
19.. Vendor will describe their system for providing temporary hosted access to images (Hosted
Archive) by the STU during the span of time from initiation of the conversion to the availability
of the STU document management system to receive the converted images and indices.
20. Provide references for 2 conversion projects that are similar in size, scope and complexity
you have performed in the last 2 years. Include the following information:
20.1 Organization Name
20.2 Client Project manager information
20.2.1 Name
20.2.2 Title
20.2.3 Phone number
20.2.4 Email address
20.3 Dates of service
20.4 Synopsis of services performed
21. Describe whether the conversion processes were new/unique and could apply to
streamline/reduce the STU’s backfile conversion project’s cost and elapsed time.
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22. Provide list of ALL schools of higher education for which the company has performed
conversion work in the past 3 years.
22.1 Organization Name
22.2 Dates of service
22.3 Types of records converted
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3.4 Demonstration Scenarios
Following the review of written proposals, STU may invite the Vendor to provide a scenario
demonstration of their DMI system. The focus of the demonstration is limited to system
functionality and capability. STU is expecting each Vendor to provide a demonstration of a
DMI solution that integrates with our DATATEL system. This expectation means that a Vendor
should make reasonable judgments about the level of detail to include.
The Vendor will be asked to follow STU defined scenarios for image scanning, processing and
retrieval. STU will provide documents for scanning. The set of documents for the
demonstrations will be made available to the Vendor when the demonstration is scheduled.
These scenarios begin at the point of processing the document.
However, the Vendor may choose to scan other documents during the demonstration at their
discretion. After the completion of the STU defined scenarios, the Vendor may include any
additional demonstrations as desired. Finally, the Vendor is expected to allow time for a
question and answer session.
Each demonstration will be limited to two hours. It is therefore important that the Vendor
follows the demonstration format and requirements that are included in this document. The
Vendor is expected to manage their time carefully. STU expects the Vendor to complete their
demonstration during the two hours allotted. A large conference room will be available for
demonstrations and STU will provide all support needed to set up chairs and tables. STU will
also provide a projection screen and connection to the Internet and telephone. The Vendor is
expected to bring all other equipment needed for demonstrations. An hour will be allotted for
setup prior to the demonstration.
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3.5. Document types for demonstration scenarios
The following document types have been identified for the demonstration sessions. They are
grouped by office and their respective number of pages are shown as an estimate only.
Table 3.5 Document Conversion Services
Office Document Type Number of Pages
Financial Aid Award Worksheet 1
FRAG Application 1
Loan documents 6
Verification Worksheet 1
Dep. Verif. Worksheet 1
Par. Verif. Worksheet 2
Student Tax Returns 3
Parent Taxes Returns 5
Admissions Undergraduate Application for Admissions 2
Transcripts 5
Letter(s) of Recommendation 3
Personal Essay 2
Test Scores (SAT/ACT) 2
Admissions Graduate Application for Admission 2
Transcripts 9
Letter(s) of Recommendation 3
Personal Goals/Statement 2
Resume 2
Test Scores (GRE/GMAT) 2
The average Financial Aid file contains approximately 20 pages per academic year.
Total number of student records: 2200
Total volume: 110,000 (average of 50 pages per student over course of 4 years)
The average Admission Undergraduate record contains 14 pages and the average Admission
Graduate record contains 20 pages.
Number of Admission Undergraduate records: 1600
Number of Admission Graduate records: 900
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Total Volume: 40,400 (22,400 Undergrads + 18,000 Grads)
3.6 Vendor Choice Demonstration
The Vendor to present any material they choose
3.7 Question and Answer Period
The Vendor should include time for a final question and answer period.
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Section 4: Cost Summary
4.1 General
For each Section 2 and Section 3, vendor shall provide pricing information accordingly in the
following summary tables. In addition to using the formatted tables below, vendors can provide
pricing in different formats, cost grouping, and bundle combinations as necessary.
4.2 Document Management and Imaging (DMI) system (Section 2)
Vendor shall provide pricing for all software related components, including server-based
software, client applications, and web-based interfaces. Vendor shall assume that STU already
has the required licenses for MS-SQL Server available.
Table 4.2 Document Management and Imaging (DMI) cost summary
Description Year 1 Year 2 Year 3 Comments
DMI Server Software
(5 concurrent users)
DMI Desktop Client
Software
(5 concurrent users)
DMI Web Interface
(5 concurrent users)
Implementation Cost
Maintenance Cost
Training Costs
Total
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4.3 Document Conversion Services: Gap Analysis (Section 3)
Vendor shall provide a cost summary for completing the Gap Analysis study below. This cost
shall include ALL travel related expenses and material related expenses needed to complete the
gap analysis.
Table 4.3 Gap Analysis Cost Summary
Description Year 1 Year 2 Year 3 Comments
Total Number of hours N/A N/A
Cost per hour N/A N/A
Total
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4.4 Document Conversion Services: Demonstration Scenarios Unit Price Summary
(Section 3)
Vendor shall provide unit price for each of the document types described in the demonstration
scenarios listed in Section 3.5, Table 3.5 of this RFP. Unit price means the total cost to fully
process a single document type. This total cost must include:
1. Document pickup costs from St. Thomas main campus.
2. The cost for boxing of files at the campus. The campus will prepare and designate sets of
documents in volumes agreed upon with the vendor.
3. One-time setup costs
4. Document preparation costs
5. Document conversion costs
6. Document indexing costs
7. Where the Document Type has alternative indexing options, or where the Vendor wishes
to offer alternative indexing options, please provide alternative pricing models.
8. Document and index Quality Assurance costs
9. OCR/ICR/Form processing costs, if appropriate
10. Where number of pages defined in the document type can vary, define the cost per page
that will be charged, if appropriate.
11. Clearly list any and all conditions/situations that could cause the bid price to
increase/decrease.
12. Vendor will provide elapsed process time from the beginning of the conversion to
completion with expected completion and maximum completion times based on the
information provided in Section 3.5.
13. Vendor will provide all packing materials for transfer of files from the campus to the
conversion facility.
14. Vendor will include document destruction costs. You may list these costs separately with
varying timelines from 30 days to 90 days.
15. Indicate if there is a parameter that will drive cost higher (e.g. storage after 30 days
would require external facilities).
16. Itemize any costs not previously mentioned.
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Vendor will provide unit cost by individual document type but may also provide bids for
combined document types (e.g. Admissions, Financial Aid, etc.). It will benefit the vendor to
provide blanket unit pricing combinations.
Table 4.4 Document Conversion Unit Price Summary
Office Document Type Number of
Pages
Unit Price
(per document type)
Financial Aid Award Worksheet 1
FRAG Application 1
Loan documents 6
Verification Worksheet 1
Dep. Verif. Worksheet 1
Par. Verif. Worksheet 2
Student Tax Returns 3
Parent Taxes Returns 5
Admissions Undergraduate
Application for
Admissions
2
Transcripts 5
Letter(s) of
Recommendation
3
Personal Essay 2
Test Scores
(SAT/ACT)
2
Admissions Graduate
Application for
Admission
2
Transcripts 9
Letter(s) of
Recommendation
3
Personal
Goals/Statement
2
Resume 2
Test Scores
(GRE/GMAT)
2
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4.5 Payment for Service
1. Vendor will clearly state how successful performance will be measured so vendor may
be paid for services.
2. Vendor will describe the information that will be provided to the STU (volume of
files/pages/images converted).
3. STU desires a single system for tracking all activity to which both the STU and Vendor
both have access.
4. Vendor will describe payment-for-service terms. Vendor will clearly state when payment
is required following the STU’s acceptance of conversion output batches.
5. Vendor will clearly state what could constitute a payment penalty (e.g., rejected images
and indices).
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