Annexure 2
Functional and Technical Requirements
1. The detailed functional specifications for the DMS software is given hereunder. All
the requirements are mandatory. Bidder shall indicate in column 3 the availability of
each requirement as a standard product (S) or customisation (C). The Software
solution offered, however, should have atleast 80% of the requirements as a part of
the standard product. The remaining shall be customized before the completion of
pilot run.
2. All the Functionalities marked as Mandatory should be available in the offered
solution as standard product. In case any of these are not offered as standard
product, the bid may be made non-responsive.
3. Except for the functionalities marked as Mandatory, in case a specific functionality
can be achieved with a work around solution, the same can be indicated. However,
the Bank, at its discretion may accept the same or require the bidder to customise the
software to suit the Bank’s need at no extra cost.
Proposed Availability
Requirements Remarks
Solution (S or C)
A. General
a) Ability to support all web browsers like IE 6.0 Mandatory
and onwards, Firebox, Google Chrome etc
The system shall support multiple databases
such as Oracle, SQL etc.
b) Inter-operability - The systems must Mandatory
seamlessly integrate with Core banking
Application and shall support interface with
other open-standard systems.
c) Scalability should be high. The systems shall Mandatory
be designed for 24x7 operations.
d) Centralised server with single Data Base. Mandatory
e) Version Control and management – The Mandatory
proposed Document Management Systems
shall have versioning features to track and
document revisions made.
f) Maker-Checker Functionality for user Mandatory
creation, Document Upload, work flow etc.
g) The proposed Document Management and
Bulk Scanning solution should have capability
to integrate with the work flow meachanism,
in future.
h) The proposed Document Management Mandatory
Systems shall include the API Kit etc.
i) The proposed Document Management Mandatory
Systems should have its own image viewer
for different image file formats that is required
to ensure smooth operation of the integrated
systems.
j) The proposed systems must be able to
interface with the existing third party systems
and databases.
RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
B. Architecture Considerations
a) The Document management system shall Mandatory
adopt a browser-based approach so that the
solution has the ability to be portable to other
platforms.
b) The system shall support Multi-tier Mandatory
architecture with each tier fully independent
c) Remote Image Server for Bandwidth
Optimization: The solution should support
remote image server architecture wherein
content files are saved at the remote location
and related metadata in the central server for
bandwidth optimization while accessing the
documents. The remote data could be
replicated on manual or scheduled basis as
per the requirement for the Bank.
d) The system shall support Scalable Mandatory
architecture to support clustering at each
layer i.e. Web server, Application server and
Database for Fault Tolerance and Load
Balancing.
e) The system shall support separate Document
server for better management of documents
f) The system shall support distributed
Document Repositories for document upload
and access at local level, which can be
replicated with central repository at
scheduled intervals.
g) The system shall provide XML based API
toolkit for system integration and application
development
h) Support for Web Desktop for Browser based
access on Linux/Windows clients
i) Support for replicating images at remote sites
for faster retrieval
j) The system shall provide Image processing
libraries that support image enhancements,
and other imaging features like compression
and extraction etc.
k) The system shall support unlimited storage Mandatory
capacity by automatic / manual creation of
Volume disks of predefined sizes and disk
labeling.
l) The system shall be Unicode compliant for
supporting different languages and shall also
provide localization kits for localizing the User
Interface in particular language.
m) LDAP authentication and single sign-on
support.
n) Should be based on open standards and
have API support for data import and export
o) Ability to Support ODMA or WebDAV for
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
integration with desktop applications
p) Supports Image Enable framework for image-
enabling business applications.
C. Document Scanning Features
a) The DMS shall support temporarily storing Mandatory
the scanned images locally before uploading
to the central server.
b) Ability to check the quality of the scanned Mandatory
image and make corrections/adjustments to
improve the quality of the scanned image..
c) Ability to support quick scanning and indexing Mandatory
of bulk documents. Scanning through
browser plug-in.
d) Ability to support automatic cropping / Mandatory
masking of whole/any part of the document.
This ability should be user defined and also
document wise.
e) Automatic categorization of scanned images Mandatory
as different documents like application form,
Supporting documents, Field report etc.
f) Facility to scan multiple pages into batches Mandatory
for auto/manual processing
g) Ability to support any scanner available in the mandatory
market.
h) Ability to support large volume scanning (up
to 1,00,000 pages per day)
i) Ability to support automatic segregation of
batch of dockets based on Barcode, Blank
page, Fixed page and auto Form recognition
j) Ability to assign document types (as
application form / age proof / residence proof
etc)
k) Ability to Manual/Automatic Indexing using
Barcode, OCR, MICR, CSV data from other
applications
l) Ability to support standard Image Operations
such as deskew, despeckle, rotate, invert,
zoom-in/ zoom-out, zoom percentage etc.
m) Simplified Export of scanned batches into
DMS with Auto folder/Subfolder creation
document filing and indexing on user defined
fields
n) Ability to generate extensive Reports and
Audit trail like Report on total records
scanned along with associated indexes,
Records exported or not exported to EDMS
etc.
o) Support for writing add-ins for integration with
other systems and facility to insert a menu for
add-on
p) Ability to support automatic indexing from
specified zones like Application id using OCR
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
functionality
q) Easy to use GUI for setting the scanning
properties like indexing parameters,
document and folder nomenclature, zones for
data extraction etc
r) Ability to provide for Compression of scanned
image files in Standard Formats like TIF.
s) Ability to support all the special image
enhancement functionality offered by the
scanner through the driver interface.
t) Ability to support Web based scanning
u) Produces/uses standard TIFF V6 CCITT G4
files without modification. State whether
further compression is possible.
D. Document Acquisition Features
a) Ability to support Bulk Import of image and
electronic documents through an integrated
functionality
b) Ability to support automatic archival of In-
coming Fax as images through an integrated
functionality and shall also automatically
index on required parameters
c) Ability to support Direct upload from
WebDAV, ODMA Compliant applications
d) Ability to support document capture through
Print
E. Handling of Un-scanned
documents
a) Ability to support facility to generate paper
profile for tracking of physical documents,
which are not scanned and shall provide
detailed reports. Ability to provide for the total
number of pages to be scanned in each
template. If a page is missing alert to be
given.
b) Inbuilt facilities to electronically move profiles
and complete user level tracking on the
same.
F. Archival of electronic documents
a) Ability to support categorization of
documents in folders-subfolders etc.
b) Ability to link cross-related documents like
Application form and Field report, Grievance
and reply sent etc.
c) Ability to provide search facility in the same
interface, so that users are able to search the
documents to be linked
d) Ability to support versioning of documents
with facility to write version comments
e) Ability to allow Locking of documents for
editing and importing it back into the system
through check-in/Check-out features
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
G. Document View
a) Ability to support Applet for viewing Image
documents
b) Ability to support for viewing documents in
native application
c) Ability to provide facility of putting text,
graphic and image annotations with features
like highlighting, marking text, underlining,
image stamps etc on document pages
d) Ability to support automatic stamping of
annotations with user name, date and time of
putting annotations. The system shall store
annotations as separate file and at no time,
the original image shall be changed. The
system shall provide facility of taking print
outs with or without annotations
e) Ability to provide for securing annotations for
selective users/selective types of documents
like all loan papers scrutinized by inspectors.
f) Ability to configure bitmap stamps at
corporate level, so that it is available to all
users
g) Ability to facilitate zoom-in/zoom-out, zoom
percentage and Zoom lens to zoom in on a
part of image and other image operations like
Invert, rotate etc.
h) Ability to support for Thumbnails on image
documents and viewing of the same.
i) Ability to support all standard Image
operations such as deskew, despeckle,
rotate, invert, brightness.
j) Ability to support taking print outs with or
without annotations
k) Linking of Documents for cross-referencing
related documents
H. Version Management
a) Version control for tracking document
revisions
b) Image and electronic document versions,
version comments
c) Check-In and Checkout support for
collaborative working on documents
I. Indexing
a) Ability to support automated creation of
document database indexes (e.g. through bar
coding, etc.).
b) Ability to allow users to customize database
and indexing parameters (e.g. users can
create index fields based on customer name,
customer number.
c) Ability to allow documents to be moved from
one folder to another and re-indexed without
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
re-scanning
d) Ability to provide for index processing to be
performed while other stations are actively
searching, viewing, scanning and editing.
e) Ability to provide facility to set particular fields
as mandatory or unique.
f) Ability to support Automatic full text indexing
for Text search
g) Ability to provide for multiple indexes for
different types of documents.
h) Ability to provide for user-defined indexes for
easy search and retrieval of files nd folders.
i) Ability to provide for filing and Indexing of
documents for quick retrieval
j) Ability to provide facility to add keywords with
documents to act as quick reference for the
documents
k) Ability to Support Auto indexing using CSV
(Comma separated values) import from other
applications
J. Search and Retrieval
a) Ability to support searching of text documents
based on user-input character strings,
keywords, etc.
b) Ability to support search queries using
Boolean operators (e.g. AND, OR and NOT,
wildcard) and fuzzy text search.
c) Ability to allow a search of OCR’d Documents
by text string.
d) Ability Upon completion of search,
immediately to display all selected images
and support quick navigation through
documents.
e) Ability to provide for save and publish
common searches for quick access
f) Ability to provide for quick search within a
saved search
g) Ability to provide for use a saved search as a
template for similar searches
h) Ability to provide for view search values for i) k)
j)
custom fields before searching
l) The system shall provide ODMA support for
search and retrieval
m) Ability to provide for rapid search and
retrieval on multiple very large document
repositories (25 million pages or more).
n) Search Criteria should be configurable
o) The system shall support facility to export
results in excel or any other format
K. Documents handling
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
Ability to provide for
1) Web-based interface utilizing web 2.0 or
latest technology
2) Drag and drop interface for move, copy, and
delete
3) Drag and drop multiple documents
4) Context menus provide quick access to
common actions
5) Single document upload (optimized for larger
files)
6) Web-based multi-file upload
7) Multiple file download
8) Detailed document id card shows all Relevant
information
9) Associated content (parent, child, peer,
forms, projects)
10) Create id cards without file attached to
generate doc id
11) Track paper documents
12) Document export utility
13) Unlimited custom fields (document meta-
data)
14) Custom field types (text, date, numeric, and
drop down etc)
15) Record retention rules
16) Role-based security with inheritance
17) Detailed audit history
18) Developer access to all document capabilities
19) Send documents as links or attachments
20) Email dynamic links to documents (latest
rev returned)
21) Email subscriptions to notify you of changes
22) Document states: draft, pending approval,
released
23) Pre-defined workflow processes and ad-hoc
routing
24) Ability to modify document identifiers if
needed
25) Facilitate and track comment threads
L. Security
a) The Document management system shall
support definition of Users, Groups and Roles
relation in the system
b) The system shall support access permissions
on Folders, documents and object level
c) The system shall support multiple levels of
access rights (Delete/ Edit/ View/ Print/ Copy
or Download)
d) The system shall support system privileges
like Create/Delete Users, Define indexes etc.
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Proposed Availability
Requirements Remarks
Solution (S or C)
e) The system shall support secure login id and
passwords for each user and passwords shall
be stored in encrypted format in database
f) The system shall support extensive password
validations like passwords must be of
minimum 8 characters, shall be
alphanumeric, locking of user-id after three
un-successful attempts, password expiry,
password history so that passwords are not
same as previous passwords etc.
g) The system shall support Disaster recovery
by replicating the data at remote locations
h) The system shall support provide support for
HTTP/SSL for secured data transfer
i) The system shall provide LDAP support for
integrating with directory services and shall
support single sign on
j) The system shall support Extensive Audit-
trails at document, Folder and for highest
levels for each action done by particular user
with user name, date and time
M. Easy Web Administration
a) The system shall support web-based
administration module for the complete
management of system.
b) The Admin module shall support
Users/Groups/Role definition and granting
Access Rights to them and set password
expiries
c) The Admin module shall provide easy to use
interface for Index structure definition, that
can be used by different users
d) The Admin module shall provide interface for
purging old audit trail and do selective
logging i.e. select the system or application
features for, which the audit trails have to be
generated.
e) The Admin module shall provide facility to
take complete and incremental backups and
shall be able to integrate with third party
backup solutions.
f) Diagnostics monitoring activities of different
components. E.g. Logs consolidation and
capturing, missing indexes, audit log size etc.
g) Batch mode support for administrative
operations e.g. change ownership, user
deletion
N. Image Editing Features
a) The Document management system shall
support Image Editing operations such as
page insertion, deletion merge/split pages,
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
etc.
O. Document Delivery and
Distribution
The Document management system shall
support multiple document delivery
methodologies i.e.:
a) The system shall allow users to download
documents through HTTP depending upon
the access rights
b) The system shall support for Print/Mail/Fax of
documents
c) Easy to print by page or by document object.
d) Supports remote print/fax services
e) Supports common SMTP-based mail
systems.
P. Reports and Audit Trails Features
a) The Document management system shall
support extensive Reports and audit trails
b) The system shall support Extensive Audit-
trails at user, Folder and Cabinet levels
c) The system shall provide facility to generate
Audit trails on separate actions, and between
specific date/times
Q. Adaptive Workflow
a) Adaptive Workflow for routing and tracking of
documents, messages and Forms
b) Create Ad-hoc or predefined routes for
automatic document routing on sequential /
parallel routes.
c) Route Work-items to users inboxes for their
action i.e. task assignment for each user
d) Facility of attaching documents and folders in
work items
e) Facility to act upon, forward, return or
complete Work-items
f) Support for referring Work-items to other
users outside the pre-defined route
g) Time –based/ Event -based reminders
h) Provision of putting shared and secured
notes for collaborative working on Work items
i) Facility of associating a note-sheet with the
file enabling users to comment and review.
R. Scalability and Multi-site Mandatory
Deployments
a) One or more Transaction Servers should be
able to connect to a Database Server.
Provide details of number of servers needed
and their configuration
b) Same Transaction Server can connect to one
or more database servers.
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
Software/Middleware/Application details to be
provided
c) Transaction server uses thin Client JDBC
drivers for better performance. Provide
Minimum bandwidth requirement and
connectivity details.
d) Solution should support deployment of
clustered database solution.
e) Built using stored procedures for high
performance. Minimum image size
transferred and their response time.
f) Multi-server deployment for scalability, load
balancing and fault-tolerance.
g) Supports page-wise data fetching of multi-
page images for better bandwidth utilization
h) Supports pre-fetching of remote Images, for
fast retrieval at local sites.
i) The solution shall support the high volume of
transactions and documents through such
features as server replication and clustering
or equivalent. Peak transaction load to be
given
j) Supports deployment of multiple web servers,
which can seamlessly connect to the same or
multiple transaction servers.
k) Supports deployment of local web-servers
across locations, which connects to central
Application Server layer farm.
l) Scalable to handle thousands of users and
billions of documents
m) Support for web-server and Application
Server farms
n) Can be deployed in centralized manner
o) Capability to define various categories of
documents for different units like branches.
Regional offices..
p) Ability to define and adopt the Bank’s
Archival Policy both at the category level and
at individual document level
q) Enable automatic movement of documents to
preserve area of those documents, which
have completed specific archival periods.
r) Ability to scan images offline and upload in
bulk. These images may be bulk upload from
a file/folder
s) Ability to support browser based scanner
t) The movement on WAN should be in an
encrypted form with min 16 bit architecture
encryption.
u) Ability to have digital shredding
v) Ability to define view rights to a document
including those documents which are sent
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
Proposed Availability
Requirements Remarks
Solution (S or C)
through CD, email etc.
w) Branch should be able to define checklist of
Annexure/attachments for a document
x) Ability to check the documents online and
give a report of missing documents with an
overriding facility
y) Automatically crop photo and signature and
create a single file of less than 16 kb and
store in the server in a pre-defined folder with
pre-defined name like Customer ID.
S. User Management
a) Users management (on Server for centralized
application) should be available to
Administrator(s).
b) There should be comprehensive User
management system. The Bank should be
able to create different levels of users with
different powers. There should be templates
for a group of users such as Inspectors,
Regional Office, Regional Inspectorate, and
Head Office. System should facilitate the
creation of different levels of users and
assigning different levels rights. There
should be provision for disabling a user
temporarily or on permanent basis.
c) The access to the software should be based
on user-id and password. The software
should capable to support two-factor
authentication, if the Bank decides to adopt
the same. Should be able to support digital
signature
d) The passwords for software should adopt
strict and complex password policy and
should prompt to change the passwords at
defined intervals. The user should be able
change the password any time.
f) The System should have online help, FAQ,
knowledge base feature for all type of user,
depending upon their level. Suitable training
to users should be provided and details in
this regard have to be furnished in the Bid.
T Record Management System:
The “Records Management module” would be
primarily used for mapping the physical
documents as well soft copies and shall manage
setting retention and disposition rules for these
documents. The Record management module
shall be fully Integrated solution with the
proposed Document Management System
(DMS) module as one solution; and all RMS end
users’ functions shall be accessible directly from
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the DMS interface and shall support following
features:
a) The system shall assign a unique record
identifier to each record, both Electronic
and non-electronic and should store a
record with all its attachments.
b) The system shall identify the media type,
record format and identify the physical
location of all records, so that they can be
traced easily Such identification shall be
based on, inter alia, bar code generation
mechanism.
T1: File Plan for better categorization of
Records
a) The system shall provide the capability
for only authorized individuals to create;
edit, and delete file plan components and
their identifiers. Each component
identifier shall be linked to its associated
component and to its higher-level
component identifier(s)
b) The proposed solution shall provide the
capability to reorganize the file plan and
automatically propagate the changes
resulting from the reorganization to the
affected records and record folders.
c) The system shall ensure that identifiers
(e.g., folder identifiers, record category
identifiers) are unique so that ambiguous
assignments, links, or associations
cannot occur
d) The system shall provide Capabilities to
define and attach user-defined business
rules and/or access logic to any metadata
field including user-defined fields should
be restricted to authorized users.
T2: Scheduling of Records
a) The proposed system shall provide the
capability for only authorized individuals
to view, create, edit, and delete
disposition schedule components of
record categories. The complete
schedules would be given as per the
organizational policies
b) The system shall provide the capability
for defining multiple phases (e.g. transfer
to inactive on-site storage, transfer to off-
site storage) within a disposition
schedule.
c) The system shall provide the capability to
automatically calculate the complete life
cycle, including intermediate phases, of
record folders and records not in folders.
d) The system shall support rescheduling
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RFP No: 35/FY2011-12/CO:DIT/NIG/DMS/cs dated 03.09.2011
dispositions of record folders and/or
records (those not in folders) during any
phase of their life cycle if an authorized
individual changes the disposition
instructions.
T3: Retention-Screening Records
a) The proposed system shall provide a
provision for sorting, viewing, saving, and
printing list(s) of record folders and/or
records (regardless of media)
b) The proposed system shall provide
Facility for sorting, viewing, saving, and
printing life-cycle information, eligibility
dates, and events of user-selected record
folders and records.
T4: Cutting Off Record Folders
a) The system shall be capable of
implementing cutoff instructions for
scheduled and unscheduled record
folders. The system should identify record
folders eligible for cutoff, and present
them only to the authorized individual for
cutoff approval.
b) Only authorized individuals shall be able
to add records or make other alterations
to record folders that have been cut off.
c) The system shall also generate detailed
audit trails on actions taken by different
users , stamped with user name , date
and time
T5: Transferring Records
a) The system shall give extensive
functionalities to map transfer of files
between offices with courier details
b) The system shall provide documentation
of transfer activities that can also be
stored as records.
c) The system shall provide complete
Mapping of Owners and borrowers of
records
d) The system shall provide facility to define
borrowing period and automatic alarms to
concerned persons on expiry of
borrowing period
e) The system shall provide facility to send
request to concerned owners or
borrowers for transfer of files
f) The system shall support reminders and
acknowledgements
g) The system shall support extensive
search facility to track status of files
T6: Destroying Records
a) The system shall identify and present the
record folders and records, including
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record metadata, that are eligible for
destruction, as a result of reaching that
phase in their life cycle.
b) The system shall ask for second
confirmation for the delete command,
before the destruction operation is
executed.
c) The system shall delete electronic
records approved for destruction in a
manner such that the records cannot be
physically reconstructed.
d) The system shall restrict the records
destruction commands to authorized
individuals.
Give following details:
1. Compression standards and ratio of document compression.
2. Whether encryption of data is done while transmitting through WAN/Internet. If yes,
the encryption standards adopted.
3. Typical bandwidth requirements for file movement; From a centralized location and
through distributed environment.
U: Digitization of Backlog Documents
As part of scanning services, the bidder shall undertake following tasks:
1. Pre Capture Process
This process envelops all activities that are to be executed before the
scanning is undertaken. This is primarily the receiving of documents from the
store and making them ready for scanning. Some of the major activities are
enumerated below.
a. Batch Preparation
A bunch of few files constitute a batch. The documents received for
scanning are set, bunches of a specified number are made and kept.
Few of the activities under this are
Receive the files.
Clean if they have any dust.
Arrange the files in the batches as defined by the Bank.
Make a list of the files.
Tag sheets in the documents that are not to be scanned
b. Categorization of the Documents
During this process the division of the documents is done on the basis
of the type of document.
c. Batch Dispatch for Scanning
The prepared batch is sent for scanning to the scanning section.
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2. Capture Process
a. Scanning
The scanning operator receives the files.
Open the files and scans the documents.
During the scanning the operator has to quality check image in
terms of number of pages in the batch scanned and the total
images.
b. Indexing
Once the scanning is done, the next step is attaching indexes with the
images of the documents for later retrieval of these documents. The
operator has to enter the data from the index information on the file.
c. Quality Checks
Designated Bank official shall approve the image quality, correctness
of captured images and validity of the indexes associated with the
images.
In case of disapproval, bidder shall rectify the identified errors and re-
submit the scanned images for approval.
d. Filing
Finally when the Images and the Indexes are approved, the data is
uploaded into the DMS system
3. Post Capture Process
After scanning process is over, the documents are put back in the file
in the same order, files are labeled and put in the appropriate boxes
and boxes and labeled and sealed.
4. General
1. Bidder shall deploy the required manpower at the site provided by BANK. Bidder
shall also be responsible for deployment of scanners.
2. Bidder shall bring his own PCs / laptops for undertaking the scanning services.
BANK shall provide regulated power supply and connectivity from scanning site
to central server for uploading data
3. BANK would make available the required infrastructure like workspace in its
premises, necessary furniture, network, and electrical points (uninterrupted
supply) for executing the work order properly. No telephone lines / mobile
phones will be made available.
4. BANK would make available a co-ordinator, to assist Vendor team in day-to-day
activity and to certify the work executed. BANK will arrange inward & outward
movement of the documents from the scanning center along with necessary
documented checks. For this, BANK shall hand over documents with a control
checklist containing the details of the documents. For acceptance of uploaded
data, BANK will appoint a person / persons.
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5. Vendor will run necessary number of shifts (of 8 hours each) and teams for the
completion of the work as per time frames to be mutually agreed. The Vendor
appointed staff should be provided necessary access to the site.
6. BANK would make available all the documents to be scanned as and when
required. so that the scanning schedule can be conducted without interruption and
output loss. Documents should be properly tagged with all necessary data for
indexing.
7. Bidder shall undertake the inspection and verification of the scanned images as
part of its quality process. BANK will sign off the acceptance of delivered data
after completion of quality check and clearance thereof.
Date: Signature of Authorized Official with Seal
16