State of Iowa
Document Management Survey
Fall 2007
The Technology Governance Board is interested in learning more about the
existing and planned systems in state government that include document
management functions. Please help by providing the information requested
below.
Return your responses via email to:
Kevin VandeWall at Kevin.Vandewall@iowa.gov
Responses are due by December 28, 2007.
Document management systems may include the following components:
A document acquisition process such as digital file import or an optical
scanner and OCR system to convert paper documents into an
electronic medium or format;
A data base system to organize stored documents;
A file management system for document storage;
A search mechanism to quickly find specific documents.
Typical functionality may include:
document acquisition such as scanning or digital file import,
indexing,
quality review,
versioning or revision history,
access control,
document retention and disposition.
Do you have, or are you planning, a system that includes document
management, as described above?
___x___ Yes _____ No
If Yes, please provide the following information about the system.
1. Vendor name and System Name.
Digitech Systems. Papervision and Paperflo.
2. Number of Users and License type (per user, per server, etc.).
13 users. 12 licenses for Paperflow Lite, 3 users for Paperflo Pro.
2 users for OCR flo. 1 user for Paperflo barcode.
3. Is the database proprietary or industry standard (SQL, Oracle, etc)?
The database is kept in a Microsoft acces datagroup file so It
would be industry standard.
4. What file formats are supported (jpeg, tiff, etc.)? Please list both view
and native format.
Besides jpeg, tiff , pdf , there are approximately 40 other file
formats supported.
5. Does the system support both forms-based and free-form documents?
Yes
6. Does the system provide web-based document retrieval? If yes, what
browsers are supported?
Yes internet explorer 5 or higher, Netscape 4.7 or higher, Mozilla
1.0 or higher
7. How many files or images are currently stored?
Over a million
8. When did you acquire the system? How long has it been in
production?
It was purchased in 2004 and been in use from day one.
9. What was the approximate initial cost? What are the annual
maintenance costs, if any?
Initial cost of about $21,000 and an annual cost of approx. $4,600.
10. Was the assistance of a 3rd party (vendor or contractor) required to
implement the system?
No
11. Is the system stand-alone or integrated with other systems?
Can be integrated but is being used as stand alone.
12. Is the system “module-ized” (can buy components) or turnkey (all or
none)?
Module-ized
13. Is security (document access) proprietary or Windows based?
Proprietary
14. What features of the system “sold” you? Why did you select this
system?
I did not pick this software it was already here when I arrived.
15. Assuming that another agency decides to use the same document
management software that you currently use, could you “host” their
document management?
We can do just about everything another agency would need to
do to start or maintain a document management system.
Please provide contact information for someone in your organization who is
knowledgeable about the system described above.
Name Scott Darr
Organization Iowa Prison Industries
Address 300 Elm st S.W.
City, State Zip Mitchellville, Iowa 50169
Phone 515-967-7651
E-mail scottd@iastind.state.ia.us