Enterprise Content Management (ECM) Software
The required system should comply with the following technical specification:
Based on client/server open architecture with server to run on Linux,
UNIX and Windows 2003, clients to run on Windows 98, 2000 or XP
Capture and store any kind of object (Image, Multimedia, Word
Processor, Spread Sheet....etc)
Support for multi-page documents and multi document folders
without limit to the level of indexing
The content management software should be offered with a
supported relational database management system
Native link to database management system
The offered version of the database should be a known relational
database that complies to open standards (Proprietary closed databases
are not accepted)
The offered database should be an enterprise edition, licensed for an
unlimited number of users
Application servers needed to support the system functionality (e.g.
web interface) must be included in the offer, the application server
should be an enterprise wide, widely accepted application server.
Enterprise solution with worldwide references in enterprise
organizations (a reference should be using the system for 3 or more
ECM vendor should show evidences that it is adapting the JSR-170
Fully customizable through programming (C++, JAVA, OLE…etc)
allowing the use of a completely customizable interface and the
integration with other application
System should support document routing and simple workflow
capabilities, routing should be done using containers for each user or
department, containers should be accessed only by authorized users
Documents workflow should be built using a GUI, where the
workflow path and steps are graphically drawn.
Workflow engine should be capable of routing documents or folders
to multiple nodes in parallel.
Workflow system should have the ability to automatically trigger
any step of the process.
Workflow steps can represent calls to external applications and can
be graphically designed within the workflow builder.
System should be ODMA enabled allowing to store and open
electronic documents from and to ODMA applications (MS-Word,
Excel, ….etc) directly
Development toolkit and technical publications to be included with
Using standard TCP/IP network protocol to exchange data and
images between the client and the server, server disk should not be
shared between users for images access for security reasons
Graphical user interface (standard windows GUI interface)
Web interface (thin client to be accessed through a standard
Total Arabized interface (including user menus, dialogs and on-
The User Interface should be easy to use, with standard Windows
Navigation procedures (Short cuts, Drop down menus, Drag and
Support for industry standard scanning drivers (ISIS, TWAIN)
which allows the use of most popular scanners available in the
market (Fujitsu, Canon, Kodak, Bell & Howell, Ricoh, Panasonic
Software compression/decompression without the need for special
hardware, compression/decompression to be performed on the
Using industry standard image formats (TIFF, GIF, JPEG, BMP
Support for zooming in/out and fit in window (horizontal and
Support for opening several images in the same session, horizontal
and vertical tiling of opened images
Indexing and Structured Search:
No limit for number of indices per document type
No limit for number of indices per folder type
No limit for number of document and folder types that can be
defined in the system
Multiple index type (character, integer, date, ...)
Free text index and search for electronic documents (Word, Excel,
PDF, TXT …etc)
Capability to specify minimum and maximum number of characters
to be used with character fields
Support for post indexing phase, i.e. scanning can be done in one
phase storing documents in a temporary place and later or in parallel
indexing is done for the previously scanned documents
Capability to specify range for integer fields
Support of wild card search as well as logical and relational
Support for simple search criteria as well as advanced ones
including logical and Boolean operators
Supports for Arabic and English indexing and search
Support for document versioning
Support for multi-valued attributes
Support for hierarchical attributes (root/child model)
Create search templates and store with the capability to create both
personal and public templates
Capability to change the document type or document index
without the need of re-scanning/ re-importing the document
System should support defining relations between different
Relations can be peer-to-peer, or parent child relationship
System should have an auto-foldering feature, where a document gets
to be inserted automatically in the right folder(s) following some
Auto-foldering feature should be nested, so that documents can be
inserted automatically in the corresponding folders, and these folders
get to be inserted in other folders...etc
In the case where a document is created, and the predefined rule
states that this document should be inserted in a certain folder, if for
any reason this folder is not found on the system, the system should be
able to automatically create this folder and add this document to it.
Documents shouldn't be physically placed inside folders, but rather
should link to the folders containing them, so that if a document must
be kept in more than one folder simultaneously, the system should
never make duplicate copies of this document.
The Data model should be capable of representing every component
of the document as a separate entity (Base Document, Annotations,
Full text index, Note Log) each entity can have it’s own security,
storage space, and version control policy.
Offered system should be available on different operating systems
(Linux, UNIX and Windows) with the capability to upgrade from one
system to another without the need to do changes in stored data or
changes in customized routines/special interface developed.
Support server split into more than one server, index (catalogue)
server and image server, with the capability to add additional image
server at any time while maintaining one central indexing server
(Library like structure).
Support to have catalogue server and image server running on
different platforms (centralized Unix machine and distributed
System should be capable of using different storage media (Hard
Disk including RAID, Optical Library Jukebox, Single Optical
drives, ....) maintaining storage media invisible to the end user
All drivers and storage management components are included with
the package. Support for off line storage, whenever a document is
requested that has been removed to off-line storage, the system
should display a message asking for the correct cartridge/tape
containing the document.
In case documents are stored using low speed devices, system should
provide powerful caching algorithms to allow the automatic
migration and caching of most frequently used documents from low
speed to high-speed storage devices.
A disaster recovery tool should be bundled with the package
providing automatic scheduled backups for the whole system
(database and images) using different Medias (Optical, Tape...)
Incremental backups should be supported as to backup only changes
from last backup
An enterprise disaster recovery tool should be bundled with the
package providing automatic scheduled backups and archive for the
whole system (database, images, workflow and mail systems) using
different Medias (Optical, Tape…).
The ability to handle incremental backups, cumulative backups,
differential backups along with the full backup level
Should use tape backup algorithm(s) that minimize use of the tape
pool media and which do not require periodical full data backups
Support for various backup schemes, including full, database table
spaces, raw device and parallel data
Should offer selective levels of backing up files (from file to block
and byte level)
Should internally - in its operations - use hierarchical management
concept (disk-tape-and/or optical)
Automatic file redundancy checking for duplicate files to prevent
multiple backups of identical files
Recovery (i.e. restore or retrieve or recall) performance should not be
sacrificed at expense of backup performance.
Unassisted User Restore
Point in time restore
Must internally utilize a true relational database
Data Encryption Support between the client and the backup server
Version control allowing for retention of multiple versions of files
Disaster Preparation and planning recovery
The offered backup tool must support the offered hardware
environment (server operating system, server tape drive) in addition to
the offered software environment (database, document management
Offered system should support the definition of users, user groups
For each user two security levels should be define:
O Functions Security: What functions a specific user can perform
(scanning, searching, indexing ….).
O Document Security: Which document type a specific user can
Ability to have different security profiles for the same user based on
the document type he is accessing
Ability to hide part of the indexing information from specific users
Ability to provide a single viewer for all documents, through a web
browser over the intranet, with fast and reliable access by multiple
Manage the viewing of documents in their native formats for thick
client or browser client, without having to launch the application in
which the documents were created, or the ability to launch a native
application, or viewer if desired
Supports the automatic conversion of files from their native file
format to one or more file. formats displayable on a browser
Provide ability to view multiple documents concurrently.
Provide ability to zoom-in/out a portion of a displayed image or
Provide ability to rotate image on screen
Provide ability to navigate between pages with thumbnails
Provide a compound document capability that allows system to break
large image documents in to segments for fast retrieval
Immediate first page display, as soon as it is received at the
workstation for better performance.
Allow for markup tools such as digital stamps with date, highlights,
sticky notes, text, circles, lines, arrows, etc. to annotate the documents.
Allow to create, edit, show, hide, change size and location, and delete
Markup items should be saved separately and can be displayed or
hidden by users when viewing a document.
Support for versioning control; track version histories of documents,
and provide version numbering. Version
Control should be automatically applied each time a new or modified
object is checked into the repository.
Version information should be shown for items.
Annotations should be preserved from version to version.
Ability for versioning to be controlled by document type.
Ability to create a new version of an image if annotations are added
Provide check-in, check-out functionality
System should create multiple versions for multiple checkouts.
New versions should have the ability to inherit the indexing of their
Ability to store documents in folders and sub folders as well as
maintain a specific order of filing for each with no limit to the number
of folder levels.
Ability to use nested folders to manage any type of digital content.
These compound documents should be subject to security controls so
that users with different access levels see different content.
Ability for ODMA support at the desktop.
Ability to export documents to native file system.
Ability to mark exported items to include notes and annotations as
ODMA support enabling integration with desktop applications for
Ability to attach multiple items to a single e-mail.
Deliver selected documents as well as their attributes as attachments
to e-mail, using browser client
Provide open APIs for integration into Line of Business applications
(including JAVA, C++, and OLE).
Use of open standards, including SQL, XML, HTTP, FTP, MPEG-4
The system should provide web support through a dedicated middle
System should support 100% thin clients deployment, in this case the
middle tier should support converting from different content formats
(TIFF, DOC, XLS) to standard web formats (JPG, PNG, TXT)
The middle tier conversion should be performed in real time upon
request of a document from a thin client
Furthermore, the system should also provide for a more rich web
viewing option, in this case an Internet standard technology viewer
can be used to provide a thick client like experience (support for
thumbnails, zooming, rotation, adding and edition annotations...etc)
from a standard web browser.