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					Enterprise Content Management (ECM) Software
Specifications:
    The required system should comply with the following technical specification:

    General:
     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
     workstations
     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
     years)
     ECM vendor should show evidences that it is adapting the JSR-170
     standard
     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
 the package
 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

User Interface:
   Graphical user interface (standard windows GUI interface)
   Web interface (thin client to be accessed through a standard
   internet browser)
   Total Arabized interface (including user menus, dialogs and on-
   line help)
   The User Interface should be easy to use, with standard Windows
   Navigation procedures (Short cuts, Drop down menus, Drag and
   Drop)


Image Engine:
   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
   ...Etc).
   Software compression/decompression without the need for special
   hardware, compression/decompression to be performed on the
   workstation level.
    Using industry standard image formats (TIFF, GIF, JPEG, BMP
   ...)
   Support for zooming in/out and fit in window (horizontal and
   vertical)
   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
   operators
   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
   Multi-valued attributes
    Capability to change the document type or document index
   without the need of re-scanning/ re-importing the document


Document Model
 System should support defining relations between different
 documents
 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
 predefined rules
 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.

Scalability/Expandability:
 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
 Linux/Windows servers)

Storage Management:
  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.
  
Backup/Restore
  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
 system...).



Security/Users management:
 Offered system should support the definition of users, user groups
 and lists.
 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
         retrieve.
 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

Viewing:
 Ability to provide a single viewer for all documents, through a web
 browser over the intranet, with fast and reliable access by multiple
 concurrent users.
 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
 document
 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.

Manipulation:
 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
 annotations
 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
 ancestor.
 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
 separate files.
 ODMA support enabling integration with desktop applications for
 import/export.

Email:

 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

Integration:

 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
 and JAVA.

Web Support
 The system should provide web support through a dedicated middle
 tier
 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.

				
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posted:2/13/2012
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