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COMMERCE BUSINESS DAILY ISSUE OF JANUARY 21,1998 PSA#2015DOCUMENT MANAGEMENT SYSTEM The Bureau of Reclamation, Denver Office, is
interested in acquiring information on a commercial off-the-shelf
document management system (DMS) software with some customization. The
United States Bureau of Reclamation (USBR) is an agency within the
Department of the Interior. Administratively based in Denver, Colorado,
the USBR is a water management organization with operations distributed
throughout the western United States. This request for information
(RFI) is focused in the following areas: the DMS requirements are
divided into three categories: Functional, System Management, and
Technical. FUNCTIONAL REQUIREMENTS This section specifies the functions
that the DMS shall perform. The requirements are presented in plain
language to allow maximum flexibility in software evaluation. 1.
Creating Records assign a unique identifier to each record, both
electronic and non-electronic. This should be accomplished
automatically with the capability to override if necessary create and
assign aunique identifier to folders, this should be accomplished
automatically with the capability to override if necessary store a
record with all its attachments in a folder, links to or cross
references to attachments identify media type, record format, and
physical location of all records, both electronic and non-electronic.
(This will be accomplished automatically if the record is created
electronically and will be manually input for non-electronic records.)
accept scanned images and allow for viewing of these images provide
the ability to manage a document template for creating correspondence
including letterhead easy selection of standard forms customizable pull
downs and look-up tables/menus 2. Processing and Approving Records
select a series of users to review a draft document (internal routing)
allow reviewing officials to make notations for author retain the
reviewing officials names and dates of review throughout the life of
the document allow the author to delete the comments upon review and
incorporation. allow authorized individuals final approval and to
electronically sign the document. retain a copy of the document
temporarily as it goes through the electronic review and signature
process. If the document is approved and signed it becomes a record and
is stored as such. allow electronic distribution of electronically
signed documents allow mass change capabilities 3. Classifying and
Assigning Retention provide the capability to create organizational
record categories and files provide for viewing, saving, and printing
a current list of organizational record categories and files. provide
the capability to assign a record classification code to each record.
provide the capability to assign retention instructions to a folder
based upon the classification code assigned to the folder and all
records within the folder. provide the capability for authorized
individuals to add and/or edit indexing fields provide the capability
for authorized individuals to add and/or edit record categories and to
change or suspend retention instructions of record categories provide
for the approved media type that is acceptable to meet record
requirements for transfer to National Archives and Records
Administration (NARA). 4. Indexing Records -- provide customizable
fields to be defined by existing database systems and additional fields
as required. To include but not limited to the following: Record
Identifier Folder Identifier Classification Code Project Number Project
Name Region Feature/Structure Sub-Feature/Structure Creating Individual
Creating Organization Subject Record Date Addressee(s) Record Location
Media Types Record Format Controlled Correspondence with action due
date Vital Records Code Station Number Station Name Litigation Cross
Reference Disposition Cutoff and Action Archival Capabilities Check
in/out procedures Document Status Access Restriction Code Accession
Number Box Number Federal Records Center (FRC) Location Range 5.
Storing Records maintain the integrity of a record as it was received
and stored not change the format of the record. provide
revision/version control never allow modification of the stored record
provide for master inventory that allows access to other regions
(remote locations) and Denver to look for a document provide for
compound document management 6. Screening Records provide viewing,
saving, and printing of record categories for screening based on both
retention instructions and to handle event-driven initiation of
disposition. notify authorized individuals of required disposition
actions based on both record category and retention instructions. 7.
Retrieving Records provide the capability to request records using the
indexes specified in item 4 as retrieval criteria provide for a
query/searching capability with wildcard provide copies of records in
the format in which they are stored. provide for a summary search vs
detail search, with record and page count provide for a document and/or
folder check-in, check-out procedure provide Intranet, Internet access
capabilities with restriction capabilities 8. Copying Records provide
the capability to copy a record or records in a category into a user
work space for viewing, revision (of copy), information, and conversion
of format or medium provide for redaction capabilities or a link to
redaction capabilities 9. Transferring Records identify record
categories based on retention instructions that are eligible for
transfer and present them to the authorized individual for approval
indicate the appropriate transfer media type to the authorized
individual allow the authorized individual to update the index with
transfer approval date, media type, box number, accession number,
Federal Records Center (FRC) and/or NARA location information. allow
only authorized individuals to copy records approved for transfer
produce copies of related indexes of records approved for transfer
place the records approved for transfer into a temporary holding file
for a period of 30 days to ensure that if migration was not successful
that the authorized individual can complete migration again prompt the
authorized individual to allow destruction of records in the temporary
holding file provide a history of documents transferred 10. Destroying
or Deleting Records identify record categories eligible for destruction
using retention instructions and a copy of the related indexes 90 days
prior to destruction date present the records to the authorized
individual 90 days after notification for approval to destroy If an
unauthorized individual attempts to destroy records, the DMS shall
notify the user that they are not authorized to destroy records to
prevent accidental or willful destruction of records. If an individual
authorized to destroy records attempts to destroy records not eligible
for destruction, the DMS shall notify the individual that the records
are not eligible for destruction and not allow destruction. This is a
safeguard to prevent accidental or willful destruction of records. The
DMS shall allow the authorized individual to update the index with the
destruction date. The DMS shall move the records approved for
destruction in a temporary holding file for a period of 30 days before
actual and automatic destruction. The DMS shall notify the authorized
individual of actual destruction. 11. Report Generation/Printing
provide for the ability to generate and print customizable reports and
plots print labels of various sizes. (I.e. Folder labels, slides,
etc.) provide for the creation of an official file plan SYSTEM
MANAGEMENT REQUIREMENTS 1. Restricting Access to Records restrict
access to records by assigning privileges provide the capability for
restricting access to transfer and destroy functions based on user
account identification TECHNICAL REQUIREMENTS 1. ability to convert
existing data (ARMS, EDRS, Photo database) 2. Year 2000 compatibility
3. must run on a minimum of a 80486/66MHz PC with 16 MB RAM 4. must
support LAN running Novell NetWare 3.x or higher 5. if running in a
client-server environment, must interface with the Oracle 7.x or higher
database management system on an HP server, Windows NT server, or
Novell file server 6. imaging solution must contain data compression of
a minimum of 75% 7. must be able to integrate with Bureau Standard
Software (i.e. Lotus for Windows, Excel for Windows, Quattro Pro for
Windows, Word Perfect 6.x or higher, Corel 7.x or higher, GroupWise 4.x
or higher, AutoCAD Versions 12 and higher, Microsoft Word, and
Microsoft Project Manager) 8. must be compatible with Windows 3.x,
Windows for Workgroups, Windows9x and WindowsNT (workstation 4.0) 9.
must provide the capability to run in a distributed database
environment with updates to a central database containing a Bureau-wide
index of documents or drawings Firms having such services are requested
to submit information, i.e. company white pages, via e-mail, describing
their firm's capabilities to: rlewis@do.usbr.gov, no later than January
28, 1998. Responses will be evaluated and a solicitation list
established of those firms determined capable of fulfilling the
Government's requirements. This request for information (RFI) is for
planning purposes only and shall not be construed as a request for
proposal or as an obligation on the part of the Government to acquire
any follow-on acquisitions. The Government does not intend to award a
contract on the basis of this RFI or otherwise pay for the information
solicited. No entitlement to payment of direct or indirect costs or
charges by the Government will arise as a result of submission of
responses to this RFI and Government use of such information. This RFI
does not constitute the solicitation of proposals. No telephone
requests allowed. Responders to this RFI may be requested to provide
additional details/information based on their initial submittals. WEB:
AAMS Current Solicitation Listing, http://www.usbr.gov/aamsden/.
E-MAIL: Ray Lewis, Contracting Officer, rlewis@do.usbr.gov. Loren Data Corp. http://www.ld.com (SYN# 0474 19980121\SP-0005.MSC)
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