DOCUMENT 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)