Marketing Content Kit for DocuLex Partners

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Marketing Content Kit

for

DocuLex Partners

Only partners with written authorization by DocuLex may use the content

of this document for purposes of collateral material, website marketing

and employee education. Revised May 2012

www.doculex.com

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Archive Studio is easily customizable and fully compatible with Active Directory, plus full integration capabilities with other lines of business applications. Using Archive Studio, organizations can tightly control all valuable information assets by directing the flow of documents from capture and indexing to access and collaboration to policy based destruction. With the flexibility and capabilities of Archive Studio, this stands as one of the highest value content management solutions on the market today.

Description paragraph, what the solution does:

Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow, collaboration, email compliance and records retention.

The DocuLex Archive Studio difference:

The award-winning Archive Studio offers a full range of scalable products, servicing everything from basic content management needs to enterprise-wide document management, workflow and distributed or centralized image capture.

Archive Studio enables users with web based scanning, directly into WebSearch. Every WebSearch user has scan and index abilities without the cost of capture licenses. Archive Studio’s WebSearch document management module provides 100% browser-based capabilities from a single server installation, therefore minimizing IT overhead. Archive Studio is easily customizable and fully compatible with Active Directory, plus the developer – API – provides full integration capabilities with other lines of business applications.

Using Archive Studio, organizations can tightly control all valuable information assets by directing the flow of documents from capture and indexing to discovery, access and collaboration to policy based destruction.

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6 With the flexibility and capabilities of Archive Studio, plus an attractive price point, this stands as one of the highest value content management solutions on the market today. Archive Studio Content Management Software Suite is available as a single server installation or as a Software as a Service (SaaS)/Cloud solution.

Organizations choosing Archive Studio get unlimited access to our industry-acclaimed Technical Support Team, latest version software releases and webinar refresher courses.

Archive Studio features:

Archive Studio provides innovative methods of personalizing capabilities to meet your specific needs, along with virtually limitless scalability and exceptional performance. Productivity enhancing features include:

Document Management – An enormous amount of unstructured content is created and handled daily across any organization and often between multiple geographic locations. Archive Studio products make it easy for knowledge workers, regardless of location or system, to securely capture, manage and share electronic content. Significantly increase efficiency and productivity while reducing the costs associated with maintaining paper and unstructured electronic files.

Automatic Records Retention Policy Management – Organizations are experiencing growth of both must-keep documents in addition to irrelevant information, with increased vulnerability in defining which content is, or is not a formal record. Archive Studio simplifies electronic records management so that everyone, including the average knowledge worker, can easily classify and declare documents as records. As new records are entered, retention policies are immediately associated with each specific document for possible legal holds and eventual destruction based upon industry retention rules.

Email Archiving – An on-demand or on-premise email archiving solution for email storage management, legal discovery, compliance, and policy-based corporate

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7 Content Control – For businesses that revolve around documents and email, such as legal departments, law offices, accounting and consulting firms. Consolidate all pertinent business information into a single browser based system with full access to documents via your intranets, extranets, or the Internet. Access WebSearch from inside familiar desktop tools, such as Microsoft Word, Microsoft Outlook, and other desktop products. Easy-to-use and cost-effective solutions help firm staff work together and share matter-related document content securely with both colleagues and clients. Keep up with the increasingly complex transactions, being worked on at the same time. Efficiently manage the matter or engagement lifecycle, from the initial opening through the final disposition and destruction of its content.

It is more critical than ever to make the best decisions the first time around.

Workflow Business Process Automation – The manual process of moving documents through a business is subject to bottlenecks and processing errors, with difficulty in recognizing a problem until the nature of the issue becomes mission critical. Archive Studio ensures documents and decision making events move at the necessary pace for your organization. This allows for visual inspection, canned responses and time limits with automatic user notifications.

Collaboration – WorkSpace, a feature in Archive Studio, provides enhanced internal collaboration with the bonus of external user invitations. Content remains searchable to the user population. Shareportal, another feature in Archive Studio, eliminates the need for FTP transfers, email inbox size limits, couriers and overnight services by providing your clients, vendors and/or partners access to review documentation through a secure link.

Business Continuity/Disaster Recovery – whether it is an unexpected audit, litigation or natural disaster, your organization’s business-critical documentation/content remains accessible via web browser. Comprehensive, scalable and secure document

management with high-availability, archiving and failover capabilities make Archive Studio a must have for any continuity and disaster recovery plan.

Image and Electronic File Capture – the capture and standardized indexing of

documentation is key for any document management program. Users of all levels need a productive, user-friendly process for capturing electronic, scanned and email

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Usage models for Electronic Document Management:

Archive Studio suits a wide variety of applications in diverse vertical markets — virtually anywhere that documents are an essential component of everyday business processes and where business efficiency can be improved through better document handling. Some of the possible usage models include:

Law Firms, Corporate and Government Legal Departments

Litigation and transaction documents are created in volumes, which include word processing documents, e-mail and paper-based files. This information represents the firm’s best thinking and experience, the intellectual capital of the organization.

Document management solutions that unlock the value of this in-house work product can provide organizations with a distinct competitive advantage.

Healthcare

The implementation of electronic document management can reduce the burdens of medical practice operations. Implementing electronic document management will enable Electronic Health Records (EHR) for more streamlined business processes and patient care, and can effectively assist with other tasks including record keeping requirements, employee records, insurance tracking, and paper handling. Government and Public Sector

Manage agency information and collaborate securely with external agency partners. Utilization of the WebSearch Connector feature of Archive Studio allows for smooth alternation between multiple applications. Work from the office or in the field with our 100% browser based, industry standard encrypted solution.

Manufacturing Operations

Automate project management and document workflow across the supply chain. Manage manufacturing documentation, accounts payable/receivable approval process, Human Resource files, plus email and correspondence when collaborating with vendors and customers.

Insurance Offices

Integrate Policy Administration, Billing and/or CRM software with your Archive Studio Content Management Software Suite. Manage Producer and any lines Carrier

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9 Real Estate Firms

Secure real estate closing files for the duration of the retention period. Comply with state and federal legal and privacy requirements. Access property owner

documentation anytime, anywhere with our Cloud or single server solution. From the first conversation to closing, manage the entire process and all records quickly and easily.

Auto Dealers

Legal and privacy requirements mandate that auto dealerships retain deal jackets securely for new car sales. These jackets typically contain finance records, title and lease applications, a driver’s license copy, proof of insurance, an odometer statement, red flag report and other support files. Archive Studio will provide the safe and secure

environment that is required by the Safeguards Rule of the Gramm-Leach-Bliley Act, the FTC Privacy Rule and the Disposal Rule. Secure access permissions and full-text

searching of electronic files ensure greater employee productivity, with the added protection of an electronic vault for storing privileged information.

Professional Employer Organizations

Activities managed by PEOs must be tracked and made constantly available to their corporate customers. Archive Studio makes user activity tracking, restricted record access and security rights assignment a snap. Activity reports and records are shared easily through the SharePortal feature of Archive Studio.

Banking and Financial Services

Streamline and manage the paper intensive transactions associated with loan processes and financial reports. Archive Studio’s rules-based management of the loan process reduces operational risk and provides an approval/audit trail. Workflow automation of these types of processes ensures complete collection of documents, deadline

management and consistency. Education

Protect student’s personal information while making their records accessible to staff. Share information, such as grades, permission slips and disciplinary actions with parents/caregivers via email. Email Archiving with Archive Studio ensures written communications are secure and always available, as are any attachments.

Construction

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10 Transportation and Shipping

Operations Centers efficiently manage the multitudes of documentation by converting them into digital files. Process jobs more quickly, expedite billing and payment processes through WebSearch emails and consolidate documents by customer name, vendor name or invoice number. Manage your documentation and workflow in a way that makes the best business sense, and improves every day operations.

DocuLex Archive Studio product descriptions:

WebSearch

WebSearch™ allows users across any organization to quickly bring documents and content together in a secure, indexed, fully searchable electronic repository. Once in WebSearch, content can be managed for security, collaboration and higher productivity. WebSearch is a 100% browser-based document management solution. As a single server installation or a SaaS subscription, it is a non-modular, highly scalable solution that can be configured for customized, automated Workflow and implemented by end users or IT staff. We provide our API to customers at no additional fee for 3rdparty software

integration.

Archive Studio in the Cloud

Our SaaS subscription-based offering removes the onus of operations from an

organization. Our “Cloud” solution is well suited for organizations with limited or no on-site IT personnel and provides users with a customized, user-friendly portal. Archive Studio’s SaaS allows secure document/content access and SSL protection with industry standard encryption.

Archive Studio’s Goby, WebSearch and Professional Capture

Capturing and indexing documents is a necessity required to reap the benefits of secure document access anywhere, at any time. To make this a pleasant and productive

experience, we have designed three capture software offerings to meet specific business process goals, thus eliminating the complexity associated with the one-size-fits-all philosophy.

Goby Capture - DISTRIBUTED SCANNING and ELECTRONIC FILES

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11 WebSearch Browser Based Capture - LOW DEMAND

Designed for use with desktop scanners. WebSearch Capture is a convenient low-volume browser based document scanning feature built into WebSearch. It is available for users that desire a simple solution to quickly scan and index documents. WebSearch Capture is on-demand scanning when needed and requires no desktop installation, only a browser.

Professional Capture - HIGH DEMAND

Designed for use with dedicated, production-grade scanners, Professional Capture converts large volumes of paper documents into fully searchable electronic files. Production software that meets the demand of multiple, complex imaging projects, Professional Capture offers a wide variety of imaging and indexing capabilities. Streamline and reduce the cost of conversion projects while enabling centralized capture for your WebSearch content/document

management solution software.

DocuLex Archive Studio hardware specifications:

Archive Studio is a Windows-and browser-based open system, utilizing industry standard desktop and server hardware.

• Archive Studio maintains non-proprietary files, folders and database structures. • Paper documents are stored as searchable PDF files with user-defined meta data. • Electronically-generated files are preserved in their native file format.

• Microsoft SQL Server or SQL Server Express (Small Business Server is not recommended) • Built on Microsoft .NET

• Active Directory and PKI integration • Cloud option available

WebSearch Online detailed specifications

http://www.doculex.com/products/archive-studio/websearch/websearch-requirements/

Goby Capture and Professional Capture Online detailed specifications

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Professional Services, Data Migrations and Consultation:

At DocuLex we don’t want to simply help you manage your documents. We want to make it seamless for you to totally manage your company’s content every day - by allowing you real-time access to business critical data. Below we list a few more ways in which we can help you further maximize your software investment and streamline processes:

• Email Archiving – One-time, specialty configuration

• WorkFlow, Automated Business Process – Per-process specialty configuration • Other software integration and specialty configuration

• Server Migrations

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Official Solution Name and Logo’s:

Archive Studio™

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Archive Studio’s WebSearch Screen Shots:

Auto notification

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15 Retention policy

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Benefits of the Solution:

• Decisions are made sooner when document information is readily available. Electronic files, email or digitally scanned paper files may be easily located by searching

document-specific descriptions or a combination of key words contained in documents.

• Improved employee productivity, reduced email traffic, and file sharing accountability are all achieved with SharePortal™, Archive Studio’s secure web-access collaboration solution.

• Increased corporate accountability and regulatory compliance with secure policy-based access to documents and email.

• Email regulations and reduced litigation discovery cost are managed by archiving all incoming and outgoing messages and attachments.

• Increased file storage and minimized legal exposure with automated policy based records management.

• Minimized IT expenses with a browser based, single server installed, content management solution.

• Automated workflow identifies work process bottlenecks and regulates expectations. • Affordability – Electronic content management is justified when knowledge workers

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Using the Solution:

• Scanned document, archived email and all other electronic content is accessible from WebSearch using a standard browser and network or internet connection.

• Content is discovered using a custom search form or an explorer folder and sub-folder style file room.

• All text contained in any document, email and attachment may be searched and retrieved in seconds. Documents are displayed with the content hits highlighted. • Documents may be shared with common interest groups or outside parties in custom

designed working folders.

• Paper documents are scanned with MFP or other type of input devices. MS-Office documents and email are captured with Office plug-ins. Miscellaneous electronic files are captured with the Explorer “Send-To” plug-in. Browser based scanning available in WebSearch without desktop capture licenses.

• Knowledge workers are automatically notified of new documents arriving in their work flow process.

• Documents are automatically classified and monitored for records retention and legal holds.

• Activity logs are maintained of user access to files and any action requested.

Implementing, supporting and updating Archive Studio:

• Demonstrating the content management solution, with the customer’s documents, is welcome and orchestrated by DocuLex. Demos may be provided completely on-line, without any installation on behalf of the customer or reseller.

• DocuLex MFP interface is customized to the customer’s needs, plus 3rd party touch panel interfaces are compatible with Archive Studio.

• DocuLex staff will interview the customer, complete a needs assessment statement, qualify expectations, and interface with the customer through the entire

implementation cycle.

• Archive Studio may be installed and setup completely on-line without concern of travel expenses or customer onsite inconvenience.

• Archive Studio’s WebSearch Content Management Software is 100% browser based. The customers IT support is minimal with only one server installation to maintain and backup.

• MS-Exchange email archive function does not require desktop installations, but one installation on the exchange server.

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Scanner, FAX and MFP copier compatibility:

All major manufactured scanners, FAX and MFP copiers.

Archive Studio accessories, options or add-ons

No, Archive Studio is all inclusive. Additional WebSearch user licenses, or capture stations may be purchased

Who should use this Solution

Organizations looking to securely manage their paper, email and miscellaneous electronic assets, for purposes of immediate access, disaster recovery, space savings and regulatory compliance.

How this solution improves workflow

Organizations can tightly control the lifecycle of all valuable information assets by directing the flow of documents from capture and indexing to access and collaboration to policy based destruction.

Special awards or designations that have been talked about publicly

2012 Government final Trademark approval for “WebSearch” and “Archive Studio”. 2010 Buyers Lab ***** five star rating for Archive Studio

BERTL's Best 2005, 2007, 2009 Scanning and Archive Solution 2007 Ricoh “Technology Partner of the Year" Award

2007 Tampa Bay Journal “Top 25 software developers” 2006 Global Imaging Award

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Cost justification:

Process Improvement

(addressing slow, manual, inefficient document processes) Security & Compliance

(information security, audit trails, access controls) Total Cost of Ownership "TCO"

(reduce consumables, maximize equipment, go digital vs. paper) Environment

(manage energy consumption, reduce waste, conserve resources)

Special attributions:

• Software is also available on-demand as a subscription service • Workflow engine is customizable

• Email Archiving ability build into WebSearch

• Scanning and Indexing software is built into WebSearch, therefore, requiring no additional desktop capture licenses.

• SharePortal module is included in WebSearch for sharing documents with outside associates while keeping files secure.

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Nonproprietary notations:

Archive Studio utilizes servers with standard Microsoft Server software and SQL server or SQL express. Files are stored in non proprietary folders, designed by the user. File names are non proprietary and designed by the user. All electronic files are stored in their native format, scanned documents as standard searchable archive quality PDF files.

Top customer use-cases where the benefits of the solutions are most clear:

The initial payback for customers is from labor savings, with the ability to locate desired files in seconds, each and every time, from any location. Intrinsic benefits are file security, compliance, disaster recovery, increased online collaboration, reduced email traffic, diminished file storage costs, and automated retention policy management. This is seen most often with project driven files, such as medical records, customer files, case files, HR records, construction project documents, support files for manufacturing, email archiving and correspondence.

Key words that typically are associated with this use case scenario:

Labor savings, instant document access, security, compliance, disaster recovery, collaboration, workflow, email archiving, reduced file storage costs, retention, records management, document management, content management solution

The top industries, vertical or horizontal markets that need the solution:

Local and State Government, Professional Service organizations, Manufacturing, Healthcare and Construction.

Alternatives to the Solution:

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Points of differentiation:

Archive Studio offers a 100% browser based single server installation, simplifying the user experience and minimizing in-house IT involvement and support. Up to an

unlimited amount of users have access to Archive Studio through their standard desktop browser via network or secure internet access. Archive Studio incorporates email

archiving, workflow and web based scanning with document and content management.

Strengths of this solution:

Archive Studio is available as a single server browser accessed content management solution. Archive Studio includes capture and indexing software and may also be configured for use with 3rd party capture applications. A developers API is available for integration with line-of-business applications and for non developers, the WebSearch connector is included. Email archiving is included in Archive Studio in comparison with the many standalone email archiving products on the market.

Company Backgrounder/Descriptor:

50 word

Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers with the award winning Archive Studio product suite, encompassing document capture, indexing, workflow, file security, 100% browser access, email compliance, file archiving and records retention management.

100 word

Established in 1996, DocuLex offers years of experience in the field of document and content management software development. DocuLex serves over 1000 customers with its award winning Archive Studio Content Management and Document Management Software Suite. Archive Studio is a secure browser-based solution that is an easy to use, productive document management, workflow and email archiving solution for any business environment seeking secure Instant Document Access. Archive Studio is available as a server-based product or an on-demand cloud-based software as a service.

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Document Management Software Comparison: _DocuLex

General

Support daily concurrent use for over 500 users. Y Accessible both through the local area network and across the

Internet using the same application. Y Be able to store any type of electronic file without regard to its

contents or the software application used to create it. Y An integrated environment that combines, document management,

email archiving, records management, imaging and workflow. Y Integration with Active Directory Y API available for integration with line-of-business applications Y EDRMS to accommodate a public access mode or kiosk mode with no

login screen, limited user ability and simplified user interface. Y EDRMS to offer guest access to records secured within the system, but

isolated to only files authorized by a user. Guest access will not utilize a user license and does not require login or password credential to be

entered in by the guest. Y

Document management software to be 100% browser based, utilizing

modern web 2.0+ technologies. Y

Both Windows and browser based capture integration Y

Document Entry

Document entry can be performed over the network or with secure

internet connection. Y

Document entry should be provided seamlessly from the following applications:

- Microsoft Office Suite, which includes: - MS Word 2007/2010

- MS Excel 2007/2010 - MS Outlook 2007/2010

- Microsoft Windows Explorer Y

Integration with MS Outlook and MS-Exchange, support drag and drop functionality as a means of copying or moving email documents into the

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The EDRMS should provide configurable and customizable data entry screens for capturing document metadata or index information at the

time a document is saved into the system. Y The EDRMS should allow customized data entry screens to be created

for different user groups, departments, libraries and/or different

document collections. Y

The EDRMS should allow for the creation of index records that refer to

both electronic documents and boxes of paper documents. Y The EDRMS should provide a one step method for modifying document

metadata such that modifying data in multiple locations or systems is

not necessary. Y

The EDRMS should provide a one step method for importing or creating new documents such that further steps or entries in other systems or

locations are not necessary. Y

The EDRMS should allow for the deletion of unneeded documents. A users deletion privileges are to be determined and set by an

administrator. Y

The EDRMS should provide facilities for batch entry of electronic documents. During the importing of a batch of documents the system should create document metadata based upon pre-defined defaults,

folder names, file names or other existing metadata. Y Document entry queues or inboxes for batch indexing and document

review. Y

Indexing queue or inbox to support "save and next" document, plus

field data values that stick between indexed records. Y ODBC look-up capabilities for data validation and match & merge of

existing meta data values Y

Browser based ability to input new files from a local scanner, no

desktop software Y

Indexing and Storage

The EDRMS should store all files in their native file format. Y The EDRMS should create a fully searchable index based on all

document metadata contained within the system. Y The EDRMS should create a full text index of all the contents of all

documents stored within the system. Y The EDRMS should be capable of searching both metadata and full text

content with one search. Y

A mandatory search string may be hidden by an administrator in order

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File name and folder names are based upon the documents meta data

values. Y

Upon document entry and index creation, document is automatically

named and filed in the appropriate folder based upon meta data values Y If Document meta data is edited, the file name automatically changes

accordingly and the document is automatically moved to the

appropriate folder. Y

Indexes are automatically and immediately updated upon new

document entry or metadata edits. Y Indexing of email will include the text content and meta data of all

attachments Y

Indexing of email will automatically include all email content and meta data, including From; To; Subject; Sent Date, Received Date, CC and

BCC. Y

Searching

The user can customize their work environment by selecting the fields they choose to search, the libraries they choose to search and which fields to display the resulting values. These settings will hold between

sessions. Y

With one single open Window, the user will see the search form, the

resulting records of the search, plus the selected document. Y With one single open Window, the user will see the explorer style folder tree, the resulting records of the navigation, plus the selected

document. Y

The EDRMS should allow the user to carry out a single search across all repositories or libraries if more than one library is implemented. The

EDRMS should provide a single search form to facilitate the search. Y The EDRMS should allow for searching of an individual document index

field. Y

The EDRMS should allow searching of all document index fields

simultaneously. Y

The EDRMS should allow for full text searching on whole words, part

words and a combination of words. Y The EDRMS should allow for both index field and full content searching

with one simultaneous executed search. Y The EDRMS should allow for search of documents using “fuzzy” or

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The EDRMS should allow for Synonym search functionality Y The EDRMS should allow search results to be saved for later use or for

access by other parties. Y

The EDRMS should allow for searches on dates and date ranges. Y The EDRMS should allow results of searches to be sorted on document

date or other desired field. Y

The EDRMS should allow the results of a search to be exported for

electronic display, email or printing. Y The EDRMS should show the document date field on the search results

list. Y

The EDRMS should save the search history for users Y The EDRMS should display the most recent searches Y The searching of email will include all attachments. Y The EDRMS should allow the search and retrieval of documents utilizing

data from other line of business applications Y

Viewing

The EDRMS should provide the capability of viewing all document file

types that are contained within the system. Y The EDRMS should allow the viewing of batches of documents (e.g.

search results) and support paging from one file or page to the next

with a single keystroke or mouse click. Y The EDRMS should allow the viewing of batches of documents (e.g.

search results) and support paging from one "full text hit" to the next

with a single keystroke or mouse click. Y The EDRMS should allow the viewing of batches of documents (e.g.

search results) and support paging from one file to the next without

opening any new pop-up windows or panes. Y The EDRMS should have the ability to highlight retrieved search criteria

in the viewer. Y

The EDRMS should allow the user to cut & paste text from the viewer. Y The EDRMS should have the ability to add online notes to a document

in the system. Y

The EDRMS should allow a file to be opened using the file’s native

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The EDRMS should allow the results of a search to be reviewed and individual documents added or removed from the list of results. This new list is to be copied and saved in a user defined work space folder

for future reference or sharing among selected users. Y The EDRMS should allow a document or a selection of multiple

documents to be emailed from the system. Y The viewing of email will include the viewing of attachments. Y

User Interface

The EDRMS should provide a browser accessed user interface

compatible with IE and Firefox. Y EDRMS browser application should illustrate Web 2.0 technology used,

such as list box pull-downs, fast-fill data entry, pop-up calendars and

use of right click menus. Y

The EDRMS should provide online help as well as pop-up tips. Y The EDRMS should allow the user to define display field defaults for

searching, data entry and results display Y The EDRMS should have user defined browser timeout settings Y The EDRMS should provide the following

facilities from the user interface: - view a document

- open a document

- view index information or metadata - print a document

- copy a document

- make a document read only - delete a document

- lock a document for edit/check-out - unlock a document/check-in - view search history

- import a document - download a document

- e-mail a document to another party - access to all search options

- access to workflow functions

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The EDRMS should allow multiple versions of a document to be stored. Y The EDRMS should provide control on whether or not previous versions

can be edited. Y

The EDRMS should provide a comments or summary field to describe

each version. Y

The EDRMS should provide user control to replace an existing version Y The EDRMS should provide strict control mode, whereas, all word

processing documents are managed and stored in the EDRMS system. Y The EDRMS should have the option to take over the "save" and "save

as", menu for MS-Word and Excel, providing strict guidelines to ensure all files are tightly managed for version control and storage in one

central location. Y

EDRMS to provide method of managing checked out documents for

off-line use. Y

Document Imaging

The EDRMS should support a wide variety of TWAIN compatible

scanners. Y

The EDRMS should support image capture from Multi-Function Devices

such as copier scanners. Y

The EDRMS should provide the ability to scan and store images of documents and drawings. Documents for scanning may be up to 36" x

120'' in size. Y

The EDRMS should have the ability to automatically detect double sided, skewed and blank pages during the scanning process. The system

should allow the user to configure how these situations are handled. Y The EDRMS should provide automated and manual quality assurance

steps to ensure sufficient quality of an image. Y The EDRMS should use optical character recognition (OCR) to make all

scanned documents readable by a full text indexing system. Y The EDRMS should support zone OCR for creation of index data from

specific regions of a document. Y The EDRMS should support zone barcode for creation of index data

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The EDRMS should support OMR (Optical Mark Recognition) for

creation of index data. Y

The EDRMS should be able to process documents to be scanned in color

or black and white. Y

The EDRMS should be able to process documents that are both single

and double sided. Y

The EDRMS should be able to create searchable PDF files. Y The EDRMS should be able to embed custom meta data inside the PDF

file. Y

The EDRMS should be able to function in a batch scanning mode where documents are scanned in a large batch with each document

being identified using a separator sheet. Y The EDRMS should provide support for reading bar codes and extraction of the information to create index data. Y The EDRMS should allow documents to be manually indexed (profiled)

during the scanning process. Y

The EDRMS should provide lookup and validation of index fields that are entered during the profiling and scanning process. Y The EDRMS should provide automatic document break recognition Y The EDRMS should automatically create index information such as

creation date and time, etc. at the time a document is scanned. Y The EDRMS should provide image processing capabilities such as rotate,

de-speckle and deskew to improve image quality. Y The EDRMS should allow documents to be manually indexed (profiled)

prior to the scanning process with profile cover pages. Y

Workflow

The EDRMS should provide triggering events to automatically create

new workflow cases Y

The EDRMS should provide a facility to route documents to multiple

recipients Y

The EDRMS should provide escalation of a routed document to another party if the workflow is not acted upon within a user definable period of

time. Y

The EDRMS should provide a facility to design more complex routes and provide automation for common actions, such as approvals, the

addition of documents or updates to document profile information. Y The EDRMS should provide the ability to create notifications, via e-mail, related to workflow activities or progress. Y The EDRMS should allow for audit tracking of documents routed

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The EDRMS should provide the ability to securely record any approvals

that are required as part of a defined workflow. Y The EDRMS should allow for new workflow cases generated with

existing documents or new documents. Y The EDRMS should provide a smooth and automated method of

importing new documents directly to a users data entry queue Y The EDRMS should automatically move documents into the appropriate

archive folder based upon meta data values. If needed, a new folder or

sub-folder bearing the meta data value will be automatically generated. Y The EDRMS should monitor for workflow case deadlines, displaying

warnings and deadlines, including distinctive color display as well as

time left indicators. Y

EDMS should allow users of a workflow case to examine routing

progress and current status. Y

EDMS should allow for automatic routing decisions based upon timeout

expiration, dollar amounts and approvals. Y EDMS should allow for reassignment of activities to other users Y EDMS should allow users to attached notes to a workflow case and be

visible to all users of a specific case. Y A workflow case and all related documents should be available to

launch from any one document involved in a workflow Y All documents related to a workflow case should be automatically

detected without human intervention Y Based upon a triggering event, documents within a workflow case

should be capable of auto delivery via email Y

Collaboration

The EDRMS should allow user to create work space folders, restricted to

the owner of the folder and anyone they invite to participate. Y Only the owner the those invited will see that the workspace folder or

subfolders exist. Y

Users have the ability to copy documents from the results of a search

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The owner of the workspace has the ability to set permissions to the guest to:

- view a document - move a document

- zip and download a document - copy a document

- delete a document

- paste a document Y

Users have the ability to set document expirations from the workspace

folder. Y

The owner of the workspace has the ability to set a folder expiration Y Users of the workspace have the ability to upload files directly into the

workspace and into the main library repository. Y Users of the workspace have the ability to read and create blog style

notes at the folder level. Y

Users of the workspace have the ability to read and create blog style

notes at the document level. Y

Users of the workspace have the ability to set auto notifications to be

notified via email or internal dashboard. Y User is notified of one or more of the following actions:

- a new document is added

- a document is deleted from the library

- a document is deleted from the workspace folder - a document is checked out

- a document is checked in - index properties are edited

- document level permissions are edited - document is opened and viewed

- document is downloaded Y

A user of the workspace has the ability to invite a guest to enter a

workspace, without the need for a login. Y The guest of a workspace has access rights to the workspace with use of

a link that is automatically emailed to the user by way of an invitation. Y The email invitation to a guest is generated from within the EDRMS

system. Y

An expiration may be set on the invitation for guest access to a

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The User had the ability to set the following permissions of an invited guest:

- copy, cut or paste a document - create new folders

- deleted a document from the workspace folder - zip files and download

- generate blog style notes

- upload a new document Y

The owner of the folder has the ability to view and manage all

invitations. Y

The owner of the folder has the ability to add a custom password to a

guest invitation Y

Records Management

The EDRMS should allow for the classification of a record into a record

series. Y

The records series will belong to a record group. Y The record group will belong to a record type. Y The classification of each document will be performed upon entering

the EDRMS system in an unattended manner. Y The EDRMS should have a litigation hold function that will indefinitely

suspend the destruction disposition of a records type until the hold is

removed. Y

The EDRMS expired file disposition will be to shred a record or archive

to an off-line storage media. Y

Administrator designation of one more records managers. The records manager is the only party authorized to create, edit retention policy,

plus apply litigation holds. Y

The EDRMS should provide a report of documents that have reached

their life cycle and have been shredded or archived. Y The EDRMS should allow only the records manager, which is appointed

by the administrator, to delete documents and purge records

completely once they have reached their retention policy destruction

date. Y

The EDRMS should create a destruction notice or certificate for

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MS-Exchange integration Y

Journal mailbox integration Y

Enveloping, including all email headers as meta data Y

Time and date stamped Y

Viewable by sender or recipients only Y Auditor or Legal over ride for search and viewing all messages Y Fully automated system requiring no human interaction Y Includes records retention and legal hold capability Y Digital signature for preservation of authenticity Y Indication of internal or external, incoming or outgoing message Y

Activity log Y

Message filtering Y

Content sniffer with escalation to supervision Y The creation of a new workflow case generated by certain email

discoveries Y

Security

The EDRMS should not allow access by unauthorized users. Y The EDRMS should integrate user sign-on with the network sign-on to

make logging into the specific application unnecessary in a LAN

environment. This would require the integration of Active Directory. Y The EDRMS should provide security functions

so that a document may be secured to: - An individual

- A division or section

- A project team or department - A management grouping

- An ad-hoc work group Y

If multiple repositories or libraries are implemented, the EDRMS should allow separate libraries to be secured for particular divisions, communities or individual users to

prevent unauthorized access. Y

Browser access to the EDRMS should pass data with 128bit encryption. Y Browser access links the EDRMS should be 128bit encrypted. Y The EDRMS should allow users to override default security and set

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The EDRMS should provide control over the following permissions: - view index or profile metadata

- view document

- edit index or profile metadata - edit document via check-out/in - copy document

- delete document

- edit security settings for a document

- scan Y

The EDRMS should provide a history log to track all activity on a document and user. This log should be system generated and not

changeable. Y

The EDRMS should allow for the creation of security groups or communities as needed and should provide for the granting of

document access rights to these groups and to individual users. Y The EDRMS should allow viewing or printing of user activity reports. Y The EDRMS should allow administrators to delete or correct the profile

information of a misfiled documents. Y The EDRMS should allow administrators to add, edit or delete field

names. Y

The EDRMS should allow administrators to add new document types. Y The EDRMS should allow administrators to add new users. Y The EDRMS should allow administrators to disable user accounts so

they are no longer able to access the system. Y The EDRMS should allow administrators to assign or remove

administrative rights for other user accounts. Y The EDRMS should provide an audit trail of actions taken by any user on

any document. Y

The EDRMS should allow administrators or authorized users to add new

data to validation tables (i.e. locations, client name, engagements, etc.) Y The EDRMS should provide facilities to manage user settings and

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