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Here
are some sample Document Imaging RFP functional requirements: |
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General Questions |
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Briefly describe the ability to archive
soft copy documents such as e-mails, attachments, faxes, mainframe reports,
etc. directly to the imaging system. |
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State maximum number of
images capable of indexing, storage, and retrieval. If limited, state
by number of pages, documents, folders, records or other description. |
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Specify the maximum image size (in megabytes) capable
of being imported or scanned into database. |
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List the image formats
that are supported by the proposed system. |
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Describe image enhancement capabilities available with
proposed scanners or software. |
| More... |
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Scanning |
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Accommodate multiple paper colors, inks, and paper
weights from 8 to 36 pounds using the automatic document feeder. |
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Handle mixed-thickness
documents from onionskin to tag stock. |
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Allow batch scanning of diverse
documents without re-setting scanner (e.g. documents on dark blue paper,
pencil notations, highlighted text, faint carbon copies, documents with up
to 45 degree skew, highly speckled documents, photographs, driver’s
licenses, insurance cards, etc.). |
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Provide ability to compress scanned images using a
compression algorithm which complies with CCITT Group 4 standards. |
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Automatically optimize scanner settings (e.g. contrast,
speed, etc.) and adjust settings based on document type. |
| More... |
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Optical Character Recognition (OCR) |
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Provide ability to recognize many common typewritten and type set fonts (omnifont
capability), and be trainable to recognize special fonts. |
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Provide ability to de-columnize text. |
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Ability to manually correct OCRs and typos. |
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Allow user to set
minimum percent accuracy level for OCR. |
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Provide ability to process portrait and landscape oriented documents. |
| More... |
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Import of External Files |
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Provide ability to
import image and text files generated externally (i.e. by vendors scanning
backlog documents or microfiche). |
| Provide ability to import image and text files generated by
word processing, spreadsheet, graphics (e.g. AUTOCAD) and other software
applications. |
| Supports import of .doc and
.xls files. In comments, please list other file types that can be imported. |
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Editing |
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Provide document editing software for annotation of
images, which do not contain text, as well as editing files created by means
of OCR. |
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Support popular off-the-shelf word processing software
(e.g. MS-Word) for annotation of images and for editing files created by
means of OCR. |
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Support document versioning. |
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Provide ability to apply “sticky notes“ or text notes
to all document types and retain the relationship of the notes to the page. |
| More... |
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Indexing and Storage |
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Support automated creation of document database indexes
(e.g. through bar coding, etc.). |
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Allow users to customize database and indexing
parameters (e.g. users can create index fields). |
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Allow documents to be
moved from one folder to another and re-indexed without re-scanning. |
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Support storage of TIFF files, ERM documents, and PC
generated files (word processing documents, JPEG, voice files, and video
clips) in one file cabinet. |
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Allow index processing to be performed while other
stations are actively searching, viewing, scanning and editing. |
| More... |
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Database Search |
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Support searching of text documents based on user-input
character strings, keywords, etc. |
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Support search queries using Boolean operators (e.g.
AND, OR and NOT, wildcard) and fuzzy text search. |
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Allow a search of
OCR’d documents by text string. |
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Upon completion of search, immediately display all
selected images and support quick navigation through documents. |
| More... |
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Text and Image Manipulation |
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Provide ability to jump
to pages or information contained in a document. |
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Provide ability to
highlight words from search specification. |
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Provide ability to
attach annotations to stored images without altering the image. |
| More... |
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Workflow |
| Provide a visual, graphical (GUI) workflow tool to design
workflow processes by "dragging and dropping" icons that represent workflow
steps. |
| Support “point-and-click” configuration enabling
customization of workflow processes and user interface without programming. |
| Provide ability to monitor which task the user is performing
and automatically open documents (e.g. for reference) appropriate for that
task. |
| Provide flexibility for authorized users to route documents
on an ad hoc, exception basis (e.g. for special review) outside of normal
automated routing. |
| Provide ability to initiate workflow processes upon receipt
of electronic forms, Internet forms, and e-mail messages. |
| More... |
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Printing and faxing |
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Provide ability to print documents on a variety of
printers using standard MS-Windows print drivers. |
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Provide ability to print form overlays and images
without viewing. |
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Provide ability to automatically imprint date and time
on copies. |
| More... |
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Security |
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Provide comprehensive
security down to the page level, for every action (including print, fax, and
e-mail). |
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Use secure sockets
layer (SSL) protocol to encrypt data transfer. |
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Provide audit trail
that includes date, time, user and operation. |
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Support security audit reporting on document access
that includes document type, user ID, date and time range, access by
workstation / location. |
| More... |
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Technical |
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Provide ability to
backup to tape entire database and ability to customize backup. In
comments, please specify other options of backup capability (aside from
tape). |
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Support document file check-in and check-out controls
to flag databases showing who is working on files and prevent simultaneous
updates by other users. |
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Support document
exporting into PCX, TIFF, BMP, and JPEG file formats. In comments, please
list any other export formats. |
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Provide ability to easily publish documents to the web (i.e. without
coding or HTML). |
| More... |
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