CREATE AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

CREATE AN ELECTRONIC DOCUMENT MANAGEMENT SYSTEM. 1. PURPOSE We are inviting suitably qualified and experienced service providers to submit bid proposals for the creation of an electronic document management system. The EDMS is intended to enable CLIENT to effectively manage electronic data in various ways and promotes efficiency in the collection, filing, storage and retrieval of data. 2. BACKGROUND AND SCOPE CLIENT is a statutory organisation established under the National Heritage Resources Act, No 25 of 1999. The primary objective of CLIENT is to coordinate the identification and management of the national estate which is defined as heritage resources of cultural and other significance. The CLIENT requires the following information technology solution to cater for 80 staff members: Electronic Document Management System. Inclusive to this solution requirement is the service and support from the service provider in its implementation. The Electronic Document Management System is required to have the following features: 1. Centralized private cloud document storage to be accessible to remote (offsite) users 2. Advanced search and filling features (tagging files and creating customized views) 3. Tight integration with Microsoft Windows filing system and MS Office 4. Offline availability 5. Workflow management 6. Ready-made document templates 7. Email integration 8. Electronic Signatures 9. Document collaboration (multiple users working on the same document securely) 10. Track changes (collaborative session handling) 11. Mobile access capability (Access files on iOS, Android) 12. Advanced Security (Authentication; permissions) 13. Document Version Control (Audit trailing) 14. Detect exact duplication of documents and files. 15. Archiving and replication 16. LDAP integration 17. Training and Support 18. Transfer of Skills to the ICT Staff Suppliers must not present their proposals if ANY of the above requirements are not be being fully met by their proposed software solution. Suppliers must refer to the Gartner Magic Quadrant for Enterprise Content Management to ensure that a suitable solution is proposed.