Vendor Request for Information (RFI)
DRAFT
PDF Version of the Vendor Request for Info
Introductory Comments
The following items are true for all of the vendors that we are reviewing:
All of the vendors use a web based retrieval system.
All of the vendors have the capability of imaging records from prior years.
The following questions do not need to be posted to the vendors, because this is our decision or our responsibility:
Location of scanning the documents - we will scan our own documents
centrally within each department.
Auto fill imaging from Banner generated documents - this will be MTU's
responsibility.
General Questions
Q. Will you help us determine what documents need to be imaged and which ones do not need to be imaged?
Q. Are there any restrictive guidelines for the use of electronic images rather than hard copy, e.g. Sponsored research? Are machine-readable records & electronic image documents admissible in courts of law? (Paper and micro-filmed documents are admissible.)
Functionality Questions
Q. How can I tie E-mails to documents (Requests for Extension, Final Term, etc.)
Q. Can the software handle odd sized documents? (I need to handle up to 10x20)
Q. Can notes and / or highlighting be performed on the imaged forms? I need virtual sticky notes on documents for Graduate Student Office & others to attach info to the imaged document.
Q. Workflow - how do you obtain "electronic signatures?"
Q. Can you tie documents to email?
Q. Can you add some form of virtual sticky note to an imaged document?
Are machine-readable records & electronic image documents admissible in courts of law? (Paper and micro-filmed documents are admissible.)
Q. Explain your company's library document imaging experience.
Q. Can scanned docs be easily accessed from Banner if student record is already pulled up in Banner?
Q. Can multiple users look at same document simultaneously?
Q. How fast is the speed of retrieval of document of current year / prior (archived) years?
Q. Can documents be accessed via the web for off-campus reps, e.g. Admissions?
Q. Can docs or student file of docs be routed / queued to another user to review?
Q. If records are duplicated can one be deleted...how easily?
Q. If image is erroneously attached to wrong record, can it be reversed and corrected? How easily?
Q. Is this system capable of taking a submitted web form (i.e. admission application, or summer aid application) and auto filling to imaging and /or auto-filling Banner from imaging?
Security Questions
Q. Can we copy or link the SCT Banner security and approval queues to the vendor's document imaging software?
Q. If the imaged documents are stored in a central repository, how is the security of the scanned information maintained so that the images are not available to unauthorized viewers.
Sizing the System Questions
Q. Is the proposed imaging system large enough / fast enough to handle the load of multiple offices and users?
Q. Are the (Scan vs. View) licenses tradable? Does 5+5 = 7+3?
Q. Purchase blocks of licenses (QTY = 50) or individual licenses? For example if the Dean of Science and Arts wanted to begin imaging, what would we have to do?
Q. Explain the functions and differences of the two types of software - ImageNow Full Client/WebNow or Nuance/DocuShare.
Q. Could the same person have both licenses?
Implementation Questions
Q. What kind of system documentation is provided?
Q. What kind and how much system training is provided?
Q. When are training courses offered?
Q. Who should become the Training specialist?
Q. Is there a good system help desk available?
Q. Do Project team members have SCT Banner client conversion experience?
Q. What process is there to easily push info from imaged document into Banner?
Q. Do you have any specific experience with handeling data such as cellular phone records or general call data records for services sold through a university IT department?