Supply Delivery and Installation of Electronic Records Management System

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Tender Organisation:

PHILIPPINE COMMISSION ON WOMEN

Tender Sector:

Industry-leather Tenders

Tender Service:

Worldwide

Tender Region:

Asian

Tender Country:

Philippines

Tender CPV:

9000001 : Asian bulk upload

Tender Document Type:

Tender Notice

Tender Description:

Invitation to Bid ITB Supply Delivery and Installation of Electronic Records Management SystemClosing Date Time 06102021 230 PMArea of Delivery Metro ManilaProcurement Mode Public BiddingBrief Electronic Records Management BusinessTechnical RequirementsFeaturesDocument Search Several Search Methods including the Retrieval of Records by Indices or by a Documents ContentRetrieval of Records can be by Name By Reference Number By Subject and Other Fields Pcw would like to DefineAbility to Search and Retrieve Documents by its Indices Data Fields Tags Links And Stacks Ability to Search and Retrieve Documents by its Content Even on Raster Images Such as Tiff Jpg And Pdf-Image Files Content Information may be Revised Especially for Documents that are Handwritten or UnclearHas Simple Search Methods or Advance Search Methods Such as Begins with Ends with Contains Does not Contain On or before Date On or after Date Today EtcBuilt-In Optical Character Recognition Ocr Engine that Automatically Converts Image Files into Text This Allows the User to Search Keywords that are Found inside a Page Backup Ability to Backup to External Drives Can Also Restore Backups when Needed Database Separation can Address Unlimited Databases Field Customization Capable of Defining Fields or Metadata Fields for Different Document Types Users will be Allowed to Declare Unlimited Document Types EG 201 Files Vouchers Purchase Orders Etc and More than 20 Index Fields Per Document Type Document Preview Provides a Preview Screen of Images and Microsoft Office Files without the Need to Download the Document in Either Lan andOr Web Environment Built-In Image Editing Tool Provides Image Editing Tools Which Allow Authorized Users toConduct the following Actions and AdjustmentsA Add Pages Through Any Connected Twain Driven Scanners B Edit the Order of PagesC Delete PagesD Sharpness Deskew DespeckleE BrightnessContrast Saturation GammaF Hue Grayscale HalftoneG Cropping Document RetrievalStorage Allows RetrievalStorage of Documents including But not Limited to the following File Types Tiff Jpg Png Pdf-Image Pdf Searchable Cadd Email Word Excel Powerpoint Video And Any Other Electronic FileDocument Linking to Link Documents Belonging to Different Groups Another Way to Organize Documents aside from Data Fields and Tags Is to Link Them to each Other Even from Different FoldersGroups Allows Linking Any Document to Multiple Documents All Links are Two Ways for Example If One Links a Personnel Record to a Memorandum One can See the Link in Either Personnel or Memorandum Record Another Example is the Capability to Link Incoming Documents IE Letter Invitation to Event and Outgoing Communication IE Letter Response Document Stacking Allows Related Documents to be Together While Allowing More Information about the Related Group to be Added Document Template Creation Provides Document Template Creation so that Particular Areas of a Form Document can be Ocr Including Barcodes and Automatically Place the Data into Desired Indices Several Areas within the Document can be Identified as FieldsIndices for the OcrBarcode Conversion Process Built-In Pdf Merging Capability of Merging Two 2 Pdf Files Documents being Merged must have the Same Document Type Meta Data for the Documents being Merged can be Combined in Any Way Metadata for the Merged Document can Selectively Contain Data from Either of the Documents being Merged Document Versioning Provides Version Control Allowing One to One to Create and Retain Multiple Versions of the Same Document Whenever the Document is Edited Document Annotation Allows Annotations to be Placed on Documents These Annotations are not Permanent and do not Alter the Original Document The Annotations can be Shared or Restricted to Other Users The following are the Available AnnotationsA RedactionB HighlighterC NotesD TextE BookmarksF StampsG WatermarkH Electronic Signature Web-Based Mobile-Friendly Provides InternetIntranet Use so that Users from Remote Sites can Search and Retrieve Records Using Web Browsers like Internet Explorer Mozilla Safari Chrome EtcCan be Also Accessed Using Tablet or Mobile Phone Windows Active Directory Integration can be Integrated with Windows Active Directory Built-In Task and Message Environment has a Built-In Task and Message Environment that Allows Users to Send Messages Share Documents And Accomplish Workflow Tasks Document Retention the Built-In Retention Module Allows Users to Declare Which DocumentsBecome Archived or Become Records with a Retention Period that Prevents Users from Modifying or Deleting the Records Provides Also a DisposalExpiry Date of when Records can be DeletedDuring the Retention Period of the Records Users may Still Search and GenerateAnalytical Reports Such as a Listing of Records that are to be DisposedDeletedDuring a Particular Date RangeThe Retention Module is Capable of being Applied Per Document Type EachDocument Type can be Archived or Deleted According to the OrganizationsProcedures Document Recycle Bin if Needed The Documents can be Restored to its Original Location including itsMetadata While Documents are in the Recycle Bin Users can Still ConductSearching for Metadata and Content Reports Capability to Produce the following ReportsA Documents Added by User within a Date RangeB Documents Added in the Last 30 DaysC Documents Added in the Last 3 MonthsD Documents Modified Grouped by UserE Documents Modified in the Last 30 DaysF Documents Modified in the Last 3 Months Dashboard has a Dashboard that can Display the following InfoA Number of Users Concurrently ConnectedB Number of Documents Added byAll Libraries for Date RangeC Number of Documents Modified byAll Libraries for Date RangeD Number of Workflow Instances Started Completed And CancelledWithin a Date RangeE Average Workflow Completion Time within a Date RangeF Average Workflow Task Completion Time within a Date RangeWorkflow Integration can Create Workflow to Automate the Routing of Documents asPer the Current Business Process This is Done by Creating and Assigning TasksUsing Logical and Rule-Based Procedures that are Similar to Those Used to doThe Same Task in a Real Life Scenario Workflow Activities Include Auto Stamping Auto Signature Change DateNumericText Metadata Fields Applying Conditions Such as Do-Tasks-Repeat if If-Then If-Then else If-Then Repeat Tasks Data Encryption Capability to Encrypt Both Document File and Users Login Credentials User Access can Set Different Access Levels and Roles to System Users Audit Trail must be Able to Log Changes in the Record for Traceability Purposes Audit Trail should Display the Action User Who Initiated the Action and DateTime Stamp Compliance with with NationalInternational Standard and Best Practices for Electronic Record Keeping must Comply with National Archives Electronic Records Management Policy Ermp Particularly on Electronic Records Management Standards for Record Documentation Record Accessibility Record Integrity and Record Security License Type 15 Full Concurrent Licenses Software Maintenance Agreement Sma Includes 9x5 Technical Support for Erms Uptime andOr Technical-Related Issues across Email Online Chat andDirect Phone Training Includes Training for 10 Pax 3 Days Contract Amount One Million Six Hundred Sixty Thousand Pesos Php 166000000

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