Document Imaging Management Software System RFP - Sample Questions

Document Management Solutions

   Here is just some sample questions for this FREE detailed document management software request for proposal (RFP) with software acquisition tools on selecting document management system software solutions, and provides benefits that go far beyond those of traditional RFPs that are limited to asking vendors about the availability of EDMS software features . Specialized for use in complex information system environments, this request for proposal (RFP) collects information from vendors about all aspects of the document management software implementation project they are proposing. The following may be downloaded FREE of charge, just use the DOWNLOAD link at the bottom of this page.
   Actual screens and questions from this free detailed RFP and document management tools are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, acquire, and implement the document imaging management software solution best suited to your company's needs. (Click thumbnails to enlarge)

Click to Enlarge	SAVE WEEKS, even MONTHS OF TIME by using hundreds of professionally written document imaging managment software statements & questions to communicate your EDMS software system requirements quickly and accurately. No need to re-invent the wheel. View typical Document Management Table of Contents.
Click to Enlarge	IDENTIFY Feature AVAILABILITY & DELIVERABILITY. Unlike others, Infotivity's automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each document management software rfp includes a Feature Support Matrix™ (FSM) to automatically capture this information, which can be used to create very accurate and reliable document imaging software system implementation schedules. View samples here.
Click to Enlarge	Determine RISK and SUPPORTABILITY. automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX™ of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed EDMS software system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
Click to Enlarge	VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor EDMS software proposals. View example here.
Click to Enlarge	WORKFLOW TOPICS ensure the proposed document management software can be fully integrated and utilized to enhance business procedures at all levels of the enterprise. View Workflow samples here.
Click to Enlarge	WEIGHTED SCORING is a quantitative measure of how well a proposed electronic document management software (EDMS) system matches up to your business priorities. This compares the overall total scores for each proposed system. This Score is based on all vendor responses except Pricing and Vendor Background. View sample here.
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      A Detailed & Comprehensive List of:

      Identify BOTH EDMS Software Features Availability and Deliverability

      Unlike others that try (and fail) to gather useful solutions data about complex document management system features, ready-to-use RFP are not constrained to the use of summary-level "Yes" or "No" answers. This ready-to-use uses a Feature Support Matrix^™ (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This function is useful during both the electronic document management software selection AND the system implementation phases of large document imaging management project because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

      Determine the Risk & Supportability of Proposed

      Vendor Response Input Validation.

      Vendors must answer each question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each electronic document imaging management software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative questions! Ensures vendor proposals are easy to compare and evaluate!

      Workflow Topics Included.

      The ability of the proposed software to successfully integrate with existng business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new EDMS system.

      Weighted Grade Score

      Compares the Weighted Grade Point Score calculated for each proposed system. This is calculated as follows: The vendor response to each question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a document management software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.

Download your Free Detailed Document Management Software RFP and tools. Please click here