Document Management Software

The Vendor is required to provide document management software for include:
•    University document management software (DMS) should work with existing on-prem servers at the university at buffalo that are managed by university it.
•    The services needs to connect and import relevant data from existing enterprise systems within the university such as Maximo, info source, and the physical space inventory to ease the tagging of documentation.
•    The services would need to provide a process that enables multiple levels of hierarchical tagging of documentation with relevant metadata as needed for file recovery in the future.
•    The services should allow collections of files to be gathered from various locations on the server that support specific operational workflows.
•    The services should allow configurable views to be created that customize how documentation is presented and searched.
•    The services should have a built-in search that can either search all or specific metadata fields.
•    The services should allow a method to batch import large quantities of documents.
•    The services should provide an interface that guides the collection and input of key metadata from the user to ensure all needed information is tagged to a document before importing is allowed.
•    The services should provide previsioning history for all files and allow previous revisions to be viewed, opened and compared to the current version.
•    The services should provide multiple levels of security that can be configured to restrict the view of confidential files.
•    The services should have a built-in viewer to allow quick read-only viewing of the most common document formats (images, pdfs, etc.).
•    The services should allow a user to edit and work on the file from a location on their local workstation and allow the automatic syncing of changes back to the server’s version of the file for speed and efficiency of editing.
•    The services should be able to restrict specific types of files to a workflow that only allows editing to a specified user group.
•    The services should be configurable to allow different departments to have their own view and classification of files relevant to their work.
•    The services should allow the classification of documents based on a customizable list of types used by the campus.
- The main documents for this RFP are not available on our website.

- Contract Period/Term: 3 years