Document Management Solutions

The vendor is required to provide enterprise-level document management solutions that provide the ability to capture, organize, search, secure, digitize, tag, approve, and complete tasks with business documents as a potential replacement for our existing document management system, Hyland Perceptive Content/Experience. 
- Document intake: Multiple ingest methods are used by business units to load documents into the DMS such as scanners, email, printing, saving, drag and drop, script, batch importing, and APIs from external systems. The solution must include multiple methods for loading documents into the system.
- Document standardization: Source documents can come into the University’s business units in hundreds of different file types and formats that exist today. The solution shall have the ability to convert file types as they enter the system and within the system for standardization.
- Document indexing: Once a document has been ingested in the DMS, business units need the ability to tag a document so that it can be found quickly and easily when needed. The solution will provide document indexing capabilities and will ideally provide automated indexing methods to extract relevant data from documents.
- Document search/retrieval: In addition to providing field-based and full-text searches on the contents of documents, the solution will provide advanced search features such as wild cards, boolean, contains, and advanced logic. Ideally, the solution will also provide more advanced searching capabilities, such as natural language processing and concept searching.
- Document annotation and collaboration: Once a document has been ingested into the DMS, business units need the ability to annotate and collaborate on documents while retaining the original document integrity. The solution will provide annotation tools and collaboration capabilities on multiple file formats. Ideally, the solution will also provide the ability for an annotation or electronic signature to trigger a workflow state change or route the document to a specified user/group.
- Workflow processing: While some business units use the DMS only for archiving documents, many have custom workflows that form an integral part of their business process. The solution needs to provide robust workflow processing capabilities and workflows that can be easily customized to meet the complex, diverse needs of many departments.
- Accessibility: The University is required to conform to Web Content Accessibility Guidelines (WCAG). As a result, the DMS shall conform to the current WCAG 2.1 AA level by April 2026 and have an ongoing commitment to conforming to accessibility guidelines.
- Ability to integrate with other systems: Business units interact with the DMS through other applications. The existing DMS has established direct connections to the University’s ERP system, PeopleSoft, to allow users to view documents. Deeplinks are also used from the DMS to PeopleSoft, Jadu, and Tririga. Business processes also include DMS connections to SalesForce, Jadu, Chrome River, Tririga, Microsoft Dynamics, and other internal applications. The solution must provide the ability to integrate with multiple business systems in use at the University.
- Reporting and metrics: The solution will have the ability to report on document statistics, system usage and adoption rates, storage & system health, and security and compliance for audits, access, and data protection.