Checklist of Functions
This table lists the four key high level functions your education organisation will require from a system (Input; Management; Output and Collaboration/Business process management) and then lists a series of optional detailed facilities under each function. Your team can use this table to enter in your requirements and give them a priority rating of (mandatory; highly desirable or optional).
If you tick document capture; EDM and ERM and Business Process Management requirements you should opt for an EDRM solution. If you also ticked content management and multiple delivery and web content management and collaboration requirements you should opt for an Enterprise Content Management suite.
| Function | Description | Do you need this function? | Priority(Mandatory; Highly desirable; Optional) | |
| 1 | Input | |||
| 1.1 | Electronic capture | |||
| 1.1.1 | Electronic content/ document capture | Facility to capture electronic content/documents created via standard office software applications | ||
| 1.1.2 | Electronic content creation via template | Facility to create content via a browser form which imposes structure and style for web publishing. | ||
| 1.1.3 | Electronic document/data capture | Facility to capture electronic documents/data created via line of business systems and other business administration systems | ||
| 1.1.4 | Electronic forms | Facilities to design electronic form, publish form, capture data via form , validate data according to business rules and load data into application and capture image of form if required | ||
| 1.1.5 | E-mail capture | Facility to capture e-mails and attachments and management of them as documents/records | ||
| 1.1.6 | Content transformation | Capture of content and editing/conversion of content into format suitable for Web publishing | ||
| 1.1.7 | Import of electronic content/documents held as single electronic files | Facility to import text documents; XML documents; spreadsheets; e-mail messages; PDF documents; document images; vector graphics etc. | ||
| 1.1.8 | Import of compound documents as a single record | Facility to import multimedia documents, CAD files, directly interlinked documents; sessions from collaboration systems etc | ||
| 1.2 | Analogue capture | |||
| 1.2.1 | Scanning and digitising analogue content | Facility to scan and capture digital image and key in metadata | ||
| 1.2.2 | Scan and digitise and text capture | Facility to scan and capture digital image and recognise and capture textual content | ||
| 1.2.3 | Scan and digitise and forms processing | Facility to scan and digitise and analyse image data – recognise that image contains image of a specific form side template and then process structured form image to extract data from fixed positions on template | ||
| 1.2.4 | Scan and digitise and semi structured data capture | Facility to scan and digitise and process semi-structured form image for data capture | ||
| 1.2.4 | Scan and digitise and raster to vector | Facility to scan and digitise map or design and convert raster to vector data for processing | ||
| 1.3 | Metadata capture | Facility to enter metadata and associate metadata with a document/content file to facilitate control and retrieval | ||
| 1.4 | Categorisation | Facility to classify content/documents into categories based on content/rules | ||
| 1.5 | Declaration as a record | Facility to define status of document to be a record at input stage so it is then managed as a record | ||
| 2 | Management | Electronic content, document and records management | ||
| 2.1 | Electronic content and document management | Electronic content and document management functions | ||
| 2.1.1 | Electronic content and document management | Manage documents as single electronic files in a repository | ||
| 2.1.2 | Electronic content and document management | Manage compound documents comprising container documents and component content files in a repository | ||
| 2.1.3 | Electronic content and document management | Manage the links between content components and container documents in a repository | ||
| 2.1.4 | Electronic content and document management | Assign metadata (index data) to documents/ content objects and register each document/content object in the repository | ||
| 2.1.5 | Electronic content and document management | Manage metadata in relational database | ||
| 2.1.6 | Electronic content and document management | Index full text of content in a full text engine to facilitate full text retrieval | ||
| 2.1.7 | Electronic content and document management | Management of controlled thesaurus of terms | ||
| 2.1.8 | Electronic content and document management | Provision of mass storage facilities including hierarchical storage management if required and content addressable storage if required | ||
| 2.1.9 | Electronic content and document management | Mandatory provision of check-out and check-in facilities so document/content object cannot be overwritten – it can only be copied and then amended and checked back in. | ||
| 2.1.10 | Electronic content and document management | Mandatory provision of version control facilities to ensure that edited documents can only be checked back in as next version of same document or as new document | ||
| 2.1.11 | Electronic content and document management | Control access to metadata, content, document via access control markings, roles, groups etc. | ||
| 2.1.12 | Electronic content and document management | Provide audit trail of transactions on documents | ||
| 2.1.13 | Electronic content and document management | Solution must meet specified reporting requirements - all transactions on documents | ||
| 2.1.14 | Electronic content and document management | System must support minimum usability requirements | ||
| 2.1.15 | Electronic content and document management | System must be resilient, must maintain integrity of content objects/documents, must meet minimum performance requirements and must be scalable | ||
| 2.2 | Electronic Records Management | Support TNA requirements as detailed below | ||
| 2.2.1 | Record organisation | Classification scheme, classes, folders, parts and components | ||
| 2.2.2 | Record capture, declaration and management | Declaration and management of records including metadata | ||
| 2.2.3 | Retention and disposal | Disposal schedule definition; allocation and execution; resolving conflicts, review and destruction | ||
| 2.2.4 | Hybrid and physical folder management | Physical folders; markers; retrieval and access control; tracking and circulation; disposal. | ||
| 2.2.5 | Authentication and encryption | Electronic signatures and electronic watermarks and encryption | ||
| 3 | Output | |||
| 3.1 | Search | Facilities to search all metadata; search full text content; save searches; present search results; | ||
| 3.2 | Display | Facilities to display all content/documents/records captured and managed on the system irrespective of whether the application used to create them is present or not. | ||
| 3.3 | Presentation | Facilities to present metadata and records to applications outside the solution in a form suitable for electronic publication | ||
| 3.4 | Facilities to print all types of content, documents and records which are printable in same way as they are displayed on screen | |||
| 3.5 | Facsimile | Facilities to output content/documents to facsimile format and transmit it to defined facsimile numbers. | ||
| 3.6 | Facilities to attach content objects/ documents held in the solution to e-mail messages and send them to specified e-mail accounts | |||
| 3.7 | Portal | Facilities to search and display content/documents held on the solution from within a named portal. | ||
| 3.8 | Multi channel content delivery / publishing | Facilities to publish specified content to specified delivery channels using defined style sheets etc | ||
| 3.8.1 | Print publishing | Facilities to publish specified content to print media using defined style sheets etc. | ||
| 3.8.2 | CD/DVD publishing | Facilities to publish specified content on CD/DVD media using defined style sheets and software | ||
| 3.8.3 | Delivery to mobile phones | Facilities to render content in format suitable for display on mobile phone screens using defined style sheets and software | ||
| 3.8.4 | Delivery to PDAs | Facilities to render content in format suitable for display on PDA screens using defined style sheets and software | ||
| 3.8.5 | Internet/intranet/extranet Web site publishing | Facilities to render and publish specified content to specified Web sites using defined style sheets and web publishing software | ||
| 3.8.5.1 | Web site development | Facilities to define and develop web sites using web content management software | ||
| 3.8.5.2 | Develop web applications | Facilities to develop web applications using Web content management software | ||
| 3.8.5.3 | Develop web pages | Facilities to develop specific web pages for use on a web site using Web content management software | ||
| 3.8.5.4 | Check links | Facilities to check and maintain the integrity of all links made on a web site. | ||
| 3.8.5.5 | Content approval | Facilities to route content through an agreed approval process using web content management and business process management software. | ||
| 3.8.5.6 | Support multiple Web site deployments | Facilities to publish content to multiple web sites and synchronise process. | ||
| 3.8.5.7 | Content personalisation | Facilities to customise content delivered to a searcher based on profile gathered of searcher | ||
| 4 | Collaboration/Business process management | |||
| 4.1 | Collaboration | |||
| 4.1.1 | Calendaring/scheduling | Shared diary services for scheduling events, meetings etc | ||
| 4.1.2 | Whiteboarding | For freehand drawing and pen-based writing on handheld computers, tablets etc | ||
| 4.1.3 | Instant messaging | Real-time text based peer to peer communications over the Internet | ||
| 4.1.4 | Presence detection | The ability to see if others on a pre-selected list are online concurrently | ||
| 4.1.5 | E learning | An online education or training programme that can be on demand or set to a pre determined date and time | ||
| 4.1.6 | Knowledge management | Makes the education organisation’s information and knowledge available to all wherever it is based – includes portals and other search tools | ||
| 4.1.7 | Digital asset management | Supports storage, retrieval and reuse of digital objects and provides rights management facilities | ||
| 4.2 | Workflow/ Business process management | |||
| 4.2.1 | Business process modelling and building | Business process design and build tools to graphically model and redesign business processes and define them to the workflow engine. | ||
| 4.2.2 | Business process management | A workflow/business process management engine which holds the business rules and controls the flow of each case or transaction through each step of the workflow/ business process | ||
| 4.2.3 | Business process administration | Tools for administering the workflow/ business process including reporting and monitoring tools, audit tools etc |
