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Document Management Software Selection Made Easier

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Choose DMS Software Accurately with This RFP Templates





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Select DMS Software Accurately

DMS Software RFP Template & Software Selection Toolkit - 1,216 Criteria - Updated Monthly

The easiest, most reliable way to identify document management software requirements, prepare an RFP, evaluate vendor responses, hold demonstrations, & select DM software accurately.

Reliably evaluate and select Document Management software best suited to your company's needs by using these unbiased requirements, RFP template, evaluation matrix, and software selection templates.  These easy-to-use, flexible templates are pre-loaded with over 1,216 DMS System Selection Requirements, and will save you time and money during each step of the DMS software selection process.

NOTE:  Purchase all the templates below bundled together at a significant discount, or purchase each separately, as needed.

DMS System Selection Made Easier

The state-of-the-art templates listed below include over 1,216 DMS system selection criteria to make the entire DMS software selection process easier, faster, and more accurate. Get everything needed to clearly identify requirements, distribute a meaningful RFP, hold demonstrations, evaluate vendor proposals, & accurately select DMS software:

  • DMS Requirements with Fit/GAP Analysis - Enjoy Fast DMS Requirements Identification - Prevent Fatal Omissions! Identify ALL crucial DMS software selection needs.

    Today's DMS expert consultants stress that you must first determine your DMS requirements before trying to select DMS software.  But just what does the phrase "determine your DMS software requirements" really mean?  Efficiently managing the Document Management environment involves many critical requirements and raises many questions.

    This Requirements Checklist with Fit-GAP analysis will help you identify your company's unique DMS system requirements, and answer many questions crucial to successful DMS system selection and implementation.

    • Identify your organization's unique and hidden DMS requirements. Answer questions such as "How can a new DMS software system best improve key business processes?" or "How can a DMS system reduce AP voucher processing errors?", plus many others. All good questions when trying to select DMS software.
    • Identify the RFP questions needed to pick the best DMS software for your organization.
    • Determine if your current DMS system needs or problems are caused by workflow or software deficiencies.
    • Identify the solution to each workflow issue or DMS software deficiency.
    • Determine the priority of mitigating each need or problem be.
    •     (View Screen Shots}
    The DMS Requirements Checklist with Fit-GAP presents hundreds of operational DMS criteria in a form useful for performing the above tasks, all required to selecting the best DMS software system.

  • RFP Template with Response Evaluation Toolkit - Obtain Better DMS Selection Decision Making Data! - Use this template to quickly prepare a quantitative RFP tailored to your DMS needs. Cut RFP preparation time by up to 90%. New Feature  New RFP Response FILTERs that make reviewing and evaluating vendor responses to complex RFPs faster, more flexible, and more accurate! 

    This RFP template enables you to precisely communicate your company's unique DMS requirements to vendors, and then elicit consistent, easily evaluated and compared answers from those vendors about HOW they will provide a DMS system solution tailored to your needs in these areas:

    • Vendor Background
    • Business Process Analysis
    • Transition Planning
    • Cloud Configuration
    • Dashboards
    • Mobile Apps
    • Document Management Functions
    • Content Creation
    • Version Control
    • Lifecycle Management
    • Records Inventory Management
    • Records Space Management
    • Retention Scheduling
    • Disposition Scheduling
    • Content Ingestion
    • Scanning
    • Optical Character Recognition (OCR)
    • Content Indexing
    • Item Retrieval
    • Search Capabilities
    • Collaboration
    • Workflow Processing
    • Web Content Management
    • Cloud Administration
    • Security
    • System Implementation
    • System Support
    • Training
    • Pricing
    • Comprehensive vendor proposal evaluation and comparison templates are included!
    •     (View RFP & Response Eval Screen Shots)
    This RFP template for a Electronic Document Management software system enables you to quickly and reliably select a DMS software system best for your needs.

  • DMS Software Evaluation - Easily and accurately compare and evaluate DMS software proposals, then select the DMS system best for your needs! Included with the BUNDLED and RFP Toolkits above!        

    This toolkit includes a comprehensive set of vendor RFP response (proposal) evaluation tools that enables you to quickly and accurately compare vendor DMS software system proposals to your company's requirements and to each other. A detailed "side-by-side" response comparison matrix with heat map, scorecard, and 3-D bar Charts are displayed about:

    • Weighted Grade Score
    • Supportability Score
    • Vendor Response Quality Analysis
    • Detailed Heat Map
    • Proposed System Feature Comparison
    • Vendor Capabilities Profile
    • Extensive Financial Ratios
    • Payback Analysis
    •     (View Response Evaluation Screen Shots)
    This set of vendor response evaluation templates for DMS systems ensures impartial and accurate analysis of all competing vendor DMS software proposals at the weighted grade score, supportability, and financial levels, all to assist you in selecting the best DMS software system for your needs.

  • Demonstration Script - Ensure vendors present actionable HR software demonstrations tailored to your organization's human capital/resource management needs.  Choose the best HR software based all the facts! 

    Included in this Toolkit is an in-depth DMS software demonstration script (a.k.a. a "demo" or a presentation script) that ensures ALL vendors demonstrate ALL of the software functionality important to your company's needs, and show them consistently in the SAME presentation sequence order. This ensures each vendor DMS demonstration can be easily evaluated and compared with others. This DMS demo script template provides the following benefits:

    • Scheduling Function allows different groups of demo attendees to be scheduled for specific time slots. Demonstration sessions can be scheduled over several days.
    • Organized by Departmental Business Function, enabling different user attendee groups to see just those functions specific to their daily needs.
    • Quantitative Scoring ensures accurate, meaningful ranking of all demonstrations.
    • Side-by-Side Comparison of all vendor DMS presentation assessments at the detail level
    • Heat Map Color Highlights the strengths and weaknesses of each DMS system demonstrated.
    •     (View EDMS Demonstration Script Screens)
    Use this DMS software demonstration script template to ensure that vendors show how their proposed system supports complex tasks and/or mitigates time consuming exceptions to standard business processes, or clear up any confusion found in their RFP response. Visual inspection is worth 10,000 words when choosing DMS software.


Select DMS Software Reliably

Make choosing document management (EDMS) software solution easier and more reliable.  These DMS software evaluation & selection templates use quantitative DMS system criteria and other techniques to enhance the reliability of each step in the software selection process to:

  • Prevent Fatal Omissions - 1,216 criteria ensure all industry standard DMS requirements are addressed.
  • Ensure Accurate DMS Evaluation - "Apples-to-Apples" comparison of DMS systems based on your requirements. Vendor RFP responses can be compared in both detail and graphical forms to ensure accurate DMS software selection.
  • Avoid Mistakes - Obtain DMS proposals in a consistent, easily compared and evaluated format through the use of built-in, automated vendor input validation.
  • Save Valuable Time - Eliminate wasted time spent manually clarifying, scoring, and evaluating vendor proposals, and quickly choose the best DMS software, all through the use of Automated vendor response scoring that eliminates the need to manually score thousands of vendor replies.
  • Select the best DMS software solution using meaningful, actionable information.

DMS Requirements Checklist

This detailed DMS software requirements checklist with a full GAP-Fit analysis matrix covers all standard DMS operational issues, and will significantly reduces the time needed to fully identify and prioritize all of your firm's DMS selection requirements, sometimes by as much as 90%.

View Screens...
EDMS requirements matrix
QUICKLY & ACCURATELY IDENTIFY ALL DMS REQUIREMENTS - Save weeks, even months, of time when identifying your DMS software needs by using a detailed requirements checklist that queries users about their needs in all DMS business processes.

Comprehensive Fit/GAP ANALYSIS Features are provided in this DMS user requirements checklist to help you quickly identify, categorize, and prioritize DMS software requirements and user needs. Quickly obtain the information needed to accurately select the DMS software system best for your needs. Customizable attributes suitable for use in any DMS system environment such as SAP, Oracle, Siebel, MS Dynamics, and all others.

  • Avoid Overlooked Requirements! - This checklist comes with a pre-loaded repository of hundreds requirements, guaranteed to address all aspects of a DMS system.  Streamlines your DMS software selection project immediately since the chances are very good that it will remind someone of something they forgot!

To view DMS System Requirements Checklist detail please click this button:
View Requirements Checklist
(Checklist Also Available Separately)


Comprehensive DMS System Requirements

Eliminate wasted time during the DMS selection process!  Minimize the risk of picking the wrong system. Reduce the time spent researching and developing requirements from scratch, since all tools are ready-to-use with a list of over 1,216 Electronic Document Management (EDMS) software selection requirements (categorized below).  This enables you to immediately conduct user needs surveys, query vendors about complex DMS software systems, and conduct effective software demonstrations - everything needed to select DMS software successfully!

Electronic Document Management software (EDMS) requirements

If you don't see what you need, or have questions about what type of DMS software system is best for your operations, please Contact Us!  We have more than 30 years of direct "hands-on" DMS experience in operations ranging from small operations to Walmart. Our advice and support is always free!


RFP Template

Accurately choose the BEST DMS software by querying vendors about all of your firm's specific DMS software needs. Prevent do-overs that waste time and money. Start your project on the right track by using well-focused DMS software selection questions to obtain better, more precise information from vendors, and then evaluate and select EDMS system software based on your exact needs.

View Screens...
Quickly create an RFP tailored to your specific DMS requirements.  Designed by experts to select DMS software, this detailed yet easily customized Request for Proposal template comes pre-loaded with thousands of software selection requirements guaranteed to address all industry standard and many "exception case" DMS issues.
  • EVALUATE DMS SOFTWARE RELIABLY! - Accurately Compare and Evaluate Vendor RFP Responses! DMS Response Evaluation Tools are included! A detailed set of ratios, comparisons, and scorecard functions analyze each vendor RFP response to ensure selection of the DMS software proposal best suited to your needs.

To view DMS software RFP Template and Evaluation Matrix screen samples please click this button.
View List of RFP Templates
(Templates Also Available Separately)


DMS Software Demonstration Script Templates

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DMS DEMONSTRATION SCRIPTS - The purpose of a DMS software demonstration is to investigate and illustrate the potential strengths and weaknesses identified in each vendor RFP response (proposal). Make sure all vendor DMS system demonstrations consistently address these issues as well as your firm's overall requirements. This template enables each DMS software selection team member to consistently score each demonstration based on his or her priorities. View details and examples for Demonstration Script template capabilities.

  • This template is ideal for managing on-site demos that may last several days and involve different user groups from several departments, each with their own set of needs and requirements. Be sure each DMS vendor demonstration stays on schedule and addresses everything the IT and End-User team wants to see.
  • Ensures all vendor software demonstrations are easy to evaluate and compare by requiring all functionality is demonstrated in the same order and scored consistently by all team members. Ensure your DMS selection is fast and accurate!

To view DMS Demo Script detail please click this button:
              View Demo Tools
(Template Also Available Separately)

If you have questions about using the templates above, or how to select DMS software in general, please Contact Us! We have over 30 years direct "hands-on" DMS experience ranging from small operations to Walmart, and our advice & support is always free!


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No-Nonsense 30 Day Money-Back Guarantee on All Products
Unlimited Staff Users - Unlimited Vendors - Unlimited Projects


Several Toolkit options are available, each assembled to match your current Document Management (DM) software project needs:




Buy only the Document Management (DM) Requirements Checklist with Fit-GAP Analysis described above. This includes the DMS Requirements Checklist with Fit-GAP Analysis and a Work Distribution Chart (WDC). Obtain everything needed to identify and document your true requirements. This Toolkit includes:

  • Unlimited Number of Staff Users, Vendors, and Projects
  • 500+ Document Management System User Needs Topics
  • Requirements Checklist with Fit/GAP Analysis Template
  • Work Distribution Chart (WDC) Template for DMS
  • FREE LIVE SUPPORT 7 Days/Week - Telephone/Email

DM Software Demonstration Script -

$229.00 US         (Secure Checkout)    

No Questions Asked 30 Day Money-Back Guarantee on All Products
Unlimited Vendors - Unlimited Staff Users - Unlimited Projects




Buy just the DM Software RFP Template and Vendor Response Evaluation Templates described above. This includes the DMS Requirements Checklist with Fit-GAP Analysis, Request for Proposal (RFP) Template, and all Vendor Response (Proposal) Weighted Grade Scoring, Supportability, Comparison Matrix, and Financial Ratio calculation tools. Everything needed to plan your new system, identify your true requirements, prepare a meaningful RFP, and select the best HR software based on your requirements. This bundle includes ALL the Tools summarized below:

  • No Limit on Vendors, Staff Users, and Projects - Unconditional 30 Day Money-Back Guarantee
  • 1,216+ DMS System Selection Criteria
  • All User Needs & System Planning Templates
  • the Requirements Checklist with Fit/GAP Analysis Template
  • Request for Proposal (RFP) Template Toolkit for a Document Management System
    • In-Depth, Detailed Request for Proposal (RFP) Template
    • Vendor Input Validation
    • Feature Availability & Delivery Evaluation
    • Vendor RFP Response Evaluation
    • Response Quality Analysis
    • Enhancement / Cost Cross-Reference
    • Weighted Grade Scoring
    • Supportability Index Scoring
    • Optimized RFP Guide
  • RFP Documentation
  • All Cover Letter, Guide, & Checklist Templates
  • INCLUDES the full DMS Proposal Evaluation, Comparison, & Selection Template Toolkit
    • Side-by-Side Response Comparison with Heat Map
    • Vendor Response Quality Ratios
    • Response Evaluation Scorecard
    • 3-D Bar Chart Response Comparison Graphs
    • Financial Ration Analysis
    • Evaluation Matrix Documentation
  • FREE LIVE SUPPORT - Telephone/Email

    DMS System RFP Template and Response Evaluation MatricesONLY, -

    $379.00 US         (Secure Checkout)    




    Buy only the Document Management (DM) SYSTEM DEMONSTRATION TEMPLATE described above. Obtain everything needed to schedule and present quantitative DMS demo scenarios to vendors, all grouped by application/department focus. Schedule different user groups for different demo sessions, as summarized below:

    • Unlimited Number of Staff Users, Vendors, and Projects
    • Detailed Vendor DMS Software Demonstration Script Template

    DM Software Demonstration ScriptONLY -

    $269.00 US         (Secure Checkout)    

    No Questions Asked 30 Day Money-Back Guarantee on All Products
    Unlimited Vendors - Unlimited Staff Users - Unlimited Projects


    TOOLKIT OPTION #4 - All Toolkits BUNDLED

    Includes ALL DMS System Selection Templates. - Save $149.00!

    DMS SOFTWARE REQUEST for PROPOSAL (RFP) TEMPLATE and SOFTWARE SELECTION TOOLKIT BUNDLE - Purchase and download the Document Management Software Requirements Checklist, RFP Template with matching Vendor Response Evaluation/Comparison Matrix, Ratio Analysis, and Demo Script templates. This bundle includes:

    • Unlimited Vendors, Staff Users, and Projects - No Questions Asked 30 Day Money-Back Guarantee
    • 1,216+ DMS Selection Criteria
    • INCLUDES the full Requirements Checklist with Fit/GAP Analysis     (Purchase Separately)
    • DMS Request for Proposal (RFP) Template Toolkit     (Purchase Separately)
      • In-Depth, Detailed Request for Proposal (RFP) Template
      • Vendor Input Validation
      • Feature Availability & Delivery Evaluation
      • Vendor RFP Response Evaluation
      • Response Quality Analysis
      • Enhancement / Cost Cross-Reference
      • Weighted Grade Scoring
      • Supportability Index Scoring
      • Optimized RFP Guide
      • RFP Documentation
      • All Cover Letter, Guide, & Checklist Templates
    • INCLUDES the full DMS Proposal Evaluation, Comparison, & Selection Template Toolkit
      • Side-by-Side Response Comparison with Heat Map
      • Vendor Response Quality Ratios
      • Response Evaluation Scorecard
      • 3-D Bar Chart Response Comparison Graphs
      • Evaluation Matrix Documentation
    • INCLUDES the full DMS Software Demonstration Script     (Purchase Separately)
      • Multi-Day
      • Multi-Session
      • Demo Scoring & Evaluation
    • FREE LIVE SUPPORT - Chat/Telephone/Email
    Take $240 OFF the separate purchasing price of $907.00 USD! Purchase all of the above bundled for just:

    $667.00 US         (Secure Checkout)    

    No-Nonsense 30 Day Money-Back Guarantee on All Products
    Unlimited Staff Users - Unlimited Vendors - Unlimited Projects

    If you have any questions, please Contact Us.

    Have questions? Please Contact Us.

    Advice & Support from an DMS Software Selection Expert is Always FREE!

    View all available RFP templates for Electronic Document Management (EDMS), Engineering Drawing Management, and ECM software.

    You may also be interested in an RFP Template for:

    Engineering Drawing/Document Management.

    Contract Management Software.

    A Vendor Demonstration Script for DMS software is available at:

    Electronic Document Management System (EDMS) Software Demo Script.

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    "The detailed requirements contained in this RFP template, plus Infotivity's outstanding support, helped ensure the on-time completion of the DMS software selection project."
          - John C., Global Consultant

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    2,500+ employees

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    Certified DMS Consultant