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Document Management Software

RFP - Example Questions

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Select DMS Software for Successfully

Document Management Software Selection Master Toolkit - 1,216+ Criteria - Updated Monthly - Pricing at Bottom

The best way to identify DMS software requirements, prepare an RFP, evaluate vendor responses, & select Document Management software accurately.

Designed specifically for selecting Document Management software systems, this RFP Template Toolkit contains everything needed to successfully choose Document Management software facility.  This RFP template utilizes highly detailed, quantitative questions to ensure key document management requirements are not overlooked, and collect information from vendors about their proposed system in a format that can be easily evaluated and compared "apples-to-apples".  Very easy to customize, this RFP queries vendors about:

Document Management Dashboards Document Data Capture Document Creation Document Retrieval
DMS Mobile Apps Document Data Capture Automated Indexing Enterprise Reporting
Saas/Cloud Security Batch Management Report Generation Workflow Processing
Electronic Forms Document Processing Audit Trails ...And Many More

To view more businsess functions Click Here!

New Feature  New RFP Response FILTERs that make reviewing and evaluating vendor responses to complex DM Software RFPs faster, more flexible, and more accurate are INCLUDED!  View Details

Choose DMS Software for Accurately

This RFP Template Toolkit helps you hit the bullseye in all three major areas: DMS requirements identification, system evaluation, and document management software selection. The Toolkit contains a collection of customizable templates that can be used to save time and money during each step of the Document Management system selection process, all of which help ensure selection of the best DMS software solution for your organization's needs. See the RFP Capability Checklist. All RFP Template Toolkits contain the following:

(All RFPs are updated on a regular basis, and provided with a No Questions Asked, No-Nonsense 30 Day Money-Back Guarantee!)

Document Management Software Selection - Best Practices

In addition, this RFP queries vendors about how their software supports industry specific Best Practices.  Comprehensive support of Document Management Best Practices provides many benefits:

This hopsital request for proposal template presents detailed questions about SaaS, Cloud and on-premis server-based computing and security. Actual screens and questions from this RFP template are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, select, acquire, and implement the document management software solution best suited to your organization's needs.  Return to the beginning of the Document Management software selection section.

This RFP Template & Toolkit INCLUDES All the Tools Below to Help Select DM Software Successfully:

  Comprehensive DMS Requirements - Guaranteed to Cover ALL Industry Standard Functionality!

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    SAVE WEEKS, even MONTHS OF TIME by using over 5,000 feature criteria to quickly and accurately identify your exact needs, then simply delete the rest to easily create an unbiased Document Management RFP that best communicates your specific requirements to vendors!  Use this Excel-based, universally understood, and highly customizable template.  In addition, a detailed Feature to Cost Traceability function helps assure a smoother system inplementation and maximum ROI. View typical RFP Table of Contents.

  In-Depth RFP Functionality - Obtain Meaningful Responses that are Easily Compared and Evaluated. This RFP Template INCLUDES the following capabilities:

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    IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY. Unlike other Document Management software RFPs, Infotivity RFP Masters template 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 RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable document management software system implementation schedules. View samples here.
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    Determine RISK and SUPPORTABILITY. Document Management Software RFP Masters 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 DMS software system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
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    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.
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    VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor Document Management software proposals. View example here.
For a more detailed description of a vendor RFP response validation Click Here!
    EASILY CUSTOMIZED to meet your unique document management system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.

  All Vendor Response Evaluation & Comparison tools listed below are INCLUDED with this Document Management software RFP. Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact.
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    "APPLES-to-APPLES" DMS FEATURE COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed Document Management system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge. View a typical comparison here.
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    "Document Management Response Evaluation Ratios (scores) help you save time. View a typical evaluation ratios here.
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    AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed Document Management system matches up to your business priorities. This graph compares the overall total scores for each proposed document management system (DMS). This Score is based on all Document Management vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.
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    Feature Delivery Methods This graph compares HOW each Document Management vendor is planning to deliver the proposed document management system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this Document Management comparison are based on responses to Document Management system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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    Supportability Index A proposed document management system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a Document Management system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to Document Management Software System Features only. This graph compares the potential support effort inherent in each proposed document management software (DMS) system. View sample 3-D Bar Chart comparison here.
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    Overall Comparison This graph compares the total Weighted Score of each proposed Document Management system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed Document Management system and whether or not the Document Management system can indeed be implemented by the proposing Document Management vendor successfully. View sample 3-D Bar Chart comparison here.
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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the document management RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing Document Management vendor. View sample 3-D Bar Chart comparison here.

  The Supporting Documents below are INCLUDED with this Document Management Software RFP:

COVER LETTER SAMPLES - Make the task easier with this document management RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique document management system needs.
FULL VERSION of the RISK ASSESSMENT MATRIX CHECKLIST focused on document management system acquisition and implementation projects for working sample "Click Here"
BPR / BPE / WORKFLOW Processing Checklists - Excel-based template for mapping the current "AS-IS" state of an existing document management business process down to the data element level, a time-saving organizer when developing the new "TO-BE" state, or when trying to determine what is required to implement a new process, or when preparing for data conversion.
The OPTIMIZED RFP GUIDE. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom document management RFP questions. Included or Sold Separately
The DOCUMENT MANAGEMENT SOFTWARE CUTOVER CHECKLIST Helps Streamlines Implementation! Included or Sold Separately
MS Word DOCUMENTATION describing the organization and usage of the document management RFP and Evaluation/Comparison matrices.

      (See bottom of this page for pricing information.)

      A Detailed & Comprehensive List of:

Document Management System Features

      Thousand plus of pre-defined document management RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

DMS table of content

      Identify BOTH Document Management Software Features Availability and Deliverability

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

Document capture sample questions

      Determine the Risk & Supportability of Proposed

DMS Software Solutions

      Unlike other RFP templates, an document management Software RFP Master template can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large document management system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

RFP sample of questions taken from the document retrieval section

      Workflow Topics Included.

      The ability of the proposed document management software to successfully integrate with existing business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new document management system for healthcare. This software RFP Master examines all pertinent Workflow features in detail.

typical workflow criteria questions

      Vendor Response Input Validation.

      Vendors must answer each RFP 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 document 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 RFP questions! Ensures vendor proposals are easy to compare and evaluate!

cloud configuration sample questions from the Document Management RFP Master template

      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

DMS Software Comparison

      These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare document management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

sample of vendors DMS answers side by side to compare in the DMS matrix

      Evaluation Ratios

      Use an extensive set of ratio calculations to compare Document Management vendor proposals quickly and efficiently.

      Weighted Grade Score Graph

      Compares the Weighted Grade Point Score calculated for each proposed document management system. This is calculated as follows: The Document Management vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that Document Management software 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 Document Management 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.

      Feature Delivery Method Comparison:

      An analysis of how each Document Management vendor is proposing to deliver the system feature/function contained in their Document Management proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) Document Management feature presents far less risk than that same Document Management feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.

      DMS Supportability Index Graph:

      The Supportability Index is a forecast of how much Document Management software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed Document Management software, and which business processes depend on the customized software.

      Overall Comparison Graph:

      This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed Document Management system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that Document Management system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.

      Vendor Profile Score Graph:

      The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the Document Management RFP. The DMS vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.

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