Vendor Selection Criteria - IKMS

1 Vendor Selection ScorecardVendor #1 Vendor #2 Vendor #3 Vendor #4 Criteria (Rate 1-5, 5=Excellent)Technical1 Operating System (Windows NT, XP, etc.)2 Database format (SQL, Oracle, etc.)3 Supports concurrent users4 Data import or export requirements5 Required number of concurrent users6 Archiving , PDAs and remote devices8 Single or multi-site functionality9 Graphical, hierarchical data structure10 Ease of implementation11 Additional database software required12 System maintenance13 Access to data from various areas14 Supports distributed file stores15 Support multiple datasets16 Simple login process17 Security controls18 Speed19 Customizable screens20 Overall ease of use21 Ease of access to reports22 Customizable reports 23 Format of reports (graphical/text)24 How are updates delivered25 How often are updates released26 How are bugs addressed27 How are fixes delivered28 System scalable29 How much IT training is involved (hours, days)

2 30 Cost31 Potential future cost32 Implementation cost33 IT Training cost34 Cost of customization35 Cost of software36 Cost of hardwareSoftware Features & Functions37 Indexing and retrieval38 What kind of file types 39 Wildcard searching40 Document Content searching41 The ability to search and retrieve based on an index field42 The ability to do Boolean searches (A and B, A, or B, A less than xxx, more than xxx, etc.)43 The ability to do full text search of OCR d documents44 The ability to display search words highlighted in the document45 Ability to create look up sets46 The ability to retrieve the document and change the index information after initial ability to track changes made to records48 Can it handle various formats49 Can documents be viewed in native format50 Check in/check out51 Version control - How many versions52 Audit log capabilities53 Print capability 54 Workflow55 Record update capabilities56 Litigation hold57 Web-based system58E-mail management59 Archival management60 Space management (Records Center)

3 61 Barcode tracking62 Automatic generation of barcodes for tracking Barcode tracking63 Applies barcodes and color-codes on one easy-to-apply label strip64 Generate new labels automatically with information from host database or keyboard 65 Manage physical and electronic 66 Paper and electronic audit trail67 Paper file tracking68 Reports69 Processing history report70 Retention reports71 Missing documents report72 Productivity report 73 Requestor exceptions report74 File history report75 Compliance report76 Audit reports77 Filtering and searching imaging and electronic tracking79 Web access to information80 Multiple retention schedule management 81 Instant location of hard copy records82 Support TWAIN compliant scanners83 Remote scanning capability84 Chain of custody capability85 Security access controls86 Creates of alphabetic, numeric.

4 Or custom index filing systemsVendor information87On-Site Software training88 Off-Site Software training89 Web-Based Training90 Instructor led training91 Training manuals 92 Hardcopy93 Electronic94Is training part of the contract95 Vendor can create conversion plans96 Vendor can provide file strategy consultation97 Vendor can provide file-to-file conversions and data input into physical and electronicrecords management system98 Vendor supports unique requirements for physical and electronic recordsmanagement99 How long has Vendor been in business100 How many employees101 Where is the main headquarters located102 How many customers use the system103 What provisions have been made for users to protect their investment if the Vendor company goes out of business104 What is the exit strategy for a company wishing to disengage from the Vendor s system? Can the database be exported in native format with indexes?

5 105 Five companies to contact for reference106Is there in house tech support107 How long will in house tech support be provided from inception 108 How is communication with tech support handled109 Web interface110 Email111 Phone112 What kind of response time for support113 What are the costs associated with the various types of support