Document management: Evaluation checklist

To find the document management product that works best for your agency, obtain trial versions of several solutions and evaluate them using the checklist below — after adding any agency- specific requirements.

* Infrastructure — What platforms does the product support? Is any additional software or licensing required? What level of scalability, availability and replication does the product offer?

* Administration — What installation requirements, security, and user and group account management tools are available?

* Client interfaces — What operating systems does the product support? Is it Web browser-based? Can it be accessed via wireless or voice systems?

* Client tools — Can you easily add or modify documents? What formats are supported? How do users route and collaborate on documents?

* Document accessibility — How easily does the product integrate with other agency applications, such as word processing and other office products, e-mail systems and collaboration tools?

* Document versioning — Does the product include a document repository and baselining tools? Can you retrieve earlier versions or save versions by author?

* Document routing — What out-of-the-box workflow capabilities does the product offer? Is document routing tied to e-mail and collaboration tools?

* User change notification — Can you flag document changes sent via e-mail, pager or other mobile devices?

* Developer tools — Does the product offer the ability to create custom document management applications, application program interface access, multiplatform tools or integration with other agency applications?

* Training — Will training be needed for administrators or end users? What training tools are available?

* Documentation — Is hard-copy and online documentation available? How accessible is it? Is it detailed enough?

* Cost — Does the vendor charge per user or per CPU? How long will it take to recoup the initial investment? What will ongoing maintenance cost?

The Fed 100

Read the profiles of all this year's winners.

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    'Buy American' order puts procurement in the spotlight

    Some IT contractors are worried that the "buy American" executive order from President Trump could squeeze key innovators out of the market.

  • OMB chief Mick Mulvaney, shown here in as a member of Congress in 2013. (Photo credit Gage Skidmore/Flickr)

    White House taps old policies for new government makeover

    New guidance from OMB advises agencies to use shared services, GWACs and federal schedules for acquisition, and to leverage IT wherever possible in restructuring plans.

  • Shutterstock image (by Everett Historical): aerial of the Pentagon.

    What DOD's next CIO will have to deal with

    It could be months before the Defense Department has a new CIO, and he or she will face a host of organizational and operational challenges from Day One

  • USAF Gen. John Hyten

    General: Cyber Command needs new platform before NSA split

    U.S. Cyber Command should be elevated to a full combatant command as soon as possible, the head of Strategic Command told Congress, but it cannot be separated from the NSA until it has its own cyber platform.

  • Image from Shutterstock.

    DLA goes virtual

    The Defense Logistics Agency is in the midst of an ambitious campaign to eliminate its IT infrastructure and transition to using exclusively shared, hosted and virtual services.

  • Fed 100 logo

    The 2017 Federal 100

    The women and men who make up this year's Fed 100 are proof positive of what one person can make possibile in federal IT. Read on to learn more about each and every winner's accomplishments.

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