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?

FCW in Print

In the latest issue: Looking back on three decades of big stories in federal IT.


  • Anne Rung -- Commerce Department Photo

    Exit interview with Anne Rung

    The government's departing top acquisition official said she leaves behind a solid foundation on which to build more effective and efficient federal IT.

  • Charles Phalen

    Administration appoints first head of NBIB

    The National Background Investigations Bureau announced the appointment of its first director as the agency prepares to take over processing government background checks.

  • Sen. James Lankford (R-Okla.)

    Senator: Rigid hiring process pushes millennials from federal work

    Sen. James Lankford (R-Okla.) said agencies are missing out on younger workers because of the government's rigidity, particularly its protracted hiring process.

  • FCW @ 30 GPS

    FCW @ 30

    Since 1987, FCW has covered it all -- the major contracts, the disruptive technologies, the picayune scandals and the many, many people who make federal IT function. Here's a look back at six of the most significant stories.

  • Shutterstock image.

    A 'minibus' appropriations package could be in the cards

    A short-term funding bill is expected by Sept. 30 to keep the federal government operating through early December, but after that the options get more complicated.

  • Defense Secretary Ash Carter speaks at the TechCrunch Disrupt conference in San Francisco

    DOD launches new tech hub in Austin

    The DOD is opening a new Defense Innovation Unit Experimental office in Austin, Texas, while Congress debates legislation that could defund DIUx.

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