NITAAC NIH Information Technology Acquisition and Assessment Center


		TECHNICAL FUNCTIONAL AREA 1 C.2.1 Business Technology Functional Area The NIH requirements for document conversion and electronic storage address the need to archive large quantities of legacy data while maintaining search, retrieval, and printing capabilities. This data exists as textual documents, graphics, and photographs involving first line correspondence, courtesy correspondence, policies, reports, manuals, and historical files. Due to different filing requirements, this data may be stored in duplicate. It currently exists on paper, microfiche, or microfilm media. a. Electronic Document Management - The NIH Electronic Document Management (EDM) requirements address the overall cataloguing, archiving, and control, e.g. age monitoring for timely deletion of organizational information residing in documents such as business forms, reports, letters, memos, policy statements, contracts, agreements, etc. Many EDM requirements are driven by regulatory requirements (archiving audits, protocols, adverse drug reaction reports, etc.). These requirements may necessitate automated (possibly involving full text retrieval with integrated Optical Character Reader (OCR)) or manual indexing schemes for electronic documents. These requirements may be addressed by manual indexing of key fields, providing descriptive data bases for imaged documents, and providing content based retrieval through OCR/Image Character Reader (ICR) of the full text. Management of hard copy documents may be included using manual identification schemes such as bar coding. The control information shall be electronic so it may be shared by a broad group of users, easily integrating with automated workflow systems. Legal requirements sometimes dictate that hard copy of documents must be kept for certain periods. Security requirements sometimes dictate that access control be utilized for electronic document storage. b. Administrative Correspondence Workflow - Typical NIH business processes, such as the review of grant applications consist of the flow and processing of information. Automated workflow systems are needed to monitor and guide this flow, based on predefined sets of rules. The process monitoring must provide a clear picture of the state of the workflow. The rule sets must be easily programmable to enable control and easy implementation of change as needed. A variety of workflow systems ranging from low-end workgroup imaging solutions, mid-range (40-60 seats) to high-end, high-volume (100 plus seats) are needed.

TECHNICAL FUNCTIONAL AREA 1

C.2.1 Business Technology Functional Area

The NIH requirements for document conversion and electronic storage address the need to archive large quantities of legacy data while maintaining search, retrieval, and printing capabilities. This data exists as textual documents, graphics, and photographs involving first line correspondence, courtesy correspondence, policies, reports, manuals, and historical files. Due to different filing requirements, this data may be stored in duplicate. It currently exists on paper, microfiche, or microfilm media.

a. Electronic Document Management - The NIH Electronic Document Management (EDM) requirements address the overall cataloguing, archiving, and control, e.g. age monitoring for timely deletion of organizational information residing in documents such as business forms, reports, letters, memos, policy statements, contracts, agreements, etc. Many EDM requirements are driven by regulatory requirements (archiving audits, protocols, adverse drug reaction reports, etc.). These requirements may necessitate automated (possibly involving full text retrieval with integrated Optical Character Reader (OCR)) or manual indexing schemes for electronic documents. These requirements may be addressed by manual indexing of key fields, providing descriptive data bases for imaged documents, and providing content based retrieval through OCR/Image Character Reader (ICR) of the full text. Management of hard copy documents may be included using manual identification schemes such as bar coding. The control information shall be electronic so it may be shared by a broad group of users, easily integrating with automated workflow systems. Legal requirements sometimes dictate that hard copy of documents must be kept for certain periods. Security requirements sometimes dictate that access control be utilized for electronic document storage.

b. Administrative Correspondence Workflow - Typical NIH business processes, such as the review of grant applications consist of the flow and processing of information. Automated workflow systems are needed to monitor and guide this flow, based on predefined sets of rules. The process monitoring must provide a clear picture of the state of the workflow. The rule sets must be easily programmable to enable control and easy implementation of change as needed. A variety of workflow systems ranging from low-end workgroup imaging solutions, mid-range (40-60 seats) to high-end, high-volume (100 plus seats) are needed.