Evaluating Electronic Document Management And Records Management Systems

User Generated

ufnzrre

Computer Science

Description

Electronic Document and Record Management

Assignment #2

Evaluating Electronic Document Management and Electronic Records Management Systems

Download a copy of your assigned software package (OpenText eDOCS) and install it on a laptop or other computer. If not available, run through a trial version on the Web site or check some tutorial videos on Youtube.

Prepare an evaluation report based on the following chart. Describe what the software does and how it works. Fill out the following matrix with your evaluation for each component.In addition, your report should include two or three screenshots of the software working on your computer. Use the matrix showing the performance of the software against the following evaluation criteria. Finally, you need to make a recommendation as to whether you would recommend the software for deployment in a small office.

Citation: APA format.


Topic

Question


  1. Functionality

What are the major functions of the software?


  1. Licensing

Is it Open Source? If not, how is it licensed?


  1. Infrastructure

What platforms does the product support? Is any additional software or licensing required?


  1. Growth Potential

What level of scalability, availability and replication does the product offer?


  1. Administration

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


  1. User interfaces

Is it easy to use?

Is it Web browser-based?

Can it be accessed via wireless or voice systems?


  1. Additional tools

Are their options for additional functionality and tools? Does the system work well with other commonly used programs (e.g. MS Word)?


  1. Document versioning

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


  1. Document routing

Whatworkflow capabilities does the product offer? Is document routing tied to e-mail and collaboration tools?


  1. User change notification

Can you flag document changes sent via e-mail, pager or other mobile devices?


  1. 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?


  1. Training

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


  1. Documentation

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


  1. Company

What type of company is supporting the product? Small? Large?Do they have additional products?


  1. 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?


  1. Customer Base

How long has the product been on the market? How many customers are there? What lines of business are they in?


You may add other factors that you think should be part of a software product evaluation process.

Your assignment is:

Software Package

Student Assigned

OpenText eDOCS


Your assignment will be graded according to the following rubric:

Criteria

Outstanding (4)

Above Average (3)

Average

(2)

Below Average

(1)

Missing (0)

Evaluation criteria

At least two additional criteria were used and all the existing criteria.

One additional criterion was used and all the existing criteria.

All the existing criteria were used.

Not all the existing criteria were used.


Description of software product

Excellent description of product including five or more screen shots

Well written description of the product including effective screenshots

Adequate description of product: good text and at least one screenshot

No screen shots or poorly written description


Good evaluation of factors

Detailed descriptions of the software in relation to each evaluation criterion

Detailed descriptions of the software in relation to most evaluation criteria

Good descriptions of the software in relation to most evaluation criteria

Few descriptions of the software in relation to the evaluation criteria


Well-constructed recommendations with good grammar and spelling

Well-constructed recommendations that utilize a significant number of the evaluation criteria, error free

Well-constructed recommendations that utilize some of the evaluation criteria and errors do not interfere with meaning

Recommendations that are supported by the evaluation criteria with few errors

Recommendations that are NOT entirely supported by the evaluation criteria with errors


Documentation quality

Excellent use of Office features, including headings, page numbers. table formatting, and printing

Good use of Office features, including headings, page numbers, table formatting, and printing

Minimum formatting

Little formatting and unattractive printout


Timeliness

Late Submission Not Accepted!


Unformatted Attachment Preview

Assignment #2 Evaluating Electronic Document Management and Electronic Records Management Systems Download a copy of your assigned software package (see below) and install it on a laptop or other computer. If not available, run through a trial version on the Web site or check some tutorial videos on Youtube. Prepare an evaluation report based on the following chart. Describe what the software does and how it works. Fill out the following matrix with your evaluation for each component. In addition, your report should include two or three screenshots of the software working on your computer. Use the matrix showing the performance of the software against the following evaluation criteria. Finally, you need to make a recommendation as to whether you would recommend the software for deployment in a small office. Citation: APA format. Topic 1. Functionality 2. Licensing 3. Infrastructure 4. Growth Potential 5. Administration 6. User interfaces 7. Additional tools 8. Document versioning Question What are the major functions of the software? Is it Open Source? If not, how is it licensed? What platforms does the product support? Is any additional software or licensing required? What level of scalability, availability and replication does the product offer? What installation requirements, security, and user and group account management tools are available? Is it easy to use? Is it Web browser-based? Can it be accessed via wireless or voice systems? Are their options for additional functionality and tools? Does the system work well with other commonly used programs (e.g. MS Word)? Does the product include a document repository and baselining tools? Can you retrieve earlier versions or save versions by author? 9. Document routing 10. User change notification 11. Developer tools 12. Training 13. Documentation 14. Company 15. Cost 16. Customer Base What workflow capabilities does the product offer? Is document routing tied to email and collaboration tools? Can you flag document changes sent via e-mail, pager or other mobile devices? Does the product offer the ability to create custom document management applications, application program interface access, multiplatform tools or integration with other agency applications? Will training be needed for administrators or end users? What training tools are available? Is hard-copy and online documentation available? How accessible is it? Is it detailed enough? What type of company is supporting the product? Small? Large? Do they have additional products? Does the vendor charge per user or per CPU? How long will it take to recoup the initial investment? What will ongoing maintenance cost? How long has the product been on the market? How many customers are there? What lines of business are they in? You may add other factors that you think should be part of a software product evaluation process. Your assignment is: Software Package OpenText eDOCS Student Assigned Your assignment will be graded according to the following rubric: Criteria Outstanding (4) At least two additional criteria Evaluation criteria were used and all the existing criteria. Above Average (3) Average (2) Below Average (1) One additional criterion was used and all the existing criteria. All the existing Not all the existing criteria were used. criteria were used. Description of software product Excellent description of product including five or more screen shots Well written description of the product including effective screenshots Adequate description of No screen shots product: good text or poorly written and at least one description screenshot Good evaluation of factors Detailed descriptions of the software in relation to each evaluation criterion Detailed descriptions of the software in relation to most evaluation criteria Good descriptions of the software in relation to most evaluation criteria Few descriptions of the software in relation to the evaluation criteria Well-constructed recommendations with good grammar and spelling Well-constructed recommendations that utilize a significant number of the evaluation criteria, error free Well-constructed recommendations that utilize some of the evaluation criteria and errors do not interfere with meaning Recommendations that are supported by the evaluation criteria with few errors Recommendations that are NOT entirely supported by the evaluation criteria with errors Documentation quality Excellent use of Office features, including headings, page numbers. table formatting, and printing Good use of Office features, including headings, page numbers, table formatting, and printing Minimum formatting Little formatting and unattractive printout Timeliness Late Submission Not Accepted! Missing (0)
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Explanation & Answer

Attached.

Running Head: EVALUATING ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

Evaluating Electronic Document Management System
Your Name Here
School Name Here
3 March 2019

1

EVALUATING ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
Evaluating Electronic Document Management System
Software Description
Electronic Document and Record Management System (eDoc) is software that is used to
collect all the documents from different repositories in a computer and classifies them based on
the document type at a central location making it easier to retrieve, edit and even add security to
documents.
Figure 1: Opentext eDOCS on PC

EVALUATING ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
Figure 2: Opentext eDOCS on Mobile phone web

Evaluation Matrix
Topic
1. Functionality

Question
What are the major
functions of the software?

2. Licensing

Is it Open Source? If not,
how is it licensed?

3. Infrastructure

What platforms does the
product support? Is any
additional software or
licensing required?

4. Growth Potential

What level of scalability,
availability, and replication
does the product off...


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