Records Managers

Recommended Practice: Evaluating Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) Applications


Figure 3. Sample page from COTS Scoring Guide for Web-based Criteria

Criteria Related Questions Scoring Equation
Web-based (general)
  • How much functionality is in your Web client?
  • Can you add documents through your Web client?
  • Can you check-in/check-out documents through your Web client?
  • Can you modify documents through your Web client?
  • Can you declare documents through your Web client?
  • Can you search through your Web client?
  • Can you check the status of documents through your Web client?
  • What records administration tools do you provide through your Web client?
Average of the following:
3 - if you can add documents
3 - if you can check-in/check-out documents
3 - if you can modify documents
3 - if you can declare documents
3 - if you can share documents
3 - if you can search
3 - if you can view documents/records
3 - if you can check the status
3 - if you have admin tools
ACL How are Access Control Lists (AC) used in your product 3 - Multi-level access control (i.e., user, group, doc)
Authentication
  • Does your product provide user authentication?
  • Is this accomplished by using your own database or using NT/Novell authentication?
  • Do you use LDAP authentication
3.5 - LDAP
3 - NT
Storage encryption
  • Can you store encrypted files?
  • Can you encrypt files?
3 - Supports encryption
2 - Compresses file/encrypts file name
1 - Stores pre-encrypted files
SSL Does your product provide Web access using SSL? 3 - Yes
0 - No

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Figure 5. ERM Solutions Criteria Scores

        Product 1 Product 2 Product 3... Product N
Criteria Strategy Weight Raw Score Weighted Score Raw Score Weighted Score Raw Score Weighted Score Raw Score Weighted Score
Functional Requirements
RMA Requirements 14.19 2.83 40.16 2.63 37.32 2.66 37.75 2.60 36.89
DMS Requirements 14.18 2.83 40.13 2.68 38.00 2.95 41.83 1.83 25.95
Integration Requirements
DMS Integration 5.45 1.50 8.18 2.50 13.63 2.50 13.63 2.50 13.63
E-FOIA Integration 3.79 1.50 5.69 1.50 5.69 1.50 5.69 1.50 5.69
API Provided 6.15 3.27 20.11 3.71 22.82 2.50 15.38 2.50 15.38
Desktop Application Integration 6.20 2.91 18.04 2.17 13.45 2.50 15.50 1.79 11.10
Technical Requirements
Infrastructure 2.39 2.50 5.98 2.50 5.98 2.50 5.98 2.00 4.78
XML import/export 2.58 2.60 6.71 2.63 6.79 0.00 0.00 2.50 6.45
Web-based 2.45 2.43 5.95 2.50 6.13 2.63 6.44 2.63 6.44
Security 2.57 2.33 5.99 2.63 6.76 3.00 7.71 3.00 7.71
Scalability 2.58 2.50 6.45 3.00 7.74 3.00 7.74 2.75 7.10
Section 508 compliant 1.25 2.50 3.13 2.75 3.44 3.00 3.75 2.75 3.48
Ease of Use 3.81 2.00 7.62 2.75 10.48 2.00 7.62 2.75 10.48
Search functionality 2.24 2.88 6.45 2.50 5.60 2.67 5.98 2.67 5.98
Workflow 2.15 2.50 5.38 2.75 5.91 2.64 5.68 1.29 2.77
Public Key Infrastructure (PKI) 1.93 2.50 4.83 2.50 4.83 2.50 4.83 2.75 5.31
Deployment
Cost 3.69 2.00 7.38 2.00 7.38 2.50 9.23 3.00 11.07
Professional Services 4.51 3.00 13.53 2.50 11.28 2.00 9.02 3.25 14.66
Training 4.66 2.50 11.65 2.50 11.65 2.50 11.65 2.50 11.65
Implementation Time 3.94 3.00 11.82 2.50 9.85 2.00 7.88 2.50 9.85
Market Presence
Currently used by Agency 3.10 2.00 6.20 1.50 4.65 2.00 6.20 0.00 0.00
Viability of Vendor 3.10 2.00 6.20 2.50 7.75 2.00 6.20 1.00 3.10
Federal Implementation 3.10 3.00 9.30 2.00 6.20 2.00 6.20 0.00 0.00
Total 100.01 57.08 256.88 54.70 253.33 53.55 241.89 50.06 219.47

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The U.S. National Archives and Records Administration
1-86-NARA-NARA or 1-866-272-6272

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