Edm Requirements Specification Sample

Enterprise Document Management (EDM) Teams

Enterprise Document Management (EDM) Teams Sample(A partial example requirements listing)

REQUIREMENTS SPECIFICATIONPAGE

2 of 28SYSTEM/PROJECT NAME: LOCATION:


Review and Approval

Role Name Department Signature Date

Program Manager

Project Manager

Program Architect

Revision History

Version Changes and Contributors Compiled by Date

New Initial Version Roger Johnson

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Table of Contents1. INTRODUCTION.............................................................................................................................5

1.1 Purpose.................................................................................................................................51.2 Definitions and Abbreviations...............................................................................................51.3 Related Documents..............................................................................................................51.4 Section Exclusions................................................................................................................5

2. SYSTEM OVERVIEW.....................................................................................................................62.1 Descriptive Process Flow......................................................................................................62.2 System Analysis....................................................................................................................62.3 System Constraints...............................................................................................................6

3. REQUIREMENTS............................................................................................................................83.1 Functional Requirements......................................................................................................8

3.1.1 Login Requirements..................................................................................................83.1.2 Logoff and Timeout Requirements............................................................................83.1.3 Navigation Requirements..........................................................................................83.1.4 Shortcut and URL Requirements..............................................................................83.1.5 Subscription Requirements.......................................................................................83.1.6 Display Recent Files Requirements..........................................................................93.1.7 Application Inbox Requirements...............................................................................93.1.8 User Interface Preferences Requirements................................................................93.1.9 Workgroup Creation Requirements..........................................................................93.1.10 Workgroup Property Edit Requirements.................................................................103.1.11 Workgroup Sub-Workgroup Creation Requirements..............................................113.1.12 Workgroup Sub-Workgroup Copy Requirements...................................................113.1.13 Workgroup Sub-Workgroup Link Requirements.....................................................123.1.14 Workgroup Sub-Workgroup Move Requirements...................................................123.1.15 Workgroup Sub-Workgroup Property View Requirements.....................................123.1.16 Workgroup Sub-Workgroup Property Edit Requirements.......................................133.1.17 Workgroup or Sub-Workgroup Content View Requirements..................................133.1.18 Non-Workgroup Sub-Workgroup Requirements.....................................................133.1.19 Document Creation Requirements..........................................................................143.1.20 Document Import Requirements.............................................................................153.1.21 Document Property View Requirements.................................................................163.1.22 Document Property Edit Requirements..................................................................163.1.23 Document Copy Requirements...............................................................................173.1.24 Document Link Requirements.................................................................................173.1.25 Document Move Requirements..............................................................................183.1.26 Document Delete Requirements.............................................................................203.1.27 Document Link Delete Requirements.....................................................................203.1.28 Document Rendition Requirements........................................................................223.1.29 Document Template Requirements........................................................................223.1.30 Document Versioning Requirements......................................................................223.1.31 Document Lifecycle Requirements.........................................................................233.1.32 Document Workflow Requirements........................................................................233.1.33 Document Audit Trail Requirements.......................................................................243.1.34 Searching Requirements........................................................................................243.1.35 Notifications Requirements.....................................................................................253.1.36 Training Information Access Requirements............................................................25

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3.2 Data Requirements.............................................................................................................253.2.1 Data Backup, Archival and Retrieval......................................................................25

3.3 Security Requirements........................................................................................................263.3.1 Application Security Requirements.........................................................................263.3.2 Data Security Requirements...................................................................................26

3.4 Interface Requirements.......................................................................................................263.4.1 General Interfaces..................................................................................................263.4.2 Hardware Interfaces................................................................................................273.4.3 External Interfaces..................................................................................................27

3.5 Training Requirements........................................................................................................273.5.1 Users and Support Personnel.................................................................................273.5.2 User Accountability and Responsibility...................................................................28

3.6 Documentation Requirements............................................................................................283.6.1 System Documentation Requirements...................................................................283.6.2 Business Continuity................................................................................................28

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1. INTRODUCTION

1.1 Purpose

EDM is targeted to provide a flexible document management solution to support content-centric collaboration between Workgroup members associated with any type of working group (e.g. project Workgroups, departments, committees, external partnerships, etc.). The EDM application will be a generic solution that is made accessible to all functions within Company X and will manage the non-regulated documentation that is generated within Workgroup environments. The purpose of this document is to define system requirements for the EDM document management application.

The intended audience of this document is the EDM, user representatives, and the quality review panel.

1.2 Definitions and Abbreviations

A comprehensive set of Definitions and Abbreviations has been compiled in Appendix A of the EDM Test Plan document.

1.3 Related Documents

Document Number Document Title

Project Charter

Project Plan

EDM Requirements Elicitation Document

EDM Test Plan

1.4 Section Exclusions

Excluded Sections Justification

Reporting Requirements There are no Reporting Requirements.

Regulatory RequirementsThe EDM System is a non-regulated system; therefore there are no Regulatory Requirements.

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2. SYSTEM OVERVIEW

2.1 Descriptive Process Flow

Users access an electronic document management repository that is configured as a collection of Workgroups for the purpose of creating, importing, editing, distributing, workflowing, lifecycling, reviewing, rendering, versioning, securing, viewing and deleting documents associated with a specific Workgroup. Each user is added by a Workgroup Coordinator as a member of one or more Workgroups, which grants the user the ability to interact with that Workgroup’s documents and collaborate with that Workgroup’s members during various phases of a given document’s lifecycle.

Using a web-based interface, the user can create a new document from a template or import an existing document in the repository and have the system auto-populate various document properties including Workgroup keywords, automatically apply a security permission set and queue the document for the creation of a PDF rendition. Once the document is in the system, it can be distributed to one or more reviewers via an electronic workflow. Based on security settings, a document can be viewed by multiple users at the same time, safely checked out, edited, checked in and made available to a wider audience. The document can be distributed as a link in an email, made accessible via the portal, subscribed to as a favorite, and/or be found via a search. All documents housed within EDM will have the appropriate access granted to individuals based on roles. Throughout the lifecycle of a document, an audit trail will securely maintain the history of all significant events that have occurred (e.g. creation/modification dates, document review participation, status transitions).

2.2 System Analysis

Business stakeholders from six business categories provided input during a series of workshops and interviews designed to discuss their document management processes. The findings from these sessions were first captured in a requirements elicitation document that is comprised of high-level requirements and use cases. These requirements were further reviewed, refined and encapsulated in this EDM Requirements Specification, the details of which are listed below as Functional Requirements.

2.3 System Constraints

In the design and development of the system, EDM must comply with the following constraints:

The system must leverage as much as possible software functionalities, systems hardware, and other architectural components, in whole or in part, of existing systems available within Company X’s infrastructure. Such systems include:

o Oracle Databaseo Plumtree Portalo Iplanet Web Server

The system must be interface capable (actual integration specifications not necessarily included within the scope of this document) through standard based connectors, adaptors, or APIs with the following legacy systems currently in production within Company X:

o LDAP Serverdocument.doc




o Oracle Databaseo Tibcoo Microsoft Exchange Servero Plumtree Portal

The system must comply with Company X’s business process guidelines that include:o In-House Methodologyo GATE Process

The EDM solution will be restricted to non-regulated documents and content. The system will function on Documentum’s Webtop client.

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3. REQUIREMENTS

3.1 Functional Requirements

3.1.1 Login Requirements

ID/Number Requirement Text

3.1.1.1 The system shall provide access via a web-based client.

3.1.1.2 The system shall provide logon access to administration tools via a web-based client.

3.1.2 Logoff and Timeout Requirements


3.1.2.1 The system shall provide for user logoff from the application.

3.1.3 Navigation Requirements


3.1.3.1 The system shall provide a mechanism to browse the repository.

3.1.3.2 The system shall provide a mechanism for a user to browse the Workgroups to which they belong.

3.1.4 Shortcut and URL Requirements


3.1.4.1 The system shall provide the ability to create a URL shortcut that can be saved outside the application.

3.1.4.2 The system shall provide the ability to send a document web-link as a URL via email.

3.1.4.3 The system shall provide the ability to use a URL to view the content of a document in the web browser.

3.1.4.4 The system shall provide the ability to use a URL to edit the content of a document in the web browser.

3.1.4.5 When initiating an edit on a document using a URL, the system shall provide the ability to automatically navigate to the location of that document within the repository.

3.1.5 Subscription Requirements


3.1.5.1 The system shall provide the ability for a user to subscribe to a folder.

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3.1.5.2 The system shall provide the ability for a user to subscribe to a document.

3.1.5.3 The system shall provide the ability for a user to unsubscribe to a folder.

3.1.5.4 The system shall provide the ability for a user to unsubscribe to a document.

3.1.5.5 The system shall provide the ability to display a list of subscribed items for a particular user.

3.1.6 Display Recent Files Requirements


3.1.6.1 The system shall provide the ability for a user to display the user’s currently checked out files.

3.1.7 Application Inbox Requirements


3.1.7.1 The system shall provide the ability to display a list of user workflow tasks.

3.1.7.2 The system shall provide the ability to display a list of user notifications (e.g. messages that tell you an event has occurred).

3.1.7.3 The system shall provide the ability to open a workflow task from the application Inbox.

3.1.7.4 The system shall provide the ability to open an event notification from the application Inbox.

3.1.8 User Interface Preferences Requirements


3.1.8.1The system shall provide the ability for users to specify as a preference the starting root node (e.g. Inbox, My Workgroups, Subscriptions) that they would like to be presented with immediately upon successful login.

3.1.9 Workgroup Creation Requirements


3.1.9.1 The system shall provide the ability for an administrator to create a Workgroup work area.

3.1.9.2 The system shall provide a visual indicator that an object is a Workgroup work area.

3.1.9.3 Only one corresponding Workgroup work area shall exist for a Workgroup.

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3.1.9.4 The system shall provide the ability to nest Workgroup work areas.

3.1.9.5 The system shall provide the ability to specify default Workgroup keywords for a Workgroup work area object.

3.1.9.6 The system shall provide the ability to specify available security modes for a Workgroup work area.

3.1.9.7 The system shall provide the ability to specify a default security mode for a Workgroup work area.

3.1.9.8For each security mode made available for a Workgroup work area, the system shall provide the ability to specify whether members can grant additional access rights on documents (e.g. Extended Authorization).

3.1.9.9 The system shall provide the ability to specify a default status for a Workgroup work area.

3.1.9.10

The system shall provide a view of the following Workgroup properties: Workgroup Name Workgroup ID Available Security Modes Extended Authorization Default Security Mode Default Status Keywords (e.g. Workgroup Keywords to be inherited by documents) Workgroup Lifecycle

3.1.9.11 The system shall provide a view of the Workgroup role membership.

3.1.10 Workgroup Property Edit Requirements


3.1.10.1

The system shall provide the ability for a project coordinator to edit the following properties for a Workgroup work area:

Name Title Subject Keywords (e.g. Workgroup Keywords to be inherited by documents) Default Security Mode Default Status

3.1.10.2

The system shall provide the ability for an administrator to edit the following properties for a Workgroup work area:

Available Security Modes Extended Authorization

3.1.11 Workgroup Sub-Workgroup Creation Requirements


3.1.11.1 The system shall provide the ability for users with WRITE permission on the parent folder to create a Workgroup Sub-Workgroup.

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3.1.11.2 The system shall provide a visual indicator that an object is a Workgroup Sub-Workgroup.

3.1.11.3 The system shall provide the ability to nest Workgroup Sub-Workgroups.

3.1.11.4Upon creation of a Workgroup Sub-Workgroup in a Workgroup work area, the folder shall inherit the default security mode from the closest parent folder that has a security mode defined.

3.1.11.5 The system shall provide the ability to change the default security mode on a Workgroup folder during the creation process.

3.1.11.6 Upon creation of a Workgroup Sub-Workgroup in a Workgroup work area, the folder shall inherit the default status from the closest parent folder that has a status defined.

3.1.11.7 The system shall provide the ability to change the default status on a Workgroup folder during the creation process.

3.1.12 Workgroup Sub-Workgroup Copy Requirements


3.1.12.1 The system shall provide the ability to copy Workgroup Sub-Workgroups.

3.1.12.2Upon copying of a Workgroup Sub-Workgroup that does not have a default security mode defined, the folder shall inherit the default security mode from the closest parent folder to the destination folder that has a default security mode defined.

3.1.12.3Upon copying of a Workgroup Sub-Workgroup that has a default security mode defined, the folder shall retain the original default security mode as long as that security mode is applicable for the destination Workgroup.

3.1.12.4

Upon copying of a Workgroup Sub-Workgroup that has a default security mode defined that is not applicable for the destination Workgroup, the folder shall inherit the default security mode from the closest parent folder to the destination folder that has a default security mode defined.

3.1.12.5Upon copying of a Workgroup Sub-Workgroup that does not have a default status defined, the folder shall inherit the default status from the closest parent folder to the destination folder that has a default status defined.

3.1.12.6Upon copying of a Workgroup Sub-Workgroup that has a default status defined, the folder shall retain the original default status as long as that default status is applicable for the destination Workgroup.

3.1.12.7Upon copying of a Workgroup Sub-Workgroup that has a default status defined that is not applicable for the destination Workgroup, the folder shall inherit the default status from the closest parent folder to the destination folder that has a default status defined.

3.1.13 Workgroup Sub-Workgroup Link Requirements


3.1.13.1 The system shall provide the ability to link Workgroup Sub-Workgroups.

3.1.13.2 Upon linking of a Workgroup Sub-Workgroup, the default security mode of the original folder shall be retained.

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3.1.13.3 Upon linking of a Workgroup Sub-Workgroup, the default status of the original folder shall be retained.

3.1.14 Workgroup Sub-Workgroup Move Requirements


3.1.14.1 The system shall provide the ability to move Workgroup Sub-Workgroups.

3.1.14.2Upon moving a Workgroup Sub-Workgroup that does not have a default security mode defined, the folder shall inherit the default security mode from the closest parent folder to the destination folder that has a default security mode defined.

3.1.14.3Upon moving a Workgroup Sub-Workgroup that has a default security mode defined, the folder shall retain the original default security mode as long as that security mode is applicable for the destination Workgroup.

3.1.14.4

Upon moving a Workgroup Sub-Workgroup that has a default security mode defined that is not applicable for the destination Workgroup, the folder shall inherit the default security mode from the closest parent folder to the destination folder that has a default security mode defined.

3.1.14.5Upon moving a Workgroup Sub-Workgroup that does not have a default status defined, the folder shall inherit the default status from the closest parent folder to the destination folder that has a default status defined.

3.1.14.6Upon moving a Workgroup Sub-Workgroup that has a default status defined, the folder shall retain the original default status as long as that default status is applicable for the destination Workgroup.

3.1.14.7Upon moving a Workgroup Sub-Workgroup that has a default status defined that is not applicable for the destination Workgroup, the folder shall inherit the default status from the closest parent folder to the destination folder that has a default status defined.

3.1.15 Workgroup Sub-Workgroup Property View Requirements


3.1.15.1

The system shall provide a view of the following Workgroup Sub-Workgroup properties: Name Title Subject Keywords Default Security Mode Default Status

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3.1.16 Workgroup Sub-Workgroup Property Edit Requirements


3.1.16.1

The system shall allow the following Workgroup Sub-Workgroup properties to be changed by users with WRITE access:

Name Title Subject Keywords Default Security Mode Default Status

3.1.16.2The system shall enforce that only those security modes that have been defined as applicable for a Workgroup will be made available for selection on folders stored within the Workgroup work area.

3.1.16.3The system shall enforce that only those status values that have been defined in the Workgroup lifecycle will be made available for selection on folders stored within the Workgroup work area.

3.1.17 Workgroup or Sub-Workgroup Content View Requirements


3.1.17.1

When viewing the contents of a folder, the system shall display the following properties for each document:

Checked Out Indicator File Format Icon Name Status Security Mode Owner Name Version Modified

3.1.17.2 For a given document, the system shall provide the ability to view the version(s) of a document.

3.1.17.3 For a given document, the system shall provide the ability to view the rendition(s) of a document.

3.1.18 Non-Workgroup Sub-Workgroup Requirements


3.1.18.1 The system shall only allow system administrators to create folders outside of a Workgroup work area.

3.1.18.2 The system shall only allow system administrators to copy non-Workgroup Sub-Workgroups.

3.1.18.3 The system shall only allow system administrators to move non-Workgroup Sub-Workgroups.

3.1.18.4 The system shall prevent non-Workgroup Sub-Workgroups from being created in a Workgroup work area.

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3.1.18.5 The system shall prevent non-Workgroup Sub-Workgroups from being copied into a Workgroup work area.

3.1.18.6 The system shall prevent non-Workgroup Sub-Workgroups from being moved into a Workgroup work area.

3.1.19 Document Creation Requirements


3.1.19.1 The system shall provide the ability for users with WRITE permission on the parent folder to create a Workgroup document.

3.1.19.2 Upon creation of a Workgroup document in a Workgroup work area, the system shall provide a list of format templates from which to select.

3.1.19.3Upon creation of a Workgroup document in a Workgroup work area, the document shall inherit the security mode from the closest parent folder that has a default security mode defined.

3.1.19.4 Upon creation of a Workgroup document in a Workgroup work area, the document shall inherit the current state from the closest parent folder that has a default status defined.

3.1.19.5 Upon creation of a Workgroup document in a Workgroup work area, the document shall inherit the default Workgroup keywords from that Workgroup work area.

3.1.19.6Upon creation of a Workgroup document in a Workgroup work area, the system shall add the name of every folder in the folder path as an inherited keyword on the document.

3.1.19.7 The system shall require the following properties on a created Workgroup document: Name

3.1.19.8

The system shall accommodate the following optional properties on a created Workgroup document:

Title Subject Authors Keywords Editors Viewers

3.1.19.9

Upon creation of a Workgroup document in a Workgroup work area, the system shall automatically populate values for the following created Workgroup document properties:

File Size Owner Name Version Created (e.g. Date/Time) Modified (e.g. Date/Time) Modified By Security Mode Document Status Workgroup Name

3.1.19.10 Upon creation of a Workgroup document in a Workgroup work area, the system shall apply security permissions.

3.1.19.11 The system shall not allow Workgroup documents to be created outside of a Workgroup work area.

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3.1.20 Document Import Requirements


3.1.20.1 The system shall provide the ability for users with WRITE permission on the parent folder to import a Workgroup document.

3.1.20.2Upon import of a Workgroup document in a Workgroup work area, the document shall inherit the security mode from the closest parent folder that has a default security mode defined.

3.1.20.3 Upon import of a Workgroup document in a Workgroup work area, the document shall inherit the current state from the closest parent folder that has a default status defined.

3.1.20.4 Upon import of a Workgroup document in a Workgroup work area, the document shall inherit the default Workgroup keywords from that Workgroup work area.

3.1.20.5 Upon import of a Workgroup document in a Workgroup work area, the system shall add the name of every folder in the folder path as an inherited keyword on the document.

3.1.20.6 The system shall require the following properties on an imported Workgroup document: Name

3.1.20.7

The system shall accommodate the following optional properties on an imported Workgroup document:

Title Subject Authors Keywords Editors Viewers

3.1.20.8

Upon import of a document in a Workgroup work area, the system shall automatically populate values for the following imported Workgroup document properties:

File Size Owner Name Version Created (e.g. Date/Time) Modified (e.g. Date/Time) Modified By Security Mode Document Status Workgroup Name

3.1.20.9 Upon import of a Workgroup document in a Workgroup work area, the system shall apply security permissions.

3.1.20.10 The system shall allow for Workgroup documents that originate from an accessible computer drive to be imported directly into the system.

3.1.20.11 The system shall allow for multiple Workgroup documents to be imported at the same time.

3.1.20.12 The system shall not allow Workgroup documents to be imported into a non-Workgroup work area.

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3.1.21 Document Property View Requirements


3.1.21.1

The system shall allow users to view the following properties on a Workgroup document:

Name Document Status Title Subject Keywords Authors Workgroup Name Security Mode Editors Viewers Owner Name Document Type File Size Version Checked Out Date Lock Owner Created Creator Name Modified Modified By Document Format

3.1.22 Document Property Edit Requirements


3.1.22.1 The system shall not allow a user to edit inherited Workgroup keywords on a Workgroup document.

3.1.22.2

The system shall allow users with WRITE permission to edit the following properties on a Workgroup document:

Name Title Subject Authors Keywords Security Mode Editors Viewers

3.1.22.3The system shall enforce that only those security modes that have been defined as applicable for a Workgroup will be made available for selection on Workgroup documents stored within the Workgroup work area.

3.1.22.4

The system shall allow users with WRITE permission to add users to the following properties on a Workgroup document based on the Extended Authorization property of the Workgroup security mode:

Editors Viewers

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3.1.23 Document Copy Requirements


3.1.23.1 The system shall provide the ability for a user to copy a Workgroup document into a folder for which the user has WRITE permission.

3.1.23.2Upon copying a document that has a security mode defined that is not applicable for the destination Workgroup, the document shall inherit the security mode from the closest parent folder to the destination folder that has a default security mode defined.

3.1.23.3Upon copying a document that has a current state defined that is not applicable for the destination Workgroup, the document shall inherit the current state from the closest parent folder to the destination folder that has a default status defined.

3.1.23.4Upon copying a document in a Workgroup work area, the system shall remove the inherited Workgroup keyword values associated with the original Workgroup and replace them with the Workgroup keywords from the destination Workgroup work area.

3.1.23.5

Upon copying a document in a Workgroup work area, the system shall remove the inherited Workgroup keyword values associated with the original folder path and replace them with the names of every folder in the destination folder path as a keyword on the document.

3.1.23.6

Upon copying a document in a Workgroup work area, the copy shall retain the following properties from the original document:

Title Subject Authors Keywords

3.1.23.7 Upon copying a document that has Editors listed into a Workgroup work area, the system shall remove the existing Editors.

3.1.23.8 Upon copying a document that has Viewers listed into a Workgroup work area, the system shall remove the existing Viewers.

3.1.23.9Upon copying of a document that has a security mode defined, the document shall retain the original security mode as long as that security mode is applicable for the destination Workgroup.

3.1.23.10Upon copying of a document that has a current state defined, the document shall retain the original current state as long as that current state is applicable for the destination Workgroup.

3.1.24 Document Link Requirements


3.1.24.1 The system shall provide the ability for a user to link a Workgroup document into a folder for which the user has WRITE permission.

3.1.24.2 Upon linking a document into a Workgroup work area, the document shall retain the security mode of the original document.

3.1.24.3 Upon linking a document into a Workgroup work area, the document shall retain the current state of the original document.

3.1.24.4 Upon linking a document into a Workgroup work area, the document shall retain the inherited Workgroup keywords of the primary location.

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3.1.24.5Upon linking a document into a Workgroup work area, the document shall retain the name of every folder in the folder path of the primary link location as a keyword on the document.

3.1.24.6

Upon linking a document into a Workgroup work area, the following properties from the original document shall be retained:

Name Workgroup Name Title Subject Authors Keywords Editors (if applicable) Viewers (if applicable) File Size Owner Name Version Created Creator Name

3.1.24.7

Upon linking a document into a Workgroup work area, the following properties from the original document shall be updated:

Modified (e.g. Date) Modified By

3.1.25 Document Move Requirements


3.1.25.1 The system shall provide the ability for a user to move a Workgroup document into a folder for which the user has WRITE permission.

3.1.25.2 Upon moving a document into a folder within the same Workgroup work area, the document shall retain the security mode of the original document.

3.1.25.3 Upon moving a document into a folder within the same Workgroup work area, the document shall retain the current state of the original document.

3.1.25.4 Upon moving a document into a folder within the same Workgroup work area, the document shall retain the inherited Workgroup keywords of the primary location.

3.1.25.5

Upon moving a document into a Workgroup work area, the system shall remove the inherited Workgroup keyword values associated with the original folder path and replace them with the names of every folder in the destination folder path as a keyword on the document.

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3.1.25.6

Upon moving a document into a folder within the same Workgroup work area, the following properties from the original document shall be retained:


3.1.25.7Upon moving a document into a folder within a different Workgroup work area, the document shall retain the security mode of the original document, as long as that security mode is applicable for the destination Workgroup.

3.1.25.8

Upon moving a document into a folder within a different Workgroup work area that does not support the original security mode, the document shall inherit the security mode from the closest parent folder to the destination folder that has a default security mode defined.

3.1.25.9Upon moving a document into a folder within a different Workgroup work area, the document shall retain the current state of the original document, as long as the lifecycle of the original document is applicable for the destination Workgroup.

3.1.25.10Upon moving a document into a folder within a different Workgroup work area that does not support the original lifecycle, the document shall inherit the current state from the closest parent folder to the destination folder that has a default status defined.

3.1.25.11

Upon moving a document into a folder within a different Workgroup work area, the system shall remove the inherited Workgroup keyword values associated with the original Workgroup and replace them with the Workgroup keywords from the destination Workgroup work area.

3.1.25.12

Upon moving a document into a folder within a different Workgroup work area, the system shall remove the inherited Workgroup keyword values associated with the original folder path and replace them with the names of every folder in the destination folder path as a keyword on the document.

3.1.25.13

Upon moving a document into a folder within a different Workgroup work area, the following properties from the original document shall be retained:

Name Title Subject Authors Keywords File Size Owner Name Version Created Creator Name

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3.1.25.14Upon moving a document into a folder within a different Workgroup work area, the following properties shall be populated based on the destination Workgroup:

Workgroup Name

3.1.25.15Upon moving a document that has Editors listed into a folder within a different Workgroup work area, the Editors will be retained as long as the security mode of the destination Workgroup supports granting access rights (e.g. Extended Authorization).

3.1.25.16Upon moving a document that has Viewers listed into a folder within a different Workgroup work area, the Viewers will be retained as long as the security mode of the destination Workgroup supports granting access rights (e.g. Extended Authorization).

3.1.25.17Upon moving a document that has Editors listed into a folder within a different Workgroup work area that does not support granting access rights, the system shall remove the existing Editors.

3.1.25.18Upon moving a document that has Viewers listed into a folder within a different Workgroup work area that does not support granting access rights, the system shall remove the existing Viewers.

3.1.25.19 Upon moving a document, the system shall update the Modified (e.g. Date) to the current system date/time.

3.1.25.20 Upon moving a document, the system shall update the Modified By to the user initiating the move.

3.1.25.21Upon deletion of the last remaining document link within the primary Workgroup work area, the system shall reassign the primary Workgroup on the document to a different Workgroup in which it is linked.

3.1.26 Document Delete Requirements


3.1.26.1 The system shall provide the ability for a user to delete a Workgroup document for which the user has DELETE permission.

3.1.27 Document Link Delete Requirements


3.1.27.1 The system shall provide the ability for a user to delete a link to a Workgroup document for which the user has DELETE permission.

3.1.27.2

Upon deleting a document link, the system shall provide the ability to detect whether the inherited keywords are still valid for at least one other link and, if determined they are not valid, shall replace the inherited keyword values with those that correspond to another link for that document.

3.1.27.3

Upon deleting a document link, the system shall provide the ability to detect whether the security mode is still valid for at least one other link and, if determined it is not valid, shall replace the security mode with a value that corresponds to another link for that document. The value supplied should match the security mode from the closest parent folder to that new link that has a default security mode defined.

3.1.27.4

Upon deleting a document link, the system shall provide the ability to detect whether the current state is still valid for at least one other link and, if determined it is not valid, shall replace the current state with a value that corresponds to another link for that document. The value supplied should match the default status from the closest parent folder to that new link that has a default status defined.

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3.1.27.5

Upon deleting a document link that still has other remaining links within the same Workgroup work area, the following properties from shall be retained:


3.1.27.6

Upon deleting a document link that does NOT have other remaining links within the same Workgroup work area, the following properties from the original document shall be retained:

Name Title Subject Authors Keywords Editors (if applicable) Viewers (if applicable) File Size Owner Name Version Created Creator Name

3.1.27.7

Upon deleting a document link, the system shall provide the ability to detect whether the Workgroup name property is still valid for at least one other link and, if determined it is not valid, shall replace the Workgroup name with a value that corresponds to another link for that document.

3.1.27.8Upon deleting a document link that causes a change in the Workgroup, the system shall retain the values for Editors if the assigned security mode supports granting Extended Authorization.

3.1.27.9Upon deleting a document link that causes a change in the Workgroup, the system shall retain the values for Viewers if the assigned security mode supports granting Extended Authorization.

3.1.27.10Upon deleting a document link that causes a change in the Workgroup, the system shall remove the values for Editors if the assigned security mode does NOT support Extended Authorization.

3.1.27.11Upon deleting a document link that causes a change in the Workgroup, the system shall remove the values for Viewers if the assigned security mode does NOT support Extended Authorization.

3.1.27.12 Upon deleting a link to a document, the system shall update the Modified (e.g. Date) to the current system date/time.

3.1.27.13 Upon deleting a link to a document, the system shall update the Modified By to the user initiating the deletion.

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3.1.28 Document Rendition Requirements


3.1.28.1 The system shall automatically generate a PDF rendition at check-in of a Microsoft Word Document.

3.1.28.2 The system shall automatically generate a PDF rendition at check-in of a Microsoft Excel Document.

3.1.28.3 The system shall automatically generate a PDF rendition at check-in of a Microsoft PowerPoint Document.

3.1.28.4 The system shall automatically generate a PDF rendition at check-in of a Microsoft Visio Document.

3.1.28.5 The system shall automatically generate a PDF rendition at check-in of a Microsoft Project Document.

3.1.29 Document Template Requirements


3.1.29.1 The system shall provide access to system templates (e.g., blank Word document) during the creation of a new document.

3.1.29.2 The system shall provide access to Workgroup templates (e.g. Workgroup-specific requirements template) during the creation of a new document.

3.1.29.3 The system shall provide access to existing Workgroup documents as potential templates during the creation of a new document.

3.1.30 Document Versioning Requirements


3.1.30.1 The system shall accommodate major document versions.

3.1.30.2 The system shall accommodate minor document versions.

3.1.30.3 The system shall prevent the editing of a previous version.

3.1.31 Document Lifecycle Requirements


3.1.31.1The system shall provide a two-stage lifecycle having the following states:

Draft Released

3.1.31.2 The system shall provide the ability to specify the lifecycle to be applied to a Workgroup work area.

3.1.31.3 The system shall provide the ability to promote a document in a lifecycle to the next state.

3.1.31.4 The system shall provide the ability to promote a batch of documents that share the same current state.

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3.1.31.5 The system shall provide the ability to demote a document in a lifecycle to the previous state.

3.1.31.6 The system shall provide the ability to demote a batch of documents that share the same current state.

3.1.32 Document Workflow Requirements


3.1.32.1 The system shall provide the ability to send documents on a simple ad-hoc workflow (e.g. a quickflow) in parallel (e.g. send to all participants at the same time).

3.1.32.2 The system shall provide the ability to send documents on a simple ad-hoc workflow (e.g. a quickflow) sequentially (e.g. send to one participant then to the next participant).

3.1.32.3 The system shall provide the ability to notify the workflow initiator a workflow has completed.

3.1.32.4 The system shall provide the ability for a workflow initiator to view the status of initiator’s workflows.

3.1.32.5

The system shall provide a workflow notification that contains the following information: Task Name Workflow Initiator Initiators Comments Link to the Task Priority Due Date Docbase Name

3.1.32.6 The system shall provide the ability for a workflow participant to view the other participants in that workflow.

3.1.33 Document Audit Trail Requirements


3.1.33.1

The system shall provide the ability to view a document’s history for the following properties:

Event Name Event Description Event Timestamp User Name of the Event Initiator Document Version

3.1.33.2

The system shall provide the ability to record the following events on a document: Document Creation Document Check-in Lifecycle State Changes Workflow Initiation Task Completion Workflow Completion

3.1.33.3The system shall provide the ability to record the following system-wide events:

Failed Login Attempts Document Deletions

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3.1.34 Searching Requirements


3.1.34.1

The system shall provide the ability for a user to perform a simple search for a Workgroup document by entering a phrase that searches against the following properties:

Name Title Subject Authors Document Identifiers Keywords

3.1.34.2

The system shall provide the ability for a user to perform an advanced search on the following Workgroup document properties:

Name Type Title Subject Authors Keywords Created (e.g. Date) Creator Name Modified (e.g. Date) Modified By Owner Workgroup Name Current State Security Mode File Size

3.1.34.3

The system shall provide the ability for a user to perform an advanced search on the following Workgroup folder properties:

Name Type Title Subject Keywords Created Creator Name Owner Default Status Default Security Mode

3.1.34.4 The system shall provide the ability for a user to perform an advanced search of document content (a.k.a. full text indexed searches).

3.1.34.5 The system shall provide the ability for a user to save advanced search criteria as a saved search.

3.1.34.6 The system shall provide the ability for a user to list saved searches.

3.1.34.7 The system shall provide the ability for a user to run a saved search.

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3.1.35 Notifications Requirements


3.1.35.1 The system shall provide the ability to send email notifications to participants of a workflow.

3.1.35.2 The system shall provide the ability to place a task in the application Inbox of a user that is required to participate in a workflow.

3.1.36 Training Information Access Requirements


3.1.36.1 The system shall provide the ability to access EDM Training information.

3.2 Data Requirements

3.2.1 Data Backup, Archival and Retrieval


3.2.1.1Procedures shall exist to describe how the electronic records (including the audit trail) shall be archived.

3.2.1.1.1The procedure shall identify how frequently electronic records (including the audit trail and metadata) are to be archived.

3.2.1.2Procedures shall exist to describe how the electronic records (including the audit trail) shall be backed up.

3.2.1.2.1The backup procedure shall include instructions to prevent unauthorized disabling of the backup service.

3.2.1.3Backed up and archived electronic records (including the audit trail) shall be accurately and readily retrievable.

3.2.1.3.1Backup and archival media shall be identified to facilitate retrievability.

3.3 Security Requirements

3.3.1 Application Security Requirements

ID/NumberRequirement Text

3.3.1.1The system shall limit access to authorized individuals by use of a login function.

3.3.1.1.1Duplication of User IDs shall be prevented.

3.3.1.2There shall be an automatic or procedural password expiration mechanism for administrator accounts.

3.3.1.2.1The maximum expiration period shall be 90 days.

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ID/NumberRequirement Text

3.3.1.3A repeated number of failed attempts to access the system shall be tracked and reported (e.g. log file).

3.3.1.3.1The system shall be configured to monitor and record failed attempts to log into the system.

3.3.2 Data Security Requirements


3.3.2.1The system shall enable users to generate a copy of the audit trail that can be viewed and output in electronic or paper format.

3.3.2.1.1The system shall log transactions that affect the audit trail.

3.4 Interface Requirements

3.4.1 General Interfaces


3.4.1.1The system shall run using Microsoft Internet Explorer.

3.4.2 Hardware Interfaces


3.4.2.1The system shall run on an Company X standard computer that is connected to the intranet having Microsoft Internet Explorer installed.

3.4.3 External Interfaces


3.4.3.1 The system will provide an interface to InputAccel.

3.4.3.1.1 The system shall provide the ability to import documents from scanners.

3.4.3.1.2 The system shall provide the OCR for scanned documents.

3.4.3.1.3 The system shall provide a folder location in the repository for documents imported through InputAccel to be stored.

3.4.3.2 The system shall provide an interface to the Plumtree Portal.

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3.4.3.2.1 The system shall allow a user with READ permission to view a read-only copy of a document from the EDM repository via the portal interface.

3.4.3.2.2 The system shall prevent a user that doesn’t have READ permission from viewing a document from the EDM repository via the portal interface.

3.4.3.3 The system shall provide an interface to LDAP

3.4.3.3.1 During user logon, the system shall provide the ability to authenticate a username’s password via LDAP

The EDM System requires an interface with the following external systems:

System Name Description of dependency

LDAP User authentication and authorization.Tibco Data publish and data subscription.InputAccel Allow scanned document import into Workgroup work areasPlumtree Portal Allow view authorized read-only documents

3.5 Training Requirements

3.5.1 Users and Support Personnel


3.5.1.1Users and support personnel shall be provided access to training materials.

3.5.2 User Accountability and Responsibility


3.5.2.1The system will provide a location whereby users can go to read about their accountability and responsibility when using the system

3.6 Documentation Requirements

3.6.1 System Documentation Requirements

ID/Number Documentation Title

3.6.1.1The system shall have EDM Help file created prior to deployment.

3.6.1.2The system shall have EDM User Quick Reference Guide created prior to deployment.

3.6.1.3The system shall have EDM User Training Guide created prior to deployment.

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3.6.2 Business Continuity


3.6.2.1The system shall have a procedure to protect against a maximum data loss of 24 hours since the last backup.

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