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Contract No. 8005
Supply of Electronic Document
Management Systems (eDMS)
29 September 2011 to 28 September 2012
About the Contract
How do I use this Contract?
What’s on Offer?
Who are the Contractors?
Need more Information?
ABOUT THE CONTRACT Contract Number CUA 8005
Term The contract is effective from 29 September 2011 until 28 September 2012.
There are no extension options.
Note:
This CUA will not be extended following its expiry on 28 September 2012. As such, buyers are strongly encouraged to seek pricing for longer term maintenance and support agreements in order to take advantage of possible procurement savings.
Status This contract is mandatory state wide for all public authorities bound by the State Supply Commission Act.
Scope Outside scope:
This CUA does NOT apply to customers that require a new eDMS, i.e. are seeking to replace their eDMS with a new product, or do not have an existing eDMS.
Purchases of new eDMS systems will need to be made in accordance with State Supply Commission policy.
Within scope:
This CUA applies ONLY to customers that wish to increase their use of an existing eDMS product that is also available on the CUA, for example, customers requiring additional licences or maintenance and support.
Key Features The new CUA provides agencies with access to a full range of eDMS functions, features and supporting services. These include, but are not limited to:
Records management;
Document management;
Drawings management;
Workflow/Process management; and
Web Content management.
Although the specifications are “standard” i.e. designed to meet the needs of most public sector organisations, agencies have access to a range of optional features, functions and supporting services and can seek quotations for their specific business and technical requirements.
The eDMS products will enable agencies to comply with the requirements of the State Records Act (2000). In addition, the products enable agencies to implement systems that comply with the Australian Standard on Records Management – AS ISO 15489: 2002.
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Contract Manager
A dedicated Contract Manager is available to help you to understand and get the most out of this contract. If you have any queries about this contract or this publication, please contact:
Eddie Rusiecki
Senior Procurement Manager
Tel: (08) 6551 1431
Fax: (08) 9481 0758
Email: [email protected]
Government Procurement
Department of Finance
4th Floor Optima Centre
16 Parkland Road
OSBORNE PARK WA 6017
Supporting Documents
The following contract documents and other relevant information can be sourced from Contracts WA
Pick and Buy order form
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HOW DO I USE THIS CONTRACT? Step
11 What’s on Offer?
Click here to choose which products best meet your needs.
Step
22 Who are the Contractors?
Click here for a list of the qualified contractors.
Step
33 How do I buy? Click here for the Buying Rules.
Step
55 Buy it!
Buy directly from Contractors or buy online using the Government’s ERP system.
WHAT’S ON OFFER? Contractors appointed to provide goods on Contract are shown below:
Contractor Product Records
Management
Document
Management
Drawings Management
Process / Workflow
Management
Web Content
Management
(Optional)
Alphawest Services Pty Ltd
Open Text Livelink ECM 6
Objective Corporation Limited
Objective 7
HP Software
TRIM Context 6
Buyers Guide Companions are available to provide comprehensive details of these products and their functions and features (see 4.1 below) – please contact the Contract Manager.
Web Content Management is optional under this CUA and is intended for agencies that require Web Content Management as an integrated capability to the eDMS.
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WHO ARE THE CONTRACTORS? Alphawest Services Pty Ltd
Open Text Livelink ECM 6 Gail Campbell, Sales Manager
T: 08 9429 6000
F: 08 9429 6030
E: Gail.Campbell @Alphawest.com.au
Postal Address:
Level 2, 1260 Hay Street West Perth, WA 6005.
Orders Via:
e-mail, facsimile and phone
Hours: 8.15am to 5.15pm Monday to Friday except public holidays
Objective Corporation Limited
Objective 7 Peter Gorton, Business Development Manager – WA
T: 08 6430 8202
F: 08 6267 8144
Postal Address:
Level 3, 1060 Hay Street
West Perth WA 6005
Orders Via:
e-mail, facsimile and phone
Hours: 8.15am to 5.15pm Monday to Friday except public holidays
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HP Software Pty Ltd
TRIM Context 6 Danielle Langley, WA Branch Manager
T: 0437 373 103
Postal Address:
91 Havelock Street West Perth, WA 6000
Orders Via:
Hours: 8.30am to 5.30pm Monday to Friday except public holidays
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PRODUCTS AVAILABLE The range of products and business functions included on CUA 8005 are summarised on the diagram below.
Functional Modules
RecordsManagement
DocumentManagement
ProcessManagement/
Workflow
WebContent
Management
Access Control and Security
Administration (e.g. backup, recovery, help)
Technical Requirements
User Interface
Rep
ort
ing
Au
dit
Archiving
Import/Export and Data Conversion
Business Classification, Thesaurus and Metadata Management
Drawing Management
Functional Modules
RecordsManagement
DocumentManagement
ProcessManagement/
Workflow
WebContent
Management
Access Control and Security
Administration (e.g. backup, recovery, help)
Technical Requirements
User Interface
Rep
ort
ing
Au
dit
Archiving
Import/Export and Data Conversion
Business Classification, Thesaurus and Metadata Management
Drawing Management
Specific functions and features provided by each contractor’s products are included in the detailed Companion Guides that support this Buyers Guide. The Companion Guides list the functional capabilities supplied by each Contractor that buyers can expect out-of-the-box and those that require customisation.
Buyers Guide Companion documents are available for the following eDMS components:
Records Management.
Document Management.
Drawing Management.
Process Management / Workflow Management.
Web Content Management.
Web Content Management is an optional module that can be purchased under this CUA and is designed to enable agencies purchasing an eDMS to purchase an integrated Web Content Management module. Agencies purchasing stand alone Web Content Management systems are not required to use this CUA.
Buyers Guide Companion documents are also available for the following functions that are related to the eDMS components:
Access Control and Security.
Administration.
Archiving.
Audit Trail.
Data Conversion and Take-up Tools.
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Import and Export.
Reporting.
Technical Requirements.
User Interface.
The Buyers Guide Companion documents comprise approximately 900 functional capabilities in total, which are based upon the tendered functionality. Agencies are advised that it is the agency’s responsibility to satisfy itself that the functional capabilities will meet its requirements and perform satisfactorily. Agencies finding any discrepancies between the functional capabilities set out in the Buyers Guide Companion documents and the actual capability of the products should notify the Contract Authority.
The following summarises the functions of the major eDMS modules:
Records Management
Create File and Folder Management
File/Folder Recall
Linking Files/Folders
Project Folders
Workgroup Folders
File and Folder Requests
Documents Document Management
Document Filing
Electronic Document Recall
Physical Document Recall
Transactional System Information
Conversion of Documents
Links to External Systems
Location Management External Record Management
Tracking
Barcode Support Barcode Function
Notifications Notification Function
Archiving
Archiving and Destruction Archiving and Disposal Function
Electronic Document, Files and Folders
Physical Documents and Files
Disposal Tools Disposal Authority
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Document Management
Create, Capture and Register
Create Template
Header/Footer Template
Forms
Capture Electronic content/document capture
E-mail capture
Electronic Facsimile
Document Imaging
Electronic Format
Register Registration
Metadata Capture
Controlled Documents
Unique Identifier
Links
Pointer
Physical (Non Electronic) Objects
Classification and Indexing
Classification Thesaurus
Functional Classification Scheme (Profiling)
Indexing Indexing
Search and Retrieval
Search Search Capability
Search Functions
Search Limit
Refine Search
Display
Printing Searches
Saving Searches
Retrieve Retrieval Function
Electronic Documents
Physical Documents
Electronic Files & Folders
Physical Files & Folders
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Relevance Index
Popularity Rating
Related Documents, Files or Folders
Rendering
Redaction
Browse Browse Function
Search Interface Browser-based
Client/Server based
Simple Search
Advanced Search
Subscriptions Subscription Facility
Access Access Control
Document Processing
Check In/ Out Controlled Documents
Internal Editing
External Editing
Check In
Uncontrolled Documents Check Out
Uncontrolled Document Check In
Override Document Status
Final Documents
Review Review Process
Ad-hoc Review
Versions Version Control
Version Retention
Release/Approval/Authorise Release and Approval Process
Digital Image of Signature
Usage Condition
Publishing
Web Publishing Web Publishing Function
eDMS Publish eDMS Publishing
Drawing Management
Drawing management Drawing Management Function
Check Out Physical Drawings
Check In Electronic Drawings
Check In Physical Drawings
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Process Management / Workflow Management
Workflow Workflow and Process Management
Workflow Definition
Workflow Integration
Workflow Distribution
Workflow Tracking
Workflow Escalation
Process Management Business Process
Web Content Management (Optional)
Create Content Management Standards
General
Content Creation Content Creation Function
Authoring
Distributed Authoring
Templates
Metadata
Web Page Design
User Interface
Help/Error Messages
Content Management Content Management Function
Records Management Integration
Workflow
Administration
Security
Monitoring and Reporting
Import/Export
History
Content Publishing Content Publishing Function
Content Presentation Content Presentation Function
Search Searching
Collaboration Collaboration Function
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OPTIONAL SERVICES Optional services include pre-implementation planning, installation, commissioning, business integration, support, customisation and training.
The services component of the purchase may be included at the Agency’s discretion, when ordering the product.
eDMS services can be purchased from this CUA as a stand-alone service for a product that has previously been purchased provided that the service is directly supplied by the Contractor that supplied the product under this CUA e.g. customisation or training.
Agencies should discuss and agree specific service requirements and outcomes with the Contractor prior to ordering the services and document additional Customer requirements that can be specified in the Pick & Buy Purchase Order Proforma or in a Customer Contract.
Agencies wishing to procure eDMS services only, such as pre-implementation planning, installation, commissioning, business integration, support, customisation, training can also use the ICT Services CUA 14008.
PRE-REQUISITES Some of the eDMS products available require components to be purchased as a pre-requisite (e.g. Process Management/Workflow Management may require the Document Management component to be installed).
The following provides a list of pre-requites.
Alphawest Services Pty Ltd – Open Text Livelink ECM 6 1. Records
Management
This module may be purchased, installed and operated without the Document Management module. However the tendered offering for Records Management includes Document Management and Workflow at no additional cost.
This will enable agencies, at their choice, to leverage additional functionality to configure government specific solutions that are included in the licence fee. These include:
Ministerials Tracking.
Executive Correspondence Management.
Forward Agenda Planning.
Contracts Management.
Agencies to assess the capabilities of this additional functionality.
2. Document Management
This module can be purchased, installed and operated without the Records Management module. However the tendered offering for Document Management includes Records Management and Workflow at no additional cost.
3. Drawing Management
This module can be purchased, installed and operated without the Records Management module.
This module cannot be purchased, installed and operated without the Document Management Module.
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4. Workflow/Process Management
This module can be purchased, installed and operated without the Records Management module. The DM Workflow/Process module cannot be purchased, installed and operated without the Document Management module.
5. Web Content Management
This module can be purchased, installed and operated without the Records Management module or the Document Management module.
6. Web Content Management
This module can be purchased, installed and operated without the Records Management module.
Server Licence Components
Unless otherwise stated, the licensing model is ‘named user’ and no server side licensing applies.
Alphawest also offer Hummingbird Enterprise 5 under this CUA. Agencies should discuss their requirements with Alphawest to determine the functional differences between version 5 and Open Text Livelink ECM 6.
Objective Corporation - Objective 7
1. Records Management
The Records Management module can be purchased, installed and operated without the Document Management module.
2. Document Management
The Document Management module can be purchased, installed and operated without the Records Management module.
3. Drawing Management
The Drawing Management module can be purchased, installed and operated without the Records Management module.
4. Approvals The Approvals module cannot be purchased, installed and operated without the Document Management module. The Approvals server licence is also required.
5. Workflow/Process Management
The Workflow/Process Management module can be purchased, installed and operated without the Records Management module. Workflow/Process Management is a superset of Approvals. Therefore if Workflow is purchased the Buyer implicitly gets Approvals. On the server side, if the Buyer has a Workflow Server licence, then they do not need an Approvals Server licence or visa versa.
6. Web Content Management
The Web Content Management module can be purchased, installed and operated without the Records Management module.
7. Web Content Management
The Web Content Management module cannot be purchased, installed and operated without the Document Management module. The Document Management server licence is required and any "editors" of Web Content Documents also require a Document Management user licence.
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Server Licence Components (as required by each agency according to platforms and components required)
The following pre-requisite server components are required (some of which are only pre-requisites for certain functionality e.g. PDF Rendition Server).
1. Objective Foundation
An Objective Foundation licence is required to use Objective EDM, Objective Records, Drawing Management or Objective Workflow
2. Objective EDM An Objective Server Licence is required for Document Management (EDM)
3. Objective Approvals
An Objective Approvals licence is required for Approvals (Approvals is a subset of Workflow therefore a user licenced for workflow does not also need Approvals)
4. Records Management
An Objective Server Licence is required for Records Management (RM)
5. Workflow/Process Management
An Objective Server Licence is required for Process Management / Workflow
6. Objective Enterprise
Objective regards a combination of Foundation, Document Management, Records Management, and Workflow as an “Enterprise” licence both at the user and server software licensing level.
Workflow is a superset of Approvals. If the number of users is the same for Workflow and Approvals, there is no need to purchase an Approvals licence where a Workflow licence is purchased for the same user.
If the number of users is the same for Foundation, Document Management, Records Management, and Workflow, buyers will benefit from purchasing an Enterprise licence. Where the number of users is not the same for each product then an Enterprise licence can only be obtained for the number corresponding to the lowest number of users for any specific product e.g. If a buyer has 200 users and purchases:
200 Document Management licenses;
200 Records Management licenses;
160 Approvals licenses;
40 Workflow licenses;
200 Foundation licenses;
then they qualify for 40 Enterprise licences.
7. Drawing Management
An Objective Server Licence is required for Drawing Management (DM)
8. Objective Foundation Server
HA Option upgrades a Foundation Server instance to allow distribution of Objective Services over multiple physical servers - either for availability or scalability reasons
9. Objective Server Replication
Upgrades a Foundation Server instance to support Database Replication
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10. Objective Document Server
Complete "Local" Document Server for remote sites (NB Not needed for multiple document servers in a central site if HA Option Purchased)
11. Objective Offline Server
Provides access to "Offline Folder" capability for all Named EDM Users
12. Web Content Management
Per Web Content Server
13. Xlink Server Publishing
Per Rendition server
14. Objective HTML Rendition Server
Per Rendition server
15. Objective PDF Rendition Server
Per Objective server
16. Objective Report Server
Per Objective server (Crystal Reports 9.5 Professional required by client to develop reports)
17. Objective APIs Per Objective server
The follow Xlink products are available as options:
1. Xlink Mail Gateway
2. Xlink Lotus Notes Mail Capture
3. Xlink MS Outlook Mail Capture
4. Xlink GroupWise Mail Capture
5. Xlink Fax Gateway Server – Single Line
6. Xlink Fax Gateway Server - 4 Line
7. Xlink OCR
8. Xlink Windows Authentication
9. Xlink Single Sign-on
The Xlink Single Sign-on is a superset of Xlink LDAP Authentication
10. Xlink Export
11. Xlink Data Import (Migration)
The Xlink Data Import (Migration) is a superset of Xlink AutoLoad
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12. Xlink VERS(VEO) Export
13. Xlink OLE Properties
14. Xlink Ascent Capture Integration
15. Xlink Remote Census
16. Xlink AutoLoad
HP Software – TRIM Context 6
1. Records Management
The Records Management module can be purchased separately for paper only applications. When Document Management or Records Management requires both physical and electronic objects to be stored, then these two modules should be combined.
2. Document Management
The Document Management module can be purchased, installed and operated as a separate module for electronic documents only applications. To cover all the functionality specified (see the Buyers Guide Companion for Document Management) all modules will be required.
3. Drawing Management
To operate the Drawing Management module both Document Management and Records Management modules are prerequisites.
4. Workflow/Process Management
To operate the Workflow/Process Management module both Document Management and Records Management modules are prerequisites.
5. Web Content Management
The Web Content Management module can be purchased, installed and operated without the Records Management module. It can stand alone using its own file system.
The ‘named user’ counts have to be the same overall modules purchased. The following table provides an example, based on a purchase of 10 licences, for various combinations of modules.
Records Management
10 10 10 10 10
Document Management
10 10 10 10 10
Drawings Management
10 10
Process/Workflow Management
10 10
Content Management 10 10
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Server Licence Components (as required by each agency according to platforms and components required)
All server components are included with the supply of TRIM products. A server licence cost is applicable in addition to the named seat licence cost per seat. This cost only applies to new Trim Context customers.
Due to the possible variations in operational environments, the full list of optional pre-requisite dependencies are described in the TRIM_SPECIFICATIONS.pdf document, which is available on request from the Contract Manager.
TECHNICAL PLATFORMS The released versions of the eDMS products are currently supported on the following operating systems:
Alphawest Services Pty Ltd – Open Text Livelink ECM 6
Server Operating System Windows 2000 Server or
Windows 2003 Server.
Web Server Operating System
Windows 2000 Server or
Windows 2003 Server.
Web Server Microsoft Internet Information Server (IIS) 6.0 and 5.0.
Server Database
SQL Server 2000; or
SQL Server 2005; or
Oracle 9i; or
Oracle 10g.
The RDBMS is not supplied with the product.
User Desktop Operating System
Windows 2000; or
Windows XP; or
Citrix.
Objective Corporation - Objective 7
Application Server
SUN Solaris 8 / 9 / 10
Windows 2000 Server
Windows 2003 Server
Database Server:
Oracle 8 / 9 / 10 on Windows or Solaris
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MS SQL 2000
The RDBMS is not supplied with the product.
Desktop:
Windows 98
Windows 2000
Windows XP
HP Software – TRIM Context 6
Operating System
A 32 bit version of one of the following:
o Microsoft Windows 2000;
o Windows XP;
o Windows XP SP2;
o Windows 2003 Server;
o Windows 2003 Server SP1.
Microsoft Internet Explorer 5.5 +SP2
Supported RDBMS
Microsoft SQL Server 2000 + SP2 or later;
Oracle 9i (all releases) and 10g (all releases);
IBM DB2 UDB versions 7.1, 7.2 and 8.1 for UNIX, LINUX, Windows and OS/2;
Sybase ASE 12.
Microsoft Jet 4.0 is also packaged with TRIM Context, and is validated for use in limited circumstances. Recommended for demonstration and training purposes only.
The RDBMS is not supplied with the product.
BUYING RULES No existing RMS/eDMS or replacing an existing RMS/eDMS
The CUA does NOT apply in this circumstance.
Increasing the use of an existing RMS/eDMS (products available from the CUA) –
Pick & Buy
The following buying rules will apply for a Customer that already has an eDMS that is the same as one of the products available from the CUA. The anticipated scenarios where this Pick & Buy arrangement will be used are where:
Agencies merge (e.g. as a result of machinery of government initiatives and there is a need to standardise on one of their existing eDMS); or
Department of Finance 19 of 47 6807291
An agency requires additional licences for additional FTEs; or
An agency extends the use of a product (e.g. Records Management to Documents Management).
The process to be followed by a buyer is as follows:
Buyer picks supplier-product of choice from the CUA to confirm prices for the Customer’s set of requirements (refer to the Buyers Guide Companion documents for the Standard Specification);
The Customer places an order with the supplier using a simple proforma; and
The Supplier provides product(s).
For associated services:
The Customer requests the supplier to provide a quotation for specific services (pre-implementation planning, installation, commissioning, business integration, support, customisation, training);
The Customer assesses the supplier’s offer based on value for money; and
The Customer places order on the supplier.
There is no limit to the value of the purchase whether for licences or services.
Note: Agencies wishing to procure eDMS services only, such as pre-implementation planning, installation, commissioning, business integration, support, customisation, training can also use the CUA 14008 for ICT Services.
Placing Orders
Agencies should make formal contact by phone, e-mail or fax, with the Contractors. Agencies should check with individual Contractors which communication method is preferred for placing orders.
Purchasing in Regional Areas
This CUA is mandatory state-wide. Regional agencies should review their requirements against the Standard Specifications. By doing this, the regional agency will benefit by not having to develop and maintain its own specification.
Buying Online
There is no online buying facility available for eDMS products and services.
Exemptions
Where an agency requires brands or items that are not covered by this CUA, an exemption must be sought from the Contract manager, Department of Finance, where it is a metropolitan purchase.
Insurance
Contractors have and are required to arrange and maintain a policy of Public Liability/Product Liability Insurance for a sum of not less than $5,000,000 to cover any liabilities to the Principal.
Finance will monitor Contractor’s compliance with this insurance requirement throughout the term of the contract.
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PRICING A detailed pricing matrix is available from:
Contracts WA
Click on Information Technology – Electronic Document Management Services and then click on price schedule. The pricing matrix enables buyers to determine current pricing for required products for:
Software licence fees.
Support costs.
Maintenance costs.
Services (see 4.3 below).
In addition, hourly and daily rates are available for the optional services.
Agencies are advised that the pricing may be subject to pre-requisites and module permutations, which are described in more detail in the pricing matrix. Some permutations can provide further discounts on individual modules. Licensing pre-requisites and permutations can be further clarified by the Contract Manager.
The current pricing is based on the discounts provided to the WA Government under this CUA. The current price is maintained in the pricing matrix by the Contract Manager. Appendix 3 shows the schedule of discounts offered by the Contractors under this CUA. The discounts are aligned to volume thresholds that may attract further discounts. eDMS sales will be monitored during the term of the CUA and adjusted according to the volume of sales made by each Contractor. Agencies intending to purchase a reasonable quantum of licences should contact the Contract Manager to clarify potential discount opportunities.
Provision for a quarterly price refresh is included in this CUA and changes to the prices will be published by the Contract Authority by issuing an updated pricing matrix.
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CONTRACT REVIEWS Finance aims to continuously improve the services it provides to Customers via a range of review processes. Contract reviews aim to:
Ensure prices charged to agencies reflect the correct contract price;
Ensure products sold on this contract reflect the range of products agreed for supply;
Examine Contractor performance;
Assess customer satisfaction; and
Monitor compliance with Government policies and Australian laws.
Finance may terminate Contractors where they are in breach of contract terms and conditions or have repeatedly failed to meet contract requirements.
Buyer Feedback
Finance conducts regular surveys of agencies in order to improve the services it provides. You may also provide feedback on the level of satisfaction experienced under this contract, or suggest improvements to Contract 8005 or this Buyers Guide at any time. Please forward your recommendations for improvements to the Contract Manager.
All feedback received is taken into account as part of the contract review process. This feedback allows Finance to identify areas where service levels or product range needs to be improved. Your cooperation in this effort is greatly appreciated.
Contractor Performance Review
Finance reviews Contractor performance based on receipt of feedback from agencies. The form in Appendix 2 is to be used to record the Contractor(s) performance during the contract period, as required. The form provides for both complimentary feedback and complaint resolution considerations.
On the majority of occasions, Contractors supply acceptable goods and/or services. However, these outcomes are rarely formally recorded. The opportunity exists to recognise satisfactory, as well as poor performance by completing the form and forwarding it to the Contract Manager. In this way, an ongoing record can be maintained of a Contractor’s performance during the term of the contract.
Complaint Resolution
If you are dissatisfied with the goods and/or service provided by the Contractor or have any specific concerns, these should be discussed in the first instance, directly with the Contractor. If the problem or issue is not resolved to your satisfaction the Contract Manager should be advised through the completion and forwarding of the “Contractor’s Performance Review” form attached in Appendix 2. To assist quick resolution of the complaint, please record the following details when completing the Contractor Performance Review Form:
Nature of the complaint;
When the complaint was made;
To whom the complaint was made;
The issues involved;
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The contractor’s response; and
Any other relevant details.
This information is required for the Contract Manager to take action under the contract. Finance is keen to ensure that every Contractor provides a satisfactory level of service. Please do not hesitate to contact the Contract Manager if this is not the case.
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NEED MORE INFORMATION? Appendices
Appendix 1: Contractors Performance Review Form
Appendix 2: Contractors Fee Discount Schedule
Appendix 3: Glossary
Appendix 4: Amendment Log
Links to CUA information
Government Contracts Directory ebook
Pick and Buy Purchase Order Proforma
Still need more information?
Contact the Contract Manager
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APPENDIX 1: CONTRACTOR’S
PERFORMANCE REVIEW FORM
RECORD OF COMPLIMENT/COMPLAINT
Return to:
CONTRACT MANAGER, ICT SOURCING
DEPARTMENT OF FINANCE
16 PARKLAND ROAD
OSBORNE PARK WA 6017
Contract Number 8005
Title of Contract Electronic Document Management Systems (eDMS)
Supplier / Dealer Involved
Nature of the review Compliment Complaint
When the review was made
To whom the review was made
The highlights and issues involved
The Contractor’s response
Any other relevant details / Compliments
Details of Reviewer
Name of Officer Telephone
Position Title Facsimile
Signature / Date E-mail
Please fax the completed form to: (08) 9481 0785 Attention: Contract Manager - CUA 8005 Supply of Electronic Document Management Systems
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APPENDIX 2: CONTRACTOR’S FEE/DISCOUNT SCHEDULES All fees are per named user unless otherwise stated.
ALPHAWEST FEE / DISCOUNT SCHEDULE
Current prices are listed in the price matrix.
SOFTWARE LICENCE FEES
Unless otherwise stated by the Contractor the functionality for Archiving, Access Control and Security, Import/Export, Audit Trial, Reporting, Administration, User Interface, Technical Requirements and Data Conversion are included in the licence fees for each Document Management, Drawing Management, Records Management, Process Management/Workflow and Content Management Functional Modules.
Description Licence Fee per seat $
Discount for> 2500 Licences
Discount for > 5000 Licences
Discount for > 7500 Licences
Discount for > 10000 Licences
Discount for > 15000 Licences
Discount for > 20000 Licences
Discount for > 25000 Licences
Discount for > 30000 Licences
Discount for > 35000 Licences
Discount for 40000 + Licences
Records Management
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Document Management
$Base fee
65% 70% 70% 80% 80% 82% 82% 85% 85% 85%
Drawing Management $Base fee
20% 25% 25% 30% 30% 35% 35% 40% 40% 50%
Process Management/Workflow
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
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Description Licence Fee per seat $
Discount for> 2500 Licences
Discount for > 5000 Licences
Discount for > 7500 Licences
Discount for > 10000 Licences
Discount for > 15000 Licences
Discount for > 20000 Licences
Discount for > 25000 Licences
Discount for > 30000 Licences
Discount for > 35000 Licences
Discount for 40000 + Licences
Collaboration
(Includes Instant Messaging)
$Base fee
65% 70% 70% 80% 80% 82% 82% 85% 85% 85%
Imaging $Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Web Content Management
$Base fee (per agency)
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
The current fee / discount is shown in the column with the blue border.
Document Management, Records Management and workflow are licenced on a 1:1 ratio with each other as to enable the configuration of Open Text Livelink ECM 6 Government specific solutions which include:
o Ministerials Management & Tracking (included)
o Contracts Management (included)
o Forward agenda planning (included)
o Executive Correspondence Management (included)
Unless otherwise stated, email management for MS Exchange and Lotus Notes is also included in the core Document management licence.
Unless otherwise stated, the licensing model is ‘named user’ and no server side licensing applies. This means that agencies can deploy the Open Text Livelink ECM 6 suite in a centralised or distributed environment without commercial penalty.
Administrative Modules - All necessary administrative tools are included at a ratio of 2% of the total user base. For example: An agency has 100 users in total. The agency would receive x2 workflow studio licences included at no cost to allow for the design of workflow templates. The Agency would also receive x2 BI admin licences to facilitate the creation or manipulation of the reporting data-model. Any other administrative licences would also be supplied at a 2% ratio.
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Drawing Management - This module may not be needed for drawing storage, review or mark-up. It is typically only deployed for the management for reference files and for drawing title block integration. i.e. if any agency wants to merely store drawings and view / edit drawings natively, this module may not be needed. As a guide, this module is typically used by less than 5% of the total user base.
Collaboration - This module may be licenced on a 1:1 ratio with the core modules or it may used independently of the core modules. Collaboration facilitates virtual project based teaming across agencies.
Imaging - This module is likely to be used by less than 5% of the user base or for specialist Government activities such as Freedom Of Information (FOI) requests where certain information needs to be blanked out on an image file. Other uses such as capturing and imaging paper based records can also be facilitated by Open Text Livelink ECM 6 imaging or any 3rd party imaging tool such as Ezyscan or AnyDoc.
Web Content Management (RedDot) - is a departmental / divisional tool, not an enterprise tool i.e. only selected people within any agency will be responsible for Intra / Extra or Internet content. Furthermore, each agency will have different requirements pertaining to the nature and complexity of web sites, the number of pages to be managed and the content on those pages. The licensing of this module for Web CMS is therefore based on a per-agency model and variations to the inclusions of the ‘agency pack’ will be negotiated separately. Included in the agency pack is the following:
o Open Text Livelink ECM 6 CMS Server Licence
o Web Content Manager Licence
o Asset Manager Licence
o 1 concurrent administrative licence
o 5 concurrent web editor licences.
MAINTENANCE COSTS PER ANNUM
Maintenance costs are included with Support Costs.
Unless otherwise stated by the Contractor the prices for support services for Archiving, Access Control and Security, Import/Export, Audit Trial, Reporting, Administration, User Interface, Technical Requirements and Data Conversion are included in the fees for each Document Management, Drawing Management, Records Management, Process Management/Workflow and Content Management Functional Module.
SUPPORT COSTS PER ANNUM
The following customer support will be provided as part of the software Maintenance arrangements:
System documentation in hard and soft copy suitable for general users, administrators and in-house Customer staff will be provided;
As a minimum ‘helpdesk’ or ‘hotline’ support to administrators and in-house Customer staff, for the hours 8am – 5pm WST, Monday to Friday, and after hours support for Customer staff as negotiated with the Customer will be provided.
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Description Licence Fee per seat $
Discount for> 2500 Licences
Discount for > 5000 Licences
Discount for > 7500 Licences
Discount for > 10000 Licences
Discount for > 15000 Licences
Discount for > 20000 Licences
Discount for > 25000 Licences
Discount for > 30000 Licences
Discount for > 35000 Licences
Discount for 40000 + Licences
Records Management
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Document Management
$Base fee
65% 70% 70% 80% 80% 82% 82% 85% 85% 85%
Drawing Management
$Base fee
20% 25% 25% 30% 30% 35% 35% 40% 40% 50%
Description Licence Fee per seat $
Discount for> 2500 Licences
Discount for > 5000 Licences
Discount for > 7500 Licences
Discount for > 10000 Licences
Discount for > 15000 Licences
Discount for > 20000 Licences
Discount for > 25000 Licences
Discount for > 30000 Licences
Discount for > 35000 Licences
Discount for 40000 + Licences
Process Management/Workflow
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Included in DM Licence fee
Collaboration $Base fee
65% 70% 70% 80% 80% 82% 82% 85% 85% 85%
Imaging $Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Web Content Management
$Base fee (per agency)
Note 1 Note 1 Note 1 Note 1 Note 1 Note 1 Note 1 Note 1 Note 1 Note 1
Unless otherwise stated, Maintenance fees are charged at 23% of licence fee per annum
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OBJECTIVE FEE / DISCOUNT SCHEDULE
Current prices are listed in the price matrix.
SOFTWARE LICENCE FEES
Unless otherwise stated by the Contractor the functionality for Archiving, Access Control and Security, Import/Export, Audit Trial, Reporting, Administration, User Interface, Technical Requirements and Data Conversion are included in the licence fees for each Document Management, Drawing Management, Records Management, Process Management/Workflow and Content Management Functional Modules.
DESCRIPTION
Licence Fee
Per Seat
$
Discount
For >2500
Licences
Discount
For >5000
Licences
Discount
For >7500
Licences
Discount
For >10000
Licences
Discount
For >15000
Licences
Discount
For >20000
Licences
Discount
For >25000
Licences
Discount
For >30000
Licences
Discount
For >35000
Licences
Discount
For >40000+
Licences
User Licence Products
Records Management
$Base fee 12.50% 25% 37.50% 50% 62.50% 75% 75% 75% 75% 75%
Document Management
$Base fee 12.50% 25% 37.50% 50% 62.50% 75% 75% 75% 75% 75%
Drawing Management
$Base fee 12.50% 25% 37.50% 50% 62.50% 75% 75% 75% 75% 75%
Process Management - Workflow
$Base fee 12.50% 25% 37.50% 50% 62.50% 75% 75% 75% 75% 75%
Approvals $Base fee 12.50% 25% 37.50% 50% 62.50% 75% 75% 75% 75% 75%
Foundation $Base fee 12.50% 25% 37.50% 50% 62.50% 75% 75% 75% 75% 75%
Enterprise $Base fee 12.50% 25% 37.50% 50% 62.50% 75% 75% 75% 75% 75%
The current fee / discount is shown in the column with the blue border.
DESCRIPTION
Licence Fee
Per Seat
$
Discount
For >2500
Licences
Discount
For >5000
Licences
Discount
For >7500
Licences
Discount
For >10000
Licences
Discount
For >15000
Licences
Discount
For >20000
Licences
Discount
For >25000
Licences
Discount
For >30000
Licences
Discount
For >35000
Licences
Discount
For >40000+
Licences
Server Licence Components (as required by each agency according to platforms and components required)
Objective Foundation
$Base fee an Objective Foundation licence is required to use Objective EDM, Objective Records, Drawing Management or Objective Workflow
Objective EDM $Base fee an Objective Server Licence is required for Document Management (EDM)
Objective Records Management
$Base fee an Objective Server Licence is required for Records Management (RM)
Objective Workflow
$Base fee an Objective Server Licence is required for Process Management/Workflow
Objective Approvals
$Base fee an Objective Approvals licence is required for Approvals (Approvals is a subset of Workflow therefore a user licenced for workflow does not also need Approvals)
Objective Enterprise
$Base fee an Objective Enterprise licence is based on the composite of all four products (EDM,RM,WorkFlow & Approvals) with a further 10% discount
Objective Drawing Management
$Base fee an Objective Server Licence is required for Drawing Management (DM)
Objective Foundation Server - HA Option
$Base fee Upgrades a Foundation Server instance to allow distribution of Objective Services over multiple Physical servers - either for Availability or Scalability reasons
Objective Server Replication
$Base fee Upgrades a Foundation Server instance to support Database Replication.
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Objective Document Server
$Base fee Complete "Local" Document Server for remote sites (NB Not needed for multiple document servers in a central site if HA Option Purchased)
Objective Offline Server
$Base fee Provides access to "Offline Folder" capability for all Named EDM Users
Objective Web Content Management
$Base fee Per Web Content Server
Xlink Server Publishing
$Base fee per Rendition server
Objective HTML Rendition Server
$Base fee per Rendition server
Objective PDF Rendition Server
$Base fee per Objective server
DESCRIPTION
Licence Fee
Per Seat
$
Discount
For >2500
Licences
Discount
For >5000
Licences
Discount
For >7500
Licences
Discount
For >10000
Licences
Discount
For >15000
Licences
Discount
For >20000
Licences
Discount
For >25000
Licences
Discount
For >30000
Licences
Discount
For >35000
Licences
Discount
For >40000+
Licences
Objective Report Server
$Base fee per Objective server (Crystal Reports 9.5 Professional required by client to develop reports)
Objective APIs $Base fee per Objective server
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User Licence Product Notes:
For the purpose of calculating the discounts applicable to accumulated licences on a whole of government basis as referred the assumption is made that the aggregate of accumulated licences refers only to licences purchased under this Panel Agreement.
The basis of the user licence fees above is per "Named User".
Software Licence Fee Notes:
an Objective Server Licence is needed for each User licensed module.
an Objective Foundation server licence is needed to use Objective EDM, Objective Records, Drawing Management or Objective Workflow
RDBMS Licence Conditions:
an appropriate MS SQL server or Oracle Server is required
SUPPORT COSTS PER ANNUM
The Maintenance costs per Annum and Support costs per Annum are both included in Support costs per Annum
Unless otherwise stated by the Contractor the prices for support services for Archiving, Access Control and Security, Import/Export, Audit Trial, Reporting, Administration, User Interface, Technical Requirements and Data Conversion are included in the fees for each Document Management, Drawing Management, Records Management, Process Management/Workflow and Content Management Functional Module.
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DESCRIPTION Support & Maintenance Fees
Licence Fee
Per Seat
$
Discount
For >2500
Licences
Discount
For >5000
Licences
Discount
For >7500
Licences
Discount
For >10000
Licences
Discount
For >15000
Licences
Discount
For >20000
Licences
Discount
For >25000
Licences
Discount
For >30000
Licences
Discount
For >35000
Licences
Discount
For >40000+
Licences
User Licence Products
Records Management
$Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Document Management
$Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Drawing Management
$Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Process Management - Workflow
$Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Approvals $Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Foundation $Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Enterprise $Base fee
0% 0% 0% 0% 0% 0% 0% 0% 0% 0%
Server Licence Components
Per annum
Objective Foundation
$Base fee
Objective EDM $Base fee
Objective Records Management
$Base fee
Objective Workflow $Base fee
Objective Approvals $Base fee
Objective Enterprise
$Base fee
Objective Drawing Management
$Base fee
Objective Foundation Server - HA Option
$Base fee
Objective Server Replication
$Base fee
Objective Document Server
$Base fee
Objective Offline Server
$Base fee
Objective Web Content Management
$Base fee
Xlink Server Publishing
$Base fee
Objective HTML Rendition Server
$Base fee
Objective PDF Rendition Server
$Base fee
Objective Report Server
$Base fee
Objective APIs $Base fee
Xlink Products $Base fee
Xlink Mail Gateway $Base fee
Xlink Lotus Notes Mail Capture
$Base fee
Xlink MS Outlook Mail Capture
$Base fee
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Xlink GroupWise Mail Capture
$Base fee
Xlink Fax Gateway Server - Single Line
$Base fee
Xlink Fax Gateway Server - 4 Line
$Base fee
Xlink OCR $Base fee
Xlink Windows Authentication
$Base fee
Xlink LDAP Authentication
$Base fee
Xlink Single Sign-on $Base fee
Xlink LDAP Synchronization
$Base fee
Xlink Export $Base fee
Xlink Data Import (Migration)
$Base fee
Xlink VERS(VEO) Export
$Base fee
Xlink OLE Properties
$Base fee
Xlink Ascent Capture Integration
$Base fee
Xlink Remote Census
$Base fee
Xlink AutoLoad $Base fee
HP SOFTWARE DATA FEE / DISCOUNT SCHEDULE
Current prices are listed in the price matrix.
SOFTWARE LICENCE FEES
Unless otherwise stated by the Contractor the functionality for Archiving, Access Control and Security, Import/Export, Audit Trial, Reporting, Administration, User Interface, Technical Requirements and Data Conversion are included in the licence fees for each Document Management, Drawing Management, Records Management, Process Management/Workflow and Content Management Functional Modules.
DESCRIPTION
Licence Fee
Per Seat
$ ex GST
Discount
For >2500
Licences
Discount
For >5000
Licences
Discount
For >7500
Licences
Discount
For >10000
Licences
Discount
For >15000
Licences
Discount
For >20000
Licences
Discount
For >25000
Licences
Discount
For >30000
Licences
Discount
For >35000
Licences
Discount
For >40000+
Licences
Records Management
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Document Management
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Drawing Management
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Process Management/
Workflow
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Web Content Management
$Base fee
12.50% 40.00% 52.50% 62.50% 70.00% 77.50% 82.50% 85.00% 86.25% 87.50%
The current fee / discount is shown in the column with the blue border.
Department of Finance Version 2.5 37
Additional Licence Pricing
Required Server Application
Cost (Exc GST per server
Discount Comments/Assumptions
Initial Price per Licence
$Base fee
0% A server licence cost of is applicable in addition to the Named Seat cost per seat. NB. This cost only applies to new TRIM Context Customers
Minimum Fee Web Content Manager (WCM)
$Base fee
0% A base fee applies for the WCM module. Any Named Seat purchase for Web Content Management will be offset against this fee until the accumulated value of those licences exceed the minimum fee.
Additional Licence Pricing
Description
Licence Fee
Per Seat
$ ex GST
Discount Comments
Document Assembly
For Existing Users
$Base fee
0%
The Document Assembly module is included in the new pricing offered, but is not included in the existing user licences. This fee will be applied to existing user licences that want to use this facility.
Department of Finance Version 2.5 38
AutoCAD Adapter Pricing
No. of Users AutoCAD
Base Price Seats Included in Base Price Price per Additional Seat
1 - 5 $ 10,000 0 $1,500
6 - 10 $ 17,500 5 $1,000
11-50 $ 22,500 10 $ 750
51-100 $ 52,500 50 $ 250
101-1000 $ 65,000 100 $ 50
1001+ $ 110,000 1000 $ 25
This pricing structure applies for each TRIM Licence and discounts are not aggregated across the CUA.
KOFAX Ascent Capture
Annual volumes Price Per Scanning Station
Discount
Part No Description Retail Price 0%
AE#VM99-005K Ascent Capture Stand-alone 5,000 images per month licence
$Base price 0%
AE#VY01-300K Ascent Capture Volume 300,000 per year $Base price 0%
AE#VY01-600K Ascent Capture Volume 600,000 per year $Base price 0%
AE#VY01-001M Ascent Capture Volume 1M images per year $Base price 0%
AE#VY01-002M Ascent Capture Volume 2M images per year $Base price 0%
AE#VY01-005M Ascent Capture Volume 5M images per year $Base price 0%
AE#VY01-010M Ascent Capture Volume 10M images per year $Base price 0%
AE#VY01-015M Ascent Capture Volume 15M images per year $Base price 0%
Department of Finance Version 2.5 39
Annual volumes Price Per Scanning Station
Discount
AE#VY01-020M Ascent Capture Volume 20M images per year $Base price 0%
AE#VY01-040M Ascent Capture Volume 40M images per year $Base price 0%
Page count volumes
AE#VP01-300K Ascent Capture Volume 300,000 Page Count $Base price 0%
AE#VP01-001M Ascent Capture Volume 1M Page Count $Base price 0%
SUPPORT COSTS PER ANNUM
Unless otherwise stated by the Contractor the prices for support services for Archiving, Access Control and Security, Import/Export, Audit Trial, Reporting, Administration, User Interface, Technical Requirements and Data Conversion are included in the fees for each Document Management, Drawing Management, Records Management, Process Management/Workflow and Content Management Functional Module.
DESCRIPTION
Fee
Per Seat
$ ex GST
Discount
For >2500
Licences
Discount
For >5000
Licences
Discount
For >7500
Licences
Discount
For >10000
Licences
Discount
For >15000
Licences
Discount
For >20000
Licences
Discount
For >25000
Licences
Discount
For >30000
Licences
Discount
For >35000
Licences
Discount
For >40000+
Licences
Records Management
$Base fee
0% 0% 0% 0% 2% 4% 4% 5% 5% 5%
Document Management
$Base fee
0% 0% 0% 0% 2% 4% 4% 5% 5% 5%
Drawing Management
$Base fee
0% 0% 0% 0% 2% 4% 4% 5% 5% 5%
Process Management/
Workflow
$Base fee
0% 0% 0% 0% 2% 4% 4% 5% 5% 5%
Web Content Management
$Base fee
0% 0% 0% 0% 2% 4% 4% 5% 5% 5%
Department of Finance Version 2.5 40
BASE SUPPORT COSTS PER ANNUM
Required Server Application Cost per server Ex GST
Discount Comments/Assumptions
Per Licence Fee $Base fee 0% The per Seat and Current Licence rates will be additional to this fee.
Per Web Content Management Base Fee
$Base fee 0% The per Seat and Current Licence rates will be additional to this fee.
Services included in the annual Support Costs:
Consulting on administration issues relating to TRIM software.
24 hour pager access to local support engineers.
On site support where deemed necessary (excludes day to day tasks).
Assistance with installation of new releases.
Assistance with the ongoing configuration and setup of new TRIM software.
Advice on additional (not TRIM) software, where it may affect the performance and stability of TRIM software.
Advice on modifications and upgrades to your network, where it may affect the performance and stability of TRIM software.
Performance monitoring of the site if required.
Advise on conversion or importing of foreign data into TRIM software.
Assistance in requesting upgrades or enhancements to the TRIM software system.
Ad hoc problem solving (excludes day to day tasks).
MAINTENANCE COSTS PER ANNUM
Unless otherwise stated by the Contractor the prices for maintenance for Archiving, Access Control and Security, Import/Export, Audit Trial, Reporting, Administration, User Interface, Technical Requirements and Data Conversion are included in the fees for each Document Management, Drawing Management, Records Management, Process Management/Workflow and Content Management Functional Module.
Department of Finance Version 2.5 41
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DESCRIPTION
Fee
Per Seat
$ ex GST
Discount
For >2500
Licences
Discount
For >5000
Licences
Discount
For >7500
Licences
Discount
For >10000
Licences
Discount
For >15000
Licences
Discount
For >20000
Licences
Discount
For >25000
Licences
Discount
For >30000
Licences
Discount
For >35000
Licences
Discount
For >40000+
Licences
Records Management
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Document Management
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Drawing Management
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Process Management/
Workflow
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
Web Content Management
$Base fee
20% 44% 50% 54% 58% 62% 66% 68% 71% 74%
All software purchased under the CUA has a maintenance rate of 20% of the purchase price.
Maintenance Costs for existing Users Purchase of Document Assembly Module is 20% of purchase price.
Maintenance Costs for AutoCAD Adapter is 20% of purchase price.
Maintenance Costs for KOFAX Ascent Capture is 20% of purchase price.
APPENDIX 3: GLOSSARY Words in this document have the following meaning:
Authorised Officer Those persons who have the authority to place orders for services offered under this contract.
The contract manager and Contractor maintain a list of authorised officers.
Contract Authority Means the State of Western Australia through the Department of Finance (Finance).
Customer All Public Authorities as defined in the State Supply Commission Act 1991, Public Benevolent Institutions and other Organisations approved by the State Supply Commission.
Order Means the written document a public authority places with a Supplier regarding the specific requirements of the public authority for products or services to be delivered.
Perth Metropolitan The boundary as defined for Zone one (1) in the Government’s Buy Local Policy. To view a map, refer to the State Supply Commission’s website.
Pick and Buy Arrangement Means the buying arrangement established under the CUA, whereby customers may place purchase orders direct with the Contractor for products and services at pre-set prices in accordance with the buying rules.
Pick and Buy Purchase
Order
Means an order, applying the Pick and Purchase proforma to purchase products and services under the Pick and Buy Arrangement.
Public Authority For the purpose of defining Public Authority under the State Supply Commission Act 1991, a Public Authority is a department of the Public Service of the State established or deemed to have been established under the Public Sector Management Act 1994; and an agency, authority or instrumentality of the Crown in right of the State.
Department of Finance Version 2.5 43
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Words in this document pertaining to functional capabilities have the following meaning:
API
An Application Program Interface (API) is a set of instructions or rules that enable two operating systems or software applications to communicate or interface together.
Archiving
The act of preserving records which are deemed to be archives. Archives are those records or documents which have permanent or continuing value, based on their evidential or historical value. State archives must be transferred to the State Records Office for permanent retention or maintained in accordance with State Records Policy Number 8 by the government organization to which they belong.
BCS
Business Classification Scheme - a classification system derived from an analysis of business processes to ensure that the records and their metadata descriptions accurately represent the business process that created them.
Classification
Refers to the systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in the classification system.
Destruction
A record or record series identified as having temporary value may be destroyed by a recommended method at the end of the minimum retention period, which has been designated in an approved disposal authority. The authorized destruction of State records must be done completely so that no information is retrievable. Hard copy (paper) records should be destroyed by shredding, pulping or trommelling. Electronic shredding should be considered for the destruction of electronic records. Organisations must consider the risk management aspects of employing other methods such as reformatting, rewriting, degaussing, or the use of the “delete” function.
Document Recorded information or object which can be treated as a unit.
Document Management Documents are created, captured, developed, managed, reviewed, approved, and archived.
Document Management System
Software used to store, manage, retrieve and distribute digital and electronic documents, as well as scanned paper documents.
A Document Management System is a computer program that allows an organisation to manage the lifecycle of born-electronic and digitised documents. The activities associated with the capture, security, management, dissemination, retrieval and storage of electronic information objects (including drawings).
eDMS
A set of functional and technical software capabilities and services available under CUA 8005.
The acronym “eDMS” may also be defined as “enterprise Document Management System” and is an appropriate term because it encompasses all the functions describe above.
Another acronym in common usage for systems that have equivalent functionality to the products included in this CUA is EDRMS (Electronic Document and Records Management System).
EDRMS
Electronic Document and Record Management System - supports the management of records and documents within an electronic environment and the efficient sharing of information without duplication.
HTML Hyper Text Markup Language is the authoring language used in the creation of documents for the World Wide Web.
Indexing Allows users quickly sort large volumes of data to find the right document.
Metadata Data that describes the context, content and structure of records and their management through time.
Object Synonymous to Document - recorded information or object which can be treated as a unit.
Permanent Retention
Permanent retention means that archival records are to be kept in such a manner that allows those records to be accessible and readable forever, i.e. 500 years plus.
Process Management / Workflow
The automation of a business processes based on defined rules. The automation is defined within a Process Definition, which identifies the activities of the process and then rules are applied which manage the flow of documents within a process.
Record
Information created, received and maintained as evidence and information by an organisation or person in pursuance of legal obligations or in the transaction of business.
Record Management
Efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.
Record Management System
Software used to manage records and supports the automatic enforcement of consistent, organisation-wide records policies and reduces the cost of regulatory compliance.
A Records Management System is a computer program that allows an organisation to manage the lifecycle of significant hardcopy and electronic government records. The activities associated with the classification, storage, maintenance, tracking, retrieval and disposal of record objects.
RMS Record Management System.
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SQL Structured Query Language.
Structured information
Structured information is anything that has an enforced composition. Structured information is managed by technology that allows for querying and reporting against predetermined data types such as fields within databases.
Thesaurus / File Plan / Authorized List of Terms
A Thesaurus, File Plan or Authorized List of Terms is an alphabetical list of all terms derived from a business classification scheme, for use in allocating approved terminology to label individual documents or records. A Thesaurus, File Plan or Authorized List enables consistency in file titling, retrieval and tracking, by allowing only a limited vocabulary to be used and by carefully defining that vocabulary. The Thesaurus, File Plan or List clarifies the meaning of terms and should indicate the relationships between terms, including cross references to link the non-preferred and preferred terms, and to suggest suitable related terms. The Thesaurus, File Plan or List should provide sufficient entry points to allow users to navigate from terms which are not to be used, to the preferred terminology adopted by the enterprise.
Uncontrolled document
Non system or technical documents that do not have controls over their distribution, updating or renewal of obsolete copies.
Unstructured information
Unstructured information consists of any information stored in an unstructured format. That is, in the unstructured content, such as textual documents, web content, images, drawings.
URL
Uniform Resource Identifiers are short strings that identify resources in the web: documents, images, downloadable files, services, electronic mailboxes, and other resources.
Web Content Management System
Software that controls the publishing of content on web pages. These systems provide an organised method that enables authors to manage their content using authoring and publishing tools.
XML
Extensible Markup Language (XML) is a simple, very flexible text format derived from SGML and was originally designed to meet the challenges of large-scale electronic publishing.
APPENDIX 4: AMENDMENT LOG
23/10/2007 Amended the product name from Hummingbird to Opentext
11/12/2007 Novated the contract from Sigma Data to Tower Software for the provision of the TRIM product.
02/04/08 Supplier contact details changed: Objective & Tower Software
28/08/08 Buyer Alert – Re: Assignment Requests
22/09/08 Buyer Alert – Re: Hewlett Packard – Possible Request for Payment
Supplier contact details changed: Tower Software
06/10/08 Change of Contract Manager &
Supplier contact details changed: Objective
11/12/08 Novated the contract from Tower Software to HP Software for the provision of the TRIM product & Change of contact details: Objective
18/12/08 Updated pricing Matrix – Reduced Objective prices effective 15/12/08
16/06/09 Updated Contract Manager Details and Buyers Guide.
22/09/09 Updated Contract Manager Details
15/04/10 Updated Contract Manager Details
01/03/11 Updated Contract Manager Details
01/04/11 Updated Contract Manager Details
25/11/11 New version of Buyers Guide to reflect the renewal CUA and associated changes.
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