Tech Services: EDMS- initial questionnaire

 

Electronic Drawing and Document Management System (EDMS)
 

Initial Questionnaire for

Developing an EDMS System

With Drawing and Document Conversion

Instructions:
  1. Fill out Form(s) as completely as possible
  2. Print (Landscape for Wide Forms) and Fax (301-432-4528) or
  3. E-mail to CTS (cts1@cts2000.com)
  4. CTS will Provide a quotation based on the information you furnish to us.
In cases where information is incomplete or missing, CTS, in order to provide a quotation, will make certain assumptions. The more complete your information, the more accurate your quotation will be.

TO:
Computer Technology Services. LLC
P.O. Box 3375, Frederick, MD 21705-3375
Phone: 301-663-0080,   FAX:  301-432-4528
E-mail: cts1@cts2000.com
(URL):http://www.cts2000.com

RETURN INFORMATION
Name:
Company or Organization:
Agency:
Street Address:
City,State,Zip:
Phone:
FAX:
WEB site Address (URL):
E-mail:
Project name and Number:
Date:
Customer P.O. #:


EDMS Questions
NOTE: In cases where information is incomplete or missing, CTS, in order to provide a quotation, will make certain assumptions. The more complete your information is the more accurate your quotation will be.
  1. In detail describe your existing paper filing system and use methodology for improvement and possible areas of waste reduction.
  2. List all existing computers, computer systems, peripherals, networks, platforms (Unix, Windows, etc) etc. and if they will be networked or otherwise used with new drawing and document management system.
  3. Identify physical locations of all computers, computer systems, peripherals, networks, platforms (Unix, Windows, etc.) etc. CTS creates simplified floor plans for this purpose.
  4. List all software, software platforms, and versions of software that may or will be part of or linked to the drawing and document management system.
  5. VERY IMPORTANT:   Identify all user groups, the types of drawings and/or documents they use, and HOW they use each different drawing or document type.
  6. How do/will all users or eventual users of the system currently locate documents and information?
  7. List all the types of documents, film, photos, electronic files each user currently needs access to and how they are used or will be used. Estimates of quantities, sizes, condition, location, etc. are most useful.
  8. List all instances of duplication of documents. Identify the different users. Identify the physical locations of these documents and HOW they are used by which departments.
  9. List top three concerns if a drawing and document management system were implemented.
  10. List any other concerns if a drawing and document management system were implemented.
  11. Decide implementation phases and time periods of each phase.
  12. List security and access issues: Who will have editing authority? Who will have access to which documents. Will the public have access to information? Which information? Will those who have access (the public or internal users) be able to obtain copies (electronic or hard copy) of the documents?
  13. Identify who might be "simultaneous" users, if any.
  14. How will the EDMS system be managed and by whom: Care must be taken against changes to, removal of and loss of documents.
  15. Samples of at least one (preferably several) of each type of document should be collected for evaluation and possible identification of repeated "format" (page layout) of these documents. "Forms Recognition" software may be useful to eliminate some keypunching of information for database indexing.


Please Check Over your Information and Then Submit one of two ways:
1. Via Email or
2. Print and Fax to CTS@ 301-432-4528

For More Information Use the "Info Request" Button Below or call CTS @ (301)663-0080

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