Tenders Are Invited For Document Management Services – Document Management in Germany

Work Detail

Document Management Services – Document Management. Kbb Intends To Award The Services Specified In This Announcement And The Draft List Of Services For The Implementation Of A Document Management System (Dms) In Accordance With The Conditions Described Below In Order To Optimize The Management And Archiving Of Its Digital And Analogue Documents. The Goal Is A Central, Transparent And Efficient Document Management Platform That Meets The Specific Requirements Of A Cultural Institution With Locations Spread Across Five Buildings. The Dms Is Intended To Support All Workflows, Especially Invoice Processing And Contract Management, And To Version And Archive Documents In An Audit-Proof Manner. The Dms Must Comply With All Legal Requirements. In Particular, It Must Be Demonstrated That The Long-Term And Unrestricted Fulfillment Of The High Requirements Of The General Data Protection Regulation (Gdpr) And The Principles For The Proper Management And Storage Of Books, Records And Documents In Electronic Form (Gobd). The Dms Must Be Suitable For Successively Recording All Other Standard Workflows And Applications Of A Cultural Enterprise. 1. The Service Requirements Essentially Include The Following Tasks And Requirements: A) Detailed Planning And Conception Of The Introduction And Implementation Of A Dms Into The Clients Operational Processes: - Detailed Inventory And Requirements Analysis To Create A Final Specifications Taking Into Account User-Specific Configuration Requirements B) Implementation : - Provision And Configuration Of The Software - Mapping The Workflow For Incoming Invoices In The Software - Integration Into Existing Systems (E.G. Sage 100, M365, Intranet). C) Data Migration: - Digitization And Transfer Of Existing Document Stocks. D) Training And Change Management: - Training Of Key Users And Employees. - Support With Process Changes. D) Operations And Support: - Regular Maintenance, Updates And Technical Support. - Hosting In The Contractor And Products Own Cloud 2. Functional Requirements For Operation And Support: A) General Requirements: (1) The System Supports A Multilingual User Interface, At Least German And English. (2) The Provider Offers A Variety Of Documentation Aids For Users, Including: - Software & Process Manuals - Online Documentation (E.G. Videos, Instructions, Etc.) - Faq Area (3) The System Must Have A Rule-Based And User-Specific Rights Assignment Enable Flexible And Granular Control Of Access To Documents, Functions And Areas In The System. (4) The System Guarantees That Upon Termination Of The Contract, All Documents Stored In The System, Including Associated Metadata And Structures, Will Be Exported In One Format And Seamless Integration Into Other Systems Will Be Ensured. - License Model With Concurrent Users, Monthly

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