PoC Requirements for PRO Document management system

Currently documents are stored company wise in physical files in different cabinets. When
documents are needed to be sent out then PRO search, extract and track it manually.
1. Below are the storage requirements from software:
All documents should be scanned and soft copies should be available online at a
central location to help sharing of scanned copies or taking printout, etc
All documents should be identified by companies. Overall indexes for the purpose
of PoC are given below based on which document storage, retrieval, tracking and
reporting will be done.

Name of Company
List of Sponsor/s
List of Shareholder/s
List of Owner/s of Document
Type of Document (MOU, Amendments(AMD), Title deed(TD), etc)
Date of Document
Date of Expiry
Date of renewal needed
Base Location of Document (To be selected from Location Master)
Current Location of Document
Soft Copy location: Link to be provided (Ex:

File damaged at time of storage: Yes/No

RFID Tag number

Every document should be given a nomenclature and meaningful name of soft

copy and software should be able to search document based on document
nomenclature, name, any index and content based search. Nomenclature of soft
copy of file is (Company)_(Document Type)_(Number)_Date
Physical documents should be tagged with a RFID tag to identify the file and its
index values,
Physical storage location should be given a nomenclature or identifier to identify
exact location of storage. Nomenclature to be followed: (Office Name)_(Office
Location)_(Floor)_(Area)_(Cabinet)_(Rack). All locations should be marked with
bar code to identify the locations . Indexes for locations are given below:

Root/Company/Document_Type/)

Office Name
Office Location
Floor
Area
Cabinet
Rack
RFID Tag Number

All document should be scanned, soft copy should be stored in server and
physical copy should be stored in identified location and first time data entry
should be made for file and location details.
All document should be associated with only one physical location at a time.

2. Below are the requirements for release, tracking and receipt of physical files:

Overall anyone from PRO department can request for release of physical file, PRO
head or another authorized person can approve and then custodian will release the
file by identifying the RFID of the file to ensure file approved for release is actually
released. Apart from changing the status of file from In Storage to In Transit,
below details to be captured while releasing the file.
1. Issued by: Person taking out file from file location
2. Issued to: Person to whom the file was handed over
3. Issued from location: This is location from which file was picked up for issue.
To be picked by system.
4. Date of Issue: This is date on which file was issued, default to current date and
can be changed if needed
5. Sending to: This is open text field in which issuer will mention where
document is going, for example to land department or other office location
etc. This will be a mandatory field.
6. File Damaged at time of issue?: Yes/No
7. Issuer Comment: Issuer can mention any more details if needed. Non
mandatory field.
8. Target return date: This is a date on which physical file is expected back.
When file is received then custodian should enter the RFID of file, identify the RFID of
the location to which it is being stored and record receipt in system with following
details and system will change the file status from In Transit to In Storage
1.
2.
3.
4.

Received by: The person who is receiving the file and keeping in storage
Received from: The person who handed over the file
Received in Location: This is the location where file was kept after receipt.
Date of Receipt: This is date on which file was received, default to current date
and can be changed if needed
5. File Damaged at the time of receipt: Yes/No
6. Receiver comment: Receiver can mention any more details if needed. Non
mandatory field.
User Access rights: Following are the access controls. All users will be given access to all
soft copies stored. Other access details are given below.

SN
1
2
3

User
PRO Head
PRO
Manager
Coordinato
r

File
Return
Notificati
on
Y

Delay in File
return
notification
Y

HO
D
Y

Manag
er
Y

Custodi
an
N

File Issue
Notificati
on
Y

Authoriz
ed to
pick up
file
Y
Y
Y

Only users identified with File Custody access can issue a file from a location and receive a
file in a location.
Event Notifications:
Notification should go to different users at following events:
1. At the time of file issue if unapproved out movement then alarm and alert. A
incident case should be created for unauthorized movement and PRO head should
be able to close the case after addressing the issue.
2. At the time of file is received send notification to receive the file

Scheduled notification:
For delay in return notification, one scheduled program should be run daily to notify if any
document return is delayed.
Smart Summary report:
User should be able to query on one or more combination of parameters given below. If all
field are left blank of defaulted to All then show complete list.
Part of full file name
Any File attribute listed above
Any location attributes
Any File status: If the status of In Transit then details of issue should be displayed
Content based search
Output:
File name: Hyperlink to filename should take to storage of file location on server.
File attributes
Location Attributes
File Status: Hyperlink to show file original storage details and all transfer details. If it
was never transferred then only original file storage details will be shown.
User should be able to download the data in excel. User can use this report to get file details
in any location, in transit, damaged, issued by, issued to, etc.
Transit report:
There should be one report to get all history of file issue and return for a specific file or
multiple files selected by user.
Add-on for Lotus notes:
Add on for lotus notes is needed to integrate with software such that documents can be
navigated from lotus notes itself.
Version control:
Soft copy of the document should be version controlled. This feature can be given to PRO
head, PRO manager and PRO coordinator. This is to address the situations in which there is
slight change in the same document or scanning error was identified later and correct scan
copy is needed to be uploaded for same document.
RFID pricing needed for following:
RFID passive tags
RFID reader
RFID PDA software to enter tag number and locate the tag.
RFID sensor gates with integration to software.
Separate pricing for PDA application for physical inventory count.