SD Board of Regents
306 East Capitol Ave
Suite 200
Pierre, SD 57501
605 773 3455
Request for Proposal

RFP Document


Question and Answer Section


Questions from Nolij Corp – Joseph Kirkland


Question - On page 5, question 2.2 it is stated that at this time the Document Imaging System will not be integrated to SDBOR’s Banner system.  Please explain the reason for this decision.


Answer – At this time the SD Board of Regents already has a document imaging solution integrated into our Banner Finance/HR system, however we want to keep options open for any future developments in this area. 


Question - On page 11, section 5.0, question 1c, it is stated that an SD Tax Identification Number along with a Federal Employer ID Number is required if Respondent does business with the state of South Dakota.  If a vendor has not done business with the state in the past, is it acceptable to pursue this state ID number post-award?


Answer – Yes


Question - How many users do you expect will need training?


Answer – Usually when the SD Board of Regents does training for systems such as this we implement a “train the trainer” type of scenario.  This would involve training key members of each functional area that would then in turn go back to their campuses and train others.  This has not been discussed yet at length within SDBOR but an estimate in the range of 50 to 100 users would be a good starting point.


Question - Will all users need access to workflow functionality?


Answer – All users must be able to participate in workflows, although a smaller subset of users would be creating and editing workflows.


Question - On page 25, section 8.1, pricing is requested for Datatel Colleague integration (multiple environments).  Please detail the number of instances and corresponding databases of Colleague that currently exist throughout the BOR member institutions.


Answer - SD has Test and Production environments, and six smaller environments used exclusively for Financial Aid associated with each of TEST and Production.


Question - On page 25, section 8.1, pricing is requested for the migration of the current “Keyfile” document imaging system into the new system.  Please provide detail on the volume of images/objects to be migrated.


Answer – Initial rough numbers are around 600GB of data spread amongst about 7 million files. 


Question - On page 26, section 6.2 and on page 21, section 6.11 the RFP has functional requirements for both Optical Character Recognition (OCR) and Workflow.   Should the vendors be required to break out other functionality if licensed separately such as scanning station licenses, application enabling technology, etc?


Answer – Yes, if necessary functions and options within the proposed system are licensed separately, vendors should break out those costs.


Question - Page 16, question 6.1.16, calls for integration with both Active Directory and LDAP.  Do the member institutions in the SDBOR use both of these authentication protocols for or is one of the options predominately in use over the other?


Answer – For purposes of integrating to the Datatel Colleague system, currently we authenticate colleague users locally, but we are pursuing options to integrate that with our LDAP and AD structure and want to ensure that our document imaging system will work going forward.


Question – Page 16, Does the Datatel Colleague solution integrate with either the Active Directory or LDAP authentication protocol?


Answer – Currently Datatel Colleague authenticates locally and not to AD or LDAP.


Question - Questions around the implementation schedule posed in both section 5 and 7.  Can the SDBOR provide any indication of the member institutions and corresponding offices where the document imaging system will be implemented first?


Answer – The document imaging system will be implemented centrally and integrated to our Datatel Colleague system first.  Creating sub-repositories for specific campus needs (not associated with student information) will be one of the secondary steps in the implementation.






Questions from Progressive Business Equipment – Chris Clark


Question – How many users do you anticipate will need access?


Answer – Initial estimates are around 200-300 concurrent users will need access but that could grow significantly after the system is more established.

Question - Can Keyfile export existing data in list file format?


Answer – No, data can be exported, but on a file by file basis.






Questions from Image Access Corp – Cory Watson


Question - Can you provide details on how documents are currently stored within Datatel?  Which version and platform are you currently using.  Are you storing the documents within a repository, or are they stored in a shared disk location?  What type of database is being used (Oracle, SQL, etc.)


Answer – Currently no documents are stored with Datatel and none are tied directly to data in the Datatel Colleague system.  Documents are currently scanned and stored in the Keyfile document imaging system within repositories.  The Keyfile system has no integration into Datatel Colleague.


Question - You indicated you are using Banner for HR/Finance.  Although this is not part of the project, the future integration into Banner should be highly evaluated in this decision process as to leverage the document imagine infrastructure to be used with Banner at a later date.  Can you share any details on how Banner is configured.  Are you using BannerXtender for Document Management?  Are you using Oracle as the Banner Database?


Answer – Banner is not a part of this project because there is already an established document imaging integration within that system using Documentum Xtender.  Banner could at some time be converted to fall under a different system, but at this time integration with Banner is not part of this project.



Question - Section 6.2 indicates specific scanner functionality, but it is not listed as to which scanners SDBOR currently owns.  Can you provide a list of the scanner make/models of each scanner that will be used for this project?  Can you also share if you would entertain purchasing new scanner equipment if there was a tangible savings proposed?


Answer – SDBOR currently owns a wide variety of mid to low range scanners.  The bulk of our scanners are HP Scanjet 5590, 8270, 8290, Fujitsu fi-4000 and 6000 series, Panasonic KV-s2026C, Canon DR 5020, and Kodak i1220.  SDBOR would be open to the idea of purchasing new scanning hardware if necessary.


Question - Section 6.2 indicates the scanner should have OCR functionality.  As OCR functionality is more of a software solution, where the scanner should have the ability to provide a high quality image that is conducive to OCR processing, are you interested in performing OCR as part of the solution?  If so, can you provide the specific document types and associated metadata you would like t extract?  If this is not for the current project, is this something that would be considered for a future project phase?  Please share any details you feel are appropriate.


Answer – OCR could be used to automate some of our processes by recognizing certain fields on student forms for automatic processing/indexing, as well as for simplifying searching and queries for documents.   This may  or may not be setup in the initial phases of implementation but the solution should be capable of OCR.  If this is a separate line item for cost please break those costs out.

Question - Section 6.4  - 6.7, 6.10 – 6.11 provides details around document access capabilities.  As a document imaging solution only provides documents and data into the destination document management repositories, this indicates you are looking for a proposal for additional document management options.  Can you qualify and clarify the requirements in this section?  Is this related to the Keyfile migration?


Answer – The proposed solutions should be able to perform all functions that a document management and imaging solution performs.  The solution should include but not necessarily limit to scan, import, index, retrieve, annotate, search, OCR, workflow, and quick retrieval based on Datatel screen information.  The keyfile system was used as storage for documents but had no integration into Datatel for easy retrieval and also lacked some of the workflow and other tools SDBOR is looking for. 

Question - You indicated part of the project implementation would be to migrate from the Keyfile document imaging sytem.  Are you only using Keyfile for scanning and indexing?  Do you have any of the Keyfile document management components that also need to be included in this migration?  Can you share the version of Keyfile that you are using today, and how it is configured (i.e. Database type, web server components, scanning interfaces).


Answer – Yes we use Keyfile for scanning and indexing as well as a custom built replicator that takes images from Paperflow and indexes them.  We are not using workflow or other components.  Keyfile 8.0 and 7.2 are the current installed versions.  It runs a proprietary database with no web server components.  Scanning and indexing is done through the integrated Keyfile scanner and/or Paperflow software.  Only images and indexing information will be migrated to the new system.




Questions from Perceptive Software - Chad Shrout


Question - Can you briefly describe the extent to which you are utilizing Keyfile.  In addition, to accurately quote the migration from Keyfile to our system, can you tell me what the current file format the images are stored in?


Answer – Keyfile is used as a repository for many types of documents.  The main use of Keyfile initially was a repository for student information (applications etc).  Keyfile is storing and indexing the documents but is not tied to the Datatel Colleague system for retrieval etc.  Other uses of the Keyfile system include scanning of archival documents for departments and other departmental document storage needs.  The database is proprietary but Keyfile stores files in a Tif format.



Question – In regard to project scope, would you like the vendor to propose the solution we recommend, or would SDBOR like to see specific departments/solutions proposed in the RFP. 


Answer – Proposals should recommend a solution. 





Questions from Hyland Software – Kristin Kavanaugh


Question - Page 11, section 5, bullet #4.d, it states, to “Complete the matrix and answer all questions in Section 6 of this RFP and include them in section 5.4 of your response”.  However, Section 5.4 in the Solicitation document discusses finalists demonstrating their proposed solution at a SDBOR site visit.  On page 15, Section 6.1, it also states to “complete the following matrix and answer all questions and include them in section 5.4 of your response”.  Please clarify what you would like to be included in this section 5.4.


Answer – I believe that is a typo.  It should read complete the matrix and answer all questions included in section 6.


Question - Page 14, section 5.5 – Proposal Submittal Format asks for 10 hard copies and 1 CD.  Would it be acceptable to provide 1 signed hard copy and 10 CDs for your review?


Answer – Yes that is acceptable.


Question - Is the SDBOR willing to provide an extension to the deadline of 10/22/2010? 


Answer – No the deadline for submission is 10/22/2010.


Question - In Section 8, Pricing, item 9, you request costs for the migration of documents from the existing Keyfile system. Please provide the following details about the system:

-        Which operating system and database platform/version does it run on? Is the database proprietary?

-        Does the current system have built-in functionality to export images with an index file?

-        Does the application use the same physical database for all documents or are there different physical databases for each type of document format? Example: Images are in separate database from the COLD files.

-        How many document types exist in the current application?

-        What is the average number of indexes or keywords per document?

-        What is the total number of pages to be converted?


Answer – It runs in a windows platform with a proprietary database.  Images can be exported on a file by file basis.  The current system does not have the ability to export images with an index file.  To our knowledge it uses the same physical database for all documents.  Each campus has some of their own document types along with the baseline central ones, so an estimate would be 100-150 document types.  Keyfile uses 4 indexes per document (ID, Type, Student, Date) with limited use of keywords.  Approximately 7 million files will be migrated. 


Question - In Section 8, Pricing, item 11, you request costs for “delivering pre-built workflows for departments.” Please identify all departments that would utilize such workflows and, for each, please, describe all business process(es) that the department would want to support with workflow. If any processes would be triggered by the import and/or submission of electronic documents or electronic forms coming from an external source or from an externally facing Web portal, please provide detail about those sources and portals.


Answer – Initially we are looking to implement workflow in our financial aid, admissions, and registrars offices.  These processes will be initiated by users scanning or importing documents.  Eventually when all of our forms are online the workflows will be initiated by the import or submission of electronic forms from a website.  All of these departments will be somewhat tied together because of the nature of the business.  I will include an example to try to clear it up a bit, but this may or may not be exactly how the workflow would be setup.  For example, an application for enrollment is scanned/imported by a user in admissions, the workflow then sends it to the dean of admissions for approval.  Once admissions approves the document, it is automatically routed to the financial aid department for processing, once financial aid is finished with their processing it may get routed to the dean of the college for final approval, etc.


Question - In Section 6, item 6.1.15, there is a requirement for support of Electronic signatures. By “electronic signatures”, do you mean a user-applied digital stamp indicating that an action has been taken within the system, or do you mean an image of an actual physical signature captured on a signature pad device? In either case, how many users would you anticipate needing access to this capability?


Answer -  I think the intent is to use user-applied digital signature stamps.  I do not know a number of users that will need this functionality; it has not been discussed at length within SDBOR.  I would assume less than 50 if that helps in your pricing.  If it is an extra cost please break out that cost per user. 


Question - Section 6.2 on scanning: How many production scanning stations will be set up?


Answer – This has not been discussed because we do not know how many departments will be using the system across all of our campuses.  We have 6 campuses and several “centers” that will be doing production scanning in multiple departments each (admissions, financial aid, registrar, athletics, graduate studies, etc).  If scanning stations are licensed separately please list those costs.


Question - Section 6, item 6.5.5 on fax import: Please identify, by vendor/type/model, the fax server that would be used for importing faxes.


Answer – We currently do not employ fax servers for importing documents.  We wanted to ensure that the system we purchase has the ability to do so. 


Question - Please identify email clients used across the system, and please indicate which, if any, is the primary and/or favored email client.


Answer – Email clients are Microsoft Outlook (Windows) and Entourage (Apple).  Overwhelmingly the primary is Microsoft Outlook because the SDBOR system is over 90% Windows based PC’s.




Questions from SIRE Technologies  - Orlan Cahoon



Question - How many end-users does the board expect would be using the system at any given moment in time.  In other words, how many concurrent user licenses are needed?


Answer – This is included in the RFP in Section 6.1.12


Question - On average, how many end-users will be scanning more than 15 to 20 documents per business day –thus need a dedicated scanner with specialized indexing software attached to the scanner. 


Answer – Number of scanning stations is unknown at this time.  If scanning stations are licensed separately please break out those costs. 


Question - Other than your central system administrator, how many departmental administrators do you anticipate wanting to train as part of your initial implementation.


Answer – More than likely we will have 2 administrators per campus location for a possible total of around 15-20 overall.


Question - Describe functional requirements for the image integration into Datatel Colleague.


Answer – Colleague users will need to be able to tie/index documents to student records for storage.  Then the system must be able to simply retrieve images based on screens in the Datatel Colleague system and integrate with the security of Colleague for who has and does not have access to certain documents. 


Question - Does the client expect to dedicate a project manager to assist internally with the implementation.


Answer – There will be an internal person available to assist during the implementation process. 


Question - How many keyfile document images will need to be migrated into the repository.  What file types are these images. What is the current storage device for these images.


Answer – Rough number of images would be approximately 7 million.  The images are scanned in as a TIF file format and stored on standalone servers. 


Question - How many departmental workflows are you expecting to implement.  Who are the departments where they will be used.  What functional requirements are associated with each workflow.


Answer – This was answered previously but I will paste in the answer here as well.  Initially we are looking to implement workflow in our financial aid, admissions, and registrars offices.  These processes will be initiated by users scanning or importing documents.  Eventually when all of our forms are online the workflows will be initiated by the import or submission of electronic forms from a website.  All of these departments will be somewhat tied together because of the nature of the business.  I will include an example to try to clear it up a bit, but this may or may not be exactly how the workflow would be setup.  For example, an application for enrollment is scanned/imported by a user in admissions, the workflow then sends it to the dean of admissions for approval.  Once admissions approves the document, it is automatically routed to the financial aid department for processing, once financial aid is finished with their processing it may get routed to the dean of the college for final approval, etc.


Question - What is the financial budget for the project.


Answer – SDBOR will not share any budget information for this project.  It is our intent to find the best product for our needs at the best price possible.


Question - Would the board benefit from an add-on module which allows for managing meeting agendas/minutes.


Answer – It is not part of the requirements but feel free to include as an optional component with pricing included.


Question - Are the institutions all part of the same WAN or LAN network.


Answer – Yes all campuses are connected by a high speed wide area network with speeds ranging from 1GB to 10GB between campuses.




Questions from Hyland Software - Michael Knaeble


Question - How many current scan stations for the KeyFile system are currently in use throughout the system?


Answer – Approximately 25 scan stations are in use with Keyfile system but that number may increase with the new system.  If scanning stations are licensed separately please break out that cost per scanner. 


Question - Is it safe to assume for services planning purposes that the archiving system architecture (document types/classes and metadata values) will be consistent campus to campus?


Answer – For part of our implementation with the Datatel Colleague information campuses will be utilizing the same document types etc since the student information system is consistent across all campuses.  The other part of implementation will have the campuses building their own unique repositories with their own document types etc that may or may not be exclusive to their campus.


Question - It appears the initial project will involve current users of KeyFile and migrating those departments to the new system.  Can you please provide a listing of all current departments using the system by campus?


Answer – Not all campuses use the current system fully but the breakdown of departments utilizing the system is as follows.  Enrollment Services Center, Admissions, Registrar, Financial Aid, Music Departments, Extension offices, School of Business.


Question - Are there departments not currently engaged with KeyFile that SDBOR desires to be part of the initial project roll-out and if so, which ones for which campuses?


Answer – We have had interest from Graduate studies, business offices, athletics, alumni associations, and several others but we do not believe they will be part of the initial roll out at this time. 




Questions from Charter -  Kurt Krim


Question - 6.1.6 - Interfaces to SDBOR system applications (i.e. Datatel Colleague and Sungard Banner) If customization is necessary please explain.  When they mean interface do they want image enable or the ability to push and pull data?


Answer – Yes, the ability to import documents and have the indexing information auto populated into the indexing fields as well as easy retrieval based on the screen in Datatel Colleague.


Question – 6.2.1 OCR interface capability.  Internal and external OCR abilities?  Are you looking for an enterprise OCR software?


Answer – We would like the ability to run OCR on scanned/imported documents to have documents searchable based on text.


Question – Section 6.3, Indexing functional requirements 

-        6.3.4 - Accepts single key field (minimum) for indexing documents and then allows for accepting, matching and merging host file for population remaining index fields.

Question: Imports via csv file or other formatted indexing information.

6.3.7 - An indexing system database shall be used that provides for efficient retrieval of the digital images stored in the system.  Essential image metadata/profile data describing the content and structure of the digital image and its content of creation shall be included within the digital image or linked to it

Question:  What internal Meta Data do you want applied to each scanned image? File metadata usually contains the pixel count, scanner type, date created etc. Need more clarification?

Answer –  What we are looking for is a system that allows you to input (for example) a student ID number, and then the system would automatically populate the rest of the information in the rest of the indexing fields (date of birth, name, etc) An alternative to entering the student ID number would be to pull the corresponding indexing information from our student information system automatically into the indexing fields. 


We are simply looking for a system that can quickly process, store and retrieve information related to documents and want to ensure that all processes are streamlined on the back end database etc.


Question – Please explain what cache mechanism you are looking for and why?


Answer -    We want to ensure that image retrieval is done nearly instantaneously.  Since our servers will be centrally located with our campuses spread out across the state, we thought if there were systems in place that would cache part or all of images upon retrieval it may cut down on lag between pages.  For example, if I retrieve a document that is 100 pages long, while I am reading the first page, the other 99 pages could be downloading to a cache location on my PC so that load times between pages are decreased. 


Question – Please explain “ability to setup lengthy searches to be performed during off hours”?


Answer – We would like to know if the proposed system has the ability to schedule large queries to be run in off peak hours to reduce load on the servers if necessary.


Question – Allow for easy query of documents via our Datatel Colleague student information system based on screen security.  Need more information / discovery of Datatel database and access security. 


Answer – What we are looking for is the ability to be on a screen in Datatel Colleague with a particular student’s records on screen and be able to simply query any documents related to that student.  We want this to tie in with the security in Datatel Colleague, so that if a user does not have access to a student’s record in Datatel Colleague, they in turn do not have access to any associated documents.


Question – Please describe what is meant by integration with Datatel Colleague, Banner, and ID software?


Answer - We want the ability to fully integrate security, data and documents with our Datatel Colleague student information system, our Banner HR/Finance system and underlying LDAP and Active Directory security systems. 


Question – Please clarify ability to support standard and nested/hybrid RAID levels.


Answer – The proposed system should be able to utilize storage of many types such as RAID arrays, SAN, NAS, internal disk storage etc without issue.




Questions from ImageSoft Inc – Steve Dale


Question - In one of the earlier questions you answer that there would be 200-300 concurrent users; is this the total number of potential users of the system or the total number of users who might be in the system at the same time? 


Answer – That is the number of users we expect to be in the system at any given time.  Total user count is unknown at this time but would be substantially higher.