Edm Requirements Specification Sample

Enterprise Document Management (EDM) Teams
Enterprise Document Management (EDM) Teams Sample
(A partial example requirements listing)

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REQUIREMENTS SPECIFICATION 2 of 28
SYSTEM/PROJECT NAME: LOCATION:

Review and Approval
Role Name Department Signature Date
Program Manager
Project Manager
Program Architect

Revision History
Version Changes and Contributors Compiled by Date
New Initial Version Roger Johnson

EDMRequirementsSpecificationSample-123597452688-
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Table of Contents
1. INTRODUCTION..................................................................................................................................5
1.1 Purpose........................................................................................................................................5
1.2 Definitions and Abbreviations......................................................................................................5
1.3 Related Documents.....................................................................................................................5
1.4 Section Exclusions......................................................................................................................5
2. SYSTEM OVERVIEW...........................................................................................................................6
2.1 Descriptive Process Flow............................................................................................................6
2.2 System Analysis .........................................................................................................................6
2.3 System Constraints.....................................................................................................................6
3. REQUIREMENTS.................................................................................................................................8
3.1 Functional Requirements............................................................................................................8
3.1.1 Login Requirements .....................................................................................................8
3.1.2 Logoff and Timeout Requirements ...............................................................................8
3.1.3 Navigation Requirements .............................................................................................8
3.1.4 Shortcut and URL Requirements .................................................................................8
3.1.5 Subscription Requirements ..........................................................................................8
3.1.6 Display Recent Files Requirements .............................................................................9
3.1.7 Application Inbox Requirements ...................................................................................9
3.1.8 User Interface Preferences Requirements ...................................................................9
3.1.9 Workgroup Creation Requirements...............................................................................9
3.1.10 Workgroup Property Edit Requirements...................................................................10
3.1.11 Workgroup Sub-Workgroup Creation Requirements................................................11
3.1.12 Workgroup Sub-Workgroup Copy Requirements ....................................................11
3.1.13 Workgroup Sub-Workgroup Link Requirements ......................................................12
3.1.14 Workgroup Sub-Workgroup Move Requirements ....................................................12
3.1.15 Workgroup Sub-Workgroup Property View Requirements ......................................12
3.1.16 Workgroup Sub-Workgroup Property Edit Requirements ........................................13
3.1.17 Workgroup or Sub-Workgroup Content View Requirements ...................................13
3.1.18 Non-Workgroup Sub-Workgroup Requirements ......................................................13
3.1.19 Document Creation Requirements ...........................................................................14
3.1.20 Document Import Requirements...............................................................................15
3.1.21 Document Property View Requirements ..................................................................16
3.1.22 Document Property Edit Requirements ...................................................................16
3.1.23 Document Copy Requirements ................................................................................17
3.1.24 Document Link Requirements ..................................................................................17
3.1.25 Document Move Requirements.................................................................................18
3.1.26 Document Delete Requirements...............................................................................20
3.1.27 Document Link Delete Requirements.......................................................................20
3.1.28 Document Rendition Requirements..........................................................................22
3.1.29 Document Template Requirements .........................................................................22
3.1.30 Document Versioning Requirements .......................................................................22
3.1.31 Document Lifecycle Requirements ..........................................................................22
3.1.32 Document Workflow Requirements ..........................................................................23
3.1.33 Document Audit Trail Requirements ........................................................................23
3.1.34 Searching Requirements ..........................................................................................24
3.1.35 Notifications Requirements ......................................................................................25
3.1.36 Training Information Access Requirements .............................................................25
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3.2 Data Requirements....................................................................................................................25
3.2.1 Data Backup, Archival and Retrieval...........................................................................25
3.3 Security Requirements..............................................................................................................26
3.3.1 Application Security Requirements.............................................................................26
3.3.2 Data Security Requirements.......................................................................................26
3.4 Interface Requirements.............................................................................................................26
3.4.1 General Interfaces.......................................................................................................26
3.4.2 Hardware Interfaces....................................................................................................27
3.4.3 External Interfaces.......................................................................................................27
3.5 Training Requirements..............................................................................................................27
3.5.1 Users and Support Personnel.....................................................................................27
3.5.2 User Accountability and Responsibility.......................................................................28
3.6 Documentation Requirements...................................................................................................28
3.6.1 System Documentation Requirements.......................................................................28
3.6.2 Business Continuity.....................................................................................................28

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1. INTRODUCTION
1.1 Purpose
EDM is targeted to provide a flexible document management solution to support content-centric
collaboration between Workgroup members associated with any type of working group (e.g. project
Workgroups, departments, committees, external partnerships, etc.). The EDM application will be a
generic solution that is made accessible to all functions within Company X and will manage the non-
regulated documentation that is generated within Workgroup environments. The purpose of this
document is to define system requirements for the EDM document management application.
The intended audience of this document is the EDM, user representatives, and the quality review
panel.

1.2 Definitions and Abbreviations
A comprehensive set of Definitions and Abbreviations has been compiled in Appendix A of the EDM
Test Plan document.
1.3 Related Documents
Document Number Document Title
Project Charter
Project Plan
EDM Requirements Elicitation Document
EDM Test Plan

1.4 Section Exclusions
Excluded Sections Justification
Reporting Requirements There are no Reporting Requirements.
The EDM System is a non-regulated system; therefore there are no Regulatory
Regulatory Requirements
Requirements.

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2. SYSTEM OVERVIEW
2.1 Descriptive Process Flow
Users access an electronic document management repository that is configured as a
collection of Workgroups for the purpose of creating, importing, editing, distributing,
workflowing, lifecycling, reviewing, rendering, versioning, securing, viewing and deleting
documents associated with a specific Workgroup. Each user is added by a Workgroup
Coordinator as a member of one or more Workgroups, which grants the user the ability to
interact with that Workgroup’s documents and collaborate with that Workgroup’s members
during various phases of a given document’s lifecycle.
Using a web-based interface, the user can create a new document from a template or import
an existing document in the repository and have the system auto-populate various document
properties including Workgroup keywords, automatically apply a security permission set and
queue the document for the creation of a PDF rendition. Once the document is in the system,
it can be distributed to one or more reviewers via an electronic workflow. Based on security
settings, a document can be viewed by multiple users at the same time, safely checked out,
edited, checked in and made available to a wider audience. The document can be distributed
as a link in an email, made accessible via the portal, subscribed to as a favorite, and/or be
found via a search. All documents housed within EDM will have the appropriate access
granted to individuals based on roles. Throughout the lifecycle of a document, an audit trail
will securely maintain the history of all significant events that have occurred (e.g.
creation/modification dates, document review participation, status transitions).

2.2 System Analysis
Business stakeholders from six business categories provided input during a series of
workshops and interviews designed to discuss their document management processes. The
findings from these sessions were first captured in a requirements elicitation document that is
comprised of high-level requirements and use cases. These requirements were further
reviewed, refined and encapsulated in this EDM Requirements Specification, the details of
which are listed below as Functional Requirements.

2.3 System Constraints
In the design and development of the system, EDM must comply with the following
constraints:

• The system must leverage as much as possible software functionalities, systems hardware,
and other architectural components, in whole or in part, of existing systems available within
Company X’s infrastructure. Such systems include:
o Oracle Database
o Plumtree Portal
o Iplanet Web Server

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• The system must be interface capable (actual integration specifications not necessarily
included within the scope of this document) through standard based connectors, adaptors,
or APIs with the following legacy systems currently in production within Company X:
o LDAP Server
o Oracle Database
o Tibco
o Microsoft Exchange Server
o Plumtree Portal

• The system must comply with Company X’s business process guidelines that include:
o In-House Methodology
o GATE Process

The EDM solution will be restricted to non-regulated documents and content. The system will
function on Documentum’s Webtop client.

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3. REQUIREMENTS
3.1 Functional Requirements
3.1.1 Login Requirements

ID/Number Requirement Text

3.1.1.1 The system shall provide access via a web-based client.

3.1.1.2 The system shall provide logon access to administration tools via a web-based client.

3.1.2 Logoff and Timeout Requirements


3.1.2.1 The system shall provide for user logoff from the application.

3.1.3 Navigation Requirements


3.1.3.1 The system shall provide a mechanism to browse the repository.
The system shall provide a mechanism for a user to browse the Workgroups to which
3.1.3.2
they belong.

3.1.4 Shortcut and URL Requirements

The system shall provide the ability to create a URL shortcut that can be saved outside
3.1.4.1
the application.
3.1.4.2 The system shall provide the ability to send a document web-link as a URL via email.
The system shall provide the ability to use a URL to view the content of a document in the
3.1.4.3
web browser.
The system shall provide the ability to use a URL to edit the content of a document in the
3.1.4.4
web browser.
When initiating an edit on a document using a URL, the system shall provide the ability to
3.1.4.5
automatically navigate to the location of that document within the repository.

3.1.5 Subscription Requirements


3.1.5.1 The system shall provide the ability for a user to subscribe to a folder.
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3.1.5.2 The system shall provide the ability for a user to subscribe to a document.

3.1.5.3 The system shall provide the ability for a user to unsubscribe to a folder.

3.1.5.4 The system shall provide the ability for a user to unsubscribe to a document.
The system shall provide the ability to display a list of subscribed items for a particular
3.1.5.5
user.

3.1.6 Display Recent Files Requirements

The system shall provide the ability for a user to display the user’s currently checked out
3.1.6.1
files.

3.1.7 Application Inbox Requirements


3.1.7.1 The system shall provide the ability to display a list of user workflow tasks.
The system shall provide the ability to display a list of user notifications (e.g. messages
3.1.7.2
that tell you an event has occurred).
3.1.7.3 The system shall provide the ability to open a workflow task from the application Inbox.
The system shall provide the ability to open an event notification from the application
3.1.7.4
Inbox.

3.1.8 User Interface Preferences Requirements

The system shall provide the ability for users to specify as a preference the starting root
3.1.8.1 node (e.g. Inbox, My Workgroups, Subscriptions) that they would like to be presented
with immediately upon successful login.

3.1.9 Workgroup Creation Requirements


3.1.9.1 The system shall provide the ability for an administrator to create a Workgroup work area.

3.1.9.2 The system shall provide a visual indicator that an object is a Workgroup work area.

3.1.9.3 Only one corresponding Workgroup work area shall exist for a Workgroup.

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3.1.9.4 The system shall provide the ability to nest Workgroup work areas.

3.1.9.5 The system shall provide the ability to specify default Workgroup keywords for a
Workgroup work area object.

The system shall provide the ability to specify available security modes for a Workgroup
3.1.9.6
work area.
The system shall provide the ability to specify a default security mode for a Workgroup
3.1.9.7
work area.
For each security mode made available for a Workgroup work area, the system shall
3.1.9.8 provide the ability to specify whether members can grant additional access rights on
documents (e.g. Extended Authorization).
3.1.9.9 The system shall provide the ability to specify a default status for a Workgroup work area.
The system shall provide a view of the following Workgroup properties:
• Workgroup Name
• Workgroup ID
• Available Security Modes
• Extended Authorization
3.1.9.10
• Default Security Mode
• Default Status
• Keywords (e.g. Workgroup Keywords to be inherited by documents)
• Workgroup Lifecycle
3.1.9.11 The system shall provide a view of the Workgroup role membership.

3.1.10 Workgroup Property Edit Requirements

The system shall provide the ability for a project coordinator to edit the following
properties for a Workgroup work area:
• Name
• Title
3.1.10.1
• Subject
• Keywords (e.g. Workgroup Keywords to be inherited by documents)
• Default Status
The system shall provide the ability for an administrator to edit the following properties for
a Workgroup work area:
3.1.10.2
• Available Security Modes
• Extended Authorization

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3.1.11 Workgroup Sub-Workgroup Creation Requirements

The system shall provide the ability for users with WRITE permission on the parent folder
3.1.11.1
to create a Workgroup Sub-Workgroup.
3.1.11.2 The system shall provide a visual indicator that an object is a Workgroup Sub-Workgroup.

3.1.11.3 The system shall provide the ability to nest Workgroup Sub-Workgroups.
Upon creation of a Workgroup Sub-Workgroup in a Workgroup work area, the folder shall
3.1.11.4 inherit the default security mode from the closest parent folder that has a security mode
defined.
The system shall provide the ability to change the default security mode on a Workgroup
3.1.11.5
folder during the creation process.
Upon creation of a Workgroup Sub-Workgroup in a Workgroup work area, the folder shall
3.1.11.6
inherit the default status from the closest parent folder that has a status defined.
The system shall provide the ability to change the default status on a Workgroup folder
3.1.11.7
during the creation process.

3.1.12 Workgroup Sub-Workgroup Copy Requirements


3.1.12.1 The system shall provide the ability to copy Workgroup Sub-Workgroups.
Upon copying of a Workgroup Sub-Workgroup that does not have a default security mode
3.1.12.2 defined, the folder shall inherit the default security mode from the closest parent folder to
the destination folder that has a default security mode defined.
Upon copying of a Workgroup Sub-Workgroup that has a default security mode defined,
3.1.12.3 the folder shall retain the original default security mode as long as that security mode is
applicable for the destination Workgroup.
Upon copying of a Workgroup Sub-Workgroup that has a default security mode defined
that is not applicable for the destination Workgroup, the folder shall inherit the default
3.1.12.4
security mode from the closest parent folder to the destination folder that has a default
security mode defined.
Upon copying of a Workgroup Sub-Workgroup that does not have a default status
3.1.12.5 defined, the folder shall inherit the default status from the closest parent folder to the
destination folder that has a default status defined.
Upon copying of a Workgroup Sub-Workgroup that has a default status defined, the
3.1.12.6 folder shall retain the original default status as long as that default status is applicable for
the destination Workgroup.
Upon copying of a Workgroup Sub-Workgroup that has a default status defined that is not
3.1.12.7 applicable for the destination Workgroup, the folder shall inherit the default status from
the closest parent folder to the destination folder that has a default status defined.

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3.1.13 Workgroup Sub-Workgroup Link Requirements


3.1.13.1 The system shall provide the ability to link Workgroup Sub-Workgroups.
Upon linking of a Workgroup Sub-Workgroup, the default security mode of the original
3.1.13.2
folder shall be retained.
Upon linking of a Workgroup Sub-Workgroup, the default status of the original folder shall
3.1.13.3
be retained.

3.1.14 Workgroup Sub-Workgroup Move Requirements


3.1.14.1 The system shall provide the ability to move Workgroup Sub-Workgroups.
Upon moving a Workgroup Sub-Workgroup that does not have a default security mode
3.1.14.2 defined, the folder shall inherit the default security mode from the closest parent folder to
the destination folder that has a default security mode defined.
Upon moving a Workgroup Sub-Workgroup that has a default security mode defined, the
3.1.14.3 folder shall retain the original default security mode as long as that security mode is
applicable for the destination Workgroup.
Upon moving a Workgroup Sub-Workgroup that has a default security mode defined that
is not applicable for the destination Workgroup, the folder shall inherit the default security
3.1.14.4
mode from the closest parent folder to the destination folder that has a default security
mode defined.
Upon moving a Workgroup Sub-Workgroup that does not have a default status defined,
3.1.14.5 the folder shall inherit the default status from the closest parent folder to the destination
folder that has a default status defined.
Upon moving a Workgroup Sub-Workgroup that has a default status defined, the folder
3.1.14.6 shall retain the original default status as long as that default status is applicable for the
destination Workgroup.
Upon moving a Workgroup Sub-Workgroup that has a default status defined that is not
3.1.14.7 applicable for the destination Workgroup, the folder shall inherit the default status from
the closest parent folder to the destination folder that has a default status defined.

3.1.15 Workgroup Sub-Workgroup Property View Requirements

The system shall provide a view of the following Workgroup Sub-Workgroup properties:
• Name
• Title
• Subject
3.1.15.1
• Keywords
• Default Status

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3.1.16 Workgroup Sub-Workgroup Property Edit Requirements

The system shall allow the following Workgroup Sub-Workgroup properties to be
changed by users with WRITE access:
• Name
• Title
3.1.16.1
• Subject
• Keywords
• Default Status
The system shall enforce that only those security modes that have been defined as
3.1.16.2 applicable for a Workgroup will be made available for selection on folders stored within
the Workgroup work area.
The system shall enforce that only those status values that have been defined in the
3.1.16.3 Workgroup lifecycle will be made available for selection on folders stored within the
Workgroup work area.

3.1.17 Workgroup or Sub-Workgroup Content View Requirements

When viewing the contents of a folder, the system shall display the following properties
for each document:
• Checked Out Indicator
• File Format Icon
• Name
3.1.17.1
• Status
• Security Mode
• Owner Name
• Version
• Modified
For a given document, the system shall provide the ability to view the version(s) of a
3.1.17.2
document.
For a given document, the system shall provide the ability to view the rendition(s) of a
3.1.17.3
document.

3.1.18 Non-Workgroup Sub-Workgroup Requirements

The system shall only allow system administrators to create folders outside of a
3.1.18.1
The system shall only allow system administrators to copy non-Workgroup Sub-
3.1.18.2
Workgroups.
The system shall only allow system administrators to move non-Workgroup Sub-
3.1.18.3
Workgroups.
The system shall prevent non-Workgroup Sub-Workgroups from being created in a
3.1.18.4

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The system shall prevent non-Workgroup Sub-Workgroups from being copied into a
3.1.18.5
The system shall prevent non-Workgroup Sub-Workgroups from being moved into a
3.1.18.6

3.1.19 Document Creation Requirements

3.1.19.1
to create a Workgroup document.
Upon creation of a Workgroup document in a Workgroup work area, the system shall
3.1.19.2
provide a list of format templates from which to select.
Upon creation of a Workgroup document in a Workgroup work area, the document shall
3.1.19.3 inherit the security mode from the closest parent folder that has a default security mode
defined.
3.1.19.4
inherit the current state from the closest parent folder that has a default status defined.
3.1.19.5
inherit the default Workgroup keywords from that Workgroup work area.
Upon creation of a Workgroup document in a Workgroup work area, the system shall add
3.1.19.6
the name of every folder in the folder path as an inherited keyword on the document.
The system shall require the following properties on a created Workgroup document:
3.1.19.7
• Name
The system shall accommodate the following optional properties on a created Workgroup
document:
• Title
• Subject
3.1.19.8
• Authors
• Keywords
• Editors
• Viewers
automatically populate values for the following created Workgroup document properties:
• File Size
• Owner Name
• Version
• Created (e.g. Date/Time)
3.1.19.9
• Modified (e.g. Date/Time)
• Modified By
• Security Mode
• Document Status
• Workgroup Name
3.1.19.10
apply security permissions.
The system shall not allow Workgroup documents to be created outside of a Workgroup
3.1.19.11
work area.

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3.1.20 Document Import Requirements

3.1.20.1
to import a Workgroup document.
Upon import of a Workgroup document in a Workgroup work area, the document shall
3.1.20.2 inherit the security mode from the closest parent folder that has a default security mode
defined.
3.1.20.3
inherit the current state from the closest parent folder that has a default status defined.
3.1.20.4
inherit the default Workgroup keywords from that Workgroup work area.
Upon import of a Workgroup document in a Workgroup work area, the system shall add
3.1.20.5
the name of every folder in the folder path as an inherited keyword on the document.
The system shall require the following properties on an imported Workgroup document:
3.1.20.6
• Name
The system shall accommodate the following optional properties on an imported
Workgroup document:
• Title
• Subject
3.1.20.7
• Authors
• Keywords
• Editors
• Viewers
Upon import of a document in a Workgroup work area, the system shall automatically
populate values for the following imported Workgroup document properties:
• File Size
• Owner Name
• Version
• Created (e.g. Date/Time)
3.1.20.8
• Modified (e.g. Date/Time)
• Modified By
• Security Mode
• Document Status
• Workgroup Name
Upon import of a Workgroup document in a Workgroup work area, the system shall apply
3.1.20.9
security permissions.
The system shall allow for Workgroup documents that originate from an accessible
3.1.20.10
computer drive to be imported directly into the system.
The system shall allow for multiple Workgroup documents to be imported at the same
3.1.20.11
time.
The system shall not allow Workgroup documents to be imported into a non-Workgroup
3.1.20.12
work area.

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3.1.21 Document Property View Requirements

The system shall allow users to view the following properties on a Workgroup document:
• Name
• Document Status
• Title
• Subject
• Keywords
• Authors
• Workgroup Name
• Security Mode
• Editors
• Viewers
3.1.21.1
• Owner Name
• Document Type
• File Size
• Version
• Checked Out Date
• Lock Owner
• Created
• Creator Name
• Modified
• Modified By
• Document Format

3.1.22 Document Property Edit Requirements

The system shall not allow a user to edit inherited Workgroup keywords on a Workgroup
3.1.22.1
document.
The system shall allow users with WRITE permission to edit the following properties on a
Workgroup document:
• Name
• Title
• Subject
3.1.22.2
• Authors
• Keywords
• Security Mode
• Editors
• Viewers
The system shall enforce that only those security modes that have been defined as
3.1.22.3 applicable for a Workgroup will be made available for selection on Workgroup documents
stored within the Workgroup work area.
The system shall allow users with WRITE permission to add users to the following
properties on a Workgroup document based on the Extended Authorization property of
3.1.22.4 the Workgroup security mode:
• Editors
• Viewers
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3.1.23 Document Copy Requirements

The system shall provide the ability for a user to copy a Workgroup document into a
3.1.23.1
folder for which the user has WRITE permission.
Upon copying a document that has a security mode defined that is not applicable for the
3.1.23.2 destination Workgroup, the document shall inherit the security mode from the closest
parent folder to the destination folder that has a default security mode defined.
Upon copying a document that has a current state defined that is not applicable for the
3.1.23.3 destination Workgroup, the document shall inherit the current state from the closest
parent folder to the destination folder that has a default status defined.
Upon copying a document in a Workgroup work area, the system shall remove the
3.1.23.4 inherited Workgroup keyword values associated with the original Workgroup and replace
them with the Workgroup keywords from the destination Workgroup work area.
Upon copying a document in a Workgroup work area, the system shall remove the
inherited Workgroup keyword values associated with the original folder path and replace
3.1.23.5
them with the names of every folder in the destination folder path as a keyword on the
document.
Upon copying a document in a Workgroup work area, the copy shall retain the following
properties from the original document:
• Title
3.1.23.6
• Subject
• Authors
• Keywords
Upon copying a document that has Editors listed into a Workgroup work area, the system
3.1.23.7
shall remove the existing Editors.
Upon copying a document that has Viewers listed into a Workgroup work area, the
3.1.23.8
system shall remove the existing Viewers.
Upon copying of a document that has a security mode defined, the document shall retain
3.1.23.9 the original security mode as long as that security mode is applicable for the destination
Workgroup.
Upon copying of a document that has a current state defined, the document shall retain
3.1.23.10 the original current state as long as that current state is applicable for the destination
Workgroup.

3.1.24 Document Link Requirements

The system shall provide the ability for a user to link a Workgroup document into a folder
3.1.24.1
for which the user has WRITE permission.
Upon linking a document into a Workgroup work area, the document shall retain the
3.1.24.2
security mode of the original document.
3.1.24.3
current state of the original document.
3.1.24.4
inherited Workgroup keywords of the primary location.

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3.1.24.5 name of every folder in the folder path of the primary link location as a keyword on the
document.
Upon linking a document into a Workgroup work area, the following properties from the
original document shall be retained:
• Name
• Workgroup Name
• Title
• Subject
• Authors
• Keywords
3.1.24.6
• Editors (if applicable)
• Viewers (if applicable)
• File Size
• Owner Name
• Version
• Created
• Creator Name
Upon linking a document into a Workgroup work area, the following properties from the
original document shall be updated:
3.1.24.7
• Modified (e.g. Date)
• Modified By

3.1.25 Document Move Requirements

The system shall provide the ability for a user to move a Workgroup document into a
3.1.25.1
folder for which the user has WRITE permission.
Upon moving a document into a folder within the same Workgroup work area, the
3.1.25.2
document shall retain the security mode of the original document.
3.1.25.3
document shall retain the current state of the original document.
3.1.25.4
document shall retain the inherited Workgroup keywords of the primary location.
Upon moving a document into a Workgroup work area, the system shall remove the
inherited Workgroup keyword values associated with the original folder path and replace
3.1.25.5
them with the names of every folder in the destination folder path as a keyword on the
document.

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following properties from the original document shall be retained:
• Name
• Workgroup Name
• Title
• Subject
• Authors
• Keywords
3.1.25.6
• File Size
• Owner Name
• Version
• Created
• Creator Name
Upon moving a document into a folder within a different Workgroup work area, the
3.1.25.7 document shall retain the security mode of the original document, as long as that security
mode is applicable for the destination Workgroup.
Upon moving a document into a folder within a different Workgroup work area that does
3.1.25.8 not support the original security mode, the document shall inherit the security mode from
the closest parent folder to the destination folder that has a default security mode defined.
3.1.25.9 document shall retain the current state of the original document, as long as the lifecycle
of the original document is applicable for the destination Workgroup.
Upon moving a document into a folder within a different Workgroup work area that does
3.1.25.10 not support the original lifecycle, the document shall inherit the current state from the
closest parent folder to the destination folder that has a default status defined.
system shall remove the inherited Workgroup keyword values associated with the original
3.1.25.11
Workgroup and replace them with the Workgroup keywords from the destination
system shall remove the inherited Workgroup keyword values associated with the original
3.1.25.12
folder path and replace them with the names of every folder in the destination folder path
as a keyword on the document.
following properties from the original document shall be retained:
• Name
• Title
• Subject
• Authors
3.1.25.13
• Keywords
• File Size
• Owner Name
• Version
• Created
• Creator Name

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3.1.25.14 following properties shall be populated based on the destination Workgroup:
• Workgroup Name
Upon moving a document that has Editors listed into a folder within a different Workgroup
3.1.25.15 work area, the Editors will be retained as long as the security mode of the destination
Workgroup supports granting access rights (e.g. Extended Authorization).
Upon moving a document that has Viewers listed into a folder within a different
3.1.25.16 Workgroup work area, the Viewers will be retained as long as the security mode of the
destination Workgroup supports granting access rights (e.g. Extended Authorization).
Upon moving a document that has Editors listed into a folder within a different Workgroup
3.1.25.17 work area that does not support granting access rights, the system shall remove the
existing Editors.
Upon moving a document that has Viewers listed into a folder within a different
3.1.25.18 Workgroup work area that does not support granting access rights, the system shall
remove the existing Viewers.
Upon moving a document, the system shall update the Modified (e.g. Date) to the current
3.1.25.19
system date/time.
Upon moving a document, the system shall update the Modified By to the user initiating
3.1.25.20
the move.
Upon deletion of the last remaining document link within the primary Workgroup work
3.1.25.21 area, the system shall reassign the primary Workgroup on the document to a different
Workgroup in which it is linked.

3.1.26 Document Delete Requirements

The system shall provide the ability for a user to delete a Workgroup document for which
3.1.26.1
the user has DELETE permission.

3.1.27 Document Link Delete Requirements

The system shall provide the ability for a user to delete a link to a Workgroup document
3.1.27.1
for which the user has DELETE permission.
Upon deleting a document link, the system shall provide the ability to detect whether the
inherited keywords are still valid for at least one other link and, if determined they are not
3.1.27.2
valid, shall replace the inherited keyword values with those that correspond to another
link for that document.
security mode is still valid for at least one other link and, if determined it is not valid, shall
3.1.27.3 replace the security mode with a value that corresponds to another link for that document.
The value supplied should match the security mode from the closest parent folder to that
new link that has a default security mode defined.
current state is still valid for at least one other link and, if determined it is not valid, shall
3.1.27.4 replace the current state with a value that corresponds to another link for that document.
The value supplied should match the default status from the closest parent folder to that
new link that has a default status defined.
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Upon deleting a document link that still has other remaining links within the same
Workgroup work area, the following properties from shall be retained:
• Name
• Workgroup Name
• Title
• Subject
• Authors
• Keywords
3.1.27.5
• File Size
• Owner Name
• Version
• Created
• Creator Name
Upon deleting a document link that does NOT have other remaining links within the same
Workgroup work area, the following properties from the original document shall be
retained:
• Name
• Title
• Subject
• Authors
• Keywords
3.1.27.6
• File Size
• Owner Name
• Version
• Created
• Creator Name
Workgroup name property is still valid for at least one other link and, if determined it is not
3.1.27.7
valid, shall replace the Workgroup name with a value that corresponds to another link for
that document.
Upon deleting a document link that causes a change in the Workgroup, the system shall
3.1.27.8 retain the values for Editors if the assigned security mode supports granting Extended
Authorization.
3.1.27.9 retain the values for Viewers if the assigned security mode supports granting Extended
Authorization.
3.1.27.10 remove the values for Editors if the assigned security mode does NOT support Extended
Authorization.
3.1.27.11 remove the values for Viewers if the assigned security mode does NOT support Extended
Authorization.
Upon deleting a link to a document, the system shall update the Modified (e.g. Date) to
3.1.27.12
the current system date/time.

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Upon deleting a link to a document, the system shall update the Modified By to the user
3.1.27.13
initiating the deletion.

3.1.28 Document Rendition Requirements

The system shall automatically generate a PDF rendition at check-in of a Microsoft Word
3.1.28.1
Document.
The system shall automatically generate a PDF rendition at check-in of a Microsoft Excel
3.1.28.2
Document.
The system shall automatically generate a PDF rendition at check-in of a Microsoft
3.1.28.3
PowerPoint Document.
The system shall automatically generate a PDF rendition at check-in of a Microsoft Visio
3.1.28.4
Document.
The system shall automatically generate a PDF rendition at check-in of a Microsoft
3.1.28.5
Project Document.

3.1.29 Document Template Requirements

The system shall provide access to system templates (e.g., blank Word document) during
3.1.29.1
the creation of a new document.
The system shall provide access to Workgroup templates (e.g. Workgroup-specific
3.1.29.2
requirements template) during the creation of a new document.
The system shall provide access to existing Workgroup documents as potential templates
3.1.29.3
during the creation of a new document.

3.1.30 Document Versioning Requirements


3.1.30.1 The system shall accommodate major document versions.

3.1.30.2 The system shall accommodate minor document versions.

3.1.30.3 The system shall prevent the editing of a previous version.

3.1.31 Document Lifecycle Requirements

The system shall provide a two-stage lifecycle having the following states:
• Draft
3.1.31.1
• Released
The system shall provide the ability to specify the lifecycle to be applied to a Workgroup
3.1.31.2
work area.
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3.1.31.3 The system shall provide the ability to promote a document in a lifecycle to the next state.
The system shall provide the ability to promote a batch of documents that share the same
3.1.31.4
current state.
The system shall provide the ability to demote a document in a lifecycle to the previous
3.1.31.5
state.
The system shall provide the ability to demote a batch of documents that share the same
3.1.31.6
current state.

3.1.32 Document Workflow Requirements

The system shall provide the ability to send documents on a simple ad-hoc workflow (e.g.
3.1.32.1
a quickflow) in parallel (e.g. send to all participants at the same time).
The system shall provide the ability to send documents on a simple ad-hoc workflow (e.g.
3.1.32.2
a quickflow) sequentially (e.g. send to one participant then to the next participant).
The system shall provide the ability to notify the workflow initiator a workflow has
3.1.32.3
completed.
The system shall provide the ability for a workflow initiator to view the status of initiator’s
3.1.32.4
workflows.
The system shall provide a workflow notification that contains the following information:
• Task Name
• Workflow Initiator
• Initiators Comments
3.1.32.5
• Link to the Task
• Priority
• Due Date
• Docbase Name
The system shall provide the ability for a workflow participant to view the other
3.1.32.6
participants in that workflow.

3.1.33 Document Audit Trail Requirements

The system shall provide the ability to view a document’s history for the following
properties:
• Event Name
• Event Description
3.1.33.1
• Event Timestamp
• User Name of the Event Initiator
• Document Version

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The system shall provide the ability to record the following events on a document:
• Document Creation
• Document Check-in
• Lifecycle State Changes
3.1.33.2
• Workflow Initiation
• Task Completion
• Workflow Completion
The system shall provide the ability to record the following system-wide events:
• Failed Login Attempts
3.1.33.3
• Document Deletions

3.1.34 Searching Requirements

The system shall provide the ability for a user to perform a simple search for a Workgroup
document by entering a phrase that searches against the following properties:
• Name
• Title
3.1.34.1
• Subject
• Authors
• Document Identifiers
• Keywords
The system shall provide the ability for a user to perform an advanced search on the
following Workgroup document properties:
• Name
• Type
• Title
• Subject
• Authors
• Keywords
• Created (e.g. Date)
3.1.34.2
• Creator Name
• Modified (e.g. Date)
• Modified By
• Owner
• Workgroup Name
• Current State
• Security Mode
• File Size

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The system shall provide the ability for a user to perform an advanced search on the
following Workgroup folder properties:
• Name
• Type
• Title
• Subject
3.1.34.3
• Keywords
• Created
• Creator Name
• Owner
• Default Status
The system shall provide the ability for a user to perform an advanced search of
3.1.34.4
document content (a.k.a. full text indexed searches).
The system shall provide the ability for a user to save advanced search criteria as a
3.1.34.5
saved search.
3.1.34.6 The system shall provide the ability for a user to list saved searches.

3.1.34.7 The system shall provide the ability for a user to run a saved search.

3.1.35 Notifications Requirements

The system shall provide the ability to send email notifications to participants of a
3.1.35.1
workflow.
The system shall provide the ability to place a task in the application Inbox of a user that
3.1.35.2
is required to participate in a workflow.

3.1.36 Training Information Access Requirements


3.1.36.1 The system shall provide the ability to access EDM Training information.

3.2 Data Requirements
3.2.1 Data Backup, Archival and Retrieval

Procedures shall exist to describe how the electronic records (including the audit trail)
3.2.1.1
shall be archived.
The procedure shall identify how frequently electronic records (including the audit
3.2.1.1.1
trail and metadata) are to be archived.
Procedures shall exist to describe how the electronic records (including the audit trail)
3.2.1.2
shall be backed up.

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The backup procedure shall include instructions to prevent unauthorized
3.2.1.2.1
disabling of the backup service.
Backed up and archived electronic records (including the audit trail) shall be accurately
3.2.1.3
and readily retrievable.
Backup and archival media shall be identified to facilitate retrievability.
3.2.1.3.1

3.3 Security Requirements

3.3.1 Application Security Requirements

Requirement Text
ID/Number
The system shall limit access to authorized individuals by use of a login function.
3.3.1.1
Duplication of User IDs shall be prevented.
3.3.1.1.1
There shall be an automatic or procedural password expiration mechanism for
3.3.1.2
administrator accounts.
The maximum expiration period shall be 90 days.
3.3.1.2.1
A repeated number of failed attempts to access the system shall be tracked and reported
3.3.1.3
(e.g. log file).
The system shall be configured to monitor and record failed attempts to log into the
3.3.1.3.1
system.

3.3.2 Data Security Requirements

The system shall enable users to generate a copy of the audit trail that can be viewed
3.3.2.1
and output in electronic or paper format.
The system shall log transactions that affect the audit trail.
3.3.2.1.1

3.4 Interface Requirements

3.4.1 General Interfaces

The system shall run using Microsoft Internet Explorer.
3.4.1.1

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3.4.2 Hardware Interfaces

The system shall run on an Company X standard computer that is connected to the
3.4.2.1
intranet having Microsoft Internet Explorer installed.

3.4.3 External Interfaces


3.4.3.1 The system will provide an interface to InputAccel.

The system shall provide the ability to import documents from scanners.
3.4.3.1.1

The system shall provide the OCR for scanned documents.
3.4.3.1.2
The system shall provide a folder location in the repository for documents
3.4.3.1.3
imported through InputAccel to be stored.
3.4.3.2 The system shall provide an interface to the Plumtree Portal.
The system shall allow a user with READ permission to view a read-only copy of
3.4.3.2.1
a document from the EDM repository via the portal interface.
The system shall prevent a user that doesn’t have READ permission from
3.4.3.2.2
viewing a document from the EDM repository via the portal interface.
3.4.3.3 The system shall provide an interface to LDAP
During user logon, the system shall provide the ability to authenticate a
3.4.3.3.1
username’s password via LDAP

The EDM System requires an interface with the following external systems:
System Name Description of dependency
LDAP User authentication and authorization.
Tibco Data publish and data subscription.
InputAccel Allow scanned document import into Workgroup work areas
Plumtree Portal Allow view authorized read-only documents

3.5 Training Requirements

3.5.1 Users and Support Personnel

Users and support personnel shall be provided access to training materials.
3.5.1.1

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3.5.2 User Accountability and Responsibility

The system will provide a location whereby users can go to read about their
3.5.2.1
accountability and responsibility when using the system

3.6 Documentation Requirements

3.6.1 System Documentation Requirements

ID/Number Documentation Title
The system shall have EDM Help file created prior to deployment.
3.6.1.1
The system shall have EDM User Quick Reference Guide created prior to deployment.
3.6.1.2
The system shall have EDM User Training Guide created prior to deployment.
3.6.1.3

3.6.2 Business Continuity

The system shall have a procedure to protect against a maximum data loss of 24 hours
3.6.2.1
since the last backup.

phpapp02.doc

Edm Requirements Specification Sample

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