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Evaluating Electronic Document Management and Electronic Records Management Systems

Download a copy of your assigned software package (see below) and install it on a laptop or other computer. If not available, run through a trial version on the Web site or check some tutorial videos on Youtube.

Prepare an evaluation report based on the following chart. Describe what the software does and how it works. In addition, your report should include two or three screenshots of the software working on your computer. Use the matrix showing the performance of the software against the following evaluation criteria. Finally, you need to make a recommendation as to whether you would recommend the software for deployment in a small office.

Citation: APA format.



  1. Functionality

What are the major functions of the software?

  1. Licensing

Is it Open Source? If not, how is it licensed?

  1. Infrastructure

What platforms does the product support? Is any additional software or licensing required?

  1. Growth Potential

What level of scalability, availability and replication does the product offer?

  1. Administration

What installation requirements, security, and user and group account management tools are available?

  1. User interfaces

Is it easy to use?

Is it Web browser-based?

Can it be accessed via wireless or voice systems?

  1. Additional tools

Are their options for additional functionality and tools? Does the system work well with other commonly used programs (e.g. MS Word)?

  1. Document versioning

Does the product include a document repository and baselining tools? Can you retrieve earlier versions or save versions by author?

  1. Document routing

What workflow capabilities does the product offer? Is document routing tied to e-mail and collaboration tools?

  1. User change notification

Can you flag document changes sent via e-mail, pager or other mobile devices?

  1. Developer tools

Does the product offer the ability to create custom document management applications, application program interface access, multiplatform tools or integration with other agency applications?

  1. Training

Will training be needed for administrators or end users? What training tools are available?

  1. Documentation

Is hard-copy and online documentation available? How accessible is it? Is it detailed enough?

  1. Company

What type of company is supporting the product? Small? Large? Do they have additional products?

  1. Cost

Does the vendor charge per user or per CPU? How long will it take to recoup the initial investment? What will ongoing maintenance cost?

  1. Customer Base

How long has the product been on the market? How many customers are there? What lines of business are they in?

You may add other factors that you think should be part of a software product evaluation process.

Your assignment is:

Software Package

Student Assigned


This is the topic I have been assigned.

Your assignment will be graded according to the following rubric:


Outstanding (4)

Above Average (3)



Below Average


Missing (0)

Evaluation criteria

At least two additional criteria were used and all the existing criteria.

One additional criterion was used and all the existing criteria.

All the existing criteria were used.

Not all the existing criteria were used.

Description of software product

Excellent description of product including five or more screen shots

Well written description of the product including effective screenshots

Adequate description of product: good text and at least one screenshot

No screen shots or poorly written description

Good evaluation of factors

Detailed descriptions of the software in relation to each evaluation criterion

Detailed descriptions of the software in relation to most evaluation criteria

Good descriptions of the software in relation to most evaluation criteria

Few descriptions of the software in relation to the evaluation criteria

Well-constructed recommendations with good grammar and spelling

Well-constructed recommendations that utilize a significant number of the evaluation criteria, error free

Well-constructed recommendations that utilize some of the evaluation criteria and errors do not interfere with meaning

Recommendations that are supported by the evaluation criteria with few errors

Recommendations that are NOT entirely supported by the evaluation criteria with errors

Documentation quality

Excellent use of Office features, including headings, page numbers. table formatting, and printing

Good use of Office features, including headings, page numbers, table formatting, and printing

Minimum formatting

Little formatting and unattractive printout


Late Submission Not Accepted!

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