Document Management Questionnaire

Office Usage/Uniformity:


Will records within this division use the same record management system?
Will records within this division use the same record management system?

If so, please answer questions below. If not, please complete questionnaire for each office/division.

Current Document Storage/Access:


How are records currently stored?
How are the records currently stored? Check all that apply.
How are they filed/categorized? Check all that apply.

How are they filed/categorized? Check all that apply.
How are files accessed?

How are files accessed?

Document Type:

How are records bound? Check all that apply.

How are records bound? Check all that apply.
Do pages contain triplicates, carbon paper, etc?

Do pages contain triplicates, carbon paper, etc?

Paper size? Check all that apply.
Paper size? Check all that apply.

Shipment/Transport:

Who will box and manifest records for shipment?

Who will box and manifest records for shipment?
What information will be on the manifext? Check all that apply.

What information will be on the manifest? Check all that apply.
What is the preferred shipping method? Check all that apply.

What is the preferred shipping method? Check all that apply.
What are the shipment volumes?

What are the shipment volumes?
Is there a current inventory management system?

Is there a current inventory management system?
Will you require an inventory management system?

Will you require an inventory management system?

Image and Electronic Record Structure:

Is there an existing electronic repository?

Is there an existing electronic repository?
Will files be loaded into the repository by the vendor or will the files be put on external media/FTP/cloud source?

Will files be loaded into the repository by the vendor or will the files be put on external media/FTP/cloud source?
Does the customer need a file management system?

Does the customer need a file management system?

Will documents need to be fully OCR scanned?
Will documents need to be fully OCR scanned?

Are there documents that have information on both sides and will that information need to be scanned?
Are there documents that have information on both sides and will that information need to be scanned?

Electronic Record Retrieval/Usage:

How will end users search for electronic records? Check all that apply.

How will end users search for electronic records? Check all that apply.
Should there be controlled access to records for various end user levels?

Should there be controlled access to records for various end user levels?


Volumes:


Are there large format pages, pictures, maps, and other document formats that need to be converted?
Are there large format pages, pictures, maps, and other document formats that need to be converted?


File Access while at Vendor:

Will the customer need to request access to files that are at the vendor but not yet converted?

Will the customer need to request access to files that are at the vendor but not yet converted?

If so, how often per month and how many files per request?

Records Disposition & Destruction:

Are you aware of the retention requirements for these documents?

Are you aware of the retention requirements for these documents?

If yes, please answer the following:
Are any of the records permanent?
  • Are any of the records permanent?
Do records or specific groups of documents/files need to be maintained in their original format after converted digitally?
  • Do records or specific groups of documents/files need to be maintained in their original format after converted digitally?
Can you provide the most recent retention schedule or file plan for your office?
  • Can you provide the most recent retention schedule or file plan for your office?
What current method does your office use for the destruction of documents? Check all that apply.

What current method does your office use for the destruction of documents? Check all that apply.