Tenders Are Invited For Computer Archiving Services – Central Electronic File And Document Management System For The Bafög Offices (E-File For Short)

Computer Archiving Services – Central Electronic File And Document Management System For The Bafög Offices (E-File For Short). The Subject Of The Tender Is The Provision, Introduction, Integration And Operation Of A Productively Usable, Market-Available Electronic File And Document Management System (E-File For Short) For Bafög Offices At Student Unions Or Universities As A Software-As-A-Service Solution (Saas). A Completely New Development Is Not The Subject Of The Procurement. The E-File Must Enable Uniform, Minimal Media Disruption And Comprehensible Electronic File Management For Processing Funding Procedures In Accordance With The Federal Training Assistance Act (Bafög). Bafög21 Remains The Leading Specialist Procedure For Bafög Processing. The E-File Supplements This With Electronic File And Document Management. A Functional Replica Of The Technical Bafög Processing Is Not The Subject Of The Procurement. The Cmis Interface Provided By Bafög21 Must Be Used To Transfer The Documents And The Xml Data Stored Therein From Bafög21. 1. Services The Services To Be Provided By The Contractor Include In Particular: - Provision Of The E-File As A Saas Solution Including The Technical Infrastructure Required For This - Connection Of The Bafög21 Specialist Procedure Via The Cmis Interface Provided By Bafög21 - Required Conception Work, E.G. For File Name And Structure - Setting Up The Role And Authorization Structure - Introduction Services Including Piloting, Training, Rollout Support And Testing - Expected Migration Of Individual Data Sets That Already Exist In Digital Form Student Unions That Already Use An E-File System - Implementation Of The Necessary Data Protection And Information Security Measures For The Processing Of Personal Data Including Social Data - Operation, Maintenance And Care, Updates, Releases And Security Updates, Data Backup And Recovery, Monitoring As Well As Support And Services As Part Of Saas Operation - Exit Support When The Service Is Terminated 2. Functional Requirements The E-File Is Expected To Support The Following Functions In Particular: Electronic File Management: Structured Electronic Files According To The Structure File - Process - Document, With The Possibility Of Creating Additional Intermediate And Sublevels; Configurable File Number And Filing Structure; Document Management With Integrated Viewer, Versioning And Protection Of Completed Documents Against Unauthorized Changes Or Deletion. Document Receipt: Automated Transfer And Assignment Of The Documents And Metadata Provided From Bafög21 As Well As The Option For Controlled Manual Post-Processing And Assignment For Documents That Cannot Be Assigned; Creation Or Transfer Of Pdf And Pdf/A; Audit-Proof Transfer Of Emails And Their File Attachments. Document Output: Traceable Documentation Of The Email Dispatch With Assignment To The Respective Process Or File, As Far As The Dispatch Is Concerned