Introduction of a standard document management system (DMS) in the North Rhine Association of Statutory Health Insurance Physicians
The Association of Statutory Health Insurance Physicians of North Rhine (KVNO) uses an individually programmed "file management" (AM) solution. This is based on Microsoft SharePoint and is certified according to "Trusted Procedure" by TÜV Trust-IT.
The documents of the administrative procedures of the departments working with them are filed in "doctor" files.
Restructuring of these departments that has taken place cannot be reflected in existing systems. Use for other departments is not supported.
The new document management system (DMS), which is to be procured with this award procedure, as an all-in-one solution, is intended to enable all employees to keep files electronically in the future. A DMS is used to manage electronically and non-electronically generated documents throughout their entire life cycle. The design and creation, disclosure and distribution, finding, filing and archiving or deletion of the documents as well as the evaluation and assignment of information from the documents are supported.
In the case of electronic file management, the principles of proper file management must be observed and the principles of efficiency and economy must be observed. The DMS thus implements parts of the legal requirements from the E-Government Act of the State of North Rhine-Westphalia. The basis for the implementation is also provided by the recommendations for action on legally compliant electronic file management for the Associations of Statutory Health Insurance Physicians by the National Association of Statutory Health Insurance Physicians.
Objective:
A standard DMS will be introduced for a client "KV Nordrhein" and the existing SharePoint-based individual system "File Management (AM)" will be replaced. The employees who are now working with file management can create their case files in the new DMS.
The system to be delivered must be usable in multi-user mode (approx. 300 simultaneous users) and an imported document stock of approx. 2 terabytes of data in over 1,200,000 documents with a reasonable response time.
The system behavior is not sustainably deteriorated by the annual addition of approx. 170,000 shipments (PDF/A) with 1,200,000 scanned sheets scanned (see Response Times & Storage Times ).
The creation of files for members and permanent establishments, as well as the updating based on changed master data from the master data system, is implemented in the DMS.
The required license costs (purchase price) are to be taken into account by the bidder in the offer price.
The following functionalities must be completed or completely implemented for productive operation:
- Commissioning of the entire system as an all-in-one solution in the KVNO environment
- Installation of a standard strain gauge in two system environments: Pre-Live and LIVE
- System design specifically for the client KV Nordrhein and the departments previously working with file management
- Migration of data from legacy system (file management)
- Mapping of the authorization structure
- Documentation of the overall system
- Connection of the existing scanning solution
The system as well as the requirements and functionalities to be implemented as well as necessary implementation services are described in detail in the tender documents.