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FMS Collecting High-Level Requirements

FMS Collecting High-Level Requirements

High-level requirements for all GovStack Specifications

BB Specs Guiding Requirements

High-level requirements for the specific Building Block:

The DMS/file management BB shall primarily provide functionalities for government services towards citizens and businesses. For example, it will be responsible for receiving and storing document upload and for providing documents. To be discussed, in how far the BB shall support government internal processes (currently out of GovStack scope).

Examples of use cases/government services

Open Questions

  • Does the BB have a role in e.g. dynamically created PDFs? Must administrations save dynamically created PDFs? e.g. High School certificate

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Resources

  • Specification Proposal Template

  • Here are some requirements of an DMS for Government purposes collected (internal and external processes), it is more than a DMS, but some points are related:

Possible Building Block software candidates

Meeting Agenda for kick-off phase

Meeting 1: GovStack Intro

  • Mode of working and introduction to members New Working Group Onboarding @Friederike Zelke

  • Introduction to GovStack and value proposition of Specifications @Nico Lueck

  • How and where GovStack is being used @Nico Lueck

  • Introduction of the participants: Answering three questions in one sentence in each case: Which organisation do you represent? What experience do you have in the field of FMS? What are your expectations of the group?

Meeting 2: FMS Use Cases

  • Service (use case) examples @Nico Lueck

  • Collecting more eGov services @Friederike Zelke

Meeting 3:

  • Presentation of Cross-Functional Requirements and Specification Template @Ali González @Kristo Vaher

  • Sharing experiences/software solutions @any-member

Requirements of the File Management System

(out of the Business Requirements for eCabinet - to be completed)

Module

Feature

Comment

Module

Feature

Comment

Monitoring

The system shall support the features below without affecting performance of the system.

  • Monitoring data and statistics

  • Data Analysis and Reporting

 

Document Management

The system shall support the storage, retrieval, and management of digital documents:

  • Access to predefined templates, and ability to customise templates

  • Efficient document uploading and retrieval

  • Automated versioning of all documents on multiple levels

  • Robust document search functionality through the metadata captured within the system.

  • Public website that supports automatic publishing of documents from the system

The system shall allow for document sharing and collaboration among authorised stakeholders.

 

User Authentication and Access Control

The system shall provide secure user authentication to ensure only authorised individuals can access.

Different user roles (e.g., administrators, cabinet members, staff) shall be defined with appropriate access levels and permissions.

Access control shall be granular, allowing administrators to manage user roles and permissions effectively.

The solution shall have the provision to integrate with X-Road, identity management and digital signing solutions.

Maybe via another BB

Security and Privacy

The system shall prioritise robust security measures to protect sensitive information and prevent unauthorised access.

It shall employ encryption protocols and secure data transmission methods particularly for data storage.

The system shall have secure storage mechanisms and backup procedures to ensure data integrity and availability.

It shall comply with relevant data protection and privacy regulations, safeguarding the confidentiality of information.

 

Audit and System Logs

The system shall maintain an audit trail of user activities and document revisions. Upon the initiation of a service or operation, the system must generate a log entry in the form of a basic audit log. The execution of the operation shall not be possible unless the log entry is created.

The information to be maintained includes (not limited to),

  • User / user role

  • Date and Time logged

  • Module / Feature Accessed

  • Data Capture and Maintenance Actions (Creation, Modification, Deletion, Printing, Search, Retrieval and Monitoring)

  • Other actions performed including and not limited to changing access control, process execution, data synchronisation.

 

Compliance and Reporting

The solution shall provide reporting capabilities, generating comprehensive statistics on user activities, document statuses and reports.

The system shall allow for data export in standard formats for further analysis and archiving purposes.

The archival system shall provide necessary features for compliance monitoring, ensuring transparency, accountability, and adherence to regulatory requirements.

 

Digital Archiving

The system shall have an inbuilt archival system that:

  • Enables efficient search and retrieval of documents

  • Preserves digital documents in compliance with the country’s legal and regulatory requirements.

  • Capture all relevant metadata for the archived documents

The archival system shall be designed to handle a large volume of documents, ensuring scalability and optimal performance even as the document repository grows over time.

 

Integration and Accessibility

The system shall integrate with existing government systems, such as messaging, communication tools, registries.

It shall support multiple devices and platforms, including desktops, laptops, tablets, and mobile devices, for accessibility and convenience.

The system shall have a user-friendly interface and intuitive navigation to ensure ease of use for all users, including those with varying technical expertise.

 

Infrastructure

Please provide details about infrastructure requirements in terms of hosting requirements, minimum connectivity bandwidth, storage, etc