ORMS Overview

The Oregon Secretary of State Archives Division, Chaves Consulting, Inc. (CCI) and Arikkan, Inc. have formed a unique public-private partnership to implement the first statewide electronic records management solution of its kind in the country.

With the ever-increasing 1) Requests by the public for records and discovery, 2) Need to organize and search electronic and paper documents, and 3) Cost of electronic and paper records storage, Oregon’s Records Management Solution meets those needs through an innovative SaaS (Software as a Service) model. The model has been designed to fulfill agencies’ records management hardware, software, training, and support needs without the requirement of an up-front investment.


Why ORMS?

Goverment Efficiency

  • Server space reduction
  • Ease and quickness of satisfying public records and some e-discovery requests effectively eliminating the need to do costly and labor intensive searches of back-up tapes.
  • IT resources are available for other projects

Government Transparency

  • Agency information is managed in one system and records are readily accessible.
  • Information created by government is systematically and routinely managed and maintained.

Before and After ORMS

Before ORMS
After ORMS

9 ORMS Advantages:

  1. Partnership with the Oregon Archives Division ensures legally compliant records rules and configuration

  2. Solution proven effective through previous implementations at the Oregon Secretary of State Offices and Oregon Pilot Agencies

  3. Shifts agencies’ investment from a capital to an operational expense

  4. Most cost-effective records management solution available based on monthly per-user cost which includes:
    • Software, hardware, 24/7 Oregon-based ORMS Help Desk, ongoing training, data storage, ongoing hardware and software maintenance and upgrades
    • No upfront infrastructure costs or maintenance required by the agencies
    • Updates, webinars, newsletters, conference calls, and remote access sessions which allows CCI to work with agencies on their desktop
    • Single point of contact to answer agency questions and resolve issues

      Cost Effective ORMS


  5. Use of Hewlett Packard TRIM® Records Management Software which delivers the most comprehensive tools and interfaces available. Features include:
    • Department of Defense 5015.2 certified to provide highest level of information security
    • Scheduled and automated destruction of records to reduce legal risk and liability
    • Robust search and retrieval capabilities

  6. Central data repository located in state-of-the-art Tier 3+ data center located in a secure Oregon location

  7. Working with CCI and Arikkan which have a combined forty year history of delivering customer service and support that goes Beyond the Call®

  8. Additional records management services available through CCI and Arikkan as part of ORMS Master Agreement

  9. ORMS Help Desk provides Oregon agencies ongoing:
    • 24/7 support
    • Up-dates, webinars, newsletters, conference calls, and Go To Meeting sessions which allows CCI to remotely work with agencies on their desktop
    • Single point of contact to answer agency questions and resolve issues

ORMS Background

2001-2007

State Archives seeks statewide solution for electronic records management.

2007-2009

Secretary of State begins Electronic Records Management Archives Division Chairs Statewide Community of Practice for Electronic Record Management Systems Statewide Contracts awarded to three vendors for standalone systems.

2008-present

Secretary of State begins process for implementing a statewide solution for Electronic Records Management. Major Players - Department of Justice, Department of Administrative Services.

2009

Request for Proposal for Software as a Service for and Electronic Records Management System go out and contract awarded to Chaves Consulting in Baker City Oregon.

Present

Many agencies are on board and are coming on board to ORMS.


Gowing List of ORMS Agencies

Bureau of Labor and Industry
City of Beaverton
City of Dundee
City of Forest Grove
City of Hillsboro
City of Keizer
City Of Milwaukie
City of Oregon City
City of St. Helens
City of Stayton
City of West Lynn
Clackamas River Water
Department of Consumer and Business Services
Department of Education - Early Learning Division
Department of Environmental Quality
Department of Water Resources
Grand Pass School District
Jackson County School District #49C and #9
Lane County School District #19
McMinnville School District
Oregon Board of Pharmacy
Oregon Secretary of State
Public Utility Commission
Sherwood School District
Three rivers School District
Tillamook County
Tualatin Hills Park and Recreation
Willamalane Park and Recreation
Yamhill County