ORMS Solution Advantages

  • Eliminates standard up-front hardware, software, maintenance and support costs.
  • More users = Lower Per User Per Month Fee
  • Legal Compliance
  • Locate Information In Minutes
  • Automate Labor Intensive Work
  • Streamline Process Steps
  • Improve Customer Satisfaction
  • Reduce Costs: Storage Expenses and Supplies
  • No agency RFP process

ORMS Solution Includes:

  • Meetings with agencies to provide high-level ORMS project overviews, and detailed implementation planning
  • HPRM software licenses and upgrades
  • Customized agency implementations including:
    • Connectivity set-up between Synergy Data Center and the agency
    • Archives team providing agency:
      • System ADMINISTRATION and FILE STRUCTURE configuration/ set-up of agency’s security, data classification, retention and disposal rules
      • One-on-one AGENCY ADMINISTRATOR training to learn some system administration basics
      • One-on-one END USER training, sitting side-by-side to set-up user’s workstation and provide software training
  • ORMS 360 degree Support Desk providing “single point of contact” providing ongoing software and technical support
  • Synergy Tier 3 Data Center storage infrastructure, maintenance , upgrades and support @ 10 GB per licensed user (cumulative for the agency)
  • Simple Data Migration and Data Integration
  • Government entity participation through “Subscription Services Agreement”; No additional RFP required
  • Fee: monthly, per seat

What's in it for Oregon Agencies? - Statements made by Oregon Agencies

  • Productivity Improvements
    • Increases level of government transparency by fulfilling public requests for public information through the Internet
    • Fulfills public record requests in a timely manner having access to electronic documents
    • Increases efficiency to respond to eDiscovery requests
    • Increases security rule that protects agency information from inappropriate access
    • Stores audio, video and other files electronically and allows access by the public through the Internet
    • Includes ability to search a wide variety of electronic documents through meta data and content in an efficient manner
    • Includes ability to view over 1,000+ electronic document types without having the actual software installed
    • Decreases staff manual tasks and frustration through electronic document storage and search capabilities
    • Reduces amount of time it takes to find and share information that is currently being stored on individual employee hard drives by storing one copy in the ORMS private government cloud
    • Provides a collaboration tool through the ability to share one document with multiple versions
      • Choose the final version from input received or choose the original version
      • Provide traceability of documents
    • Implements procedures for tracking hard-copy records in inventory
    • Increases information sharing between departments
    • Improves business procedures through automation of manual steps
    • Opens up lines of communication between departments who now understand there is a cross-departmental need to access the same information
    • Increases efficiency by integrating with another software application
    • Provides field staff ability to upload work to the Cloud for immediate agency-wide use
    • Ensures getting the correct record to the correct person in the least amount of time
    • Allows remote workers access to records and office staff access to remote workers information
    • Provides solution for unstructured data
    • Provides a uniform approach to information management within an agency and the State
    • Eliminates the need for every agency to learn and perform records management tasks, Oregon Archives works with agencies to:
      • Apply retention and destruction rules to their information
      • Apply security rules that protects their information from inappropriate access
      • Advise when records may be legally destroyed through sending each agency a quarterly destruction report for the agency’s approval

  • Security and Liability Advantages:
    • Ensures agencies are in compliance with Oregon Public Records laws by tying information to Oregon information retention and destruction laws
    • Integrates with E-mail delivery systems to manage E-mail for retention and disposition (permanent storage or destruction) purposes, ensuring compliance with public record laws
    • Reduces liability through HPRM software’s eDiscovery functionality
    • Decreases legal liability by implementing legal hold functionality
    • Creates audit trails automatically upon information being accessed, recording who did what, on what date and at what time
    • Stores data in a Tier 3 secured data center

  • Cost Savings:
    • Provides a complete information management solution (long term hardware, software, maintenance, software configuration, training, services and support) for a fraction of what it would cost an individual agency to purchase and implement
    • Oregon Archives meets with every agency to configure the HPRM software according to each agency’s information security, retention and destruction rules instead of every agency having to be trained about Oregon State information laws and the HPRM software, and having to perform the software configurations themselves
    • Increases an agency’s local drive space by storing documents and high resolution images in the Synergy Data Center ORMS private government cloud
    • Reduces costs of purchasing additional storage media
    • Reduces the number of software applications used that perform similar functions
    • Reduces server storage costs
    • Decreases folder and paper use and costs
    • Decreases on-site and off-site storage locations and costs
    • Decreases paper and ink cartridge costs and use of printers
    • Increases office space by reducing space needed for storage
    • Integrates with other software applications
    • Reduces software support costs