ORMS Success Stories - What Our Customer say...

City of West Linn

Before:
The City had a much greater paper expense.

After ORMS:
Teresa reported a 45% decrease in the amount of copy paper purchased. She reviewed all of the invoices to substantiate this statistic.

Before:
All records were printed to paper and filed in boxes, which were eventually moved to basement storage at City Hall. A flood damaged some of those records, forcing the City to dedicate staff time to drying out the damaged records, and limiting its ability to respond quickly to litigation and public records requests.

After ORMS:
The City has committed to HPRM as its official copy repository for public records. The West Linn City Manager has such confidence in HPRM, that he directed all department directors to use it. Departments are expected to have proficiency in using HPRM and to file their documents in HPRM, as it is now the sole location for business-critical information. Without HPRM proficiency, employees would not be able to retrieve information necessary to do their jobs. When new employees start with the City, they receive HPRM training. Several departments have issued written policy and procedure detailing the expectations for each employee. For each type of record, the policy and procedure specifies which individual employee (or position title) is responsible for adding it to HPRM.

In June 2014, the City of West Linn Engineering Department alone destroyed the contents of 200 records boxes.


OR SOS Secretary of State

Before:
Processed New Employees, Departing Employees, and Security Access Changes by sending lots of emails, paper forms.

After ORMS:
Now activities can be completed electronically and tracked simultaneously. They can be re-assigned if the responsible employee is out of the office, etc

Before:
Public called or came in to request Corporation Division Business Registration information.

After ORMS:
Public accesses the documents using WebDrawer and can print from home.


Reedsport Justice Court Reedsport Justice Court

Before:
Clerk had to look through attachments of emails one by one to find the necessary documentation.

After ORMS:
Emails were indexed into RM, including attachments. Clerk can now do word searches using the document content search and find a word that is in the attachment.

Before:
Clerk would have to try and remember when a defendant needed to have completed community service or diversion in order to have fines or sentenced reduced.

After ORMS:
Clerk sets an Action Tracking reminder that will send them an email after the appropriate amount of time has passed, and can make a note on the defendant's file.

Oregon Secretary of State Archives Division Oregon Secretary of State Archives Division

Before:
We were using HTML coding.

After ORMS:
Now can serve legislative tracings through WebDrawer. Public can search for bill tracings or browse through all the tracings.

Before:
We were saving high resolution images on shared network drives, hard drive space running low.

After ORMS:
Now high resolution images are saved in HPRM and are easily accessible for staff use/retrieval.

City of Milwaukie City of Milwaukie

Before:
The City's previous electronic system had no way to preview a document. Users couldn't customize metadata, or see a document’s Title. After a search, users had to manually open every document to see if it was relevant.

After ORMS:
HPRM has more robust searching capabilities. Users can Preview documents using the generic HPRM Viewer, so no longer need to manually open and view every document.

Before:
Employees were expected to comply with public records retention requirements, but lacked the tools necessary to achieve compliance. Compliance using manual tools would have been very time-consuming.

After ORMS:
After entering all City Council minutes, ordinances, and resolutions into HPRM, the City has greatly improved its response time to public records requests. The City received two separate public records requests, one for 15 years of minutes, and one for 9 years. HPRM’s Search capability allowed the City to generate the correct results, accomplishing in minutes what would have previously taken weeks.

Use of HPRM has grown virally. One department adopts HPRM, and they mention to their colleagues practical ways that it has made their jobs easier. Adopting a successful automated tool is a good opportunity to remind employees about their public records retention responsibilities. Now they have a chance at compliance because they have access to HPRM which largely automates it.

Before:
The majority of paperwork was printed off the computer and filed in 5 filing cabinets. Staff regularly needed to manually purge old records from the file cabinets. City employees had a "hoarding" mentality, not trusting centralized systems to provide access to their important business records upon request. They often kept duplicate copies at their desks, or on private or shared network drives. There were occasions when important records, held by an employee who was out sick or on vacation, could not be accessed by colleagues with an urgent business need to do so.

After ORMS:
Since the City made the decision to use HPRM, the "hoarding" mentality has been decreasing. Since employees now know that they can access these records in HPRM, they now routinely purge duplicate records outside the system (e-mail, paper, etc). They realized there is no longer any need to print and file paper, because HPRM is the City's official repository for its public records. The City spends less money on paper and ink cartridges. City printers are used less, since many records exist for their entire life cycles within HPRM. Retrieval of information by City employees has improved. The Engineering & Planning Departments want their documents (large-scale maps and drawings) to go directly in electronic form into HPRM, allowing the City to delay the purchase of costly equipment such as oversized plotters and scanners. The City was able to dispose of many file cabinets, freeing up office space.

Before:
All business was conducted via e-mail. This resulted in the City paying to store large amounts of worthless information which was either not Public Record, or that had met its retention period. The City kept multiple copies of records, and incurred legal risk.

After ORMS:
Adoption of HPRM has made progress in changing users’ behavior. Employees now realize that they are responsible for filing records that they create, and providing access under Public Records laws. As a result, they think twice before sending an email. The City’s response to discovery and other litigation requests is more efficient and manageable.

Before:
Departments often collaborated, but failed to coordinate records retention. The City kept multiple copies of records. For example, the Finance Department drafted a Contract and sent it to the Engineering and Planning departments. The Finance, Engineering, and Planning departments each kept their own duplicate copies of the Contract. There were issues identifying the latest version of a document, since it was held by multiple departments.

After ORMS:
Use of HPRM has opened up lines of communication between departments, who now understand that there is cross-departmental need to access the records. Their coordination and collaboration has improved now that they know Finance is responsible for adding Contracts to HPRM, and that records are accessible there to those who need them. It has opened dialogue between Departments who work with the same records. Departments have agreed on standards for metadata (which metadata fields are most helpful for City-wide search and retrieval).