State of Oregon Embraces HP TRIM for Statewide Cloud-based Records Management Program

State of Oregon Embraces HP TRIM for Statewide Cloud-based Records Management

  PR Newswire

  PALO ALTO, California, Jan. 8, 2013

- Technology from Autonomy, an HP Company, enables transparent, efficient
records management with lowered risk and costs

PALO ALTO, California, Jan. 8, 2013 /PRNewswire/ -- Autonomy , an HP company,
today announced that the State of Oregon has selected HP TRIM as the
cornerstone of a cloud-based records management system that will allow state,
city and county agencies to manage, secure and provide access to digital and
physical documents.

Called Oregon Records Management Solution (ORMS), the cloud-based system is
the result of a unique public-private collaboration between Autonomy, Chaves
Consulting and Arikkan , utilizing HP TRIM to implement the first statewide
electronic records management solution of its kind in the country. ORMS
implements HP TRIM in the cloud as part of a Software-as-a-Service solution to
make access to government records easier, more transparent, and affordable.

Currently a pilot program, ORMS will provide agencies with the ability to
manage records in an efficient, uniform manner and save money on storage, risk
and litigation costs. ORMS will allow agencies to comply with Oregon public
records law for scheduled notification of automated retention and destruction
of records. In addition, ORMS will support eDiscovery projects when legal
teams must produce and review large volumes of information. Currently, over
700 employees across 11 city, county and state agencies have used ORMS with HP
TRIM to manage more than 1 million documents during the pilot program.

The pilot program originated in the office of the Oregon Secretary of State ,
which used HP TRIM to manage its digital and physical records. Before using HP
TRIM, employees had to go through back-up tapes, emails and file servers to
satisfy public records requests. With HP TRIM, requests are processed
exponentially faster. For example, a request for the 80,000 emails generated
by the Secretary of State since taking office took 90 seconds to fulfill,
instead of days. ORMS pilot agencies are experiencing similar benefits, for
example requests for public documents that used to take a week to process now
take 30 seconds.

"We realized that the benefits we experienced at the Secretary of State's
office could be broadened to encompass every city, county and state agency in
Oregon," said Oregon Secretary of State Kate Brown. "And since agencies access
ORMS on a per-user basis, the smallest agencies can have the same
transformative public records management as organizations with thousands of
employees and larger budgets. ORMS with HP TRIM truly levels the playing field
when it comes to managing public records."

"Most state archivists don't manage information until after documents have
been created and used, but that process is cumbersome and does not work very
well," said Mary Beth Herkert, archivist, State of Oregon. "HP TRIM lets us
pivot to a front-end management solution where the records are managed as they
are created."

In addition to the Secretary of State's Office, pilot agencies include: Oregon
Department of Energy; Oregon Department of Human Services; Public Utility
Commission; Tualatin Hills Parks and Recreation District; and the cities of
Beaverton, Dundee, Hillsboro, Milwaukie and West Linn. In addition, the cities
of St. Helens and Lebanon, as well as Tillamook County, have come on board as
early adopters.

The Secretary of State's office anticipates more agencies coming on board once
the pilot program is over. There is also a federal grant in play for bringing
all of the current Oregon governor's records online as well as sharing
technologies with the State of Washington.

Because ORMS is cloud-based, there are no up-front infrastructure costs. It
also offers a smaller IT footprint and reduced equipment, power and facilities
expenses. ORMS fulfills agencies' needs for records management hardware,
software, training and support without the requirement of an up-front

"Government agencies are under a lot of pressure, as the public expects their
agencies to be working efficiently and cost effectively, while agencies are
constantly having their resources cut and are now expected to do more with
less," said Neil Araujo, general manager, Enterprise Content Management,
Autonomy, an HP Company. "Implementing a records management solution like HP
TRIM that is purpose-built to do the heavy lifting is an ideal way for
government agencies to ratchet up efficiencies while still complying with
state law."

About Chaves Consulting (CCI) Since 1980, CCI has designed and implemented
on-time, cost-effective, complex information system solutions for state and
local government agencies throughout the United States. CCI has built a
reputation for delivering exceptional customer service and product excellence
that goes Beyond the Call®. More information about CCI is available at or by calling 800-435-4633.

About Arikkan, Inc. Arikkan, Inc. is a leading technology integrator known for
delivering on-time, complex, innovative Enterprise Solutions for state and
local government throughout the United States. Arikkan has built a reputation
for delivering exceptional client service and product excellence that exceeds
client expectations. More information about Arikkan, Inc. is available by
e-mail or by calling 360-553-7966.

About CCI and Arikkan Joint Ventures Synergy Data Center and Services ( ) – A state-of-the-art Tier 3 data center built in
partnership between CCI, Arikkan, Inc., and Sace Inc. Cloud Records Management
SolutionsTM (CRMSTM) – The nation's first live Private Government Cloud for
Records Management, developed and implemented through a Joint Venture between
Arikkan, Inc. and Chaves Consulting, Inc. (CCI).

About Autonomy Autonomy, an HP Company, is a global leader in software that
processes human information, or unstructured data, including social media,
email, video, audio, text and web pages, etc. Autonomy's powerful management
and analytic tools for structured information together with its ability to
extract meaning in real time from all forms of information, regardless of
format, is a unique tool for companies seeking to get the most out of their
data. Autonomy's product portfolio helps power companies through enterprise
search analytics, business process management and OEM operations. Autonomy
also offers information governance solutions in areas such as eDiscovery,
content management and compliance, as well as marketing solutions that help
companies grow revenue, such as web content management, online marketing
optimization and rich media management. Please visit to find
out more.

About HP HP creates new possibilities for technology to have a meaningful
impact on people, businesses, governments and society. The world's largest
technology company, HP brings together a portfolio that spans printing ,
personal computing , software , services and IT infrastructure to solve
customer problems. More information about HP (NYSE: HPQ) is available at .

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Editorial contact

Winifred Shum Autonomy, an HP Company +1-408-771-6668

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