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Building your Office around ORMS

Building your Office around ORMS. Tom Wrosch Oregon Commercial Registries Manager. No Sizzle?. Expert? Nah. Sexy? Nah. Excited? You Betcha ! Why?? It’s fundamentally changed my office. What is ORMS?. Oregon Records Management Solution (Started July 2011)

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Building your Office around ORMS

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  1. Building your Office around ORMS Tom Wrosch Oregon Commercial Registries Manager 2013 IACA Annual Conference

  2. No Sizzle? • Expert? • Nah. • Sexy? • Nah. • Excited? • You Betcha! • Why?? • It’s fundamentally changed my office. 2013 IACA Annual Conference

  3. What is ORMS? • Oregon Records Management Solution (Started July 2011) • Not just storage, it’s a system • Searchable • Email to A/V • Internal/External • Hardware/Software • It’s SaaS-sy 2013 IACA Annual Conference

  4. “The Cloud” • Three distinct characteristics that differentiate it from traditional hosting: • It is sold on demand, • it is elastic, and • the service is fully managed by the provider • Reasons for Cloud Development: • innovations in virtualization and distributed computing, • improved access to high-speed Internet, and • a weak economy. • Types of Clouds: • Public Cloud - sells services to anyone on the Internet • Private Cloud - proprietary network or a data center that supplies hosted services to a limited number of people. (Synergy Data Center)

  5. Where the heck is Oregon? 2013 IACA Annual Conference

  6. Oregon Records Management Solution

  7. Why Baker City, Oregon?? • Location, location, location • Stable • Local • Not too local • Infrastructure • Known partner • 20 jobs = 50,000 2013 IACA Annual Conference

  8. What are we talking about? Government Accountability Government Transparency Government Accessibility 2013 IACA Annual Conference

  9. What’s so good about it? 2013 IACA Annual Conference

  10. The Cost • NO start up costs for new partners • Monthly subscription: $37.02 per user • Cost decreases as users increase • $10.54 for 20K users • Cost shift: capital to operational 2013 IACA Annual Conference

  11. The Efficiency • Enables streamlining of work processes • Decrease response time for records storage and retrieval • Saves storage space through automated destruction • Vastly reduces legal discovery efforts • No search of back-up tapes • Strong search engine • Organized info up front 2013 IACA Annual Conference

  12. The Security Legally compliant records retention Secure system – DoD 5015.2 certified (highest) Scheduled and automated records destruction reduces exposure Tier 3+ secure data center Combined 47 year history with partners Proven implementation 2013 IACA Annual Conference

  13. The Transparency • All records (paper and electronic) in one system • Readily accessible • Published on internet • Satisfied public records requests • Records retention and destruction routinely managed to published schedules 2013 IACA Annual Conference

  14. Who’s got it? 6 State agencies:11 – 2,000 users 6 Cities 2 Counties 1 Special District Other States: Wyoming Other Countries: ? 2013 IACA Annual Conference

  15. Case Study: Oregon SoS Corporation Division 2013 IACA Annual Conference

  16. Resistance is inevitable • No Stranger to Imaging • Film-Fiche-Disc-Server • No Stranger to Software • Workflow-Backend-Frontend-Standalone-Integrated • COTS again? • Process re-engineered – to death! • Servers are for storage: from S drive to mail • Program silos • Trust issues 2013 IACA Annual Conference

  17. TRIM can do that! • Started small • Imaged paper • Transferred TIFs • Wrote XML to PDF to TRIM • Scanned natively to TRIM • TRIM is transparent! • Copies online • Files in TRIM: stats, manuals, history • Email to Trim • Scheduled retention 2013 IACA Annual Conference

  18. But can you find it again? • Indexing simplified – or not • Flexible • Inline redaction tool • Versioning • Transactions tied to TRIM • Simple and advanced search methods 2013 IACA Annual Conference

  19. What it’s meant to us • One storage solution for many platforms • Peace of mind – • Business continuity • Ease of Discovery • Vanishing cabinets and carousels • Powerful and transparent to use • Good business: cheaper, quicker, less overhead, better records management, secure, stable, and enables re-engineering . • It’s our Core App! 2013 IACA Annual Conference

  20. What it’s meant to customers • More services • More convenience • Done in a hurry • Online available 24/7 • Wherever you are, it’s there • For less money • Cheaper services - Copies for free! • Lower operating costs • Government transparency 2013 IACA Annual Conference

  21. For More Information…. Mary Beth Herkert Oregon State Archives 503-378-5196 mary.e.herkert@state.or.us

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