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

Tue Jan 8, 2013 4:00am EST

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


PALO ALTO, Calif.,  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
Consultingand  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
investment.  

"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  www.chavesconsulting.comor 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 
info@arikkan.comor by calling 360-553-7966.



About CCI and Arikkan Joint Ventures
Synergy Data Center and Services (www.synergydcs.com) - 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  www.autonomy.com  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 
http://www.hp.com.

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Editorial contact

Winifred Shum
Autonomy, an HP Company
+1 408 771 6668
winifred.shum@hp.com

www.hp.com/go/newsroom

SOURCE  Autonomy, an HP Company
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