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

Tue Jan 8, 2013 4:00am EST

* Reuters is not responsible for the content in this press release.

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

PALO ALTO, California, Jan. 8, 2013 /PRNewswire/ -- Autonomy [http://www.autonomy.com/],
an HP company, today announced that the State of Oregon has selected HP TRIM
[http://www8.hp.com/us/en/software-solutions/software.html?compURI=1173707] 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
[http://www.chavesconsulting.com/About.htm]and Arikkan
[http://www.linkedin.com/company/arikkan-inc], 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
[http://www.sos.state.or.us/], 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.com [http://www.chavesconsulting.com/]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 info@arikkan.com,[mailto:info@arikkan.com]or by calling
360-553-7966.

About CCI and Arikkan Joint Ventures 
Synergy Data Center and Services (www.synergydcs.com [http://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 
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[http://www8.hp.com/us/en/solutions/solutions-detail.html?compURI=tcm:245-785656] to
solve customer problems. More information about HP (NYSE : HPQ) is available at
http://www.hp.com [http://www.hp.com/].

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Editorial contact

Winifred Shum
Autonomy, an HP Company 
+1-408-771-6668 
winifred.shum@hp.com[mailto:winifred.shum@hp.com]

www.hp.com/go/newsroom [http://www.hp.com/go/newsroom]

Autonomy, an HP Company

Web site:  http://www.autonomy.com/
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