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Building your Office around ORMSTom WroschOregon Commercial Registries Manager2013 IACA Annual Conference

No Sizzle?Expert?Nah.Sexy?Nah.Excited?You Betcha!Why??Its fundamentally changed my office.2013 IACA Annual ConferenceWhat is ORMS?Oregon Records Management Solution (Started July 2011)Not just storage, its a systemSearchableEmail to A/VInternal/ExternalHardware/SoftwareIts SaaS-sy2013 IACA Annual ConferenceThree 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 InternetPrivate Cloud - proprietary network or a data center that supplies hosted services to a limited number of people. (Synergy Data Center)

The CloudWhere the heck is Oregon?2013 IACA Annual Conference

Oregon Records Management SolutionWhy Baker City, Oregon??Location, location, locationStableLocalNot too localInfrastructureKnown partner20 jobs = 50,0002013 IACA Annual ConferenceWhat are we talking about?Government AccountabilityGovernment TransparencyGovernment Accessibility 2013 IACA Annual ConferenceWhats so good about it?2013 IACA Annual Conference

The CostNO start up costs for new partnersMonthly subscription: $37.02 per userCost decreases as users increase$10.54 for 20K usersCost shift: capital to operational

2013 IACA Annual ConferenceThe EfficiencyEnables streamlining of work processesDecrease response time for records storage and retrievalSaves storage space through automated destructionVastly reduces legal discovery effortsNo search of back-up tapesStrong search engineOrganized info up front2013 IACA Annual ConferenceThe SecurityLegally compliant records retentionSecure system DoD 5015.2 certified (highest)Scheduled and automated records destruction reduces exposureTier 3+ secure data centerCombined 47 year history with partnersProven implementation2013 IACA Annual ConferenceThe TransparencyAll records (paper and electronic) in one systemReadily accessiblePublished on internetSatisfied public records requestsRecords retention and destruction routinely managed to published schedules2013 IACA Annual ConferenceWhos got it? 6 State agencies: 11 2,000 users 6 Cities 2 Counties 1 Special DistrictOther States: WyomingOther Countries: ?2013 IACA Annual ConferenceCase Study:Oregon SoS Corporation Division2013 IACA Annual ConferenceResistance is inevitableNo Stranger to ImagingFilm-Fiche-Disc-ServerNo Stranger to SoftwareWorkflow-Backend-Frontend-Standalone-IntegratedCOTS again?Process re-engineered to death!Servers are for storage: from S drive to mailProgram silosTrust issues2013 IACA Annual ConferenceTRIM can do that!Started smallImaged paperTransferred TIFsWrote XML to PDF to TRIMScanned natively to TRIMTRIM is transparent!Copies onlineFiles in TRIM: stats, manuals, historyEmail to TrimScheduled retention2013 IACA Annual ConferenceBut can you find it again?Indexing simplified or notFlexibleInline redaction toolVersioningTransactions tied to TRIMSimple and advanced search methods2013 IACA Annual ConferenceWhat its meant to usOne storage solution for many platformsPeace of mind Business continuityEase of DiscoveryVanishing cabinets and carouselsPowerful and transparent to useGood business: cheaper, quicker, less overhead, better records management, secure, stable, and enables re-engineering .Its our Core App!

2013 IACA Annual ConferenceWhat its meant to customersMore servicesMore convenienceDone in a hurryOnline available 24/7Wherever you are, its thereFor less money Cheaper services - Copies for free!Lower operating costsGovernment transparency

2013 IACA Annual ConferenceFor More Information.Mary Beth HerkertOregon State Archives503-378-5196mary.e.herkert@state.or.us