Tom Wrosch Oregon Commercial Registries Manager 2013 IACA Annual Conference

 Expert? Nah.  Sexy? Nah.  Excited? You Betcha!  Why?? It’s fundamentally changed my office IACA Annual Conference

 Oregon Records Management Solution (Started July 2011)  Not just storage, it’s a system Searchable to A/V Internal/External Hardware/Software  It’s SaaS-sy 2013 IACA Annual Conference

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)

2013 IACA Annual Conference

 Location, location, location Stable Local Not too local Infrastructure  Known partner  20 jobs = 50, IACA Annual Conference

 Government Accountability  Government Transparency  Government Accessibility 2013 IACA Annual Conference

 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

 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

 Legally compliant records retention  Secure system – DoD 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

 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

 6 State agencies: 11 – 2,000 users  6 Cities  2 Counties  1 Special District  Other States: Wyoming  Other Countries: ? 2013 IACA Annual Conference

Oregon SoS Corporation Division 2013 IACA Annual Conference

 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

 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  to Trim  Scheduled retention 2013 IACA Annual Conference

 Indexing simplified – or not  Flexible  Inline redaction tool  Versioning  Transactions tied to TRIM  Simple and advanced search methods 2013 IACA Annual Conference

 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

 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

For More Information…. Mary Beth Herkert Oregon State Archives