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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100

email: parc@portlandoregon.gov

1800 SW 6th Ave, Suite 550, Portland, OR 97201

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HP Records Manager Overview

HP Records Manager (TRIM) is a DoD 5015.2 certified integrated records and document management toolset that attaches retention, access control, other bureau-specified rules and attributes to electronic documents.

HPRM integrates with Office 365, individual or shared folders on network drives and with specific business applications, such as TRACS. HPRM accepts records created from any application including e-mail, Word, Excel, PowerPoint, CAD drawings, TIFs, JPEGs, PDFs, MP3s, MPGs, etc..

HPRM allows the bureau to establish customized access controls for specific types of documents: access for one type might be limited to a select work group; or access to another type might be unrestricted, granting availability to anyone with an Internet connection. For in-progress or working documents, HPRM provides collaboration and workflow tools that enable group editing and version control without the need to e-mail documents back and forth. With HPRM as the central repository, the duplicative documents kept on network and e-mail servers can be eliminated. Users can find the information they need easily within the system so they won’t feel the need to create their own copies on their individual drives. And if they need to share information, they don’t have to send a copy – they can just send a link to the record in the system.

HPRM supports multiple searching methods, not only on the full content of any text-searchable document, but also by a wide array of metadata elements, whether automatically captured by the system or specially defined by the bureau. HPRM can be used to identify the bureau’s vital records – those that are essential for the resumption of business in the time immediately following a disaster – so that extra measures are taken to safeguard them. Records maintained in HPRM will comply with federal, state and city retention requirements.

The overall goal – to make information, regardless of format, readily available to the people that need it – does require work up front. The key to making this happen, and the foundation for a successful HPRM implementation, is the creation of an intelligent, logical, easily understood filing classification plan, based on the functions, services, projects or programs that the bureau carries out every day.

The concept is simple: responsibility for a function or a program includes managing the associated records. It takes cooperation and commitment to turn that simple concept into a bureau-wide classification plan, but it can be accomplished by following a process that includes:

  • Training from the Auditor’s Office on e-mail/records management responsibilities and the creation of classification plans
  • Identifying individual or shared job responsibilities within the bureau
  • Assigning recordkeeping responsibilities for shared programs or projects
  • Identifying, by purpose or function, categories of records associated with a program/project
  • Establishing naming conventions that will be understood by both the record creators and searchers
  • Establishing security settings and access controls for the classification plan categories
  • Linking the classification plan categories to the appropriate retention rules
  • Training from the Auditor’s Office on HPRM and its integration with bureau systems and activities

Once HPRM is up and running in the bureau the advantages of being able to manage and share information strategically will become apparent and new beneficial uses for the software will be discovered.