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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

More Contact Info

HP Records Manager Functionality Grid

HPRM Functionality

Potential Application

Benefit

Applies retention and preservation requirements to content

  • Applies to all City employee electronic documents and e-mail that pertain to their job responsibilities and have retention value per State/City definitions
  • Compliance with Oregon Public Records Law and City Admin Rule 8.12
  • Information will be preserved for its entire legal retention period
  • At the end of its prescribed retention period, information will be destroyed, mitigating risk and reducing storage needs

Applies security/access controls to content

  • Allows bureaus/workgroups to control access to their documents
  • Ensures that final versions cannot be altered
  • Controls what is viewable online
  • Internal control
  • Protects information from accidental/intentional alteration or deletion
  • Allows some records, by designation, to be viewable immediately by the public

Applies customized filing / naming conventions to content via a customized classification plan

  • Standardizes filing practices across a bureau or workgroup
  • Builds security, access, ownership and retention functionality into the filing system
  • Classification plan aligns with bureau/workgroup business practices
  • Users know where to file information
  • Information can be more easily located – now and years from now
  • Bureau-designated access and retention properties are built in to the structure to avoid unintended access to or destruction of records

Adds robust search and retrieval capability to content

  • Automatically indexes and makes searchable content of any text-based documents including e-mail  and attachments
  • Captures and makes searchable: dates; owner locations; file types; actions performed on records; user-defined fields; etc.
  • Ad hoc customized searches can be created and saved
  • Virtually impossible to “lose” a document
  • Major time-saving in responding to public records or litigation requests
  • Saved searches can be shared with other users/workgroups

Automatically creates url for open-access public-facing records

  • Use efiles.portlandpregon.gov to link directly to reports in HPRM
  • Send link via e-mail to documents instead of sending documents themselves
  • Uses link to HPRM url –  saves resources by not having to load copies of documents onto PoG
  • If document needs updating, editing can be done in HPRM – no need to reload document onto PoL
  • Sending links to documents uses much less space than sending documents themselves

 Accepts all file formats

  • HPRM has viewer that can read almost 200 file extensions
  • Even if the HPRM viewer cannot open the document, it can still reside in HPRM and be accessed using the file’s native software
  • Preserves record authenticity by not modifying original file format
  • Allows users to view certain file types even if they don’t possess authoring software
  • Allows related records – regardless of format – to be filed together to allow easier access
  • Allows users to use the authoring software to access the document, if they prefer (provided they have the software on their machine)

Links to Outlook

  • Establish links between Outlook  Inbox subfolders and related folders in HPRM – no limit on number of linked folders
  • Project team members don’t need access to another user’s e-mail once the e-mails are in HPRM
  • E-mails cannot be modified – authenticity is preserved
  • Advanced searching can be performed on all content, including attachments, as well as all authors, recipients, dates etc.
  • E-mails in HPRM can still be opened and responded to
  • Once message is in HPRM, the Outlook copy cam be sent to Deleted Items or purged, saving server space and duplication

Links to folders on network drives

  • Automatically catalogue all documents placed in bureau-designated folders
  • Automates a manual process
  • Can be set up to delete copy on network drive once the record is in HPRM

Is capable of linking to other business applications (additional programming usually required)

  • Repository for applications that are not intended to store large volume of documents (e.g. SAP, TRACS)
  • Automatic capture and classification of high-volume document output

 

  • Improves system performance by removing document “clutter”
  • Seamless access to documents via business application
  • Applies retention rules to system data
  • Application owner can make documents available via HPRM if some users don’t need full application
  • Applies retention compliance to systems that lack that functionality

Allows document check-in / check-out and applies version control

  • Allows users to collaborate on documents in a controlled environment
  • Users will always know which version is most current
  • Earlier drafts are automatically preserved unless bureau determines otherwise
  • Once document is “finalized” editing rights can be locked down to prevent further changes; bureau determines whether earlier drafts are preserved or deleted
  • Information about who made changes when are automatically captured in audit log

Allows creation of document workflows

  • Ad hoc and repeatable workflows can be created to route documents
  • Applies consistency and internal controls to document routing
  • Time constraints can be added to increase compliance with process deadlines

Creates automatic audit log of actions performed on records

  • Applicable in any situation where it is necessary to track any action that was performed on a  given document
  • Allows authorized users to see “who did what when” to a given record
  • Encourages compliance with bureau access rules and internal controls

Implementation includes records management training

  • Applies to all City employees that create/use records
  • Users learn basic recordkeeping principles and get introduction to Oregon Public Records requirements
  • When records management principles are put into practice they can increase efficiency and save resources 

HPRM Functionality

Potential Application

Benefit

Applies retention and preservation requirements to content

  • Applies to all City employee electronic documents and e-mail that pertain to their job responsibilities and have retention value per State/City definitions
  • Compliance with Oregon Public Records Law and City Admin Rule 8.12
  • Information will be preserved for its entire legal retention period
  • At the end of its prescribed retention period, information will be destroyed, mitigating risk and reducing storage needs

Applies security/access controls to content

  • Allows bureaus/workgroups to control access to their documents
  • Ensures that final versions cannot be altered
  • Controls what is viewable online
  • Internal control
  • Protects information from accidental/intentional alteration or deletion
  • Allows some records, by designation, to be viewable immediately by the public

Applies customized filing / naming conventions to content via a customized classification plan

  • Standardizes filing practices across a bureau or workgroup
  • Builds security, access, ownership and retention functionality into the filing system
  • Classification plan aligns with bureau/workgroup business practices
  • Users know where to file information
  • Information can be more easily located – now and years from now
  • Bureau-designated access and retention properties are built in to the structure to avoid unintended access to or destruction of records

Adds robust search and retrieval capability to content

  • Automatically indexes and makes searchable content of any text-based documents including e-mail  and attachments
  • Captures and makes searchable: dates; owner locations; file types; actions performed on records; user-defined fields; etc.
  • Ad hoc customized searches can be created and saved
  • Virtually impossible to “lose” a document
  • Major time-saving in responding to public records or litigation requests
  • Saved searches can be shared with other users/workgroups

Automatically creates url for open-access public-facing records

  • Use efiles.portlandpregon.gov to link directly to reports in HPRM
  • Send link via e-mail to documents instead of sending documents themselves
  • Uses link to HPRM url –  saves resources by not having to load copies of documents onto PoG
  • If document needs updating, editing can be done in HPRM – no need to reload document onto PoL
  • Sending links to documents uses much less space than sending documents themselves

 Accepts all file formats

  • HPRM has viewer that can read almost 200 file extensions
  • Even if the HPRM viewer cannot open the document, it can still reside in HPRM and be accessed using the file’s native software
  • Preserves record authenticity by not modifying original file format
  • Allows users to view certain file types even if they don’t possess authoring software
  • Allows related records – regardless of format – to be filed together to allow easier access
  • Allows users to use the authoring software to access the document, if they prefer (provided they have the software on their machine)

Links to Outlook

  • Establish links between Outlook  Inbox subfolders and related folders in HPRM – no limit on number of linked folders
  • Project team members don’t need access to another user’s e-mail once the e-mails are in HPRM
  • E-mails cannot be modified – authenticity is preserved
  • Advanced searching can be performed on all content, including attachments, as well as all authors, recipients, dates etc.
  • E-mails in HPRM can still be opened and responded to
  • Once message is in HPRM, the Outlook copy cam be sent to Deleted Items or purged, saving server space and duplication

Links to folders on network drives

  • Automatically catalogue all documents placed in bureau-designated folders
  • Automates a manual process
  • Can be set up to delete copy on network drive once the record is in HPRM

Is capable of linking to other business applications (additional programming usually required)

  • Repository for applications that are not intended to store large volume of documents (e.g. SAP, TRACS)
  • Automatic capture and classification of high-volume document output

 

  • Improves system performance by removing document “clutter”
  • Seamless access to documents via business application
  • Applies retention rules to system data
  • Application owner can make documents available via HPRM if some users don’t need full application
  • Applies retention compliance to systems that lack that functionality

Allows document check-in / check-out and applies version control

  • Allows users to collaborate on documents in a controlled environment
  • Users will always know which version is most current
  • Earlier drafts are automatically preserved unless bureau determines otherwise
  • Once document is “finalized” editing rights can be locked down to prevent further changes; bureau determines whether earlier drafts are preserved or deleted
  • Information about who made changes when are automatically captured in audit log

Allows creation of document workflows

  • Ad hoc and repeatable workflows can be created to route documents
  • Applies consistency and internal controls to document routing
  • Time constraints can be added to increase compliance with process deadlines

Creates automatic audit log of actions performed on records

  • Applicable in any situation where it is necessary to track any action that was performed on a  given document
  • Allows authorized users to see “who did what when” to a given record
  • Encourages compliance with bureau access rules and internal controls

Implementation includes records management training

  • Applies to all City employees that create/use records
  • Users learn basic recordkeeping principles and get introduction to Oregon Public Records requirements
  • When records management principles are put into practice they can increase efficiency and save resources