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Archives & Records Management

Office of the City Auditor

phone: 503-865-4100


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

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HP Records Manager Rollout Steps

1. Retention Schedule Review

Description: Workgroup’s [1] record retention schedule must be accurate and current.  Group must work with Records Management Analyst, Max Johnson, to update the schedule.  

Required participants: Representatives familiar with operational/administrative records used/created by the workgroup.

Time commitment: a few days to several weeks, depending on how accurate the current schedule is and the complexity and range of record categories.  Note: this work can be ongoing as other steps of the rollout process are taking place.

2. Records Management 101 training

Description:  Classroom style presentation to review public records responsibilities, records management principles, retention rules and how they apply to electronic records and e-mail.

Required participants:  All users; training conducted by Archives/Records Management (A/RM) staff

Time commitment: training runs 1 hour.  This session should be held early in the rollout process.

3. Creation of Bureau-specific classification plan

Description: Creation of bureau-specific classification plan (filing system) for use with HPRM.  This is the most crucial step in the process.  The classification plan is similar to a paper-based central filing system; it is the underlying structure for how people will file their electronic records.   When users create folders for their records in HPRM, each folder must be classified using one of the categories from the classification plan.  Each category in the plan uses a titling scheme based on the functions or work product of the workgroup, so that folders have consistent root titles.  Each category also has default access controls, security and retention requirements associated with it, so that when users create folders they know who does or does not have access to the records in that folder.

The classification plan is created by the workgroup with assistance and advice from A/RM staff.  The process usually involves the following steps to some degree:

  • Analyze Bureau work processes or activities that result in the creation of electronic records that must be retained
  • Identify, by purpose or function, categories of records and e-mails associated with those processes/activities
  • Identify individual or shared job responsibilities within the Bureau and assign correlated recordkeeping responsibilities
  • Identify areas where document sharing/collaboration will be necessary or beneficial
  • Establish naming conventions that will be understood by both the record creators and retrievers 
  • Establish security and access controls for different categories of records
  • Assign appropriate retention rules to different categories of records

Required participants:  Workgroup-selected team(s), preferably composed of those most familiar with information sharing requirements or records-related practices and challenges facing Bureau or individual workgroup.  This team works with A/RM staff to develop the classification plan that will be applied to the Bureau electronic records and e-mail.

Time commitment: this can vary greatly, depending on the complexity of the classification plan.  We try to encourage the creation of simple plans, if possible, because very complex plans often create confusion or frustration among users.  A good plan can usually be created in a week or two.

4. HPRM software end-user training

Description:  A/RM staff conducts a classroom style training to cover the basics of using HPRM and, if necessary, follows up with one-on-one or small group training based on how individuals will be using HPRM.

  • Understanding the Bureau/workgroup-specific classification plans
  • Creating folders in HPRM
  • Entering documents
  • Integrating Outlook with HPRM
  • Searching and retrieving
  • Collaborating with other HPRM users

Required participants:  all HPRM users

Time commitment: classroom training session: 90 minutes; follow-up individual, small group training 30-60 minutes.

[1] In this context “workgroup” means whatever group is likely to be sharing records using HPRM.  It might be several divisions of a bureau or a team of 3 or 4 people within a bureau.  For the purposes of rolling out HPRM it usually works best if the workgroup is comprised of people that are frequently using or sharing the same information.