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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

HPE Content Manager (TRIM) Functionality Grid

 

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

 Accepts all file formats

  • TRIM has viewer that can read almost 200 file extensions
  • Even if the TRIM viewer cannot open the document, it can still reside in TRIM 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 TRIM – 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 TRIM
  • 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 TRIM can still be opened and responded to
  • Once message is in TRIM, 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 TRIM

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 TRIM 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