Introduce a simple, affordable, and secure records management solution to every public entity in Oregon.
In the electronic age, content creation has accelerated exponentially with millions of documents, images, audio and video files, and older format such as microfiches and films being produced. Many records have a long retention period, such as student records that need to be kept for 75 years after the individual graduates.
The State of Oregon is legally required to capture and store any materials that are regarded as ‘public record’. Kristopher Stenson, ORMS Administrator at the Oregon State Archives, explains further: “We have a responsibility to the people of Oregon. If we don’t retain our records properly, we lose public transparency and oversight; a threat to our democracy. On a more practical level, rent is going up in Oregon and agencies are having to downsize. They just don’t have the storage space to keep physical records. In addition, we are part of the Secretary of State’s office, and subject to public scrutiny, as well as stringent legislation such as target response times for public record requests.”
To address the challenges of fast-growing numbers of public records, greater public expectations, and cost control, the State of Oregon committed to introducing an electronic records management solution that could be leveraged by government agencies of any size. Because small agencies do not have a big IT infrastructure, the team looked for an easy-to-deploy and cost-effective solution that would not require on-site technical expertise. At the same time, it needed to comply with strict Department of Defense (DoD) 5015.2 certification, to manage document lifecycles from initial capture to long-term archival.