The document summarizes various ORMS and HP TRIM related updates and resources. It discusses the ORMS Implementation Team providing HP TRIM end user training. It also describes how ORMS agencies can obtain additional HP TRIM services from subcontractors to enhance their implementation, such as for scanning, data conversion, consulting and more. Finally, it provides examples of additional services contracts that some agencies have obtained and the process for agencies to procure additional non-subscription services.

1. ORMS NewsFlash
V o l u m e 2 , I s s u e 8 A u g u s t 2 2 , 2 0 1 2
Highlights ORMS HP TRIM End User Training
The ORMS Implementation Team has purchased and implemented HP’s web-based end
 ORMS HP
user training (EUT) to provide an additional, flexible training method to ORMS agency
TRIM End User
end users!
Training
 ORMS TRIM HP has been hosting the training for the first two months for 50 users. Soon CCI/SoS
Subcontractors will be providing this EUT for unlimited users hosted by Synergy!
for Additional
Services Questions? Contact the ORMS Support Desk at: 1-888-354-2006
 TRIMPort ormssupport@chavesconsulting.com
Guide
ORMS TRIM Subcontractors for Additional Services
Want help to enhance your ORMS project implementation results?
Proactive Pilot Agencies are choosing Additional Services to improve their ORMS
Inside this
experience. The ORMS Implementation Team encourages Power Users to contact ORMS
issue: Support or your counterparts - other agencies’ Power Users – to see what’s working and
learn about options and providers.
ORMS Agencies are coping with ever-increasing public records and discovery requests.
ORMS HP 1
TRIM Web- The need and costs are growing to organize, store, search and retrieve electronic and paper
based End User
Training
documents.
ORMS TRIM 1
Subcontractors Support for Differing Agency Needs and Resources
for Additional The Pilot has shown each ORMS agency has to balance differing and complex mission
Services
critical business functions. Whether large or small, agencies have constraints on staffing,
Pilot Group 2 resources and timelines that can benefit from even greater efficiencies.
Conference Call
TRIMPort Guide 2
State Archives’ Oregon-specific expertise for records structure and classifications has been
tailored to your agency’s needs and legal compliance. Yet successful HP TRIM
HP TRIM 2
Resources
implementation is a process, where agencies may find they want and need a bit more
assistance to align their business processes with HP TRIM functions.
ORMS TRIM 3
Subcontractors
for Additional ORMS Prime Contractor CCI, its Joint Venture Partner Arikkan and Subcontractors are
Services cont’d
ready to provide Additional HP TRIM Services. We want to help ORMS Agencies that
desire even more consultation and resources than are provided in ORMS Standard
(Subscription) Services. (continued on page 3…)

2. 16th ORMS Pilot Group Conference Call
Page 2Page 2
Monday, September 10th, 2012 @ 10:00—10:30 a.m.
The ORMS Implementation Team encourages Pilot Agency Power Users to
share their success stories and HP TRIM Tips with one another during this call.
TRIMPort Guide
HP TRIM software™ enables you to import and export data to and from your HP TRIM
dataset. TRIMPort is a separate application from HP TRIM software that you can access from
the HP TRIM menu Tools - HP TRIM Administration - Import/Export.
Hannah Wells, from City of Milwaukie, shared her successes with working with TRIMPort
with the ORMS Pilot Group and ORMS Implementation Team.
Hannah shared that she’s worked with tab-delimited files and imported files
via TRIMPort. She says, “It has been a great tool for importing their files to
TRIM from another database.”
The HP TRIM Help File didn’t have all the information she needed for learn-
ing and teaching TRIMPort. With user experience and trial & error, she has
taken the initiative to create a TRIMPort Guide for City of Milwaukie users.
This guide is a great model for how an agency uses TRIMPort to import files!
If an ORMS Agency would like a copy of Milwaukie’s TRIMPort Guide, you
may request it from the ORMS Support Desk to e-mail it to you.
Hannah Wells,
ormssupport@chavesconsulting.com
Administrative Specialist II
HP TRIM Resources
ORMS HP TRIM User Guides— ORMS Support has provided ORMS
Power Users with current Power, End and Web Client User Guides.
RESOLV— Power Users have access to the ORMS online issue tracking
system. ORMS Support tracks all issues reported through to resolution.
RESOLV serves as a reference for reported ORMS HP TRIM issues. With the
knowledge base in RESOLV growing, we encourage Power Users to search
RESOLV to see if their issue has already been reported.
HP TRIM Help File is a great resource for all users and is available
to all HP TRIM users! Click the Help button to display the Help File.
ORMS NewsFlash

3. ORMS Subcontractors for Additional TRIM Services
Page 3Page 3
Examples of Current Additional Services
Examples of current ORMS Agencies’ Additional Service Contracts include:
 Oregon SoS is working with Arikkan for a Virtual Machine (VM)/Web Server for
their Agency-specific WebDrawer and with Pat Crowley of Insight Knowledge
On July 16th, CCI/ Management (IKMS) for additional configuration.
Arikkan with Oregon
 OPUC is working with Arikkan to develop software and interfaces to integrate
State Archivist, their enterprise business software application (BizApps) with HP TRIM for more
Mary Beth Herkert, seamless performance and greater efficiencies.
presented at the  City of Beaverton is working with IKMS to convert legacy data from PaperVision
UrsaNav HP TRIM to HP TRIM. They are also using Onstream Systems’ Trapeze Capture software
User Summit in application for high-production scanning into ORMS TRIM.
Portland, Oregon.  City of Milwaukie has used Kaizen InfoSource for TRIM consulting, data entry,
UrsaNav stated on filing, purging, and scanning and worked with IKMS for FileNet conversion to
their website, TRIM.
Other categories of Additional Services provided by Current or Potential
“The most exciting Subcontractors such as HP, UrsaNav, Pacific Imaging, Smarsh and others include:
presentation was
from Oregon State Scanning Document and Data Conversion
Archivist Mary Beth Data Migration Additional Training
Herkert and
representatives of Technology and Business Process Consulting Data Entry Services
Chaves Consulting Social Media Capture SharePoint Integration
(CCI), who
described how the Record Analysis Filing
State of Oregon is Simplifying the Additional Services Process
delivering ‘Records Agencies may procure Additional (Non-Subscription) ORMS Services through CCI
Management as a under the terms of the Master Agreement with the State # 0486 (MSA) without a
Service’ via an HP formal competitive bid process. These are services not included in the MSA’s
TRIM Cloud definition of Standard (Subscription) Services for ORMS’ hosted electronic records
contract recently
management system and related services.
awarded to CCI.”
If an ORMS agency identifies a need for an additional service, agency staff can
http://www.ursanav.com/ research resources on their own or contact CCI’s ORMS Support Desk to provide a
ursanav-news/ursanav- variety of options. We’d be glad to help!
hosts-another-successful The agency may select its preferred provider from a list of qualified subcontractors
-hp-trim-user-summit provided by CCI. CCI will obtain bids from the selected subcontractors. Then the
agency chooses and approves the subcontractor that best meets agency requirements.
CCI will prepare the prescribed Additional Services contract form with the tasks,
deliverables and due dates and send it to the Agency for review and signature.
In summary, Additional Service providers bring even more resources to focus on
your HP TRIM project. Their proven solutions help you customize and refine the
solution as your experience develops, or to provide additional technology or
temporary staff to manage high-production needs.
ORMS NewsFlash