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
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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
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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
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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
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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 portland.gov
- If document needs updating, editing can be done in TRIM – no need to reload document onto portland.gov
- Sending links to documents uses much less space than sending documents themselves
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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)
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Links to Outlook | - Establish links between Outlook and related folders in TRIM – no limit on number of linked folders
- Automatically capture sent mail
- Easily share email links with a team
| - 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 can be sent to Deleted Items or purged, saving server space and duplication
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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
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| Automates the creation of sub-folders | - Bureaus requiring a standard set of folders for each project or case
| - Standardizes folder titling
- Ensures correct retention and access controls are applied to each folder
- Saves time through automation
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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, Amanda, PortlandMaps)
- 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
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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
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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
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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
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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
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