Oregon Records Management Solution (ORMS)
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The Oregon Records Management Solution (ORMS) is a statewide program that provides information management tools, training and support for public entities in Oregon. Developed to help government better manage information and records in the public trust, ORMS is the first of its kind in the nation. ORMS is a public-private partnership between the Oregon State Archives and Chaves Consulting, an Oregon based firm with a history of supporting state and local government. All public entities in Oregon can take part in ORMS through a statewide master services agreement.
ORMS operates in the software-as-a-service (SaaS) model. Members pay a monthly subscription fee per user and gain access to top-tier electronic records management software called Micro Focus Content Manager. This software allows agencies to store, secure, manage and provide access to records for their full lifecycle. Agency representatives receive training from the ORMS team, and extensive training resources are provided to all users. The ORMS team supports the agency as long as they remain in ORMS. Agencies are never left on their own, and a 24/7 helpdesk ensures that all questions and concerns are dealt with promptly.
Storage: Agency records are stored in a secure data center in Baker City, Oregon, freeing up space in agency offices and shared drives.
Security: Access to records in ORMS is controlled through overlapping layers of security. Multiple levels of validation and internal security ensure that only appropriate personnel can view records. ORMS can meet all requirements for HIPAA, FERPA and CJIS.
Access: Micro Focus Content Manager software has a powerful search engine at its core. Most records can be searched by their content, as well as titles, date ranges, email addresses, and many other pieces of information. This makes public records requests easier and faster to fulfill. Micro Focus Content Manager also allows agencies to publish records to the web and have them publicly available via the WebDrawer portal.
Retention and legal compliance: State Archives team members build retention schedules into the system and train agencies on how to apply them. Micro Focus Content Manager tracks retention, ensuring routine and legally-compliant destruction. Agencies can apply legal holds in the system to prevent changes or destruction of records during litigation.
Accountability and transparency: Micro Focus Content Manager tracks all actions undertaken in the system for each user. Every time a record is touched an audit log is created, showing full transparency in government action.
Meet the Team
Amandeep is a Records Management Analyst for the Oregon State Archives. She holds three Masters Degrees; in Library and Information Science, Computer Science, and Punjabi.
When not acting as the Archives team's top troubleshooter, Amandeep loves to cook and spend time with her family. She speaks Hindi, Punjabi, Urdu and English, and is trying to learn Spanish as well. On Sundays she runs a community school in Salem where she teaches Punjabi to kids.
Chris Fuller is a Records Management Analyst for the Oregon State Archives. He provides advice and assistance for state and local agencies on records management, in addition to working closely with agencies that are a part of the Oregon Records Management Solution.
In his free time Chris enjoys reading and exploring the far-flung reaches of Oregon.
Gwen Amsbury is a Records Management Analyst for the Oregon State Archives. She provides advice and assistance for state and local agencies on records management. She works on retention schedule review, creates training and informational materials, and assists agencies that are a part of the Oregon Records Management Solution.
In her spare time, Gwen enjoys dance, hikes, reading, and whatever random hobby she has picked up that week.
Jenny Mundy is a Records Management Analyst for the Oregon State Archives. In addition to supporting ORMS users and providing records management advice and assistance to state and local agencies, she is responsible for developing and maintaining our records management training resources.
Outside of work, Jenny enjoys growing heirloom tomatoes, reading history books, and restoring her 1914 Craftsman home.
Kate Dunn is a Records Management Analyst for the Oregon State Archives. She provides advice and assistance for state and local agencies on records management, supports and assists with the training of ORMS users, works on retention schedule review, and helps out with records requests at the State Records Center.
Kate enjoys reading poetry, bookbinding, roller skating and various kinds of outdoorsing in her free time.
Kris Stenson has been State Records Manager for the Oregon State Archives since 2019. He was previously the ORMS Program Administrator. His roles include overseeing records retention schedules for the state, providing education and policy guidance to public agencies, and long-term program strategy. Additionally, he presents frequent records management training sessions to agencies throughout the state. He specializes in topics such as electronic records management and complex data systems. Kris is passionate about helping government agencies better manage their public records. Kris is a Certified Records Manager, and has Masters Degrees in Library Science and History.
When not immersed in electronic records Kris enjoys singing in the Willamette Master Chorus, reading, taking nature walks in the woods with his daughter, and skiing.
Matt Brown is the ORMS Program Administrator at the Oregon State Archives. He has worked on the ORMS team since it formed in 2011. His duties include providing education and ORMS demonstrations to potential member agencies, coordinating the work of the ORMS team at the Archives, and system maintenance and troubleshooting. His professional interests include electronic records preservation and access, and records disaster preparedness.
Matt is a Certified Records Manager, and has Masters Degrees in Library and Information Science, and History.
In his spare time, Matt volunteers in the community as a Master Recycler. He enjoys playing tennis, reading, biking, and taking vacations with his family.
Charmille Junge joined the ORMS technical support team in 2023. In her spare time, she is a community swim team coach and teaches young people about the sport she loves. She likes to knit, crochet, paint, and do anything crafty. Charmille also enjoys camping and exploring the PNW with her partner and their 2 dogs, Zero and Mochi.
Connor Dole works as a member of the ORMS team as technical support, ensuring that troubleshooting technical problems is fast and easy. He graduated from Western Washington University with a Bachelor’s Degree in Computer Science and Math.
During his free time, Connor likes to surround himself in art, listening to music or creating digital drawings. He also loves spending time with his family, watching movies or playing a variety of games with them.
Davinee Hiner (pronounced Day Vinny Hi Ner) works at the ORMS Support Desk bringing with her two decades of customer service experience. Davinee believes in treating every customer the way she would want her grandmother to be treated.
At home, Davinee loves to listen to audio books, podcasts and keeping up to date on all current issues. An avid Jeopardy fan, she loves any type of trivia type games. She enjoys volunteering at community events and is a firm believer of the “it takes a village” philosophy. She is the proud parent of one dog, Kitty, a German Shorthaired and Bull Terrier mix.
Jessica Jewell works with the ORMS Support Desk and brings with her over 10 years of excellent customer service experience. Jessica has always had a passion for working with people. As a self-proclaimed ‘people person’, she is excited to be part of the team helping Oregon public entities thrive.
In her free time, Jessica enjoys hanging out with her friends and family playing board or card games as well as the occasional Dungeon and Dragons game. She is a proud pet-mom to two cats named Oscar and Oliver, and one boxer dog named Stella
Karen Kolb-Schoeningh has been Project Director for ORMS since 2014. In her role Karen maintains the avenues of communication between the ORMS team members and our many member agencies. Her roles include outreach and education and project management, and she is the official keeper of the project timelines. Karen loves working on ORMS, as her responsibilities combine the favorite parts of her previous work experience.
In Karen’s spare time, she enjoys reading, cooking, volunteering for programs for students in the Baker City School District and spending time with friends and family - especially her grown children, Mathew and Morgan. She and her husband, Cliff, love the variety of outdoor activities in beautiful Eastern Oregon. They welcome visitors and will happily recommend outdoor adventures and may be able to be your guide.
Kassie Meras joined the ORMS technical support team in 2023. She looks forward to contributing to an already robust team in any way she can.
During her free time, Kassie likes to swim, ride her bike, and run around the PNW. She and her husband enjoy traveling in and out of state to various triathlon races. She also enjoys showing off her rescue dog, Pacman, at the local coffee shops. He's become quite the "pup-cup" enthusiast.
Kei Nishida joined the ORMS technical support team in 2023. He has been developing and supporting agency specific custom applications for ORMS since 2012.
During his free time, Kei enjoys spending time with his family and their cat. He likes reading, traveling and playing guitar.
Megan Langan has been part of the ORMS team since 2017, and currently helps operate the ORMS helpdesk. She enjoys spending time with her husband and two young boys. As a family they love to spend time outdoors; Riding dirt bikes and 4 wheelers, hunting and fishing, camping, berry picking and firewood cutting. Megan also loves attending sporting activities her oldest son participates in and chasing her youngest around the fields. She has a wide range of crafting skills from cross stitching to sign making.
Jase joined the ORMS technical support team in 2023. He enjoys the opportunity to analyze a problem and come up with an easy user-friendly solution. Jase is excited to be a part of the team and help provide quick resolutions to any issues that arise.
During his free time, Jase loves spending time with his wife and daughter, trail running, antler hunting, and watching the Portland Timbers. He also loves all things corgi and tries to keep up with two of his own – Jackson and Murphy.
Tom Duc Tran began working on the ORMS technical support team in 2011 and serves as the lead technical support person. He lives and breathes ORMS to the point that he sometimes dreams about taking ORMS support calls.
Tom enjoys a variety of hobbies, including lindy-hopping, various types of martial arts, obstacle running, eating and aquascaping.