Case Study: City of Portland achieves secure, centralized management of millions of public records with OpenText Content Manager

City of Portland secures its future to better manage a wide range of information with Micro Focus® Content Manager

The City of Portland needed to manage a vast and growing archive of public records—historical paper files and millions of digital records (about 6 million combined, with digital volumes rising ~20% annually)—while complying with strict state retention rules, providing public access, and capturing cloud-hosted Office 365 communications. Fragmented, non-standard systems made it difficult for staff and legal teams to find, secure, and consistently manage records.

Portland implemented Micro Focus Content Manager (since 2001), expanding to 2,350 seats and a centralized repository that captures Office 365 via Exchange Link, enforces retention/destruction policies, and publishes records through WebDrawer. The solution streamlined workflows, reduced time and cost, improved legal searchability and secure role-based access, enabled public online access (WebDrawer use +31% annually), and supported the disposal of roughly 1.5 million records to lower storage and legal risk.

City of Portland

Tim Hunt

Records Analyst, Archives and Records Management Division