The training, support and assistance is what makes it work for us. We have quite a few modules and all of them are starting to be utilized by different departments. Because we’re required by law to make documents available
for public record requests. The module Advanced Capture allows us to quickly get our records into OnBase without manual indexing, so they are secure, backed up and available.
There are not enough OnBase administrators to get to all the requests for new document and procedure set up.
Map out needs, but start with simple imports and scans. Once the documents are in OnBase it is easy to add keywords, foldering, cross-references, records management, document retention. The biggest value is retrieval of the digital documents.
As the town improved its efficiency, officials developed more innovative ways to
use ECM, including OnBase Advanced Capture. Staff members scan in documents
and OnBase automatically indexes them based on predefined keywords, speeding
In the finance department, OnBase improves AP processes. Staff members save
hours of their time each week because OnBase automatically imports checks
from other business systems and indexes them by invoice number, check number
Human Resources also benefited from the town’s OnBase implementation. Staff
members use their existing records management system, Eden Financial Management,
to maintain records for all town employees. Although Eden managed
employee folders, the actual folder containing all employee-related documents
were physically stored in the department.
Without any expensive custom coding, OnBase seamlessly integrated with Eden
to streamline the process. “Retrieval of an employee folder now consists of
double-clicking on the employee number when they are in Eden,” Richardson
says. “Before, it required requesting one of the clerks to find and pull the file and
return it when done. When employees started seeing they could pull up
employee folders from right there in Eden, it was an ‘aha’ moment.”