Document Management in Higher Education
March 29, 2017

Document Management in Higher Education

Andrew Yoder | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User

Overall Satisfaction with OnBase by Hyland

At the University of New Mexico, OnBase is our exclusive repository for handing student documents related to the enrollment management experience. We use the product for storing documents as well as processing them through various Workflows that support our business processes. This helps us track and manage an enrollment of approximately 30,000 students and be able to easily track the status of a students application to the University, Financial Aid questions or concerns, and registration issues. Not only do we use this system internally to our departments but students interact with the system by filling out web forms that help us gather information from students quickly and more effectively than through e-mail or paper methods.
  • Tools to assist with configuration changes especially for Workflow processes.
  • Easy to query the database to pull reports on usage.
  • Support for a wide variety of files that can be stored within the product.
  • Great support channels for resolving application issues.
  • Lack of feature parity between clients. Some features are supported in Thick Client, but not in Unity Client (Or the other way around).
  • Confusing menu structures within administrative programs. Lots of bouncing between programs in order to configure or tweak things.
  • Report Services is an additional license and should be included with the base product.
  • We are able to reduce our paper costs by collecting documents electronically and keeping them electronic throughout the lifecycle of that document.
  • We have increased visibility into where our bottlenecks are for processing documents. It is easier to identify inefficient processes and pinpoint how to leverage the product to reduce the time and effort needed to process that document.
  • We are able to easily retrieve documents that need to be stored long term. Some of our students pursue multiple degrees from us or take a few years off and come back. Being able to easily retrieve relevant information for that student is critical in getting that student readmitted or helping get them into the academic program they are applying to.
  • Students are able to submit information directly to our offices which reduces resolution time and allows for us to better track that student's request and understand what students are asking about the most.
We selected OnBase because Hyland had purchased the company who we were using previously. We migrated all of our documents and processing workloads to OnBase about 4 years ago and have been using the product since then. We're impressed by the capabilities of the program but are concerned with the increasing cost and how additional features or capabilities require an additional license. The support we have received from the vendor has been good and we feel the the product is meeting our current needs.
Works great for organizations with distributed personnel and has the ability to allow segmentation based on organizational rules, and for organizations who need to split storage costs for documents. Good support for a variety of file types and best suited for a primarily Windows environment. While it is possible for non Windows users to interact with OnBase through a web client, the experience will be less than ideal. For heavy scanning environments its best to stick with the traditional OnBase Client as the Unity Client (OnBase 16 SP2) still struggles with handling large batches of documents.

OnBase Feature Ratings

Content capture & imaging
File sync, storage & archiving
Document management
Records management
Content search & retrieval
Enterprise content collaboration
Security, risk management & information governance
Contract lifecycle management