Item: OnBase
Rating: 7
Author: Verified User

Use Cases and Deployment Scope

OnBase is used for documentation retention across all departments in our organization. Our IT group has determined that OnBase is the most secure and efficiently managed document retention platform currently available to us and for that reason, we are currently transitioning into making it our primary method of storing all of our important documents including financial statements, tax returns, invoices, and contracts.

Pros and Cons

Once familiar with the system, document upload and access is a breeze.
OnBase allows for customizable document retention periods that can vary across folders or file types.
Transferring documents from OnBase to external platforms is quick and simple.

After using local and network drives as the main suppository for important documents for my entire working career, it has been difficult to re-train myself to use another system. The more that OnBase can look and feel like folders in a network drive, the better.
There are occasions where the response speed of OnBase has been delayed. For instance, I sometimes experience a few second delay in moving between screens within the software. Although minimal, it can be frustrating when compared to the speed of a local drive.

Return on Investment

OnBase saves time by cutting down on document management efforts. Employees can quickly locate needed documents.
The added document security provided by OnBase is difficult to measure but is real.
Moving documents from local or network drives does require additional time but the effort is fairly minimal.

Alternatives Considered

Google Drive

I suppose that Google Drive is the closest comparable software that I have personally used. I can't say that I know enough about Google Drive from a professional use perspective to be able to compare though.

Other Software Used

Vertex O Series, Microsoft Office 2016, FoxitPhantom PDF

Likelihood to Recommend

OnBase is a useful tool in scenarios where documents need to be deleted after a certain period of time. The software is also useful where workflow processes are required. For instance, one of the ways that my company uses OnBase is for customer sales tax exemption workflow and storage. Our operations team has the ability to scan exemptions into a review queue where the tax department reviews the forms for completeness and accuracy before adding keywords to the document for storage and later retrieval within OnBase. Old forms are automatically deleted after a certain amount of time.

Secure Document Retention Solution

Overall Satisfaction with OnBase by Hyland