OnBase

1. OnBase Document Imaging

2. OnBase at IU • 1999 • Physical Plant began using OnBase as document management system • Storage and retrieval of documents • 2002 • IUPUI Undergraduate Admissions and International Affairs wanted to go paperless • Decided to use OnBase as their document management system • Matrix Imaging (now part of Hyland Software the developers of OnBase) consulted with both Admissions departments and helped implement a Workflow process for their documents • 2002-2003 • Accounts Payable decided to use OnBase to store AP documents • Using Docpop functionality to pop up documents stored in OnBase through EPIC and FIS • Present • 40 departments currently use OnBase • Used by departments at all regional campuses • 5 departments use the Workflow module for document processing • 3 departments use the docpop functionality

3. OnBase at IU Departments

4. What is OnBase • Document management system • Store documents securely and electronically in a central location • User friendly interface that allows easy retrieval of documents • Documents can be viewed, printed, emailed, and have notes added to them • Workflow module for departments that want to use OnBase to process documents

5. Document input • Scan documents • Scan paper documents into a batch for indexing • Stored as .TIF images • Sweep documents • Sweep electronic documents from a folder into a batch for indexing • Stored in file format swept in as: Word, Excel, Power Point, PDF, etc. • Import Documents • Can only import one document at a time • Stored in file format imported as: Word, Excel, Power Point, PDF, etc. • Virtual Print Driver • Can only virtual print one document at a time • Converts file into .TIF image when virtual printed into OnBase • Document Import Processor • Batch process that can be automated for adding documents to system • An index file must also be imported and tied to the imported files

6. Secure Document Storage • Users belong to User Groups • User Groups are assigned Document Type Groups • Document Types are created for Document Type Groups • Only users that belong to a specified User Group can access the Document Type Group that holds the Document Type • Can assign more than one Document Type Group to the User Group • Can remove individual document types from User Group access User Group Document Type Group Document Type Group Document Type Document Type Document Type Document Type

7. Easy Document Retrieval • Document Types have keyword fields assigned to them • When documents are indexed they are assigned a Document Type and specific values are added to the keyword fields • Documents are easy to retrieve based on values that are added to the keyword fields • Many ways to search for documents, by single or multiple Document Types and single or multiple keyword field values • Adding multiple keyword field search criteria narrows the search results • Easy document viewing with just a double click of the mouse

8. Interface Web client retrieval window Choose one or more document types Enter one or more keyword values Hit list with all documents that meet the search criteria. Double click on a document from the hit list to view

9. User Friendly Icon toolbar Document viewer window Thumbnail view of pages in document

10. Workflow Documents enter a life cycle Routed to specific queue based on criteria specified in the queue configuration List of documents that exist in the queue Tasks bar with ad hoc buttons for processing documents Document viewer window

11. Additional Resources • Visit our web site • http://www.indiana.edu/~onbase/index.html • Interactive Demo of the Web client and Thick client • End User Training (Web Client) http://www.indiana.edu/~onbase/training-help.html • End User Training (Thick Client) http://www.indiana.edu/~onbase/training-help.html • Contact • Lisa Leedy • laleedy@indiana.edu • Phone: (812) 856-5392