Access and Feeds

Unifying Repositories: OnBase Success in Delaware

By Dick Weisinger

In the quest for efficiency and transparency, businesses and governments alike face the challenge of managing vast amounts of information. The State of Delaware’s Department of Natural Resources and Environmental Control (DNREC) found a solution in OnBase, an enterprise information platform.

The selection of OnBase was driven by the need to consolidate multiple repositories into a single, interconnected system. With over 10 million pages of information scattered across different repositories, DNREC needed a system that could integrate these disparate sources. OnBase was chosen for its ability to manage content, processes, and information, offering a standard, department-wide approach to document management.

The integration of OnBase involves a series of related projects to organize, standardize, and migrate data and documents to the new system. These projects are guided by a department-level governing group and include updating taxonomy and metadata, retention schedules, and business rules. The process also involves migrating selected eGovernment applications to the OnBase system.

Lessons from this overhaul highlight the importance of deep-dive analysis of organizational needs, customization and configuration tailored to unique cultures, comprehensive staff training, seamless integration, and continuous evaluation and iterative improvement. These best practices ensure the successful implementation of OnBase and its long-term sustainability.

As for the future, the rapid advancements in technology suggest that the realization of such systems is not far off. The rise of AI-powered solutions and cloud-based storage is set to revolutionize document management. AI algorithms can automatically classify documents based on their content, making it easier to organize and search for specific files. Cloud storage offers scalability, accessibility, and cost-effectiveness.

The journey of DNREC serves as an example for other organizations navigating the complex landscape of document management. The successful integration of OnBase demonstrates that with the right tools and strategies, it is possible to consolidate multiple repositories into a single, efficient system. As we look to the future, the continued evolution of technology promises even greater advancements in this field, bringing us closer to a world where information is always at our fingertips.

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