Using OnBase for 10 years in areas including the contracts and grants office, finance office, billings and HR has provided collaboration capabilities and document security at a level unparalleled for the leading non-profit research company.
- Security Keywords ensure appropriate access
- Department collaboration and real-time access to shared documents speeds processes
- Automated workflows route documents appropriately
- Proven, trusted, responsive service with Hyland’s Imaging Services group securely manages the conversion of large volumes of paper documents to electronic
“The biggest benefit has been the fact that more than one user can see a document, have access to it, process it, sign it electronically, route it through workflow and it’s just more contained and managed.” - Yvonne Dupree, OnBase Administrator/Systems Analyst
I'm Yvonne Dupree. I'm with the American Institutes for Research in Washington D.C. I am an OnBase administrator/systems analyst. We are a leading research company. We do research for various governments, agencies, [and] have a big international group for girls and women’s education.
We've been using OnBase for about 10 years in our contracts and grants office, our finance office, billings, and recently, our HR department. Our users have been really enthusiastic about it. Most of them have gravitated very naturally to it because of the ease of the product.
The biggest benefit has been the fact that more than one user can see a document, have access to it, process it, sign it electronically, route it through workflow and it's just more contained and managed.
Security Comes Easy
The security we wrapped around the documents, with security keywords and that type of thing, gave them a level of security they never had before. The benefits have been primarily getting more users interacting with the various departments seamlessly so [that] they all are sharing documents. Payroll sharing documents with HR, rerouting things; getting most of them connected in a way that they've never been connected before and still having access to everything.
When the HR project first started, the biggest issue was the fear of sending the documents off-site. Our security manager went, oh, he went through layers and layers of what's going to happen in this scenario. Once we got past that hurdle, the problem became: “Well, what if I need something and it's not here?” We can get it instantly; it's not going to be a problem.
Love at First Service
The imaging services group was just great to work with. We could talk one-on-one, they understood what our needs were. They were very responsive. If I had to call because I needed a document they had in hand, I had it right away. It allayed the fears of our HR department who were really reluctant to let loose their documents but having that instant contact with that group was what made this such a good project.
I think overall, getting that fear factor down at a level, when the first set of boxes came back from the imaging group and they were uploaded within a night, was an eye-opener for them and they started to feel good about it. So good that they then, in turn, emptied out the storage and we sent all our terminated files off-site to be imaged and they were in love.