FAQ

Hyland is a software company that provides enterprise content management (ECM) software, intelligent process automation (IPA), and customer engagement software. Hyland’s products are used by organizations in a variety of industries, including healthcare, financial services, government, and manufacturing.

OnBase is Hyland’s flagship ECM product. It is a single enterprise information platform that helps organizations manage their content, processes, and cases. OnBase can be used to automate workflows, capture and index documents, and provide secure access to information.

Here are some of the things that Hyland and OnBase can be used for:

• Document management: OnBase can be used to store, index, and search documents. It can also be used to automate workflows for document approval and routing.
• Process automation: OnBase can be used to automate business processes, such as invoice processing, claims processing, and customer onboarding. This can help organizations to improve efficiency and reduce costs.
• Case management: OnBase can be used to manage cases, such as customer support cases, legal cases, and healthcare cases. This can help organizations to track cases and keep track of important information.
• Collaboration: OnBase can be used to collaborate on documents and information. This can help teams to work more efficiently and effectively.
• Compliance: OnBase can be used to help organizations comply with regulations, such as HIPAA and SOX. This can help organizations to avoid penalties and protect their data.

Hyland and OnBase are powerful tools that can help organizations to improve their efficiency, productivity, and compliance. If you are looking for a solution to help you manage your content, processes, and cases, then Hyland and OnBase are worth considering.

Whether or not you need to use the OnBase system depends on your specific needs and requirements. If you are looking for a solution to help you manage your content, processes, and cases, then OnBase may be a good option for you. However, if you have a smaller organization or your needs are not as complex, then you may not need to use OnBase.

Here are some factors to consider when deciding whether or not to use OnBase:

• The size of your department: OnBase is a powerful tool that can be used by large or small organizations with complex needs. 
• The complexity of your business processes: OnBase can be used to automate complex business processes. However, if your business processes are relatively simple, then you may not need to use OnBase.

If you are not sure whether or not you need to use OnBase, then I recommend that you contact a ITS representative. They can help you assess your needs and determine if OnBase is the right solution for you.

Here are some of the benefits of using OnBase:

• Increased efficiency: OnBase can help you automate workflows and processes, which can save you time and money.
• Improved compliance: OnBase can help you comply with regulations, such as HIPAA and SOX.
• Better decision-making: OnBase can help you make better decisions by providing you with access to information and insights.
• Reduced costs: OnBase can help you reduce costs by eliminating paper and manual processes.

If you are looking for a solution to help you improve your efficiency, productivity, and compliance, then OnBase is a good option to consider.

The OnBase system can help you with document storage and retrieval in a number of ways:

• Centralized storage: OnBase provides a centralized repository for all of your documents. This can help you to reduce the amount of space that you need to store documents, and it can also make it easier to find documents when you need them.
• Automatic indexing: OnBase automatically indexes your documents so that you can search for them by keyword or phrase. This can help you to find documents quickly and easily, even if you don’t remember the exact name of the document.
• Version control: OnBase keeps track of all versions of your documents, so you can always go back to an earlier version if needed. This can be helpful for tracking changes to documents, or for recovering a document that has been accidentally deleted.
• Workflow automation: OnBase can be used to automate workflows for document approval and routing. This can help you to ensure that documents are processed quickly and efficiently.
• Security: OnBase provides a variety of security features to help you protect your documents. This includes user authentication, role-based access control, and encryption.

Overall, the OnBase system can be a valuable tool for document storage and retrieval. It can help you to centralize your documents, index them automatically, and search for them quickly and easily. It can also help you to track changes to documents, recover deleted documents, and automate workflows. If you are looking for a solution to help you manage your documents, then OnBase is a good option to consider.

Here are some additional benefits of using OnBase for document storage and retrieval:

• Reduced risk of data loss: OnBase provides a secure, centralized repository for your documents. This can help to reduce the risk of data loss due to fire, theft, or natural disaster.
• Improved compliance: OnBase can help you comply with regulations, such as HIPAA and SOX. This is because OnBase provides features for document retention, access control, and audit trails.
• Increased productivity: OnBase can help you save time and money by automating document workflows and providing easy access to information. This can free up your employees to focus on more strategic tasks.
• Improved customer service: OnBase can help you improve customer service by providing faster and more accurate responses to customer inquiries. This can help you to build customer loyalty and satisfaction.

If you are looking for a solution to help you improve your document storage and retrieval, then OnBase is a good option to consider. It is a powerful and versatile tool that can help you to improve your efficiency, productivity, and compliance.

The length of time that you can store documents in OnBase depends on a number of factors, including your department’s retention policy, the size of your documents, and the amount of storage space that you have available.

In general, OnBase can store documents for an unlimited amount of time. However, you may need to delete documents after a certain period of time to comply with regulations or to free up storage space.

If you are not sure how long you need to store your documents, you should consult with your legal team or a records management consultant. They can help you to develop a retention policy that meets the needs of your organization.

Here are some things to consider when determining how long to store documents in OnBase:

• Regulatory requirements: Some regulations, such as HIPAA and SOX, require departments to store certain documents for a specified period of time.
• Business needs: You may need to store documents for a longer period of time if they are needed for legal purposes or for future reference.
• Storage space: Yale has limited storage space; you may need to purge documents after a certain period of time.

Once you have considered all of these factors, you can develop a retention policy that meets the needs of your department. This policy should be documented and regularly reviewed to ensure that it is up to date. Alternatively, you may use the OGC guidelines (click here)

Yale Data Retention Req Submission (Department Name) (Last Name) (Month Year)

Here are some additional tips for managing document retention in OnBase:

• Use document classifications: You can use document classifications to group documents together based on their type, purpose, or other criteria. This can help you to identify documents that need to be stored for a longer period of time.
• Set retention periods: You can set retention periods for different types of documents. This will help you to ensure that documents are not stored for longer than necessary.
• Perform regular reviews: You should regularly review your document retention policy to make sure that it is still meets the needs of your department.

By following these tips, you can ensure that you are storing documents in OnBase for the appropriate length of time. This will help you to comply with regulations, protect your data, and save storage space.

• End User:  End User is the most basic of users that would be responsible for utilizing Hyland Onbase for searching and viewing documents based on their access and security privilege’s.    End user may also be able to scan and upload documents into OnBase. 
• Business Analyst: A Business Analyst is responsible for bridging the technical side of OnBase to the business side of OnBase. Typically this role is responsible for understanding the business need and information related to the project requirements. The Business Analyst documents requirements in a way that makes sense both to the stakeholders and the implementation team and ensures the requirements map to the business need.
• OnBase Developer: An OnBase developer can Setup Document Groups, Document Types, Keyword, Autofills and all things associated with Document setups. They can also build Wokflows, Client facing Unity Forms, Workviews, Integrations and other features that enable capture, store and manage documents in OnBase.
• System Administrator: System Administrations have the most priveleges in OnBase. They can setup Users, create document configurations, provide access, manage security, etc.