OnBase Enterprise Content Manangement


 

 

 

Name OnBase/Enterprise Content Management (ECM)

Recommended For

OnBase provides a structured repository for secure document storage, retrieval and processing. OnBase is recommended for storing departmental documents when there is a need for full text search, advanced document imaging, automating document-driven business processes using workflow, electronic forms, integrating with University business applications and/or automating retention processes to meet University policies.

Audience

Staff and Faculty

Description

OnBase is a configurable platform that leverages functionality modules to provide enhanced document management to Princeton University. Modules owned by the University include but are not limited to: Document Imaging (scanning, bulk document import, COLD, PDF Input), Full Text Search, Office/Outlook integration, Workflow, Forms, Records Management, and Automated Foldering.

All OnBase solutions require configuration and support from the OIT Enterprise Content Management (ECM) team.  There is no dispersed administration. 

Benefits/
Limitations

Benefits:

  • Configurable to organize, store and process documents in a structured manner as required by the requesting department. Automated retention processes are configured to align with university retention policies.
  • Documents can be searched by type, keyword, folder, and/or full text search through custom query or standard search methods.
  • OnBase can integrate with data systems-of-record to populate keyword values or display documents from a primary system.
  • Office and Outlook integration functionality available for easy upload of emails and digital files.
  • Several modes of document imaging functionality available to bulk load/index documents into OnBase.

Limitations:

  • There are functionality limitations when using a MAC.
  • Not available for users outside of the Princeton domain or students.
  • Not recommended as a data system-of-record.
  • Not recommended for collaboration.

Data Classification Types

Approved for storage of all data classifications (Restricted, Confidential, Unrestricted within Princeton, Public)

Available SpaceUnlimited
How to Get StartedSubmit a generic request to the ECM team for "OnBase" via ServiceNow here: Generic Request Form. Requests for large projects will be directed through the Interdepartmental Project Portfolio (IPP) process. Small projects can be handled in a responsive manner based on ECM team availability.
Cost Associated with Service    Standard functionality including all functionality mentioned in this article, are included in the enterprise licensing of OnBase. Needs for additional modules or advanced functionality not currently covered in our licensing model may incur additional costs.

 

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 Also see: Onbase or SharePoint: Finding Your Fit