Correctional facilities face the dual challenge of managing strict compliance responsibilities and handling large volumes of forms, documents, and records. Traditionally, these records are stored in a mix of paper filing cabinets, emails, spreadsheets, or disparate line-of-business applications. This fragmented approach poses compliance risks due to the potential for lost or misplaced records and impedes productivity as staff spend time searching for information or switching between multiple systems.
With overcrowded inmate populations and staffing shortages, it is crucial to find content management solutions that drive efficiency across multiple locations, improve inmate processing, and support significant compliance responsibilities. OnBase by Hyland can help overcome these challenges, reduce costs, and enhance operational efficiencies.
Secure, Centralized Storage for Inmate and Employee Files
OnBase provides a single, secure, and centralized location for all inmate, employee, and facility documents and digital media. Centralization simplifies the storage and retrieval of documents, photos, videos, and audio files. Staff can instantly access the required information online from any location, saving valuable time and improving staff productivity.
OnBase’s electronic document and online case management solutions enhance inmate records handling used for transfers, disciplinary actions, and paroles. Departments minimize the risk of lost or misplaced records by reducing reliance on paper files, filing cabinets, emails, and spreadsheets. Additionally, electronic document management can improve compliance and transparency.
OnBase also integrates directly with line-of-business applications, so staff can access required documents from within their preferred systems. Integrations eliminate the need for staff to switch between different applications, which saves time and keeps files secure and easily retrievable.
Automated Review and Approval Processes
OnBase can be leveraged to automate review and approval processes that govern inmate privileges and management. Workflow automation enhances control, ensures safer responses, and promotes more efficient inmate processing. With automated workflows, tasks and requirements are enforced and processes are formalized, which increases visibility. Timers, notifications, and reminders keep staff aware of tasks, required steps, and new work.
OnBase also safeguards compliance efforts with complete electronic audit trails of every process. Each task is tracked, allowing for future review if any questions arise. Managers can monitor active processes to gauge progress or identify bottlenecks to increase visibility and pinpoint areas for improvement.
3SG Plus implements tailored OnBase solutions for correctional facilities. We work with stakeholders to understand facility and administrative needs, so we can deliver custom solutions that address internal challenges and align with operational objectives. Our professional and managed services teams help with every aspect of the OnBase deployment to ensure you achieve maximum return on investment. For more information about our work with correctional facilities, please download our case study.
Enhancing Human Resources, Procurement, and Purchasing
OnBase delivers efficiencies beyond inmate management: The platform extends to human resources, procurement, and purchasing departments. The solution distributes new policies and procedures to staff electronically and automatically tracks their acknowledgment. It can also track staff reviews of new policies and procedures to ensure they have reviewed and can implement the policies effectively.
OnBase securely stores required documentation for certifications and credentials and identifies missing items. The platform manages recurring renewal deadlines and ensures completion of the requirements necessary to retain credentials and certifications.
For procurement and purchasing departments, OnBase connects documents to ERP and accounting solutions for fast research and retrieval, regardless of location. The same investment in integration tools and automation functionalities that support inmate processes and human resources can be leveraged to streamline and accelerate purchasing processes.
Conclusion
OnBase provides correctional facilities with the tools they need to meet their complex challenges. Centralized document management and workflow automation enhances efficiency across various departments. Additionally, OnBase helps correctional facilities reduce costs and improve compliance.