Higher education institutions with outdated administrative systems hinder the university’s ability to adapt to the evolving demands of students and faculty. The increased volume of documents, stringent compliance requirements, and need for a seamless student experience necessitate a shift toward digital transformation.
OnBase by Hyland is a powerful enterprise content management (ECM) system that enables colleges and universities to digitize, streamline, and automate document management practices and key administrative processes. From admissions and enrollment to financial aid and student records management, OnBase provides institutions with an integrated platform to manage information efficiently.
The Competitive Advantage of Digital Transformation
Institutions that adopt OnBase gain a competitive edge within higher education. With improved administrative efficiency, streamlined workflows, and better compliance management, universities can allocate more resources to student success initiatives. The ability to adapt quickly to regulatory changes, student needs, and market trends positions OnBase users as leaders in the higher education sector.
Furthermore, digitization leads to substantial cost savings. Reducing reliance on paper-based processes cuts printing and storage costs; and automation reduces the need for manual data entry and minimizes errors and labor-intensive tasks. These savings can be redirected toward academic programs, student services, and research initiatives. By eliminating inefficiencies, reducing paperwork, and automating workflows, OnBase empowers institutions to enhance both administrative and academic functions and reduce costs.
Admissions and Enrollment
Admissions offices handle thousands of applications, transcripts, and recommendation letters every year. Manually processing these documents is both time-consuming and error prone. With OnBase, institutions can digitize these records, implement automated workflows, and ensure applications are reviewed promptly. OnBase also integrates with student information systems (SIS) like Banner, PeopleSoft, and Colleague to ensure seamless access to applicant data, reduce bottlenecks and enhance decision-making.
OnBase’s mobile prospect cards and online portal access provide students with a self-service experience, so prospective and current students can submit documents electronically, check application statuses, and receive real-time updates. Automated reminders can also be sent to applicants and reviewers, so no application is left behind.
Features
Benefits
Automated application processing – Reduces manual workload and accelerates review times.
Integration with SIS platforms – Ensures data consistency and eliminates duplication.
Self-service portals for students – Enables seamless document submission and status tracking.
Increased efficiency – Admissions staff can focus on higher-value tasks rather than paperwork.
Enhanced applicant experience – Students receive faster responses and real-time updates.
Reduced processing errors – Automation minimizes the risk of misplaced or incomplete applications.
Financial Aid
Financial aid departments have complex processes that require precise documentation and compliance with federal regulations. OnBase simplifies financial aid management by automating document collection, verification, and processing. Students can securely upload required forms through the OnBase online portal, and automated workflows ensure that applications move through the system without unnecessary delays.
OnBase can streamline financial aid appeals, verification, and scholarship application reviews, which means less manual intervention, less errors, and students receive their funding faster. Implementing OnBase can improve the student experience and ensures compliance with financial aid policies and regulatory requirements.
Features
Benefits
Automated document verification – Ensure all submitted documents meet regulatory requirements.
Secure document uploads – Provide a safe and accessible method for students to submit materials.
Workflow automation – Move applications efficiently through the approval process.
Faster financial aid processing – Students receive their funds more quickly.
Improved compliance – Errors are reduced and institutions meet government regulations.
Less administrative burden – Staff spend less time manually verifying and routing documents.
Student Records Management
Maintaining accurate and easily accessible student records is essential for compliance and operational efficiency. OnBase serves as a centralized repository for student information, so institutions can securely store and retrieve academic records, transcripts, and disciplinary files.
Role-based access ensures that only authorized personnel can view sensitive student data while audit trails and compliance tracking help institutions meet regulatory requirements like FERPA. Additionally, document retention policies ensure that records are managed according to institutional and legal standards, which reduces the risk of mismanagement and data breaches.
Features
Benefits
Centralized student record storage – Keep all academic documents in one secure location.
Automated compliance tracking – Monitor record modifications and regulatory adherence.
Digital transcript management – Eliminate paper-based storage and retrieval challenges.
Improved accessibility – Staff can retrieve records instantly from a single source.
Stronger data security – Role-based access prevents unauthorized viewing of student records.
Better accreditation support – Staff can simplify the documentation process for audits and compliance reviews.
Administrative Applications
OnBase isn’t just beneficial for students—it also supports faculty and staff by streamlining HR and administrative functions. Faculty and staff onboarding processes can be automated to ensure all necessary paperwork is completed before their first day. Performance reviews, tenure applications, and leave management can be handled seamlessly through OnBase to reduce administrative burdens and increase efficiency.
By integrating with payroll and HR management systems, OnBase ensures that faculty and staff records are up-to-date and easily accessible, which creates a smoother experience for employees and HR departments alike.
Features
Benefits
Automated onboarding workflows – Ensure seamless integration for new hires.
Performance tracking tools – Centralize employee evaluations and tenure applications.
Grant and research management – Organize funding applications and compliance documentation.
Reduced administrative workload – Staff can focus on strategic initiatives rather than paperwork.
Better faculty experience – Staff can streamline promotion and research funding processes.
Increased HR efficiency – HR staff can automate leave requests and other personnel actions.
Athletics Administration
Athletic departments manage student-athlete eligibility, compliance, medical records, and scheduling documents. OnBase provides a centralized platform to streamline these processes, ensuring efficient communication between coaches, compliance officers, and administrative staff.
With OnBase, institutions can automate eligibility tracking, roster management, and sports medicine documentation to reduce paperwork and improve compliance with NCAA regulations. Additionally, automated workflows help streamline athlete onboarding, equipment requests, and travel approvals, so athletic departments operate smoothly.
Features
Benefits
Athlete eligibility tracking – Ensure compliance with NCAA and institutional policies.
Medical records management – Store health-related documentation securely.
Automated roster updates – Keep team information accurate and current.
Improved compliance – OnBase reduces the risk of eligibility violations.
Streamlined team operations – Users can quickly access critical athlete information.
Better coordination – Staff can manage scheduling, travel, and equipment distribution from one location.
Campus-Wide Operations
Beyond admissions and student records, OnBase enhances efficiency across campus departments. In human resources, OnBase automates employee onboarding, faculty leave documentation, and contract management. Facilities management benefits from the platform’s service request and asset tracking capabilities to ensure maintenance operations.
In the business office, OnBase optimizes procurement, accounts payable, and invoice processing. By integrating with enterprise resource planning (ERP) systems, OnBase provides finance teams with real-time access to critical financial documents, improving accuracy and efficiency. Additionally, advancement offices can use OnBase to manage donor records, track pledges, and streamline alumni relations efforts to ensure a more connected and engaged donor network. To learn more about the OnBase solutions for higher education, please download our brochure.
The Future of OnBase: Cloud-Hosted SaaS
Legacy infrastructure often limits an institution’s ability to scale and adapt. OnBase is available as an on-premises or cloud-hosted SaaS solution. The OnBase cloud solution offers agility, security, and scalability that allows institutions to manage content efficiently without the burden of on-premises maintenance and replacement costs.
With a cloud-based deployment, higher education institutions benefit from enhanced data security, automatic software updates, and flexible access to critical documents from anywhere. The cloud approach empowers universities to respond to emerging challenges while focusing on their core mission: educating future leaders.
3SG Plus: Your Trusted OnBase Reseller and Integration Partner
Successfully implementing OnBase within a institute of higher learning requires expertise, customization, and ongoing support. As an authorized OnBase reseller, integrator, and professional services provider, 3SG Plus specializes in helping higher education institutions design, implement, and maintain OnBase solutions tailored to their unique needs.
With over 20 years of experience in digital transformation, 3SG Plus provides:
- Custom OnBase Deployments – Our tailored solutions align with your specific institutional workflows and objectives.
- Integration Services – We seamlessly integrate your OnBase environment with existing SIS, ERP, and CRM applications to encourage platform consolidation.
- User Training and Adoption Support – We ensure your faculty and staff can maximize the platform’s capabilities.
- Post-Implementation Assistance – We provide ongoing maintenance, troubleshooting, and optimization to keep OnBase running efficiently.
By partnering with 3SG Plus, higher education institutions can harness the full power of OnBase to enhance operational effectiveness and improve student experiences.
Embrace Digital Transformation with OnBase Today
Higher education institutions must embrace technology to stay competitive. OnBase by Hyland provides a comprehensive solution for managing documents, automating workflows, and enhancing efficiency across departments.
With 3SG Plus as your OnBase partner, your institution can streamline operations, reduce costs, and deliver a superior student and staff experience. By taking the next step toward digital transformation, you can future-proof your institution and focus on what matters most—delivering high-quality education.