Introduction
Digital transformation demands that government agencies modernize their operations. Outdated paper-based processes, inefficient workflows, and limited data visibility create significant operational challenges.
OnBase by Hyland offers a comprehensive enterprise content management (ECM) solution designed to streamline document handling, automate workflows, and improve overall efficiency.
OnBase empowers government agencies by addressing critical operational pain points, improving compliance, and enhancing citizen services through automation and digital accessibility.
The Need for Digital Transformation in Government
Government agencies navigate complex environments where efficiency, transparency, and ironclad security are non-negotiable. Traditional paper-based processes, with their inherent limitations, create significant bottlenecks. The sheer volume of physical documents slows down critical decision-making as approvals languish and information retrieval becomes a laborious task. Collaboration suffers as teams struggle to share and access essential files, leading to duplicated efforts and communication breakdowns. Furthermore, the risk of misplaced, damaged, or inaccessible records undermines accountability and jeopardizes compliance.
OnBase offers a transformative solution, enabling agencies to break free from these constraints. By digitizing processes, automating workflows, and establishing a centralized, secure repository for document and records management, OnBase empowers agencies to streamline operations, enhance collaboration, and ensure the integrity of their data.
Key Priorities of Digital Transformation
Digital transformation is more than just adopting new technology—it is about fundamentally changing how government agencies operate to meet the needs of modern constituents and employees. Three key priorities define this transformation:
- Improving Efficiency and Automation: Reducing reliance on manual processes and paper documents accelerates workflows and eliminates redundancies.
- Enhancing Citizen and Employee Engagement: Providing digital services and self-service portals improves accessibility and satisfaction for both citizens and government workers.
- Ensuring IT Modernization and Consolidation: Transitioning to cloud-based platforms and integrating multiple systems into a single solution enhances security, scalability, and cost-effectiveness.
Key OnBase Solutions for Government
1. Records Request Management
Managing public records requests can be a complex and time-consuming task for government agencies. Traditional records management processes often involve stacks of paperwork, lengthy processing times, and inefficiencies that slow down responses. OnBase simplifies records request management by providing standardized electronic forms that enable users to submit requests digitally.
The system automatically tracks requests, ensuring that documents are retrieved quickly and accurately. With advanced encryption and automated notifications, agencies can enhance security and transparency while reducing manual errors. By automating the records request process, OnBase helps agencies meet compliance requirements efficiently while providing citizens with faster and more reliable service.
Challenges Addressed
Benefits
- Inefficient manual processing that leads to long turnaround times
- Difficulty tracking requests, leading to a lack of transparency
- Compliance risks due to lost or mishandled documents
- Improved citizen satisfaction through faster request fulfillment
- Automated tracking that enhances transparency and accountability
- Cost savings by reducing paper usage and manual labor
2. Agenda Management
Government meetings require careful coordination, timely distribution of documents, and adherence to regulatory requirements. Without an efficient system, managing agendas and meeting materials can become chaotic and can lead to delays and miscommunication.
OnBase revolutionizes agenda management by offering a centralized platform where agencies can seamlessly organize, manage, and distribute meeting agendas and supporting documents. The automated system ensures version control and prevents errors caused by outdated materials.
Additionally, the integration of live streaming and customizable web portals enhances transparency and allows the public to engage more effectively in government decision-making. By reducing administrative burdens and increasing accessibility, OnBase streamlines the entire agenda management workflow.
Challenges Addressed
Benefits
- Manual agenda preparation leading to errors and inefficiencies
- Difficulty in tracking and managing agenda updates
- Limited public engagement due to inaccessible meeting materials
- Enhanced decision-making with up-to-date agenda access
- Reduced workload for administrative staff through automation
- Increased public trust through transparent and accessible meetings
3. Inspections and Investigations Management
Conducting inspections and investigations in a government setting requires thorough documentation, compliance adherence, and seamless coordination among various departments. Manual methods often lead to inconsistencies, misplaced reports, and inefficient tracking. The OnBase Inspections Module digitizes the entire process. Inspectors can access mobile-friendly checklists, allowing field staff to document findings in real time. Automated workflows ensure that critical tasks are assigned and completed on schedule and reduces bottlenecks. Enhanced collaboration tools enable stakeholders to share notes, findings, and recommendations efficiently. By improving communication, data accuracy, and compliance tracking, OnBase significantly enhances the effectiveness of government inspections and investigations.
Challenges Addressed
Benefits
- Paper-based documentation that slows down inspections
- Lack of coordination between different departments and stakeholders
- Difficulty maintaining compliance with evolving regulations
- Increased efficiency with digital checklists and automated workflows
- Improved collaboration through real-time data sharing
- Enhanced compliance through standardized documentation processes
4. Grant Management and Distribution
Government agencies responsible for managing grants often face challenges with tracking applications, funding allocation, and compliance verification. Without a structured digital solution, grant processes can be prone to errors and inefficiencies. OnBase provides a centralized workspace where administrators can collect, manage, and analyze grant applications with ease.
The platform automates key tasks such as application processing, funding distribution, and compliance monitoring. Stakeholders benefit from real-time visibility into the status of applications and funding approvals, reducing uncertainty and delays.
By streamlining grant management, OnBase ensures that funds are allocated transparently and in accordance with regulatory requirements.
Challenges Addressed
Benefits
- Lack of a centralized system for tracking applications and disbursements
- Manual errors in funding allocation and compliance reporting
- Delays in processing and approving grants
- Greater financial accountability with transparent tracking
- Faster turnaround times through automated approval workflows
- Reduced administrative burden, allowing agencies to focus on mission-driven work
5. Boards and Commissions Management
Managing government boards and commissions involves handling large volumes of documents, scheduling meetings, and ensuring compliance with various regulations. OnBase offers an integrated solution that simplifies these complexities by providing a structured framework for board management. The system automates document version control, ensuring that members always have access to the latest materials. Insightful reporting tools allow agencies to track decision-making processes and maintain accountability. Additionally, workflow automation reduces manual administrative tasks, which frees up time for strategic planning. By enhancing collaboration and transparency, OnBase empowers boards and commissions to operate more efficiently and make informed decisions.
Challenges Addressed
Benefits
- Inefficient meeting preparation and scheduling conflicts
- Difficulty tracking board decisions and ensuring accountability
- Paper-based record-keeping leading to document mismanagement
- Improved governance with a centralized repository for meeting records
- Enhanced collaboration among board members with real-time document access
- Streamlined scheduling and automated notifications to reduce administrative workload
6. Physical Records Management
Many government agencies still manage significant volumes of physical records. This means that many agencies face challenges with organizing, retrieving, and securing these records while ensuring compliance with legal mandates. OnBase simplifies physical records management by offering a centralized tracking system that integrates barcode scanning and automated retrieval.
The platform minimizes the risk of lost or misplaced records by providing a structured cataloging system. Compliance management features help agencies meet retention policies and audit requirements. By reducing reliance on paper-based storage, OnBase improves accessibility, enhances security, and lowers operational costs associated with document management.
Challenges Addressed
Benefits
- Inefficient manual filing systems that make document retrieval difficult
- High costs associated with storing and maintaining physical records
- Compliance risks due to misplaced or improperly retained documents
- Faster retrieval of documents through automated indexing and search features
- Reduced storage costs by transitioning to digital recordkeeping
- Improved compliance with legal and regulatory record retention policies
IT Modernization and OnBase System Integrations
To achieve full digital transformation, government agencies must modernize their IT infrastructure by consolidating outdated systems and integrating them with advanced digital tools. OnBase supports IT modernization by enabling seamless integrations with over 500 software applications, including:
- Geographic Information Systems (GIS) like Esri: Enhancing decision-making by linking documents to map locations and visualizing spatial data.
- Enterprise Resource Planning (ERP) Systems: Streamlining financial management, procurement, and human resources functions.
- Customer Relationship Management (CRM) Systems: Improving citizen engagement by providing real-time access to records and service histories.
- Accela Civic Platform: Enhancing permitting, licensing, and code enforcement processes by ensuring seamless data flow between systems.
- DocuSign Integration: Allowing for secure electronic signatures and paperless document approvals.
By integrating OnBase with these systems, government agencies eliminate data silos, enhance collaboration, and increase operational efficiency while maintaining security and compliance.
3SG Plus: Your Trusted OnBase Reseller
As an authorized OnBase reseller, 3SG Plus is dedicated to helping government agencies harness the full potential of Hyland’s powerful ECM platform. With over two decades of experience in digital transformation, we provide expert consulting, seamless implementations, and tailored integrations to ensure OnBase aligns perfectly with your operational needs.
What We Do for OnBase Users
We are committed to helping government agencies modernize their records, workflows, and digital services with OnBase, ensuring compliance, efficiency, and enhanced citizen engagement. 3SG Plus offers the following services:
- OnBase Implementation & Configuration: We help agencies deploy OnBase solutions designed to meet each agency’s unique specific workflow and document management requirements.
- System Integrations: Our team integrates OnBase with existing enterprise solutions like GIS, ERP, and CRM systems to create a unified, efficient digital ecosystem.
- Customization & Enhancements: We tailor OnBase features to optimize processes, improve usability, and ensure seamless adoption by your team.
- Training & Support: Our comprehensive training programs and ongoing support ensure that government staff can leverage OnBase to its fullest potential.
- Cloud & On-Premises Deployment: We guide agencies through cloud migrations and hybrid solutions, ensuring a scalable and secure ECM environment.
Transform Your Agency with OnBase
OnBase transforms government agencies with efficient, automated, and secure solutions that enhance productivity and improve service delivery. Whether it’s managing public records, optimizing grant distribution, or integrating GIS data, OnBase equips agencies with the tools needed to operate effectively while ensuring compliance and transparency. By embracing digital transformation and IT modernization, government organizations can enhance efficiency, reduce costs, and improve constituent services. For more information about our OnBase solutions for government, please download our brochure.