Oklahoma Department of Environmental Quality migrates business processes to OnBase
Overview
The Oklahoma Department of Environmental Quality is responsible for environmental policy in Oklahoma and for protecting the health of its constituents. From handling permits to creating rules and regulations to taking environmental complaints, the department team works to improve public health and the environment.
Challenges
OK DEQ was housing all of the department’s documents in a records file system with little to no documentation or knowledge of processes or systems. The system was not intuitive, held basic functionality, and used Zip files. The department needed to switch to ensure reliable indexing, with documentation created for the new content management system.
The legacy application had been in place for years, accumulating many documents, fields, keywords, document types, and more. This meant the team had a challenge ensuring all of the data was migrated over quickly, accurately, and in the right places.
The previous system held many keywords, and each field was freeform text. This allowed every division, sector, and unit to build and use the system as they saw fit.
Processes for this system were different by division, creating the same outcome with many ways to get there. But across divisions and units, there was no documentation for how to get to that outcome in a way that benefitted all users.
Results
The OK DEQ OnBase team partnered with DataBank to implement OnBase as its new content management system. The teams also created standardized processes and migrated all legacy data to OnBase, ensuring proper compliance standards were met. For the legacy data, DataBank and OK DEQ developed a Zip custom code to import all files while using the DOC handle as the Zip file keyword for location and distinction.
1. Compliance and enforcement workflows have enhanced information governance and eliminated manual processes.
2. Permit approvals and comments are completed faster with simultaneous collaboration.
3. The department is able to connect all data to OnBase for accurate current and historical information.
Vision
The Oklahoma Department of Environmental Quality is currently making the move to The DataBank Cloud to gain ownership of its environment and better control and support. It also plans to expand its WorkView to create an OnBase Solutions Hub and increase its staff certifications, ensuring that all OnBase staff and business analysts are OnBase certified.
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