Reduce Risk & Improve Compliance by Managing Retention with OnBase
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With the selection of an OnBase document management solution through Naviant, the Oneida Tribe of Indians of Wisconsin created for themselves an opportunity to significantly improve the way it managed its physical documents. “A key objective of the initiative was to provide this new capability as an organization-wide solution versus business unit by business unit. The strategy was to offer a system that was scalable and supported document storage and retrieval across all Oneida business units.”
OnBase has truly become an important enterprise asset for the Oneida Tribe of Indians of WI. Since the initial implementation, Oneida Nation has over 2.4 million documents in their OnBase system and over 600 employees in over 20+ departments using OnBase. Please read more to see how OnBase has influenced specific departments within The Nation.
The Business Committee are the elected officials of the Oneida Tribe of Indians of Wisconsin. The Tribal Secretary and Oneida’s Records Management Department are responsible for maintaining accurate documentation of Business Committee and General Tribal Council meeting minutes and making them available to tribal members upon request. Past years of minutes have been scanned into OnBase. Using OCR capture technology and “full text indexing”, Records Management has provided a powerful research tool to the tribal members.
The Division of Land Management was one of the first “quick wins” for an OnBase implementation. Land Management is responsible for managing the records for all tribal lands that are in “Federal Trust.” The integrity of the original documents needed to be preserved and at the same time reviewed by multiple people at the same time. Records that were imported into OnBase included: contract negotiations, property deeds, meeting minutes, etc.
The Accounting Department originally started as a mere attempt to scan Account Payable checks, but they quickly realized the power of OnBase document management and they now scan about forty different categories of documents into OnBase.
"OnBase has transformed our organization. Naviant provides us with the high quality support we come to expect from a vendor."
The Employee Health department believes OnBase to be an incredible asset in their department. After moving from an older Paradox system for their Case Management needs, OnBase provides a dependable solution that allows for more than one user to be in the system at a time.
The Background Investigations Department of the Oneida Gaming Commission implemented OnBase as part of a later phase. The transition into OnBase proved as of today, their entire paper filing system has been converted into digital records.
The use of OnBase in the Security Department meant that the data entry staff had begun the process of scanning all Daily Log Book forms (shift rotations, radio logs, key logs), vehicle mileage logs, visitor logs, and PSM delivery logs into OnBase for easy electronic retrieval.
The entering of this data into OnBase has allowed various departments to retrieve information on their own at a moment’s notice, without retrieving a physical paper file from a warehouse (Oneida Nation’s old process). Various business units are now able to retrieve department documents at their convenience.
"It is important to us to be as self-sufficient as we can, but Naviant is always there when we need assistance. We estimate a labor savings in excess of two million dollars annually. OnBase document management has transformed how we do business."
The Oneida Tribe of Indians of Wisconsin’s Higher Education department has been able to greatly improve customer service response time. In addition to this, many costs have been eliminated from the budget.
The Oneida Comprehensive Health Division consists of Primary Medical care, Behavioral Health, Dental, Optical, Pharmacy, Long Term care, Contract Health,and other related services. OnBase Front Office Scanning is being used to capture Insurance cards, Tribal ID, HIPAA release forms, and other forms of Identification at the time of check-in for patients.
Once captured, these documents are made available to other service areas, such as Pharmacy, using OnBase Application Enabler. With the ongoing implementation of GE Healthcare’s Centricity Electronic Medical Records System, OnBase is being used to integrate documents from outside specialty providers using an HL7 interface.
Initial OnBase Purchase
E-Forms & Electronic Signatures
Land Records & Commissions
Gaming / Casino
Records Management & Retention Consulting
Healthcare Medical Records FOS Software
Tribal Historic Preservation
Records Management Implementation
Security & Surveillance
Time & Attendance
Integration with GE Centricity for Medical Records
OnBase Report Services
Integration with Microsoft Outlook
Case Management for Zoning Department
Accounts Payable Automation