Williams County government is about to move forward with a software suite that is expected to increase efficiencies and save time and money in the process.
Commissioners met with department heads and other elected officials on Monday to discuss implementation of OnBase solutions for document origination, document management and records management.
According to the company, OnBase eliminates paper documents and records, automates processes like document reviews and easily makes information available to those who need it. OnBase provides a 360-degree view of processes and supporting information, from records and documents to emails and meeting notes. The platform can send automatic notices, create audit trails and help users manage cases from start to finish.
OnBase is not new to Williams County workstations. According to Commissioner Terry Rummel, the county has utilized an OnBase system for the last 10 years. However, that system has not been utilized across multiple departments and offices.
By expanding OnBase usage, county offices and departments can increase efficiencies by eliminating not only paper but commuting as well. “We have people driving all over the county just to bring us information,” Rummel said.
Representatives of Williams County will visit other regional governments to view how implementation of OnBase has worked for them. Lucas and Wood counties are among those currently using OnBase.
After that assessment, it’s anticipated that the first priority for the new system will be the county’s budget process. Following that, documents and records management systems will be introduced to the system.
In addition to workflow and better documents and records management, Commissioner Lewis Hilkert noted that the OnBase system will save the county money. With regard to records and documents, there are laws and equations that require governmental bodies to store documents for specific periods of time. Stored electronically, documents don’t take space. Paper files, however, would continue to build up and require the county to find or build the space to store them.
Hilkert said an electronic records management system eliminates the need for the county to spend an estimated $300,000 on storage space that has been under consideration for construction at the County Annex building.