Data Ownership: OnBase

How Does Data Ownership Apply to OnBase?

Data Owner is responsible for:

  • Defining the level of quality and standards for the documents scanned and indexed into OnBase
  • Defining naming conventions for documents scanned and indexed into OnBase
  • Defining the data steward roles and responsibilities.  This includes:  
    • Identifying who are the data stewards (i.e., individuals within your department/group who will have access to OnBase)
    • Determining their responsibilities and required level of access/permission (e.g., scanning, indexing, editing, viewing, deleting)
  • Determining document sharing needs (who should have access to documents outside of your department)
  • Reviewing access controls on a scheduled basis  (i.e. who has access and at what level, the controls over granting access, changing access levels, and revoking access)
  • Determining the business processes for OnBase use
  • Determining how data and documents will be printed/distributed/viewed
  • Determining the records retention requirements
    • Document how long documents will be retained
    • Determine if documents will be automatically deleted/purged or inactivated/archived
  • Planning for system outages, business continuity, and disaster recovery 

Data Owner Action Items

Participate in initial OnBase “project” setup

  • Provide a documented, well-defined business process
    • How will OnBase change your current business process?
    • Will workflow be utilized?
    • How will documents be reviewed for quality control?

Perform periodic reviews of who has access to your documents

  • Data Custodian will provide necessary reporting to assist in annual review, upon request
  • Is current structure still appropriate?  (e.g., access. storage, retention policy)
  • Submit documentation to correct/remove access as needed
  • Work with Data Custodians to update structure where necessary
  • Maintain internal documentation to support reviews & project documentation
  • Who has access/permissions to reports

Define your Records Retention Needs

  • A clear, well-defined retention plan will ease the automation in OnBase
  • Schedule periodic review of your documents
  • Define purge & archive criteria at the custom document level (indexing)

Who should be the Data Owner?

Process owner level

  • Functional/business process

Data Custodian

  • OnBase Product Manager (ITS)

Are you the right person to own this data?

  • If the data owner has changed, be sure to submit an OnBase Request to notify ITS of this change.  
  • The functional leader of the area is a good candidate to be the data owner.  A proxy or delegate, who may have more hands on or daily responsibilities over the data, can be named the data steward.
  • The data owner is ultimately responsible and accountable for the security and integrity of the data.
  • The data steward is assumed to have authority in the absence of the data owner.  The data steward works under the guidance of the data owner to maintain a proper level of security and integrity.

Information Technology Services Role

The OnBase Product Manager

  • Serves as the Data Custodian for OnBase
  • Coordinates with the various ITS departments to support the OnBase technology
  • Acts as the single point of contact with the vendor
  • Helps Data Owner/Data Stewards meet departmental goals
  • Implements the strategy and rules you determine for your data
  • Ensures data is protected through:
    • OnBase application-level support and expertise
    • Security controls
    • Backups, retention, off-site storage

How do you get help?  Submit an OnBase Request to:

  • Learn more about OnBase 
  • Request a new project or changes to your existing OnBase project
  • Request access to OnBase for a new user or a change in access privileges
  • Request training
  • Add new document types or keywords
  • Request a Unity Client license


Article ID: 136178
Fri 10/8/21 4:18 PM
Wed 1/11/23 9:20 AM

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OnBase is an Enterprise Content Management (ECM) and process management system used to scan and store documents, as well as create workflows to help processes move more efficiently. Let us help you convert your paper documents, microfilm/fiche, and archived documents into organized electronic files that are safe, secure, and easy to use from anywhere. OnBase is the first step in your digital transformation.