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