What Happens After Go-Live? How to Optimize OnBase Post-Implementation

Direct Answer: After going live with Hyland OnBase, organizations should focus on continuous improvement, governance, and user adoption to maximize ROI. Expanding workflows, establishing strong oversight, and providing ongoing training ensures OnBase delivers long-term business value.

Going live with Hyland OnBase is more than checking a box on your project plan—it’s the launchpad for unlocking the platform’s full potential. Too often, organizations stop short at implementation and miss out on the real gains OnBase can deliver. The real question isn’t “What’s next after go-live?”—it’s “How do we turn this system into lasting business value?”

When your organization completes its OnBase implementation, the real journey begins. The initial rollout is a milestone worth celebrating, but it’s only the foundation. To fully realize your return on investment, you need a post-implementation strategy designed to keep OnBase evolving alongside your business.

Whether you’re a project lead, IT manager, or department head, your goal after go-live should be clear: optimize OnBase for long-term success through continuous improvement, strong governance, and high user adoption.

1. How to Continuously Improve and Expand OnBase After Go-Live

Many organizations use only a fraction of OnBase’s capabilities after launch. Without a proactive expansion plan, you risk missing opportunities to automate processes, reduce costs, and improve efficiency.

Best practices for ongoing improvement from Jonathan McKernan, DataBank Professional Services Director:

• Identify new use cases: Work with department leaders to uncover workflows that could benefit from automation—such as HR onboarding, vendor management, or compliance tracking.

• Run discovery workshops: Collect feedback and prioritize enhancement requests quarterly.

• Leverage modular features: OnBase’s modular design makes it easy to add functionality without major disruption.

• Create a multi-phase roadmap: Align new features and upgrades with evolving business goals.

2. OnBase Governance and Maintenance Best Practices

A robust governance framework keeps OnBase secure, compliant, and performing at its best. Without proper oversight, you risk slowdowns, security breaches, and compliance violations.

Key governance steps:

• Assign clear ownership: Define roles for system administration, security, and document control.

• Document change management procedures: Standardize configuration updates.

• Monitor system health: Review performance metrics, error logs, and storage usage monthly.

• Conduct security and compliance audits: Verify access levels and retention rules.

• Plan regular upgrades: Stay current with Hyland’s latest features and patches.

3. OnBase User Training & Change Management Strategies

Even the most advanced system fails without strong adoption. User engagement ensures OnBase delivers its intended business value.

Action steps for improving adoption:

• Offer ongoing training: Combine role-specific onboarding with refresher courses.

• Explain the “why”: Communicate how changes improve workflows and benefit users.

• Establish a feedback loop: Gather user insights via surveys or support tickets.

• Empower departmental champions: Identify power users to help peers.

4. First 90 Days Post-Implementation Checklist

Within the first 3 months after go-live:

1. Audit system performance and resolve configuration issues.
2. Hold at least one user feedback session.
3. Identify and prioritize 1–2 quick-win automation projects.
4. Schedule your first governance review.

Conclusion: Turning Go-Live Into Long-Term Value

Going live with OnBase is a major accomplishment—but it’s just the start. By focusing on continuous improvement, strong governance, and proactive user adoption, you can turn your ECM platform into a long-term competitive advantage.

Contact us to schedule an OnBase Optimization Audit and uncover hidden opportunities to maximize your system’s potential.