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Case Study

From Zip Files and Siloed Workflows to a Unified OnBase Platform

Oklahoma Department of Environmental Quality (DEQ)

The Oklahoma Department of Environmental Quality safeguards public health and the environment statewide through regulation, permitting, monitoring, and stewardship across air, water, and waste programs.

Industry

Government

Challenge

Oklahoma DEQ relied on Zip file storage and freeform fields, making records inconsistent, hard to retrieve, and difficult to govern.

Results

DataBank implemented OnBase, standardized workflows, and migrated years of content so teams collaborate faster and move permits forward securely and confidently.

Solutions

Data Management & Automation
OnBase ECM Services

Outcomes

1

Centralized OnBase content platform

5

Implementation steps completed together

1

Custom Zip import tool

55

Standardized workflows across divisions

Overview

The Oklahoma Department of Environmental Quality protects public health and the environment across the state. Its legacy records approach relied on Zip files and freeform fields, with minimal documentation and limited functionality, which made consistency, retrieval, and governance difficult. DataBank implemented OnBase as a centralized content platform to modernize operations and give teams a more reliable way to manage and find information.

Challenges

Lack of Structure: Legacy Zip file storage and freeform text fields led to inconsistent entry and retrieval

No Standardized Processes: Divisions worked independently without unified documentation or workflows

Complex Data Migration: Years of documents, keywords, and document types had to be migrated accurately

Implementation

Centralized OnBase Platform

Deployed OnBase to unify current and historical content, replacing fragmented, inconsistent storage with a governed repository.

Standardized, Cross‑Division Workflows

Documented and implemented consistent processes so teams operate on the same playbook, improving usability and governance.

Custom Zip Import and Accurate Indexing

Developed a custom Zip import tool using DOC handles to migrate legacy files while preserving metadata and ensuring precise indexing.

Compliance and Governance Alignment

Validated migrated data against compliance requirements and established governance standards to sustain accuracy going forward.

Collaborative Delivery

Working sessions and joint planning between DEQ and DataBank ensured the solution fit day to day realities and long term objectives.

Key Takeaways

Centralized governance, quicker permit approvals, connected records access, and a collaboratively designed platform deliver sustainable modernization

Centralized Governance

Improved information governance with a centralized, governed repository

Accelerated Approvals

Faster permit approvals enabled by simultaneous collaboration and streamlined workflows

Connected Records Access

Unified data access current and historical data connected and accessible through OnBase

Co-Designed Solution

Tailored, sustainable solution built through collaborative design

Client Experiences

Rhonda Larson

Manager of Records / OnBase Product Owner, Oklahoma DEQ

“We were looking at issues and challenges and were able to bring the DataBank team in to evaluate approaches to those items. From think tanks to meetings to what‑ifs, both teams discussed the best ways to implement and maintain the system.”

Results

Shift to DataBank Cloud managed hosting, upgrades, monitoring, and security and compliance support for ECM and OnBase.

Expand OnBase WorkView into a full Solutions Hub to broaden workflow capabilities across divisions.

Increase staff certifications to strengthen long‑term sustainability and internal ownership.

View Full Case Study

Learn how Oklahoma DEQ partnered with DataBank to address a critical challenge and deliver measurable results. This case study provides a clear overview of the problem, the solution, and result.

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