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
Outcomes
1
5
1
Custom Zip import tool
55
Standardized workflows across divisions
Overview
Challenges
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Deployed OnBase to unify current and historical content, replacing fragmented, inconsistent storage with a governed repository.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
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
Client Experiences
Rhonda Larson
Manager of Records / OnBase Product Owner, Oklahoma DEQ
Results
Shift to The 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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