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Case study
See how Oklahoma DEQ standardized 55 workflows on OnBase with DataBank, replacing fragmented file storage and speeding permit approvals statewide.
Industry
Public Sector
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.
Outcomes
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
Legacy Zip file storage and freeform text fields led to inconsistent entry and retrieval
Divisions worked independently without unified documentation or workflows
Years of documents, keywords, and document types had to be migrated accurately
Implementation
Deployed OnBase to unify current and historical content, replacing fragmented, inconsistent storage with a governed repository.
Documented and implemented consistent processes so teams operate on the same playbook, improving usability and governance.
Developed a custom Zip import tool using DOC handles to migrate legacy files while preserving metadata and ensuring precise indexing.
Validated migrated data against compliance requirements and established governance standards to sustain accuracy going forward.
Working sessions and joint planning between DEQ and DataBank ensured the solution fit day to day realities and long term objectives.
Key Takeaways
Improved information governance with a centralized, governed repository
Faster permit approvals enabled by simultaneous collaboration and streamlined workflows
Unified data access current and historical data connected and accessible through OnBase
Tailored, sustainable solution built through collaborative design
Results
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Learn how Oklahoma Department of Environmental Quality (DEQ) partnered with DataBank to address a critical challenge and deliver measurable results.
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