Oklahoma DHS Modernizes Secure Adoption Document Delivery with OnBase
Oklahoma Department of Human Services (OKDHS)
The Oklahoma Department of Human Services (OKDHS) supports adoption services across the state, requiring staff to securely share highly confidential documents with prospective adoptive parents while maintaining compliance, privacy, and timely case progression.
Industry
Public Sector
Challenge
Printing and mailing adoption packets slowed case processing, and inconsistent security practices created compliance risk for confidential records.
Results
An integrated OnBase and OneDrive solution automated secure delivery, standardized encryption, and cut manual effort for adoption services.
Solutions
Overview
OKDHS relied on manual mailing and inconsistent digital file-sharing methods to distribute sensitive adoption documents. DataBank implemented an integrated OnBase and OneDrive solution that centralized document management, automated secure delivery, standardized encryption and password protection, and reduced manual effort. The result was a faster, more secure, and scalable document-sharing process for adoption services.
Challenges
Operational Efficiency: Printing and mailing adoption packets slowed case processing and document delivery
Security and Compliance: Inconsistent security practices created compliance risks for confidential adoption records
Process Consistency: User-dependent workflows increased administrative effort and reduced process consistency
Implementation
Assessed Existing Process
Reviewed adoption document workflows, identified security gaps, and defined automation requirements for compliant digital delivery.
Integrated Platforms
Connected OnBase with OneDrive to centralize document management and automate secure document distribution.
Standardized Security
Applied consistent encryption, password protection, and controlled document access across every transaction.
Automated Delivery
Reduced manual intervention while improving consistency, speed, and scalability for adoption document sharing.
Key Takeaways
Moving adoption document delivery into OnBase and OneDrive took the mailroom out of the process without loosening a single control.
Paperless
Printing and mailing of adoption documents eliminated
Faster Delivery
Secure digital delivery to prospective families
Standardized Security
Consistent encryption and password protection applied to every transaction
Scalable and Compliant
A scalable, compliant document-sharing process for adoption services
Results
View Full Case Study
Learn how the Oklahoma Department of Human Services 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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