Oklahoma DPS Boosts Daily Report Processing from 10 to 45
Oklahoma Department of Public Safety
The Oklahoma Department of Public Safety is a multi-service law enforcement agency protecting Oklahoma residents, staffed by 750 commissioned officers and 450 civilian employees statewide.
Industry
Public Sector
Challenge
An outdated database left the Department a full year and more than 4,500 reports behind on the periodical medical reports required for driving privileges.
Results
A five-month migration to OnBase cleared the backlog, lifted daily report completion from 10 to 45, and brought documentation to roughly 80 percent paperless.
Solutions
Outcomes
4,500+
Periodical medical reports cleared from the backlog
10 to 45
Average daily report completion
3 to 1
Documentation locations consolidated
~80%
Paperless documentation reached
Overview
Oklahoma DPS relied on an outdated, simple database to manage medical standards documentation required for driving privileges, falling a full year and over 4,500 reports behind on periodical medical report processing. Already engaged with DataBank under state contract SW1013, the Department migrated quickly to OnBase, modernizing document storage and processing while enabling multiple staff members to access records simultaneously and work more efficiently.
Challenges
Legacy database lacked capacity for growing volumes of driving review and healthcare documentation
Department was a full year and over 4,500 reports behind on medical report processing
State licensing protocols required better, more reliable documentation to support constituent needs
Implementation
Leverage Existing State Contract
DataBank was already engaged under state contract SW1013, so the Department moved into implementation without a lengthy procurement process.
Migrate to OnBase Platform
DataBank migrated the Department’s medical standards documentation from a simple legacy database into OnBase for digital storage and processing.
Enable Multi-User Access
The new system let multiple department members access documents simultaneously, consolidating documentation locations and increasing efficiency.
Complete Project in Five Months
DataBank planned, implemented, and finalized the project in five months, with every deadline met along the way.
Key Takeaways
An existing state contract turned a year-long backlog into a five-month project and nearly quadrupled what the Department clears in a day.
Backlog Cleared
More than 4,500 reports brought current after a year-long backlog
Throughput Quadrupled
Average daily report completion rose from 10 to 45
One Place To Look
Documentation consolidated from three locations into one
Contract As Accelerator
State contract SW1013 kept procurement off the critical path
Results
Client Experience
“DataBank was great. They took every thought of mine and made suggestions to continue making the project better. They asked, ‘Have you thought about doing it this way?’ They were helpful and constructive. When they said they would deliver, they delivered. Every deadline was hit. It was a fantastic experience.”
Executive Projects Manager
Oklahoma Department of Public Safety
View Full Case Study
Learn how the Oklahoma Department of Public Safety 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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