From the KnowledgeBase

OnBase Document Imaging: Answers to Frequently Asked Questions (FAQ)
OnBase is an Enterprise Content Management tool available to Princeton faculty and staff.

What is OnBase?

OnBase provides a structured repository for secure document storage and retrieval. OnBase is a good option for storing business records, automating business processes using workflow, electronic forms, full-text search capabilities, and document imaging.

What University system does OnBase replace?
None. OnBase is one option for document storage that is offered by OIT. For more information, see File Sharing: Answers to Frequently Asked Questions. Upon request, OIT can assist your department in identifying the most appropriate tool(s) and services to meet your specific needs.

Who can use OnBase?

  • Any Princeton department can implement an OnBase application.

When should I consider using OnBase?

  • When you need to store business records
  • When you need to reclaim storage space used by paper records
  • When you want to automate a business process using workflow
  • When you want to replace a paper form with an e-form that can be filled out and submitted online
  • When you want to make scanned images available through other applications (i.e. PeopleSoft)

What other features does OnBase provide?

  • Document Management
  • Document Imaging (scanning)
  • OCR (Optical Character Recognition) to make the contents of scanned images searchable
  • Full Text Search capabilities
  • E-Forms
  • Workflow
  • In-Bound Fax Capture

How does OIT charge for OnBase licenses?
OIT offers basic OnBase user licenses at no fee to University departments. In addition to user licenses, there are a number of OnBase modules owned by the University that can be used at no cost, such as document imaging and OCR processing. The cost of new modules varies.

How does OIT charge for OnBase services?
The cost to configure an OnBase application varies depending on the project's size and complexity. Many small to medium projects can be completed at no cost to the department. Departments can also request up to 30 hours of custom integration or e-form development work from Departmental Application Services (DAS) at no charge. Customers also have the option to continue beyond 30 hours at a nominal hourly rate. Larger projects may be referred to the ESPG process, or to a business partner for services.

How do I start an OnBase project?
Departments interested in using OnBase should contact Devaki Ginde ( to begin. OnBase projects are scheduled based on their size and complexity. Smaller projects, such as a basic scan/retrieve solution, are processed on a first-come, first-served basis.

How do I stay informed about what's happening with OnBase?
OnBase users are encouraged to join the OnBase User Group (OBUG) that meets monthly.

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Last Updated:
December 11, 2015

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