OIT supports two document management platforms, OnBase and Microsoft SharePoint. While these platforms share some common functionality, one service may offer distinct advantages over the other depending on the specific business processes involved. The comparison chart below highlights the business process characteristics best served by each product. Assess your document management needs using these criteria to determine the most suitable solution.
Data
Category
SharePoint
OnBase
Data Classifications
Public, Confidential
Public, Confidential, Highly Confidential
Data Structure
Unstructured, User-Driven Activity
Structured, Process-Driven Activity
Data Organization
Manually Organized
Automatically Organized
Data Complexity
Simple Sets of Primary Documents
Complex Sets of Transaction or Process Supporting Documents
Data Creation
MS Office Document Creation (Optimization)
Document Imaging (Scan, Sweep, DIP, etc.)
Data Capture
MS Forms, Power Automate
Various Forms or Business Processes
Data Source
User Created
Various Sources of Origination & Integration
Data Retention
User-driven Retention
Automated, Policy-based Retention
Data Search/Retrieval
Site Column Search
Targeted, Full Text & Attribute Search
Repository Type
Department/Project-based Repository
Repository of Record
Workflow
Category
SharePoint
OnBase
Workflow complexity
Task Management Workflow
Complex, Multi-level Workflow
Workflow Type
People-Centric Workflow (Ad-Hoc)
Integration with University Systems
Workflow Recurrence
One-off, Project-based Processes
Repetitive, Transactional Processes
Collaboration
Category
SharePoint
OnBase
Collaboration
Collaborative
Controlled
Access
Internal and External users, Site owner controlled.
Faculty/Staff within colorado.edu only, Centralized Control (OIT Managed Access)
Target Audience
Wide Audience Use
Controlled Audience Use
Information Sharing
Free-form Content (Web Pages, Blogs, Wikis, RSS)
Managed Content (Business Records)
Use Cases
Category
SharePoint
OnBase
Student Records
Student program planning, internal communications
Transcripts, PRCs, financial aid docs, disability services records
HR Content
HR policies in progress, onboarding resources, internal HR communication
