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 |
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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 |
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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 |
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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 | Personnel files, benefits, leave records, performance evaluations |
Financial Records | Budget proposal drafts, finance team collaboration, workflow approvals | Contracts, journal entries, asset tags, budget allocations |
Faculty/Staff Content | Departmental collaboration, project planning, meeting notes | Permanent job records, compliance documents |
For questions about ongoing requests, please contact the IT Service Center at oithelp@colorado.edu.