UITS Service Overview: OnBase

Service name: OnBase

Role: Secure electronic document storage, workflow


OnBase serves as an enterprise-level electronic document management service. It provides for storage of documents in an electronic format, reducing the paper stored within the office. Additional services available within this system include the ability to source OnBase documents from other systems, routing of documents in a sophisticated workflow, and securing/sharing documents in a common manner.

Cost: Free of charge

Further reference: About OnBase at IU, IU OnBase site

Adoption process: Email request to service provider.

Service contact information: OnBase Support Request

Platform restrictions: Web, Windows

Meets UIPO/UISO guidelines: Yes

Data classification approval: Critical, including protected health information (PHI); some use cases may require the involvement of the IU HIPAA Compliance Office (this is determined during the OnBase intake process)


This UITS system or service meets certain requirements established in the HIPAA Security Rule thereby enabling its use for work involving data that contain protected health information (PHI). However, using this system or service does not fulfill your legal responsibilities for protecting the privacy and security of data that contain PHI. You may use this system or service for work involving data that contain PHI only if you institute additional administrative, physical, and technical safeguards that complement those UITS already has in place.

If you have questions about securing HIPAA-regulated research data at IU, email securemyresearch@iu.edu. SecureMyResearch provides self-service resources and one-on-one consulting to help IU researchers, faculty, and staff meet cybersecurity and compliance requirements for processing, storing, and sharing regulated and unregulated research data; for more, see About SecureMyResearch. To learn more about properly ensuring the safe handling of PHI on UITS systems, see the UITS IT Training video Securing HIPAA Workflows on UITS Systems. To learn about division of responsibilities for securing PHI, see Shared responsibility model for securing PHI on UITS systems.

This is document bdzu in the Knowledge Base.
Last modified on 2020-03-30 18:22:34.