INFORSET TECHNOLOGIES

LIMITED (ITL)


TECHNICAL PROPOSAL

P.O BOX 73725, 00200 NAIROBI, KENYA
Tel: +254 20 2172 043
www.inforsetltd.com


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TABLE OF CONTENTS
INTRODUCTION ..................................................................................................................................... 1
Company Overview .....................................................................................................................................................1
Vendor Strategic Partnerships ....................................................................................................................................2
Personnel ....................................................................................................................................................................2
Proposed Solution .......................................................................................................................................................3
OnBase EDMS System ............................................................................................................................ 5
Functionalities ...................................................................................................................................... 5
Access .........................................................................................................................................................................5
Process ........................................................................................................................................................................8
Integrate .................................................................................................................................................................. 12
Store ........................................................................................................................................................................ 13
Measure .................................................................................................................................................................... 14
TECHNICAL CAPABILITIES ................................................................................................................... 15
System Architecture ................................................................................................................................................ 15
Configuration ........................................................................................................................................................... 16
Infrastructure .......................................................................................................................................................... 16
Scalability ................................................................................................................................................................ 17
IMPLEMENTATION AND SUPPORT .......................................................................................................................... 18
Deploy OnBase on-premises ................................................................................................................. 18
Deploy OnBase on-cloud ...................................................................................................................... 18
Why the cloud? .................................................................................................................................... 18
Tech Support ....................................................................................................................................... 19
TRAINING ................................................................................................................................................................. 20



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INTRODUCTION
Company Overview
Background
Inforset Technologies Ltd is a privately owned Kenyan IT company, incorporated in 2013 with offices
located in Lavington, Nairobi. The company comprises of a Board of Directors and a Management
team with a combined experience of 30 plus years in the fields of IT, Research and Marketing.
The firm was established to address gaps in ICT sector with the aim to provide tailor-made IT
solutions, storage, training and research to meet customer needs in Kenya, East Africa and the
African region.
We pride ourselves in addressing clients needs in a professional manner taking into consideration
quality, cost and timelines.
Mission
Provide tailor-made IT solutions, storage, training and research to meet customer satisfaction.
Vision
To be the African regional center for IT solutions
Motto
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Core Values
Professionalism
Quality
Team spirit
Accountability
Eco-friendly
What we do
Electronic Document Management System
(EDMS)
Digitization (Scanning and Indexing)
Storage Facilities Services
IT Hardware and Infrastructure
ICT Consultancy
IT and Customer care training
Surveys and Market Research
Call Center Services



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Vendor Strategic Partnerships
We have established partnership with various renowned companies. These companies include:
Hyland Software
M-Files
Microsoft
Personnel
Inforset has over 15 employees and consultants all dedicated to provide our clients with state-of-the-
art solution.
The following are number of employees per department.
Sales and Marketing - 3
Product Development - 3
Client Service - 2
Client Support - 2
Administration and finance 3
Management - 2









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Proposed Solution
Electronic Document Management System (EDMS)
Inforset Technologies Limited would like to propose the OnBase solution to Geminia Insurance.
OnBase is a software system for organizing and storing different kinds of documents. It is used to
manage digital documents that are versions of the original paper documents. It provides efficient
central storage and retrieval of large volume of digital documents.
Before storage is done, Geminia Insurance needs to first digitize all registry and archived
documents.
Digitization
Digitization is the process of converting any hard copy information such as text, maps, images etc
and storing the results in digital form. During conversion, documents are scanned and indexed for
preservation, retrieval, access and sharing of information.
Black and white, gray, and color paper records can be scanned. Any kind of record can be scanned
including color text documents, photographs, and maps, plans, and engineering drawings.
Scanned records are usually saved as PDF, TIFF files or JPEG.
Project Overview
Inforset Technologies offers digitization services either on-site or off-site. Our primary goal is to
provide a seam-less transition from paper to paperless," allowing you to provide uninterrupted
service. Our imaging specialists have all the required experience to move through the process quickly
and accurately. Our project life cycle is as follows:
1. Conducting a site visit, review, analysis and compile an Inventory
Inforset team will come to your site to understand the complexities and nuances of your document
workflow.
Our team will inventory your information and provide a detailed tracking manifest of all of the
information we've received. This provides a preprocess inventory used as a quality control measure
to reconcile with post conversion output.
2. Document Preparation


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Preparing documents for scanning is a time-consuming part of the process. Our experts will remove
all staples and fasteners, repair any ripped or torn pages, and carefully sort out the different
sections of all files, ensuring that you can access the information you need, when you need it.
4. Imaging
Our high speed document imaging department is equipped with technologically advanced equipment
that can provide excellent data capture and character recognition services. Each page can have an
imprinted DCN (Document Control Number) ensuring a 100% conversion rate.
5. Quality Control
When scanning clients records, and specifically claims file, quality control is essential. We review
every image to ensure readability and quality. Each image is carefully analyzed to ensure that
nothing is missed during the scanning process, and our indexing metrics target a 100 % accuracy rate.
6. Indexing
Inforset will work with Geminia Insurance team to tag all your records with pertinent information so
that you can access the scanned images through OnBase EDMS. We can index your files based on last
claim, claim number, first and last name, and any other information necessary.
7. Importing your data into Onbase system
Inforset team will integrate all the imaged data to Onbase platform. Your backfile conversion will
merge with current images providing a seamless record database for easy access and secure storage.
8. Inventory of your documents and disposition
Geminia Insurance may want to preserve the physical paper for unforeseen historical or legal issues,
or for other internal business controls. Inforset offers secure document storage to archive your
information for as long as it's needed.




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OnBase EDMS System
Functionalities
Access
Client User Interface
1) Users can easily navigate and perform their primary job tasks with little-to-no training and
with intuitive ribbon-style toolbars, tabs, and easy access features that are based on the
familiar look and feel of Microsoft Office products.
2) Offers capabilities for users to personalize their user experience (e.g., personalized home
page that opens to personal workflow lifecycles, stored favorite retrievals, etc.).
3) Displays all of the associated information about a document right alongside the image itself
displaying index values, notes, related documents, revisions, discussion threads, and
document history.
4) Provides ability to display the document being indexed in a preview pane during the indexing
process.
5) It provides ability to auto-import camera images and media files directly from a connected
device.
6) Users can play, stop, and pause multimedia files (audio / video) with the native viewer.
Web Client Interface
1) Has a dashboard component to create and manage personalized interfaces that present end
users with access to priority content and tasks (e.g., workflow status report, commonly used
document searches).
2) Offers full support for the Internet Explorer and Mozilla Firefox browsers on the Windows
platform as well as full support for the Mozilla Firefox browser on the Macintosh platform.
Search Experience
1) Solution enables users (not administrators) to create their own personalized saved searches.
2) Meaningful document names appear in a search results list that contain both static text as
well as defined index values, offering a more detailed description of the documents returned.
3) Allows advanced full text search capabilities including fuzzy, inflectional, thesaurus,
Proximity, wild card, and SOUNDEX.
4) Provides ability to utilize full text searching alongside index value search. Provide a screen
shot depicting this capability from a single interface.
5) Allows users to search for multiple document types (e.g., text / COLD, image, PDF, Word,
etc.) in one search.


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Search Microsoft Office
OnBase provides capabilities to not only retrieve and archive to the EDMS system from the native
office toolbar, but also search and retrieve EDMS stored content from directly inside the native
office application.
Retrieval
The EDMS (OnBase) has the ability to automatically link related documents of similar or different file
types to each other (e.g., a mainframe-generated text file to a TIFF image).
Integrated Workflow
OnBases workflow experience is integrated to provide task buttons and user interaction on a menu
right from selected or open documents through standard document retrieval (i.e., user does not need
to enter the workflow client). Provide a screen shot depicting this embedded workflow functionality
in your viewer.
Offline Client Experience
Mark for Offline Availability function is used to specify the documents and other objects
to be available without a network connection. The selected documents will be shown in the Offline
view
Mobile Devices
OnBase provides natively built interfaces to standard mobile devices - BlackBerry, iPad, iPhone,
Windows Phone, and Droid.
Client Deployment
The EDMS offers a ClickOnce deployable solution for the client interface, minimizing administration
overhead and supporting IT policies.
E-Mail Integration
1) Allows drag-and-drop import of messages into the EDMS using e-mail client folders in order to
automate the classification and indexing of e-mails and attachments (e.g., a user could
create a folder for purchase orders, one for invoices, another for resumes, etc.).
2) Allows e-mails and attachments to be automatically imported and fully indexed into the
system without any user intervention or data entry.
3) Provides integration with Lotus Notes.


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E-Mail Integration to Workflow
OnBase allows the user to access the EDMS systems workflow processes from the e-mail client
interface, with the ability to decision items (execute tasks) and view related documents directly
from the e-mail message notification.
E-Mail Archive
1) Availability of an E-mail Archive that offers the ability to assign time-based retention to e-
mails with the ability to put an e-mail or group of e-mails on hold, preventing automatic
destruction.
2) It supports single instance storage of both e-mail and attachments. For example, e-mails and
attachments are only stored once in the E-mail Archive, with the sender and all recipients
pointing to one record / file.
3) The ability for users to access an e-mail in the archive directly from their client.
4) The ability to search on e-mail index values and / or perform a full-text search on e-mail and
attachment content.



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Process
User Environment
The workflow configuration and user interface environments are integrated with the rest of the EDMS
solution (i.e., you can access the workflow interface from within the client environment).
Process Initiation
OnBase allows documents to be added to a workflow in several different ways, including:
Scanning
Enterprise text report processing
Electronic forms processing
Document import processing
API
E-mail interface
Drag and drop from a line-of-business application screen
Adding documents already stored within the solutions repository to a workflow
process at a specific point-in-time
Immediately upon import, based on the document type, OnBase automatically identifies with which
workflow processes to associate a given document.
Configuration
OnBase provides ability for the workflow process to interact directly with defined Web services,
allowing external data received to be used as part of a workflow process (i.e., confirm a delivery
date from a website such as ups.com). This is to be accomplished out-of-the-box with point-and-
click configuration.
Work Distribution
The automatic distribution and sorting of work based on load balancing rules is a reality in OnBase.
Rules include role, availability, percentage, order of arrival, index values, or the size of existing
workloads for users, as well as custom- built work distribution rules. This load balancing also allows
for the rebalancing of work to users if inequity is discovered within the workflow processes.
User Experience
Customized instructions are displayed within the workflow application, directing the end user on
what functionality they can or should execute.


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Decision Making
1) The ability to perform parallel processing by automatically routing a single document through
multiple business processes simultaneously and allowing multiple users to access and work on
the same document is provided.
2) Upon execution of a task within a workflow process, solution provides the ability to
automatically present a prompt requesting additional information for downstream processing
(e.g., hiring manager determines a candidate as a no fit for a given position and is
prompted for feedback on candidates positioning for a role elsewhere in the organization).
This is to be accomplished out-of-the-box with point-and-click configuration.
Routing
Many workflow processes require the user to select a simple decision task such as approve or
deny. It offers additional out-of-the-box tasks to users, allowing them to execute more business-
specific functions (e.g., simple tasks such as print, annotate, and email; advanced tasks such as
calling out to external systems, advanced routing, document composition, or the creation of an e-
form).
Integration
OnBase provides the ability to present and access workflow from the locations noted below. This
should be accomplished out-of-the-box or through a productized offering.
BlackBerry
iPad
iPhone
Windows Phone
Droid
Standard Client
Outlook
Web Client
Line-of-Business Application
SharePoint
URL string



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Process Modeling and Analysis
1) The system includes native capabilities to provide, or have partnerships for business rules
engine, process modeling, process simulation, and process reporting.
2) It supports, out-of-the-box, the graphical design of workflows with a BPMN compliant
designer.
3) BPMN compliant designer is able to produce BPEL standard language.
Reporting
OnBase produces reports utilizing custom transactions (e.g., approval time stamps added by a
specific user during a transaction).
It provides preconfigured workflow reports that detail processing information such as:
Average Time to Process Document per Lifecycle
Daily Workflow Usage
Document Process Time per Workflow Queue
Documents Processed per Queue
Documents Resident per Queue
High or Low Document Processing Identification
Queue Processing Time per User in Minutes
Electronic Forms
1) Workflow solution will include, at no additional cost, your native electronic forms
application.
2) It supports the use of electronic forms natively without requiring the purchase of any
proprietary forms software.
3) Its electronic forms offering will be architected in a way to interact with other parts of your
EDMS repository including:
Document import capture
Web (online form submission)
Web portal and SharePoint (form creation / submission through portal)
Index value design and structure
Cross-referencing
Notes / annotations
Workflow (form auto-triggers a workflow process)
E-mail (form viewed as attachment)
4) In addition to your native electronic forms solution, OnBase will provide for integrations with
popular forms software like Microsoft InfoPath and Adobe LiveCycle to allow users to


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complete forms created with these products, and process them directly into the system
repository.
5) It maintains revision control on electronic forms to offer flexibility to display forms in their
submitted state or with a new layout, allowing business processes to advance.
6) While completing an electronic form, users have the ability to attach documents to it,
allowing those documents to automatically be associated with the form.
Case Management
1) OnBase facilitates case management.
2) It provides structured and unstructured information in a single view.


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Integrate
Non- Programmatic Integration
1) From a data-centric business application, based on account / record information presented on
the screen, Onbase allows users to retrieve EDMS stored documents without custom
programming, API programming, scripting, or modifications to the existing application.
2) It provides the ability to execute separate and distinct document retrievals from
sections/fields on the screen.
3) Beyond retrieval, it allows for other EDMS functions to be performed, non-programmatically
(i.e., point-and-click configurable), within the business application. This includes the ability
to execute ALL of the following EDMS functions from a single screen:
Index EDMS stored documents using data on the business application screen
Present user with a workflow step in context with the business application screen
Launch a complete set of related documents presented in a tabbed folder view
Launch scanning interface to perform ad hoc capture related to the account / record
Create a scanning cover sheet with bar codes using data from the business application
screen
Retrieve documents based on a custom query from the business application screen
Index captured documents using data from more than one screen within more than
one business application
Launch and complete an electronic form to track an event or start a workflow process
Create a form letter, based off of a Microsoft Word template, using data on the
business application screen
4) It provides integrations with email clients like Microsoft Outlook, Lotus Notes, and Novell
GroupWise, allowing users to access EDMS functionality and import emails and attached
documents into the repository directly from their email interface.
5) Non-programmatic configuration enables your system to be auto-aware of any business
application that is integrated for document retrievals (meaning a user does not have to
manually declare the business system in which they are working).
6) And finally it provides http url requests to retrieve documents, present workflow interfaces,
and present a folder interface in lieu of custom programming.
Synchronization
OnBase offers the ability to synchronize data in real-time behind the scenes.


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Store
Records Management
1) Records management functionality provided by the solution is native without requiring
integration with a third-party or external RIM tool.
2) Documents are automatically declared as records without any user interaction.
3) Multiple documents are grouped together and treated by the system as a single record, with a
single retention plan.
4) In addition, OnBase provides the ability for a document(s) to be dragged-and-dropped into a
record (folder of documents) and have this new document automatically inherit the records
management policy.
Record Types
Users can capture, declare, and store electronic records (documents) in their native formats,
including e-mail, electronic forms, physical items, images, text files, and Office documents.
Hold
OnBase has the ability to place a hold (or multiple holds) on a record, as in the case of an audit or
legal discovery.
Auditing
OnBase is capable of identifying both complete and incomplete records across the entire repository.
Purging
A variety of destruction options, including the ability to keep both index values and files
permanently, keep only index values, or purge both index values and files with or without a history
log (certificate of destruction) is provided.
Physical Records Management
Ability to provide a holistic view of both digitally-stored content and physically- stored content in a
single search results list.
Administrative
Provides an administrative view of physical record locators either pending check out (requested) or
currently checked out with appropriate location information (item name, user in possession,
expected return date, identifier, repository, repository name).


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Searching
It provides an easy way for administrators to locate / filter records.
Measure
Auditing
1) Has the ability to access a document-level audit trail directly from the document.
2) System administrators can perform an ad hoc audit on system-related activities from within
the client (e.g., identification of all documents accessed by a recently released employee).
3) An administrator can create custom audit log entries tied to workflow progress for the
purpose of generating business process reports.
Reporting
1) The reporting tool directly integrates with Microsoft Excel, allowing users to build reports
natively in Excel utilizing the EDMS system attributes.
2) It (OnBase) provides, within Microsoft Excel, point-and-click data mining and modeling of
text-based reports stored within your repository.
Exception Reporting
1) An out-of-the-box (with no custom coding) report that identifies matched, unmatched, or
missing numeric and / or character index values between a primary document and secondary
document(s) (i.e., automated reconciliation report) is available to the users.
2) Based on the exception identified, OnBase automatically routes exception items from the
exception report to a workflow for proper resolution. This should be accomplished without
any coding.
Visibility
1) OnBase provides real-time visibility without involving internal technical resources.
2) It provides the ability to access dashboards from anywhere.




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TECHNICAL CAPABILITIES
System Architecture
Index Value Configuration
1) OnBase supports an unlimited number of index values per document.
2) Offers an overview of the different metadata types you support (e.g., date, date and time,
currency, specific currency, alphanumeric, numeric, floating point, etc.).
3) It provides point-and-click configuration for index values, with multiple pre-configured
formats (e.g., date: dd/mm/yyyy, month/dd/yy, mm-dd-yy).
Index Value Grouping
OnBase has the ability to store index value sets that can later be used to auto-index documents by
entry of only a single primary value. This enables simplified indexing and more flexible retrieval by
allowing users to enter a single index value and have all related index values auto-populate.
Index Value Updates
1) OnBase can re-index documents, at a global level, without programming. It provides for
index values to be updated or replaced on multiple documents at once without custom
programming or scripting.
2) It provides a means of purging, with just a few clicks, those index values that are no longer
being used (saving database space and optimizing performance).
Document Linking
An underlying ability to easily pre-define document relationships for use in search and retrieval is
available on OnBase.
Storage Options
It allows the archiving of documents to various media, including:
Windows file servers, to allow the leveraging of Share and NTFS permissions
Archiving of documents to Linux file servers
Archiving of documents to Unix file servers
Integrate with IBM Tivoli Storage Management
Integrate with EMC Centera
NetApp
Plasmon Archive Appliances
CD, DVD or Blu-ray


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Off-line
Users have the ability to check documents out of the system for access via a localized copy that can
be worked on, checked back in, and processed automatically.
Administration
For increased efficiencies in backup and database sizing, content is stored with pointers in the
database to file storage locations, as opposed to a blob in the database.
Fail-Over / Redundancy
OnBases storage architecture allows for documents and images to be stored at one too many
different physical locations for the purpose of redundancy. If one of the locations were to have a
failure, there would be no interruption of access to the documents.
Encryption
OnBase has the ability to encrypt data at the database level and at the file storage level, as well as
content that has been backed up / at rest.

Configuration
Administration Interface
1) A single interface for the configuration and administration of all major system components
(e.g., import processing, document type configuration, index value configuration, workflow,
user groups and rights, storage structure, scanning, records management, foldering, scripting,
etc.) is provided.
2) It allows for ease of configuration, in that most administrative tasks (e.g., adding new
document types and index values, user administration, configuring workflows, etc.) can be
done by an internal resource as opposed to a third-party software expert.
Infrastructure
Database
Your database environment is not just the core of your OnBase system, it is critical to supporting
enterprise growth, new market opportunities and the multitude of business processes that must
consistently execute effectively. The database architecture supports multi-vendor platforms,
including Oracle, Microsoft SQL Server and Sybase.



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Scalability
Deployment
OnBase supports ClickOnce deployment to ease the use of installation and configuration updates.
Test Environments
It allows for development, test, and disaster recovery environments with no additional licensing fees.
Redundancy
Onbase allows web servers with a load balanced configuration environment for redundancy.
Index Values
1) Supports an unlimited number of customer-defined, first class, index value fields per
document within one storage structure. These fields should be of various formats, including
date, currency, alphanumeric, and numeric. (Second class index value fields would include
any additional information stored about a document separate from the primary document
index structure.
2) Also support the ability to store multiple values for the same index value instance (e.g.,
Client Name = Sarah Odhiambo and John Odhiambo). The population of an additional value(s)
should be accomplished with a single mouse click or keyboard short cut.
Image Storage
It utilizes a file storage system to store documents, as opposed to storing directly into the database.








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IMPLEMENTATION AND SUPPORT
Implementation

Inforset provides you with the flexibility to deploy your OnBase solution the way you want. Should
your business needs change, it's easy to migrate from one option to another.
Deploy OnBase on-premises
With this method of deploying OnBase, you utilize your own resources and expertise to maintain your
OnBase environment within your own infrastructure.
Use Your Existing Infrastructure
OnBase has a straightforward approach to the architecture and infrastructure needed to support the
solution. The OnBase software has been designed to run within a Microsoft Windows environment and
we support Linux and Unix operating systems for certain server roles. OnBase can utilize Microsoft,
Oracle or Sybase database products and has options for other database integration and both
proprietary and in-house software, catering to your preference. OnBase can run on physical machines
or virtual environments and is both Citrix Ready and VMware Ready certified. OnBase can easily
integrate with Active Directory or other LDAP security designs.
Deploy OnBase on-cloud
As you consider your document management options, a key question to ask is whether to manage
your own infrastructure and software with on-premises servers, or to outsource it via a cloud
solution. The answer depends on a variety of factors that will be unique to your organization.
Why the cloud?
Cloud computing has moved from an IT buzzword to one of the most important business and
technical capabilities available to organizations today.
Rapid deployment, reduced up-front capital expenditure, enhanced security and disaster recovery
capabilities are all cited as some of the many benefits of moving to the cloud.
From document management perspective, the cloud can provide storage, processing and deployment
functionality. The OnBase Cloud, a platform built specifically to deliver document management in
the cloud, not only provides access to content via web and mobile interfaces, but also provides two-
way document management functionality such as workflow, content editing, reporting, capture and
more.



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Tech Support
OnBase is user friendly and our Tech Support will always be available to help in analyzing and
diagnose common issues Seven days a week, 24 hours a day. Our Tech Support team is certified
OnBase Installers, equipped with constantly expanding OnBase knowledge and training. We
understand the importance of responding promptly to request for assistance so that you stay
productive and continue making the most of OnBase.
Our Tech Support is never outsourced to third parties or overseas. We will have a dedicated point
person from the moment you reah out for our help until the issue is resolved. Our Tech Support team
will develop strong relationships with your companys technical staff, helping them quickly identify a
plan to effectively solve any challenges you may experience when configuring or using OnBase.
By taking ownership of issues and being advocates for you, our Tech Support analysts approach each
call as an opportunity to grow expertise in OnBase and help users make the complex simple.






















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TRAINING
Training
At Inforset, we meet the real-world training needs of customers from all industries. Our training
designed to directly address both business and IT requirements, and our world-class trainers include
OnBase technical experts, document management leaders, and industry-specific business process
analysts.
We put you in control of your training. Our mission is to provide you the information when you want
it and in the way that is best for you, both learning style and in the time youand the members of
your organizationhave available for it. Additionally, we documentation & train the trainer training.