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Oklahoma Department of Public Safety switches motor vehicle safety documentation process to OnBase

Oklahoma Department of Public Safety

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Overview

The Oklahoma Department of Public Safety is a multi-service safety and law enforcement organization for its citizens. The department is staffed by 750 commissioned officers and 450 civilian, non-commissioned employees and needed help modernizing its current content management platform for medical standards documentation relating to driving privileges. 

 

DataBank was already engaged with the state of Oklahoma as a preferred partner and had an existing relationship with the Department of Public Safety. They engaged DataBank's services to find efficiencies within their medical standards documentation system, critical for ensuring driver safety and assisting communications between the Department of Public Safety and Highway Patrol. 

 

Challenges

The department's existing content management platform was outdated and under-resourced, making the upkeep of medical standards documentation a manual, time-consuming, and painstaking process. Licensees in this state have to pass certain medical standards to obtain a license.

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The system worked as a simple database to hold information and create correspondence. However, it needed an upgrade to accommodate the additional data and documents created by the team from driving review testing documentation to forms from healthcare professionals.

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The department was an entire year (over 4,500 reports) behind in processing periodical medical reports, creating an inefficient process for all involved parties.

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Due to government protocols and requirements by the state licensing agency, this department had to find a better system to support their team and constituent needs.

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Results

Because DataBank was already engaged with the state of Oklahoma under state contract SW1013, the Department of Public Safety was able to migrate quickly to OnBase for digital storage and processing of documents and data. The project took just five months to plan, implement, and finalize, with multiple department members able to access the system simultaneously and efficiency increasing greatly.

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Eliminated backlog of over 4500 periodical medical reports since implementation.

Averaging completion of reports went from 10 to 45 reports daily.

Documentation locations dropped from three to one, saving time when generating cases.

Vision

The Department of Public Safety’s access to OnBase has transformed its medical standards documentation process. They are planning to work with DataBank and OnBase to enhance its case management for the wrecking and towing industry it regulates. The team is also gaining traction toward paperless processes, with about 80% of its current documentation paperless.

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