Match every output to its receiving role.
ENG-024_0007.tifConfirm the configured destination
OnBase supports capture and import through configured workflows such as scanning, sweeping, and scanning from disk, with options for manual, barcode, AutoFill, and batch indexing. That flexibility makes the customer’s actual configuration essential. The designated administrator identifies the target Document Type, relevant scan queue or import configuration, Keyword Types, expected file formats, and destination environment.
We also document keyword validation rules, date and number formats, duplicate or missing-value handling, page grouping, and the owner responsible for permissions. If a package needs to append pages or use an import-index file, those behaviors are defined in the customer’s selected configuration and tested with the OnBase team.
Map index values alongside the files
The production package uses a stable record ID to join each image or PDF, its OCR output, and its index row. A data dictionary shows how source values become agreed Keyword Type values and calls out controlled values, repeatable fields, and records needing follow-up. TIFF, PDF, or other requested derivatives are produced to the documented target specification.
OnBase import guidance includes configuration-specific details such as import-index files, path requirements, matching values for page appends, and special multi-page TIFF handling. We therefore prepare to the supplied workflow specification instead of treating a generic file list as an OnBase load package.
- Document Type and Keyword Type names confirmed by the customer
- Import file path and document naming convention recorded
- Exceptions for absent or duplicate index values reported separately
Validate a selected workflow
A representative batch checks document grouping, image readability, expected index values, and the destination workflow chosen by the administrator. We reconcile expected records to delivered files and describe exceptions in a handoff report. The customer’s OnBase team controls configuration, credentials, security, and final release in its environment; National Microfilm adjusts the package to the mutually approved test findings.
Illustrative OnBase index map
Keyword names below are examples only; the final map uses the customer’s actual Document Type and Keyword Type definitions.
| Prepared field | Example value | Configured OnBase use |
|---|---|---|
| document_type | Accounts Payable Invoice | Customer-approved Document Type |
| invoice_number | INV-6759 | Approved Keyword Type |
| invoice_date | 1954-04-21 | Approved date Keyword Type |
| record_id | NM-000002 | Reconciliation / import reference |
| relative_path | pdf/NM-000002.pdf | Configured import file reference |
Common questions
Can you format data for our OnBase Keyword Types?
Yes. We map source data to the Keyword Types and validation rules your OnBase administrator provides, then use a representative test batch to confirm the approved package.
Can historical records be supplied as multi-page TIFF or PDF?
The requested derivative is defined by the target workflow and records needs. We document the selected format, page grouping, OCR output, and any configuration-specific handling before production.
Sources & further reading
These references explain technical formats, standards or destination requirements. They do not imply endorsement of National Microfilm.