Challenge
Universidad del Norte, located in Barranquilla, Colombia, is one of the leading higher education institutions in the Caribbean region and the country. Founded in 1966, the university has grown significantly and established itself as one of Colombia’s most prestigious and comprehensive universities.
Its academic offerings include undergraduate, graduate, master’s, and doctoral programs across a wide range of disciplines, including engineering, social sciences, business administration, law, medicine, and the humanities.
Universidad del Norte faced significant challenges related to document management and operational efficiency. Large volumes of physical records required extensive storage space, making document handling inefficient and time-consuming.
The university also faced risks associated with information deterioration due to inadequate preservation practices and was approaching noncompliance with legal requirements governing the retention of accounting and academic records.
In addition to inefficient space utilization, lengthy response times for information requests negatively affected the experience of both students and employees. The university needed a solution that could streamline document management while automating key administrative processes.
Documents digitized
Reduction in response time
Reduction in invoice processing time
Solution
Universidad del Norte implemented Hyland OnBase as its enterprise content management (ECM) platform, enabling the digitization of all types of documentation, from accounting records to student academic files. The initiative began with the digitization of documents within the Billing department, where improving invoice response times and meeting deadlines established by Colombia’s tax authority (DIAN) were critical priorities.
As a result, invoice processing times were reduced from 15–20 days to just three days.
The implementation project was highly successful. Through OnBase, the university automated numerous processes, leading additional departments to request the solution to optimize their own workflows. The platform subsequently expanded into areas such as Academic Records, Accounting, and Admissions.
This broader adoption significantly improved information accessibility, enabling employees to quickly locate and use data online while also freeing physical storage space across the university.
The continuous evolution of OnBase has allowed us to grow alongside the platform and continue improving our internal processes to support the entire university community.
Results
The impact of the OnBase implementation has been substantial. Universidad del Norte has achieved 95% document digitization, bringing it closer to its goal of becoming a fully paperless institution.
The university has also realized major operational efficiency gains, with response times reduced by as much as 90% in certain processes.
Through integration with systems such as Banner ERP and PeopleSoft, OnBase streamlined workflows and improved experiences for both students and employees. Process automation eliminated many manual tasks, allowing staff to focus on new and more strategic initiatives.
Document digitization also enabled the university to repurpose storage areas for more productive uses, including laboratories, classrooms, and offices.
In addition, integrated and automated processes have generated significant operational cost savings while increasing satisfaction among both internal users and students.
Key Benefits
Time optimization: Digitization and process automation significantly reduced response times, allowing employees to focus on more strategic work and improving workflow efficiency.
Physical space savings: OnBase enabled the university to eliminate large volumes of physical storage, allowing those spaces to be repurposed for other institutional needs.
Expanded adoption: OnBase expanded across additional departments, supporting process integration throughout the campus and benefiting multiple areas of the university.
System integration: OnBase integrated with key university systems, improving interoperability between platforms and enhancing the user experience.
Regulatory compliance: OnBase helped support compliance with internal and external regulations, particularly those related to the management and retention of financial documents.
Higher user satisfaction: Digitization and automation transformed interactions between employees, students, and the university by reducing administrative burdens and improving response times.