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Cybersecurity · head to head

Milestone XProtect vs OnBase

Milestone XProtect logo

Milestone XProtect

Cybersecurity

Open platform video management software with perpetual per-device licences

From
Free
Free plan
Yes
Full reviewWebsite
OnBase logo

OnBase

Government

Enterprise Information Platform

From
$400/month
Free plan
No
Full reviewWebsite

The short version

  • Only Milestone XProtect has a free tier, so it costs nothing to try first.
  • Each has a real cost: Milestone XProtect care Plus is presented as optional but is not in practice: without it, perpetual licences stop receiving version upgrades and eventually you cannot add a current camera because your frozen version does not support it.; OnBase pricing starts at 2,000 USD per month, making it expensive for small agencies
  • They diverge on capability: Milestone XProtect covers Open device support, OnBase covers Content Management.
  • Prices and features above were last checked on 1 September 2026.

Where they differ

Only the attributes on which Milestone XProtect and OnBase actually diverge.

Attributes where Milestone XProtect and OnBase differ
AttributeMilestone XProtectOnBase
Starting priceFree$400/month
Pricing modelOne-time purchase per device licence, plus annual Care Plussubscription
Free tierYesNo
PlatformsWindows, Web, iOS, AndroidWeb, Mobile
CategoryCybersecurityGovernment
FoundedUnknown1991

Identical on both: user rating (Not yet rated).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Milestone XProtect

  • Open device support
  • Perpetual device licences
  • Federated architecture
  • Failover recording
  • Evidence export
  • Smart Map
  • Integration platform
  • Video summarisation

Only in OnBase

  • Content Management
  • Workflow Automation
  • Case Management
  • Records Management
  • Intelligent Capture
  • Microsoft 365
  • Salesforce
  • Epic

What people use each for

The jobs each tool is most often brought in to do.

Milestone XProtect

  • A city or transport operator running tens of thousands of cameras across federated sitesnot OnBase
  • An enterprise with mixed legacy camera brands that refuses to standardise on one manufacturernot OnBase
  • A critical infrastructure site needing failover recording servers and tamper-evident evidence exportnot OnBase
  • An integrator building a bespoke security application on top of an open VMS platformnot OnBase

OnBase

  • Citizen Servicesnot Milestone XProtect
  • Records Managementnot Milestone XProtect
  • Public Safetynot Milestone XProtect
  • Civic Engagementnot Milestone XProtect

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Milestone XProtect

  • Care Plus is presented as optional but is not in practice: without it, perpetual licences stop receiving version upgrades and eventually you cannot add a current camera because your frozen version does not support it.
  • Per-device licensing means multi-sensor and multi-imager cameras consume several licences each, so a headline camera count badly understates the true licence cost of a modern design.
  • It is Windows only for servers and needs a properly designed server and storage architecture, so the software price is a fraction of a project that also needs recording servers, storage and an integrator.
  • Complexity requires trained staff or a certified integrator; organisations that install it without either end up running a large deployment on default settings and never using the features they paid for.
  • Milestone retired Kite from its portfolio in favour of Arcules from January 2025, which stranded buyers who had standardised on Kite and is a reminder that the cloud side of the portfolio has changed direction more than once.

OnBase

  • Pricing starts at 2,000 USD per month, making it expensive for small agencies
  • Complex implementation and configuration required for government-specific workflows
  • Requires significant IT resources for deployment and ongoing management

Pricing, plan by plan

Milestone XProtect

Free
  • XProtect Essential+Free
    • Free for up to 8 cameras
    • No recording time limit
    • No vendor support included
  • XProtect Express+$109/one-time
    • Perpetual device licence, distributor list price
    • Single site, single server
    • Care Plus purchased separately per device per year
  • XProtect Professional+$177/one-time
    • Perpetual device licence, distributor list price
    • Multiple recording servers
    • Edge storage retrieval
  • XProtect Expert$282/one-time
    • Perpetual device licence, distributor list price
    • Failover recording servers
    • Advanced video wall and evidence handling

OnBase

$400/month
  • Government$400/month
    • Content Management
    • Process Automation
    • Case Management

Which should you pick?

Choose Milestone XProtect if

  • You need open device support.
  • You want to start without paying.
  • You work on Windows, Web, iOS, Android.
  • You also want perpetual device licences.
Milestone XProtect review

Choose OnBase if

  • You need content management.
  • You work on Web, Mobile.
  • You also want workflow automation.
OnBase review

Questions people ask

Is Milestone XProtect or OnBase better?
Neither clearly leads. Milestone XProtect starts at Free and OnBase at $400/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Milestone XProtect or OnBase?
Milestone XProtect has a free tier; the other does not. Paid plans start at Free for Milestone XProtect and $400/month for OnBase.
Does Milestone XProtect or OnBase run on more platforms?
Milestone XProtect runs on Windows, Web, iOS, Android. OnBase runs on Web, Mobile.
Can I use Milestone XProtect for free?
Yes. Milestone XProtect has a free tier, so you can try it without paying. OnBase starts at $400/month.
What is Milestone XProtect best used for?
Milestone XProtect is most often used for a city or transport operator running tens of thousands of cameras across federated sites, an enterprise with mixed legacy camera brands that refuses to standardise on one manufacturer, a critical infrastructure site needing failover recording servers and tamper-evident evidence export, an integrator building a bespoke security application on top of an open vms platform. Of those, a city or transport operator running tens of thousands of cameras across federated sites and an enterprise with mixed legacy camera brands that refuses to standardise on one manufacturer are not what OnBase is typically brought in for.
What can Milestone XProtect do that OnBase cannot?
Milestone XProtect covers Open device support, Perpetual device licences, Federated architecture, Failover recording. OnBase covers Content Management, Workflow Automation, Case Management, Records Management.

Answered from the vendors’ own pages

Milestone XProtect: Is XProtect really free for small sites?

Essential+ is free for up to eight cameras with no recording time limit, but it comes with no vendor support and no multi-server capability.

OnBase: What is OnBase used for in government?

OnBase is used for digital permitting, inspections, and plan review processes. Government agencies use it to streamline workflows, enable online forms, automate approvals, and provide citizen access to application status.

Source
Milestone XProtect: Are licences perpetual or annual?

Device licences are perpetual. The annual cost is Care Plus, the support and software update contract, which you need to stay on current versions.

OnBase: Does OnBase support mobile access?

Yes. Mobile access is a key feature of OnBase, allowing users to manage documents and cases on the go.

Source
Milestone XProtect: What happens if I do not renew Care Plus?

The system keeps recording, but you stop getting version upgrades, and over a few years that blocks you from adding newer cameras.

OnBase: What document management capabilities does OnBase provide?

OnBase provides centralized document storage with version control, search and retrieval tools, records management across physical and electronic lifecycles, and compliance with policies and regulations.

Source
Milestone XProtect: Who owns Milestone?

Canon. The portfolio also includes BriefCam analytics and Arcules cloud video, with Arcules replacing Milestone Kite from January 2025.

OnBase: Can OnBase workflows be customized?

Yes. OnBase is flexible and configurable with user-defined workflows for case management, streamlining processes like accounts payable, employee onboarding, and contract management.

Source
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