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Rockwall HR proposes scanning personnel and county records; court debates multi‑year cost, space savings and annual cloud fees
Summary
Rockwall County HR director proposed digitizing personnel files and other county records using CoFile/SoftDocs. The court discussed long‑term space and toner savings but questioned near‑term payback; quotes included a CoFile estimate for HR files (~$33,758) and an annual cloud storage line of about $15,000.
Cammie, Rockwall County’s human resources director, presented an overview of HR responsibilities and a multi‑year plan to digitize county records at the commissioners’ June 13 budget workshop.
Cammie described HR duties, turnover and a proposal to move personnel files from paper to searchable electronic records. "The HR department responsibilities and workload have evolved over the years... In short, we manage the benefits, wellness and safety programs, online job applicant portal, background investigations... onboarding and off boarding for all departments," she said.
Turnover and staffing
Cammie said the county has averaged about a 13% turnover over the last three years and that the current year is trending lower (about 7%). She credited the county’s benefits committee for helping with recruitment and retention.
Digitization proposal and cost estimates
Cammie presented a vendor quote and a countywide spreadsheet prepared with Commissioner Gallano showing phased costs to digitize multiple departments. The HR‑only quote from a vendor (CoFile) was about $33,758 to convert ex‑employee personnel files and roughly $11,000 to digitize existing active personnel files, for about $45,000 total to bring HR fully electronic. The presentation included far larger estimated costs to digitize sheriff and jail records that predate the county’s digital systems (the transcript cites a large, six‑figure figure to process historical jail records).
Court questions and follow‑up
Commissioners asked whether converting to digital records would require retaining the paper originals and whether rules allow digital records to serve as the official record. Cammie and county staff said that once files are digitized the electronic copy becomes the record and paper copies may be destroyed under the county’s retention procedures; she noted that IT would be responsible for secure storage and that a cloud storage service would carry an annual fee (the meeting cited roughly $15,000 a year for storage capacity in the vendor outline).
Several commissioners pushed back on near‑term cost and asked for a fuller cost‑benefit analysis. County leaders acknowledged the benefits of space savings and reduced paper/toner costs over time but said any multi‑department rollout could be phased and would not have to be funded all at once.
Ending
No appropriation was made at the workshop. Commissioners asked staff to refine costs, identify phased priorities (for example, starting with HR and the Whitmore building files), and return with a clearer multi‑year plan that includes ongoing cloud/storage fees, expected space savings and annual operating changes.
