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Holly Springs approves CivicPlus system to manage public records requests, staff cites integration benefits
Summary
The council approved a statement of work with CivicPlus for a public-records management system at a fiscal impact of $66,704.35 (year-one partial subscription and implementation fee), with staff saying the vendor offered better user-friendly features and integration despite not being the cheapest option.
Holly Springs council on July 7 approved a statement of work with CivicPlus LLC to implement a public-records management system aimed at reducing staff time and improving compliance with open-records requests.
Staff said open-records requests have increased significantly and recommended CivicPlus because it integrates with the city’s existing website and agenda-management systems. "Although Civic Plus is not the least expensive option, it offers more user friendly features compared to the other vendors," staff said during the presentation.
Fiscal impact for the implementation was presented as $66,704.35 total: a $5,204.35 subscription for the remainder of the current year and a $1,500 one‑time implementation/onboarding fee. Staff told council the company estimated a 2–4 week implementation window and that a sandbox environment was already in use. The ongoing full-year subscription in year two was presented as $10,788.
Council approved the statement of work on a unanimous 5–0 vote. Staff indicated next steps include finalizing onboarding and converting data when the system goes live.
