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County staff present DocuWare HR module; one-time $12,500 setup proposed, recurring $22,500 annual cost
Summary
Staff described a DocuWare HR module to digitize personnel files with a $12,500 initial configuration/training charge and approximately $22,500 in recurring annual fees; commissioners asked staff to return with more budget detail before approving.
County staff proposed adding a DocuWare HR module to centralize personnel files and onboarding, outlining a one-time cost of $12,500 (licenses and setup/training split) and recurring annual costs of roughly $22,500. Staff said the module would allow supervisors controlled access to personnel files, reduce paper handling and support automated onboarding workflows.
"So DocuWare has a a option to do an HR module, which we have... So that's the 12,500 program," the presenter said while describing license and setup fees. Commissioners asked whether other counties use the product, whether the county is fully using the current system and how the recurring cost would fit into next fiscal year's budget. Staff indicated they had seen demonstrations and that nearby counties (Bingham County, for example) use the system; commissioners requested the item be returned with clearer budget placement and comparative options before authorizing purchase.
