Decision Maker: Director of Development
Decision status: Approved
Is Key decision?: No
Is subject to call in?: No
To adopt IDOX (Uniform) Electronic Document
Management System (EDMS) to replace the existing unsupported
‘Codeman’ asset management database.
Contract Value:
EDMS: £4,000.00
Training: £8,125.00
Setup: £4,750.00
Data Transfer: £3,000.00
Project Mgmt: £4,275.00
Total: £24,150.00
The existing electronic document management
system
(Codeman) is now unsupported and requires replacement. IDOX
(Uniform) EDMS is Bolsover District Council’s adopted
document management system currently holding Estates and Planning
data. Integration of asset management information within the
existing database, including but not limited to, planned
preventative maintenance (PPMs), responsive repairs, performance
and financial information will allow greater operational control,
compliance monitoring and management of Council assets.
Alternative software providers have been
approached and
budget estimates in the region of £30k to £40k have
been
received for a joint BDC/NEDDC database.
While offering a potential financial saving across both authorities
this option was rejected in favour of adopting the
existing EDMS to provide a fully integrated solution, retaining all
property information under a unique property reference number
(UPRN) eliminating the possibility of duplicate or conflicting
reporting.
This is a BDC/NEDDC joint initiative with equal contribution of
£24,150.00. Individual ‘take-up’ of IDOX would
result in an estimated £15k increase per Authority.
Declarations: None
Contact: Grant Galloway, Director of Development Email: grant.galloway@bolsover.gov.uk.
Publication date: 02/03/2021
Date of decision: 13/03/2020
Accompanying Documents: