Decision details

IDOX (UNIFORM) – Asset Management Database

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

Reasons for the decision:

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 options considered:

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:

Publication date: 02/03/2021

Date of decision: 13/03/2020

Accompanying Documents: