To: Brian K. Flewelling, Public Works Committee Chairperson
From: Michael Dawisha, CIO
title
RE: Approval of 13-month renewal of OnBase with I3 Verticals (Imagesoft)
recommendation
BOARD ACTION REQUESTED:
Approval of 13-month renewal OnBase with i3Verticals (Imagesoft)
BACKGROUND:
OnBase is the document imaging and workflow system that is a critical tool that departments rely on for daily operations. It is used across many County departments, including Payroll, Friend of the Court, all Courts (67th District and Circuit), Human Resources and Retirement, among others.
DISCUSSION:
Renewing the OnBase license is critical to maintaining uninterrupted access to our enterprise content management system, which underpins many of the County's daily operations. OnBase integrates directly with our existing applications, enabling automated workflows, secure document storage, and rapid retrieval of records. The system supports compliance by enforcing retention schedules and audit trails, while role-based security ensures only authorized staff have access to sensitive data. Without renewal, departments would face workflow disruptions, data accessibility issues, and potential compliance risks. Continuity of licensing also ensures we maintain vendor support, version upgrades, and security patches, which are essential for keeping the system stable, optimized, and resilient against emerging threats.
IMPACT ON HUMAN RESOURCES:
There is no immediate impact to Human Resources; however, failing to renew the service would directly affect their ability to complete daily activities.
IMPACT ON BUDGET:
This is a planned renewal not to exceed $197,747.94; paid from FY26 - 1010-228.01-933.001 = $182,267.67 and prepaid expense account 1010-228.01-123.00 = $15,480.27. The renewal will start October 1, 2025, ending on October 31, 2026.
IMPACT ON FACILITIES:
There is no impact on Facilities.
IMPACT ON TECHNOLOGY:
Reviewed by IT.
CONFORMITY TO COUNTY PRIORITIES:
Renewing OnBase supp...
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