stop paying for duplicative court technology

Clark County already has access to the state supported Odyssey case management system at no cost to local taxpayers. Odyssey manages Superior Court case information, while OnBase separately stores digital images of court documents. Clark County should determine whether Odyssey’s integrated document management capabilities could safely replace OnBase, reduce duplication and save taxpayer money.

OnBase, by contrast, is expensive, difficult to use and requires Clark County to maintain a separate system for functions Odyssey can perform. Continuing to pay for two systems that serve overlapping purposes is not a responsible way to operate a public organization.

As a business owner, I am appalled by the waste of taxpayer money. Clark County must be smarter and more disciplined with public funds. We should use the system we already have, eliminate unnecessary duplication and protect taxpayers from avoidable expenses.

The Cost of OnBase

Clark County’s adopted 2026 budget identifies separate OnBase expenses for the County Clerk’s Office and District Court.

The County Clerk’s OnBase licensing cost for Superior Court records is $180,308 for 2026. Revenue from licenses sold to outside users is expected to offset this expense, but the county should still evaluate whether maintaining this separate system is necessary when Odyssey can provide comparable capabilities. 

However, Presiding Superior Court Judge Derek Vanderwood spoke at the Clark County Council meeting on Wednesday, July 9, 2025, during a Superior Court's presentation concerning the County Clerk's office. Presiding Superior Court Judge Derek Vanderwood raised concerns about Clark County's use of OnBase and presented a comparison of Odyssey and OnBase to the Clark County Council, his presentation examined the systems' cost and functionality and supports a closer review of whether Odyssey could provide a more efficient and integrated approach.        

When courts use separate programs from different vendors, information may not transfer seamlessly between the systems. This can require additional integrations, duplicate work and extra employee training. Where Odyssey's integrated document management system is available at no local cost, using it could improve compatibility, simplify court operations and reduce unnecessary expenses. 

District Court has a separate OnBase subscription paid from the General Fund.

The reported costs are:

● $87,744 for 2025
● $92,570 for 2026
● $97,661 for 2027

These expenses should be eliminated where Odyssey can provide the same document management functions. Taxpayers should not be required to fund duplicative systems when the state provides Odyssey to Clark County at no cost.

Use Odyssey Instead of Paying for OnBase

The solution is not to purchase another system. The solution is to use Odyssey more effectively and eliminate OnBase.

Odyssey is already part of Clark County’s court technology environment. It is capable of supporting the management and access of digital court documents, and it is more practical and user friendly than maintaining a separate OnBase platform.

Using Odyssey as the primary system would

● Eliminate duplicative licensing and maintenance costs
● Reduce confusion caused by multiple systems
● Simplify employee training
● Improve usability for court staff and authorized users
● Make records easier to access and manage
● Strengthen accountability for public spending
● Allow the county to take full advantage of a state provided resource

Any transition must be carefully planned to protect records, maintain security and avoid disruptions to court operations. But the county should begin with the system it already has instead of continuing to pay for an expensive and less user-friendly platform.

A State Supported Replacement

The Washington Administrative Office of the Courts has scheduled Clark County District Court to transition to Enterprise Justice and Enterprise Supervision in July 2027.

The state will provide this case management system to District Court at no cost. It includes an integrated document management system, which could allow District Court to end its separate OnBase subscription after a successful transition.

This is a clear opportunity to eliminate unnecessary expenses and use available state supported technology. Clark County should coordinate the transition carefully and ensure that it does not continue paying for OnBase when an integrated alternative is available.

Reviewing Superior Court Technology

Presiding Superior Court Judge Derek Vanderwood presented a comparison of Odyssey and OnBase to the Clark County Council in July 2025.

Clark County should complete a comprehensive and transparent review focused on replacing OnBase with Odyssey. That review should examine:

● The cost of configuring Odyssey for document management
● The savings from eliminating OnBase licensing and maintenance
● The comparable capabilities of Odyssey and OnBase
● Ease of use for employees, attorneys and authorized users
● Compatibility with existing court systems
● Data security and long-term record preservation
● Access for the public, attorneys and justice partners
● Employee training and transition requirements
● Revenue received from outside OnBase license sales
● Available state funding and grants
● Potential improvements to customer service and operational efficiency

The goal should be straightforward: use Odyssey, which Clark County receives from the state at no cost, eliminate OnBase and save taxpayer money without compromising security, reliability or access to court records.

My Commitment

As Clark County Clerk, I will work collaboratively with Superior Court, District Court, county technology professionals and the Washington Administrative Office of the Courts to expand the use of Odyssey and eliminate unnecessary OnBase expenses.

Any transition must be based on verified savings, reliable technology, strong security and a carefully developed implementation plan. The public should receive clear information about costs, timelines, risks and expected benefits.

Responsible leadership means running government with the same discipline expected of any well-managed business. It means using existing resources wisely, eliminating duplicative expenses and refusing to waste taxpayer money.

I will focus public resources where they provide the greatest benefit: better access to the courts, stronger customer service, secure records and a more efficient Clerk’s Office.

Friends of Rachel Shapiro P.O. Box 5912 Vancouver, WA 98668