a district of tofino presentation on paperless councils
TRANSCRIPT
a
District of TofinoPresentation on
Paperless Councils
Paperless Councils?
There is a method to the
paper madness!
Do you find yourself juggling your paperwork
Or is it spiraling
out of control?
There are options that may work
for you and your local government
staff
How is the informatio
n processed
?
MailEmailsFiles
Information
Enter the localOffice day to day
MailEmailsFiles
Information
Enter the localOffice day to day
Clerical staffProcess theInformation Through the Administrator
Distribution Is confirmedTo Staff and
Council
MailEmailsFiles
Information
Enter the localOffice day to day
Clerical staffProcess theInformation Through the Administrator
Distribution Is confirmedTo Staff and
Council
Information isScanned from
Hard copyWhich createsA digital file
Email is forwarded to
Council directly
MailEmailsFiles
Information
Enter the localOffice day to day
Clerical staffProcess theInformation Through the Administrator
Distribution Is confirmedTo Staff and
Council
Information isScanned from
Hard copyWhich createsA digital file
Email is forwarded to
Council directly
Digital files are Reduced in size
and sent to Council via Email
MailEmailsFiles
Information
Enter the localOffice day to day
Clerical staffProcess theInformation Through the Administrator
Distribution Is confirmedTo Staff and
Council
Information isScanned from
Hard copyWhich createsA digital file
Email is forwarded to
Council directly
Digital files are Reduced in size
and sent to Council via Email
Members can establishFile folders on their Computers for easy
Access of information
MailEmailsFiles
Information
Enter the localOffice day to day
Clerical staffProcess theInformation Through the Administrator
Distribution Is confirmedTo Staff and
Council
Information isScanned from
Hard copyWhich createsA digital file
Email is forwarded to
Council directly
Digital files are Reduced in size
and sent to Council via Email
Members can establishFile folders on their Computers for easy
Access of information
Management of Computer Files
This default prompt will appear.Simply click SCAN
Once your scan is complete,the page should appear in
Acrobat like this…
Scanning How To’s and Creation of PDF FilesInsert document face up with top of page to the inside of
feeder.Choose Single or Double sided on ScannerDouble Click (Open) HP Director Select Scan DocumentSelect Document , Scan for editable text? (OCR) (usually
NO)Original Contains
graphics? YesScan to: Save to fileScan
This default prompt will appear.Simply click OK
SAVE the file.In this example for saving
Mail,the prompt should appear
like this…
The default will appear with the original file name and location.
Click SAVE“The file already exists”“Replace existing file?”
YES
Save file either:Mail in folder created by date G:Admin Assistant/Council/November 6-19/title of document .pdfCouncil Meeting Package in folder by appropriate meeting (Reg/COW/PH or private drive J: In Camera)G: Carole/Packages Scanned/Reg Coun 04-date.pdf
J: Pack Scan In Cam/In Camera 04-date.pdfOnce the file has been saved, choose FILE, REDUCE FILE SIZE
The SAVE-AS prompt will appear regarding the New reduced file size.
Council Meetings Go Hi-Tech
You’ve Got Mail!
Staff and Council receive lots
of it!
How is it managed?
Emailing Mail to Council Once document is ready, open Outlook, New Mail Message
To: Mayor and Council (Group is already created)Cc: CAO ([email protected])
Subject: Mail: (title of document/attachment)Attach: Attach PDF document from Adobe filesOnce sent, Move Sent Items to Mail to Council.
Once the Council meeting has passed, a file is created by date and the Mail to Council file is moved and a fresh file is established.
Electronic Council
Paperless Goals and
Purpose
Electronic CouncilPaperless Goals and Purpose
Streamline the relaying of information
Electronic CouncilPaperless Goals and Purpose
Streamline the relaying of information
Ease in organization of files and information for Council, and their abilities to access previously distributed information
Electronic CouncilPaperless Goals and Purpose
Streamline the relaying of information
Ease in organization of files and information for Council, and their abilities to access previously distributed information
Less paper consumed internally
Electronic CouncilPaperless Goals and Purpose
Less paper for Council to process and file of hard copies
Electronic CouncilPaperless Goals and Purpose
Less paper for Council to process and file of hard copies
Increased information storage capabilities for the District as well as Council (ie. Council meeting packages)
Electronic CouncilPaperless Goals and Purpose
Less paper for Council to process and file of hard copies
Increased information storage capabilities for the District as well as Council (ie. Council meeting packages)
Increased accessibility for public via Website
Electronic CouncilPaperless Goals and Purpose
Positive awareness of current and new technologies for staff and Council
Electronic CouncilPaperless Goals and Purpose
Positive awareness of current and new technologies for staff and Council
Daily access to information (ie. Mail) and quicker turnaround for Council input
Electronic CouncilPaperless Goals and Purpose
Positive awareness of current and new technologies for staff and Council
Daily access to information (ie. Mail) and quicker turnaround for Council input
Greater public service as Council is more easily contacted through email
Electronic CouncilPaperless Goals and Purpose
Efficiency during Council meetings as information is readily at hand
Electronic CouncilPaperless Goals and Purpose
Efficiency during Council meetings as information is readily at hand
As Council becomes more comfortable with individual files, we anticipate their abilities to stay in touch with current issues and reference past information will increase
Electronic CouncilPaperless Goals and Purpose
Efficiency during Council meetings as information is readily at hand
As Council becomes more comfortable with individual files, we anticipate their abilities to stay in touch with current issues and reference past information will increase
Misplacing paper will be less of an issue.
Efficiency Creates a Happy Mayor and Council!
Organization!
Accessibility!
Portability!
Freedom!
Your community
can have it too!