A District of Tofino Presentation on Paperless Councils.
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Transcript of A District of Tofino Presentation on Paperless Councils.
![Page 1: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/1.jpg)
a
District of TofinoPresentation on
Paperless Councils
![Page 2: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/2.jpg)
Paperless Councils?
There is a method to the
paper madness!
![Page 3: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/3.jpg)
Do you find yourself juggling your paperwork
![Page 4: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/4.jpg)
Or is it spiraling
out of control?
![Page 5: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/5.jpg)
There are options that may work
for you and your local government
staff
![Page 6: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/6.jpg)
How is the informatio
n processed
?
![Page 7: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/7.jpg)
MailEmailsFiles
Information
Enter the localOffice day to day
![Page 8: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/8.jpg)
MailEmailsFiles
Information
Enter the localOffice day to day
Clerical staffProcess theInformation Through the Administrator
Distribution Is confirmedTo Staff and
Council
![Page 9: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/9.jpg)
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
![Page 10: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/10.jpg)
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
![Page 11: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/11.jpg)
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
![Page 12: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/12.jpg)
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
![Page 13: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/13.jpg)
Management of Computer Files
![Page 14: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/14.jpg)
![Page 15: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/15.jpg)
![Page 16: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/16.jpg)
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
![Page 17: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/17.jpg)
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.
![Page 18: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/18.jpg)
![Page 19: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/19.jpg)
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Council Meetings Go Hi-Tech
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You’ve Got Mail!
Staff and Council receive lots
of it!
How is it managed?
![Page 23: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/23.jpg)
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.
![Page 24: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/24.jpg)
![Page 25: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/25.jpg)
Electronic Council
Paperless Goals and
Purpose
![Page 26: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/26.jpg)
Electronic CouncilPaperless Goals and Purpose
Streamline the relaying of information
![Page 27: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/27.jpg)
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
![Page 28: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/28.jpg)
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
![Page 29: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/29.jpg)
Electronic CouncilPaperless Goals and Purpose
Less paper for Council to process and file of hard copies
![Page 30: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/30.jpg)
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)
![Page 31: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/31.jpg)
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
![Page 32: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/32.jpg)
Electronic CouncilPaperless Goals and Purpose
Positive awareness of current and new technologies for staff and Council
![Page 33: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/33.jpg)
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
![Page 34: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/34.jpg)
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
![Page 35: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/35.jpg)
Electronic CouncilPaperless Goals and Purpose
Efficiency during Council meetings as information is readily at hand
![Page 36: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/36.jpg)
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
![Page 37: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/37.jpg)
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.
![Page 38: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/38.jpg)
Efficiency Creates a Happy Mayor and Council!
![Page 39: A District of Tofino Presentation on Paperless Councils.](https://reader030.fdocuments.in/reader030/viewer/2022032802/56649e0d5503460f94af71a0/html5/thumbnails/39.jpg)
Organization!
Accessibility!
Portability!
Freedom!
Your community
can have it too!