Agenda - 09-11-2012 - 3 - Laserfiche WebLink

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2 A third solution, an in-house solution, was proposed. The third solution would involve staff assembling agenda items electronically, using low cost software from Adobe Systems, creating a hyperlinked Table of Contents (called “bookmarks” in the viewing software) which Board membersand staff could use from computers, tablets or SmartPhones. This solution allows private comments to be inserted into the electronic filesto ensure Commissioners could interact with the electronic agenda before, during and after meetings. While this approach does not have all the features and deadline-based workflow of the third party solutions, it meets all the goals set forth in the original request. Further, the electronic agendas would be quicker to download than the current scanned files, the resolution of text and images would be crisper and the agendas would be fully searchable. Lastly, this in-house approach can be achieved with very modest investments in software. This means this solution is well suited for short-, medium, or long term use. One caveat provided by staff is that electronic media be considered the default format over paper, with any formatting conflicts being resolved in electronic format’s favor. The Board requested staffpursue this third approach, the in-house solution. Since that request, staff from the Manager’s Office, Information Technologies and the Clerk to the BOCC have been collaborating to refine the production, distribution and Board member review processes. Staff is initially encouraged with the results, which promise time savings in production, cost savings in distribution, a reduction in paper consumption and, in time, greater efficiencies for the Board, staff and the public. Staff provided an update to the Board on this effort at the August 30, 2012 work session, and will provide a further update at this work session. Information Technologies is meeting with each Board memberinterested in training on the paperless agenda process. It is anticipated that each Board memberwill begin using the new system as they become comfortable with the technology and the process. Refinements will be continually made as feedback is gathered on the new system. FINANCIAL IMPACTS: There is no cost to receiving this report. A modest investment of less than $1,000has given staff the tools to assemble the electronic agenda materials. Cost savings from this initiative will depend on adoption levels, but staff anticipateslong term savings from reduced printing costs and reduced driving costs for delivering hard copy. RECOMMENDATION(S): The Manager recommends that the Board receive this update on additional progressand provide any comments, solicit any feedback from staff,or provide additional direction to staff.