1. a District of Tofino Presentation on Paperless Councils

2. Paperless Councils? There is a method to the paper madness!

3. Do you find yourself juggling your paperwork

4. Or is it spiraling out of control?

5. There are options that may work for you and your local government staff

6. How is the information processed?

7. Mail Emails Files Information Enter the local Office day to day

8. Mail Emails Files Information Enter the local Office day to day Clerical staff Process the Information Through the Administrator Distribution Is confirmed To Staff and Council

9. Mail Emails Files Information Enter the local Office day to day Clerical staff Process the Information Through the Administrator Distribution Is confirmed To Staff and Council Information is Scanned from Hard copy Which creates A digital file Email is forwarded to Council directly

10. Mail Emails Files Information Enter the local Office day to day Clerical staff Process the Information Through the Administrator Distribution Is confirmed To Staff and Council Information is Scanned from Hard copy Which creates A digital file Email is forwarded to Council directly Digital files are Reduced in size and sent to Council via Email

11. Mail Emails Files Information Enter the local Office day to day Clerical staff Process the Information Through the Administrator Distribution Is confirmed To Staff and Council Information is Scanned from Hard copy Which creates A digital file Email is forwarded to Council directly Digital files are Reduced in size and sent to Council via Email Members can establish File folders on their Computers for easy Access of information

12. Mail Emails Files Information Enter the local Office day to day Clerical staff Process the Information Through the Administrator Distribution Is confirmed To Staff and Council Information is Scanned from Hard copy Which creates A digital file Email is forwarded to Council directly Digital files are Reduced in size and sent to Council via Email Members can establish File folders on their Computers for easy Access of information

13. Management of Computer Files

16. 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 Files Insert document face up with top of page to the inside of feeder. Choose Single or Double sided on Scanner Double Click (Open) HP Director Select Scan Document Select Document,Scan for editable text? (OCR) (usually NO) Original Contains graphics? Yes Scan to: Save to file Scan

17. 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: Mailin folder created by date G:Admin Assistant/Council/November 6-19/title of document.pdf Council Meeting Packagein 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.pdf Once the file has been saved, choose FILE, REDUCE FILE SIZE The SAVE-AS prompt will appear regarding the New reduced file size.

21. Council Meetings Go Hi-Tech

22. You’ve Got Mail! Staff and Council receive lots of it! How is it managed?

23. Emailing Mail to Council Once document is ready, open Outlook, New Mail Message To: Mayor and Council (Group is already created) Cc: CAO (cao@tofino.ca) Subject: Mail: (title of document/attachment) Attach: Attach PDF document from Adobe files Once 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.

25. Electronic Council Paperless Goals and Purpose

26. Electronic Council Paperless Goals and Purpose  Streamline the relaying of information

27. Electronic Council Paperless 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

28. Electronic Council Paperless 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

29. Electronic Council Paperless Goals and Purpose  Less paper for Council to process and file of hard copies

30. Electronic Council Paperless 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)

31. Electronic Council Paperless 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

32. Electronic Council Paperless Goals and Purpose  Positive awareness of current and new technologies for staff and Council

33. Electronic Council Paperless 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

34. Electronic Council Paperless 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

35. Electronic Council Paperless Goals and Purpose  Efficiency during Council meetings as information is readily at hand

36. Electronic Council Paperless 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

37. Electronic Council Paperless 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.

38. Efficiency Creates a Happy Mayor and Council!

39. Organization! Accessibility! Portability! Freedom! Your community can have it too!