1. The Paperless President’s Office Presented by: Heather M. Fehn NAPAHE Annual Conference March 5, 2011

2. Before

3. Files, Files, Files

4. Topics How we track what we do: databases What are electronic documents? ◦ creation /conversion  The magic of Adobe  The magic of ScanSnap Finding what you need: searching the files ◦ The magic of Copernic Other considerations ◦ Security and Support

5. Tracking What We Do: Databases

6. The President would like the name of the student who wrote her a thank you note a year ago…. Situation #1

7. Solution Page through your communication file hoping to find the student’s letter OR Check the President’s Office Mail Database

8. HELP! I need the resolution we passed approving the building naming policy for a meeting in 5 minutes!! Situation #2

9. Solution Page through the archived minutes for the year you believe the action was taken OR Check the TCNJ Resolution Database

10. Situation #3 When did former Trustee Horne serve on the Board, what committees did she serve on and who replaced her???

11. Solution Flip through the trustee’s file and make notes as you go OR Check the BOT Master Roster

12. What Are Electronic Documents? Creation/Conversion

13. Electronic Documents Electronic Documents Adobe Acrobat Reader vs Standard/Pro Creating pdf files ◦ Document Conversion ◦ Scanning – ScanSnap demonstration PDF manipulation

14. Finding What You Need: searching the files

15. Working With the Files Creating/organizing a filing system ◦ Don’t recreate the wheel ◦ Use the opportunity to make changes

17. Working With the Files Creating/organizing a filing system ◦ Don’t recreate the wheel ◦ Use the opportunity to make changes Searching the files ◦ Magic of Copernic

18. Other Considerations

19. Considerations ◦ IT support ◦ Server space ◦ Security ◦ Staff training ◦ Cost

20. Before

21. After