09-26-2012 Council Agenda - Laserfiche WebLink

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Kathy Glanzer From: Joel Hanson Sent: Monday, July 30, 2012 9:27 AM To: (jkeis @aol.com); Bill Blesener; John Keis; Michael McGraw; Rick Montour; Shelly Boss (shellymboss @aol.com); Shelly Boss Cc: Kathy Glanzer Subject: FW: Paperless Agenda Attachments: B2_ITEM_iPad.pdf B2_ITEM IPad.pdf (2 MB) ere is the info from Roseville IT on paperless agendas. It may be worth a discussion at a workshop to discuss options see how you want to proceed ? ?? I can also put it on the next agenda and then you can decide to discuss it a regular meeting or if a workshop is appropriate. JH Original Message From: Terrence Heiser Sent: Monday, July 30, 2012 9:07 AM To: Joel Hanson Subject: RE: Paperless Agenda Joel, I have attached the agenda item that covered the use of tablets and other computing devices. There was a significant amount of discussion on the topic and in the end it came down to the following: 1) Each agency can use whatever device it's council /board wishes to use. We found that there are many councils /boards that simply want to use an iPad because that's what everyone else is using. 2) Each user (council member, board member, staff, etc...) that use a tablet device is responsible for knowing how to use the device and how to perform updates. Tablets (especially iPads and Androids) will not be part of the city network and therefore will not be supported within the IT department. It is impossible to effectively manage these devices on the network. 3) Use of iPads /Android tablets by city staff must be avoided. Staff typically require access to internal file and print servers. This is not possible with these devices. Staff need to use Windows notebook computers or wait until Windows 8 tablets are available in late 2012. 4) Staff that still choose to use an iPad /Android will not be able to access any internal data systems. So basically it comes down to this. City staff need to provide a packet as an Adobe PDF file. Most (if not all) already make this available on their city website. Council members can simply use their tablet (Windows, Apple, Android, whatever) to retrieve the packet from the city website. It is that simple. Other options for distributing the packet is through email (fine for cities with small packets) or using Laserfiche Weblink. Lino Lakes is moving forward with iPads for all council members. They will post the packet through Laserfiche Weblink. Each council member will be assigned an iPad but will be required to setup an iTunes account (or use their existing account) to manage updates. The city will reimburse the council members for any required applications that they need to view and annotate the packet. Each member can use whatever program they feel comfortable 1 3