09-26-2012 Council Agenda - Laserfiche WebLink

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84 can log into a secured Laserfiche Web site to access and download to their home or 85 work computer the pre - packet information or simply view this online. This process 86 provides an additional opportunity for distributing protected information however it 87 does not allow for saving personal documents back to the server. 88 89 2. Modifying individual packets and digital notes. so Once the electronic packet is delivered to the council member, the electronic device needs to have the 91 appropriate software to read and, if necessary, provide the ability to add annotations, notes or to highlight 92 text within the document. Since PDF is an open standard there is available a number of PDF viewing and 93 editing tools available for iPad, Android, and Windows devices. There are also countless applications 94 available for taking notes, voice dictations, and creating supplemental documents the council member might 95 need available during the public meeting. Which applications to use is a matter personal preference. As part 96 of the deployment strategy staff would simply provide a list of suggested applications. Some council 97 members may choose to simply make handwritten notes in a notepad and bring these to the meeting. Again 9a it is a matter of personal preference. 99 100 3. Safeguarding individual electronic data. 101 In the described process so far the council member is retrieving and storing the electronic packet to the 102 device either on the disk drive or storage card. Additionally the annotated packet and personal notes are also 103 stored on the device. If the device is lost or damaged prior to the scheduled meeting, all personal notes 104 could be lost, To minimize any potentialloss of data a backup process should be defined. The process might 105 be different for each type of device. For example an iPad (and many Android devices) does not have any 106 connectors or slots for a USB thumb drive or card media. These devices would need to utilize some sort of 07 cloud storage solution as described above in distributing the packets. While using cloud storage for os delivering a common packet could be problematic, using cloud storage for individual, personalized 109 documents should be considered. The service is managed by each individual using their email address and 110 selecting a password for the service. Most of these services provide for automatic synchronization of the 111 files so the files would be present on the device as well as the online storage server. However it must be 112 understood that many services cannot fully guarantee the privacy of the stored data. Like any other data 13 services there are individuals that are responsible for managing the servers and these individuals may or 114 may not have sufficient privileges to eavesdrop on client data so selecting a service provider depends on the 115 type of data being stored. Storing one's music files or family photos in the cloud is much different than 116 storing corporate documents that may contain trade secret information or documents protected under health 117 care.privacy laws .like HIPAA. 118 119 If it critical that confidential data be stored in a location other than the device itself a Windows tablet or 120 Android based device (with available US13 ports or card media) should be considered. 121 122 4. Selecting an electronic device 123 It seems that everyone wants an iPad. It is the most popular tablet computer on the market today. But for the 124 purposes of distributing electronic (paperless) packets, any handheld or mobile device will suffice. Selecting 125 a device is again a personal preference that depends on the user and their exposure or familiarity with tablets 126 and notebook computers. While one council member may prefer using a notebook with its included 127 keyboard another may prefer an Android that is similar to what, they use at home, work or as a smartphone. 128 <Authors note: My parents, both in the early 70's, are a split household. My father has an Android phone 12s so he prefers the Android based Motorola Xoom tablet. My rnother uses an iPad.> 30 131 7 Page 3 of 5