12/05/2011 Council Packet - Laserfiche WebLink

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Lynn Francis From: Tom Venables < tom .venables @ci.burnsville.mn.us> Sent: Monday, November 28, 2011 8:55 AM To: City IT Professionals Subject: RE: [cityit] Electronic Council Agendas Mark, We implemented iPad 2 devices to each council member in July of this year and it has gone very well. Each council member was provided a Verizon 3G - WiFi - iPad 2, an HP Envy 100 wireless printer and some iPad 2 accessories including: extra power cords, apple docking stand, apple wireless keyboard, DVI monitor cord for connecting to a larger PC Monitor at council meetings, and at home if desired. Additionally, we installed the following apps: iAnnotate (for marking up and editing PDF documents) DocsToGo (for reviewing, editing and sending Microsoft Office documents) PrintCentralPro (for wireless printing) EverNote (for taking and centrally organizing notes and associated items on subject matter) Dragon Naturally Dictation (speech to text convertor) Dropbox (centralized file sharing and transportation tool, currently utilized to deliver Council Packets to each iPad) These items were selected with help from a third party vendor, The Foundation — in Minneapolis, which specializes in applying business uses for iPads and iPad support and training. We utilized their resources to help setup and train our Council members in their initial use of these applications on the iPads. It was very brief, but got them started and they have been running with the iPads ever since. We are also coordinating additional iPad workshops for our Council members to focus on their continued productive uses of the iPads and associated apps. Currently, we do not have a specific Agenda Management Solution we utilize to deliver agendas. All our agendas are in PDF format and sent to each council member via the Dropbox application which makes it immediately available to them once it is "dropped in the box ". Each iPad 2 was setup utilizing a Microsoft Exchange city email address assigned to each council member, an iTunes account assigned to each council member and was associated with council member issued credit cards. All existing City email, internet and Credit Card policies still apply to their uses of the iPads. Each iPad has a city asset tag affixed to it with contact information if lost or stolen. Each iPad utilizes a 3G Verizon account for wireless service anywhere. These were procured from the State of MN Verizon contract at $26 / month each for unlimited data usage. Additional policies and uses are being defined as we go, but it has been overall very successful and very little problems associated with these items. Currently all our council members bring their iPads to each Council meeting and worksession and work with them during the meetings. We still provide only one master paper copy (for the group) of the agenda and background documents for each meeting as a "backup" if any technical problems were to arise during the meetings. In the near future, we hope to move to an automated agenda management solution that will deliver or make them available via our city web site, to each council member, staff and public to any devices they choose to utilize and move away from the use of Dropbox for agendas. We are currently reviewing third party Mobile Device Management (MDM) solutions to help us define, implement, manage and enforce security /use polices and remote support for all mobile devices including: iOS, Android, Windows. mobile, WebOS and Blackberry. This would allow us to be a little more agnostic about what mobile devices we can support and provides automation to not only City Council issued devices, but staff issues devices as well. It is a fairly new market place for these types of MDM solutions, but it is rapidly changing. 1