Commission Document Management System
The proposed system would centralize commission resources online. The system would encompass all meeting preparation and commission documents into one location, reducing the preparation time and room for error. An online document management system would replace the printing and mailing of commission meeting documents, which would streamline meeting preparation and make it easier to update documents during the process. The system would also make it easier for commissioners and library stakeholders to quickly access all commission documents.
The current process for compiling and storing commission documents is time consuming and decentralized. It is difficult to manage commission documents and resources, which can influence the effectiveness of commission meetings when commission members cannot easily access reference materials. All commission documents are not easily accessible online for all commissioners. The current preparation processes for commission meetings are conducted in print, email, and the intranet. This creates a lengthy preparation time and makes it difficult to update documents once they have already been printed and mailed. Furthermore, the approval process for materials to be included in the commission agenda is currently conducted via email. This creates more room for items to be neglected due to the approval process being separate from the rest of the preparation process.
| Date (Month) | Date (Year) | Objective |
|---|---|---|
| February | 2017 | Purchase Chromebooks for Commissioners |
| March | 2017 | Access to BoardDocs site is granted |
| March | 2017 | Train staff and Commissioners |
| July | 2017 | Launch new system for July Commission meetings |
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