the paperless president’s office presented by: heather m. fehn napahe annual conference march 5,...

The Paperless President’s The Paperless President’s OfficeOffice

Presented by:Heather M. FehnNAPAHE Annual ConferenceMarch 5, 2011

BeforeBefore

Files, Files, FilesFiles, Files, Files

TopicsTopics

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

Tracking What We Tracking What We Do: DatabasesDo: Databases

The President would The President would like the name of the like the name of the

student who wrote her student who wrote her a thank you note a a thank you note a

year ago….year ago….

Situation #1

SolutionSolution

Page through your communication file hoping to find the student’s letter

OR

Check the President’s Office Mail Database

HELP!HELP! I need the resolution we I need the resolution we

passed approving the building passed approving the building naming policy for a meeting in naming policy for a meeting in

5 minutes!!5 minutes!!

Situation #2

SolutionSolution

Page through the archived minutes for the year you believe the action was taken

OR

Check the TCNJ Resolution Database

Situation #3Situation #3

When did former Trustee Horne serve on the Board, what

committees did she serve on and who replaced her???

SolutionSolution

Flip through the trustee’s file and make notes as you go

OR

Check the BOT Master Roster

What Are Electronic What Are Electronic Documents?Documents?

Creation/ConversionCreation/Conversion

Electronic DocumentsElectronic Documents

Adobe Acrobat Reader vs Standard/ProCreating pdf files

◦Document Conversion◦Scanning – ScanSnap demonstration

PDF manipulation

Finding What You Finding What You Need: searching the Need: searching the

filesfiles

Working With the FilesWorking With the Files

Creating/organizing a filing system◦Don’t recreate the wheel◦Use the opportunity to make changes

Working With the FilesWorking 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

Other Other ConsiderationsConsiderations

Other ConsiderationsOther ConsiderationsConsiderations◦IT support◦Server space◦Security◦Staff training◦Cost

BeforeBefore

AfterAfter