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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