District raves on paperless program
by Courtney Warren
Feb 20, 2014 | 975 views | 0 0 comments | 15 15 recommendations | email to a friend | print
The Cleveland School District has gone paperless and in Monday's meeting almost every board member had an iPad or laptop to review documents as they were discussed.

The board decided to go paperless about a year ago.

"We were looking into options to save paper and delivery time. When you have to add something to the agenda you can get those additions immediately and notify members of changes that have been made," said Betty Jones, executive assistant in the office of the superintendent.

Before going paperless the board was using 3,600 sheets per month with 300 sheets per packets not including any special board meetings, which sometimes require more paper.

"That adds up to 43,200 sheets a year," said Jones.

The board has a license for a program that is a private portal on their website.

This allows Jones to load the documents and then board members can access those documents from any computer.

"It's web based so they can access from any computer anywhere—a desktop, iPad, phone, it doesn’t matter. It's totally secure once they log in so it doesn’t matter if they are on a computer in a hotel," said Jones.

Jones estimated that about $6,000 will be saved a year from going papers and that includes her time, delivery, preparation, and the cost of paper.

"Several board members have mentioned that we have a lot of technology in the district and they wanted to use it in the board meeting. They now get their information immediately. As soon as it's loaded they can access it and any corrections that need to be made can also get to those board members in a timelier manner.

"The board members are very pleased with it. The superintendent is pleased with it also. The board members like the ease and accessibility of it all and it's user friendly," added Jones.

Because of the board's decision to go paperless, the Cleveland Board of Aldermen has chosen to go paperless as well.

Cleveland City Administrator Farae Wolfe is working to find a program for the board that will allow members to access documents.

"I'm excited about it and the feedback I got back from the aldermen and the mayor. They all seemed very excited about the process. I think it would be great for the city and just another indicator of how the city of Cleveland is very progressive and moving forward and getting better at what we do," she said.