HomeMy WebLinkAbout19 - Paper Reduction Project - I-Pad or Tablet PilotCITY OF NEWPORT BEACH
CITY MANAGER STAFF REPORT
Agenda Item No. 19
January 25, 2011
TO: CITY MANAGER
FROM: City Manager's Office
Rob Houston, Assistant to the City Manager
949/644 -3033 or rhouston @newportbeachca.gov
SUBJECT: Paper Reduction Project — I- Pad /Tablet Pilot
RECOMMENDATION:
Receive and File.
DISCUSSION:
Key concept:
In an effort to reduce paper use, Mayor Henn recently stated that he wished to begin
receiving his Council Agenda packet in an electronic format that would be viewed using
an I- Pad/Tablet device. City staff will create a Pilot Project to test and determine the
best device and application support to meet the needs of Council.
Pilot Project Process:
The introduction of Tablet devices such as the I -Pad have created a new computer
platform with the potential to assist in making electronic work more accessible and
convenient. Many City organizations have begun examining how these devices could
best be used to streamline City business. As with any new technology there are a
steady stream of new devices and applications arriving, each with different features and
abilities.
An analysis of the hardware and software application options that would best meet the
City's needs is necessary to maximize the potential of this technology. A Pilot Project
has now started to conduct this analysis. The City's Information Technology
Department will lead this team and work with the Mayor and Council members to find
the best solution to facilitate a reduction in paper use for Council meetings and
investigate other uses for these devices for City business.
Paper Reduction Project — I- Pad/Tablet Pilot
January 25, 2011
Page 2
Areas to investigate include:
• Ability to integrate Tablet with City IT systems
• Security requirements
• Ease of use to review Agenda and Council files
• Need for connectivity — ease of connection
• Cost of support
• Ability to annotate, create notes, move quickly through files
• Cost / Benefit of use of tablets for Council Meetings
It is expected that the Pilot Project phase will take 3 months to complete. City staff has
already begun to examine what other Cities are learning from their experimentation in
using these devices for City Council work. Council input will be included in the Pilot
project team analysis to determine a recommended path for supporting efficient,
electronic information at future Council meetings.
Submitted by:
r`
J77—.- Houston
Assistant to the City Manager