Loading...
HomeMy WebLinkAboutMINUTES - 01161990 - 1.61 D To: BOARD OF SUPERVISORS 1-061 11 FROM: Contra Phil Batchelor, County Administrator Costa DATE: CO „� SUBJECT: January 9, 1990 �r „1V TWO-SIDED COPYING POLICY SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: Accept the report from the Administrator' s Office on implementing the two-sided copying policy. BACKGROUND: On November 14, 1989, the Board of Supervisors requested each Department to immediately print reports on both sides of the paper, where practicable. The Board also requested that the County Administrator report on the feasibility of implementing this policy. What follows is a feasibility report on this policy. The Administrator' s Office advised each Department of the Board action, and solicited comments and suggestions on implementing the policy. In addition, General Services notified all contractors who perform printing jobs for the County that it is necessary to follow this policy. Ten Departments responded to the survey and indicated no general problem with the policy. Moreover, some indicated that they had already been utilizing two-sided copying for reports. However, the Departments did identify several problems and concerns with the two-sided copying policy. These problems and concerns are discussed below. 1. Information which is filed with the Courts can only be printed on one side. Courts, both Federal and State, will only accept one-sided printed papers for filing. This standard affects some of the reports prepared by the Justice agencies and other agencies that prepare reports for the Court, such as the Social Services Department. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE 4 OTHER SIGNATURE s : ACTION OF BOARD ON JAN 1 "90 APPROVED AS RECOMMENDED >< OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS (ABSENT AND CORRECT COPY OF AN ACTION TARN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CC: Each Department ATTESTED JAN 16 1990 PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY M382/7-83 ��� ,DEPUTY 4 -2- 2 . Four Departments indicated that their branch offices do not have copiers which perform automatic two-sided printing. Therefore, paper must be manually fed through these machines to copy the second side, resulting in increased labor time and costs. Based on the information available it would appear that the two-sided copying policy can be implemented in most cases. For Departments with automated equipment, it is suggested that when the equipment is replaced, an automatic two-sided copier can be purchased if financially justified. Alternatively, these Departments should consider utilizing equipment in other Divisions of their Departments for lengthy reports or the General Services Department. Finally, greater utilization of the PROFS system can help reduce the .use of paper. For example, the Department survey used for preparing this report utilized the PROFS system .and eliminated 26 paper memos. Currently, 16 Departments are connected to the network and the remaining Departments should be connected by the end of the fiscal year. The Administrator' s Office will continue to encourage Departments to use this electronic mode of communicating information.