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.