The Problems with the Paper Agenda Process
The complexity of the agenda creation process often matches the mission-critical importance of the document itself. A recurring burden; it consumes hours, even days, of the Clerk’s or other preparer’s productive time. Photocopying and hand-delivery result in a massive paper-handling volume with the attendant costs and inefficiency. Last-minute changes and additions impede timely completion of the final agenda.

Laserfiche Agenda Manager is a Web-based legislative management tool that streamlines the agenda process from calls for submissions to final packet publication and post-meeting minute’s distribution. Agenda Manager works with Laserfiche Client to free Clerks and other preparers from repetitive tasks, allowing them to spend less time on logistics and more time making decisions. Agenda Manager empowers Council Members and other approvers to review draft agendas with less effort and greater speed. Your entire organization benefits from fast access to agenda information via the Web without creating extra work for IT staff. Constituents enjoy the enhanced service afforded by your digital agenda solution.

Agenda Manager Highlights

Item & Report Submitters
• Reduce costs and paper handling time with electronic item submissions
• Easily attach maps, drawings & other supporting material in digital form
• Automatic email reminders encourage timely submissions

Clerks & Preparers
• Electronic calls for submissions reduce reliance on paper memos
• Password protection guarantees security while facilitating comprehensive input from key personnel
• Easily track each item with automated status alerts
• Accommodate last-minute revisions without editing multiple paper copies
• Eliminate hours of copying and collating with secure, automated publishing to your intranet or the Internet
• Web distribution requires no HTML coding
• Reduce paper packet distribution with automated email announcements of the final agenda’s availability to Council Members, staff, citizens and the media

Agenda Approvers
• Simplify approvals process with automated electronic item & report routing
• Re-route disapproved items for final approval without recirculating large volumes of paper
• Quickly and easily distribute the agenda among multiple approvers


A Smoother, More Efficient Agenda Process
The Municipal Clerk, County Clerk or Commission Secretary; wherever the responsibility for formal agendas rests in your department, Laserfiche Agenda Manager reclaims the preparer’s time for other productive activities. Agenda Manager lightens the repetitive task load by sending email reminders, tracking the disposition of proposed items and automatically moving items through the approvals process workflow.

With Agenda Manager, Council Members, staff and administrators across departments participate easily in the agenda process from their desktops. Required revisions travel instantly to the preparer or appropriate submitter without waiting for paper memos to travel by hand. The result is a standardized agenda that requires fewer resources to prepare, approve and distribute.

• Simplify the entire agenda workflow within your Laserfiche document management solution
• Reduce preparation time and effort with electronic, templatized agendas
• Approvers act immediately upon receiving email reminders instead of waiting for paper memos to arrive
• Flexibility to approve the entire agenda or item-by-item
• With Laserfiche Web Access , remote and traveling decision-makers approve items securely via the Web
• Simplify minutes preparation and reduce retyping with automated minutes templates

Reduce the Costs of Paper Packet Production & Distribution
The steps and costs of hardcopy agenda packet preparation are many and high. Agenda Manager totally digitizes this process significantly reducing the expense of working with paper. Agenda Manager easily accommodates supporting materials, including oversized maps and drawings, eliminating the need to photocopy large volumes of reports. When the draft agenda is ready for approval, Agenda Manager moves it among approvers in digital form. The final agenda packet is published via the Web, saving thousands of pages annually.

• Digital agenda distribution eliminates the need to photocopy multiple copies of the agenda packet
• Easily attach and distribute supporting materials in electronic form, including digital audio and video
• Reduce operations expenditures for paper and photocopying
• Redirect effort devoted to paper collating and hand delivery
• Reduce storage space needs with digital archives

Enhance Public Service
Council and committee meeting agendas and minutes are among the most frequently sought public records. Agenda Manager reduces the information request burden on Clerks and other records managers by providing a 24-7 access point through which citizens search agendas and reports by keyword, date or other criteria. Agenda Manager further appoints the public by offering sign-ups for automated email agenda availability announcements.

• Simplify public access to scheduled meetings with a user-friendly calendar interface on the Web
• Interested parties sign up for one-time or recurring email announcements of agenda availability
• Citizens easily track meetings of commissions, committees, boards and councils of particular interest
• More informed citizen participation with full-text searchable agendas and support materials
• Final agendas and reports easily accessible in PDF form
• 24-7 Web access for the public and the media