Streetsboro -- The Board of Education is going paperless.
School Board members, who rely on multi-page meeting agendas, now are looking at the agendas on laptop computers through a system called BoardDocs.
School Board President Denise Baba said the system was being tested at the Sept. 12 meeting while paper agendas were still in front of them.
"Over the next few months, we expect to get rid of our paper agendas," she said.
As an example, she noted that the Sept. 12 agenda was 80 pages long. Multiply that by seven -- for five Board members plus the superintendent and treasurer -- and that's 560 pages.
"That's a lot of paper for one Board meeting," she said.
School Treasurer Catherine Rouse could not be reached to provide exact dollar amounts the district would save per meeting or per page.
Baba said the agendas will also be broadcast on a screen for those in the audience who'd rather not bring a computer to the meeting.
Superintendent Michael Daulbaugh said, people can bring a laptop or a smartphone to the meeting and follow along on the agenda after logging into BoardDocs.
Steve Cain, technology director for Streetsboro schools, said the district also is keeping track of how many pieces of paper are being printed on copying machines "because, honestly, we were going through a lot more [paper] than we thought we should."
To achieve that, Cain said a computer program called PaperCut was installed.
He said scanners were attached to each copier in the school buildings. Every employee in the district was issued an identification card, and employees carry the cards with them.
"When they make copies, they scan their card, so we now are tracking every piece of paper that goes through a printer in this district," Cain said. "We expect to see a significant reduction in cost. We have put some filters in place so if somebody tries to print more than 30 pages, it simply refuses to print. They'll receive a message that they've exceeded the limit, and the job needs to go to a [different] copier. So it gives us management reports."
The system allows school officials to determine the top users of copying machines -- most are building secretaries, Cain said.
"It gives us great information, so we can see where our money's going," he said.
Daulbaugh said a worthwhile feature of the system is called FollowMe.
"For example, if I'm in my office and have a staff meeting at Wait Primary School and I need 30 copies of an agenda, I hit 'print' in my office," Daulbaugh said. "I get in my car and drive to Wait. I take my ID card and wave it over the scanner on the Wait copying machine, and my job prints out.
"It is a very handy and useful component of this project," Daulbaugh said.
Cain said the FollowMe system also allows employees to keep items like documents for special education students confidential.
"The documents can't just be printed out and allowed to lay on a copier because the copier doesn't print out until you scan your card to retrieve them," Cain said.
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