Q&A with AJ on Going Paperless

City Clerk Abubakar Jalloh agreed to answer the following questions submitted by Plaintalker on the topic of reducing the amount of paper necessary to carry out his office's functions. Thanks to AJ for giving us this insight into "going paperless" in perhaps the busiest office in City Hall.

--Bernice

Q. One of your initiatives is to achieve a paperless office, to the extent possible. A big paper item is the packet of background information for each City Council agenda. When I was a reporter, I received one of those bulky packages and though it was informative, it certainly used up a lot of paper. At one point, as I recall, there were 33 packets prepared for each agenda-fixing session until the list of recipients was trimmed. These packets still go to elected officials and members of the administration. How many are still necessary and how soon do you envision being able to send them electronically?

A. Council packets are completed and delivered on the Friday prior to each regularly scheduled Monday Council Meeting to the Seven Councilmembers, the Mayor, City Administrator, Corporation Counsel, City Solicitor. The Directors of each Department; Public Works & Urban Development, Administration & Finance, and Public Affairs & Safety including the Police Director & Fire Chief. Created under former Council President Rashid Burney, a full agenda containing supporting documentation is also delivered to the Plainfield Public Library. The paperless agenda/intelligent meeting management concept has been implemented in many Municipal & County Government across this State. I have leaned on the much needed assistance of Chris Payne, Manager of Information Technology, who has diligently researched many different alternatives and suggestions to assist in making this City paperless. I intend to have a proposal to both the Administration & Council within the very near future, but no later than the end of this calendar year.

Q. Members of the City Council currently span about 50 years in age. Former Councilwoman Linda Carter was one of the younger members during her tenure and strongly advocated paperless transmission of the packets. How many current members say they prefer electronic packets? Are you seeing any generational resistance to doing away with paper documents?

A. I believe we have a very tech savvy Council. Councilman Reid, who currently serves as an Interim Executive Director to a Housing Authority in Central Jersey, recently showed me the IPAD their members use to conduct their business meetings. Needless to say, I was impressed by his knowledge and willingness to embrace modern technology. Both Council President Annie McWilliams, and Chairman Adrian Mapp, have expressed to me, on numerous occasions, their eagerness and desire to go paperless. For those Councilpersons and residents who aren’t yet ready to receive information electronically, the option to receive a hard copy can and should remain available.

Q. Have you been able to take a look at paper costs for your office? Have you set any metrics for paper reduction?

A. Paper is purchased centrally from the Purchasing Division for City Hall Offices. Therefore, without researching I am not entirely certain of cost factors. However, for an average Agenda Fixing Session and Regular Meeting, it’s nothing to go through nearly 3,000 - 4,000 sheets of paper for reproduction. A complete council packet for one member can sometimes exceed an entire ream of paper. I’ve heard numerous accounts of municipalities being able to pay for the computer and software purchased to achieve a paperless environment, after going paperless in a year’s time. There is no doubt that this City can save money by going paperless and also be more much more efficient in providing information to the public. Imagine pulling up the agenda on the City’s website and being able to view the resolution and back- up info just by clicking on the title as it appears on the agenda.

Q. Back in the day, a firefighter would arrive at City Hall to pick up packets for delivery to officials. Is the Fire Division still used for packet delivery? Elected officials live in the city, but many appointees live outside Plainfield. Do out-of-town officials get delivery or do they get them Monday morning at work?

A. Yes, the Fire Division is used for packet delivery to the Councilmembers and Mayor only. Out of town officials pick up their packets either on Friday or on Monday in the City Clerk’s office.