No.110 Introducing a paperless meeting system to the city council

Inagi City has decided to introduce a paperless meeting system for the administration of the proceedings of the city council.

At the 1st regular meeting of 2021 scheduled to open on February 26, 2021, a trial was conducted in combination with the conventional paper agenda and related materials, and the 2nd meeting scheduled to open in June 2021 From the regular meeting, we aim to abolish paper bills and use only the system for full-scale implementation.

The software called SideBooks, which will be introduced this time, is general-purpose software that has been introduced by 261 local governments nationwide as of January this year. The adoption in Inagi City is by no means a pioneering case, but while many local governments have adopted it either for use in city councils or at city hall board of directors meetings, this city is one of them. We were able to deploy both at the same time.

Regarding the utilization of tablet PCs, they were introduced to elementary and junior high schools earlier than others, and the GIGA school concept has started, but there is still a deep-rooted attachment to paper materials in the field, and objections to digitization still remain.

Under these circumstances, I would like to thank you for bringing forward the planned tablet terminal plan at the Inagi City Council.

For the introduction of this system, a supplementary budget was allocated at the third regular meeting in September last year, and tablet computers were provided to all managers.

Paperless meetings with the introduction of SideBooks will be used in the plenary session and each committee of the city council, and at the city hall, it will be used in policy meetings attended by the mayor, deputy mayor, superintendent of education, and various department heads.

With this system, you can view bills and related materials as electronic data from a tablet computer distributed to each person, and also have functions to write memos and insert bookmarks.

Documents and chart files are not stored on your tablet computer, and the files stored on the server are accessed from your tablet computer. Therefore, when changing or correcting the contents of the materials, it is only necessary to update one file, so there is no omission of corrections. In addition, even if the tablet PC is lost or stolen, data can be prevented from being leaked to the outside.

The primary purpose of these introductions is to conserve paper resources, which is an environmental consideration, but by eliminating the need to distribute or replace paper materials, efficient and contactless work is realized. It can also help prevent the spread of new coronavirus infections. Furthermore, since the server can be accessed from anywhere, remote work is also supported, which is useful for promoting work style reform.

We have also installed web conferencing system software on the deployed tablet computers, making it possible to communicate anytime and anywhere, which can be expected to be used on-site in the event of a disaster.

Until now, we thought that the introduction of such a system would be an issue for the future, but due to the COVID-19 crisis that began last year, we were forced to develop it.
The spread of infectious diseases may sometimes change people's lifestyles and work styles at once. It can be said that it is the name of injury.

The city will continue to strive to prevent infection, and will also work on improving administrative work that can only be done during this period.