Meeting Minutes

Wednesday, April 7, 2004
2:00 p.m.
Governor's Residence, Lower Level

  1. Governor's Online Forms Initiative.

    For 2003, the goal was that all high-volume forms (500+ per year) would be put in editable form online. For 2004, the goal is that all forms used by the public will be in editable form online. Editable form can mean:

    • The form is a word or PDF document that the user can edit on their computer, print, and mail;
    • Or the form is an interactive online form, where the user fills the data in through their browser, and the information is automatically sent to the agency.

    Exemptions are possible.

    • If it would be considered too inefficient for the form to be online, then it may not be required. An example is a form, which has multiple copies going to different entities, where the main form has automatic carbonless copies. It would be too inefficient to have someone get one form, make the copies, and send them to the proper entities.
    • If the forms are only for internal use. An example would be a leave slip form, used only within the agency.
    • Forms created by other entities, which cannot be put online. An example is forms created by the federal government. It is advisable to try to obtain permission to put the forms online, but if the entity refuses, then an exemption can be granted.

    NOL is available to help turn forms into editable PDFs. They prefer Word or Design 2.0 or greater files. Send forms to Doug Gibbs to have the PDFs created. Keep in mind: form creation takes time. It takes two weeks to a month to get the PDF done, including questions and double-checking. Sending five hundred forms in mid December is not a good idea and those forms are unlikely to be completed in time.

    If you have forms that change at certain times, be it quarterly or yearly, make sure you keep track of the date. Have NOL change it in advance, and allow plenty of time.

    It is a good idea to use this time to take inventory of your forms. Review and revise those that need it, and make it an annual event to do another inventory.

    The forms will be kept on each agency's web site, with NOL having a link to the form. It's a good idea to keep all the forms in one spot on a web site, for easier use by the public.

    More information on the initiative itself is available at

  2. Miscellaneous.

    Eva Shepherd, co-chair, is resigning her position, as she is leaving state government. Nominations for the next co-chair should be sent to Cat Souliere,, for voting on at the next meeting.

    There is an interest in viewing Intranets. Those wishing to volunteer to demonstrate their intranet should contact Cat.

  3. Adjourn.

Next Meeting

Wednesday, May 5, 2004
1:30 p.m.
Governor's Residence, Lower Level

The next meeting's topics include: Archiving and Branding.