County unveils online document manager

CivicClerk will provide public meeting agendas and minutes

Tabatha Stewart
Special to Colorado Community Media
Posted 12/26/18

Elbert County revealed its new document and agenda management system, CivicClerk, in an effort to provide residents with up-to-date information through the county’s website. The new system makes …

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County unveils online document manager

CivicClerk will provide public meeting agendas and minutes

Posted

Elbert County revealed its new document and agenda management system, CivicClerk, in an effort to provide residents with up-to-date information through the county’s website. The new system makes meeting agendas and minutes available for viewing, a task the county has been working on since the fall of this year.

“This is going to be a terrific tool,” Elbert County Clerk and Recorder Dallas Schroeder said during a recent BOCC meeting. “There are going to be a lot of positive things going through the system.”

Individual departments and commissioners are responsible for updating the information in CivicClerk, and according to Schroeder, they will be held accountable for distributing information to residents. The system allows residents to sign up for an email notification when new documents become available.

This is the first time Elbert County has used a system like this, according to Schroeder, and the staff and department heads have had positive reviews of CivicClerk.

“We can use it internally, and that’s really a great feature,” said Schroeder. “Before the Dec. 5 meeting, we had a question, so I sent it to the department head and within 30 seconds I had a reply.”

Residents of Elbert County have expressed concerns regarding the lack of transparency of goings-on within the county, including the inability to view agendas and minutes from public meetings. More than 600 residents responded to the county’s Citizen Engagement Survey this spring, which included requests for resident thoughts on Elbert County government and elected officials.

Forty-eight percent said they were only moderately familiar with the Elbert County government, and distrust of Elbert County commissioners was also addressed in the write-in session.

“We’re working on getting some things in place that will let citizens know what’s going on in the county,” said Justin Klassen, who was director of administration and public information officer for Elbert County when the survey was done, but recently left the county’s employ. “The county is working on a new software system that will make BOCC agendas and documents more accessible to residents.”

Schroeder said the county has been eyeing an improved document management system for quite some time, and when finances finally allowed the implementation this summer, CivicClerk was their top pick.

“The first time I was exposed to a system like this was at the very first clerks’ conference I went to,” said Schroeder. “But due to timing and finances, things don’t happen the way you want them to. This summer we went full throttle with it.”

County employees and officials have been receiving training on CivicClerk and how to manage agenda items for each department. Residents can access the platform by going to the county’s website, www.elbertcounty-co.gov, then clicking on the “Board Packets, Minutes & Agendas” tab that is located in the gray bar beneath the main photo on the home page. Any problems with navigating the site can be addressed by calling Schroeder directly at 303-621-3116, or Rachel Buchanan at 303-621-3105.

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