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2002-1134-Minutes for Meeting August 19,2002 Recorded 8/28/2002COUNTY OFFICIAL MARYHSUE SPENHOLLOW, COUNTYRCLERKS IBJ L002.1134 COMMISSIONERS' JOURNAL 1111111111111111111111111111111 08/28/2002 02; 33:28 PM 200200UUt DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MINUTES OF MEETING COMMISSIONERS AND DEPARTMENT HEADS MONDAY, AUGUST 19, 2002 Present were Commissioners Tom De Wolf, Dennis R. Luke and Michael M. Daly. Also present were Mike Maier, County Administrator; Dave Malkin, 911; Dan Peddycord and Tamara Weaver, Health; Scott Johnson, Commission on Children & Families; Marty Wynne, Finance; Becky Jackson, Parole & Probation; Rick Isham and Mark Amberg, Legal Counsel; and Dave Peterson, Joe Sadony and Tom Cornelliac, Information Technologies. Also in attendance were Gary Smith, Mental Health; Jeff Kern, Surveyor; Jenny Scanlon, Juvenile Community Justice; Renee Warner, Building Services; Tammy Credicott, Property Management; Mike Viegas, Risk Management; Timm Schimke, Solid Waste; Pat Ross, Veterans' Services; Darryl Nakahira and Patty Hendrix, District Attorney's Office; Dennis Morris, Road; Debbie Legg, Personnel; George Read, Community Development; Dan Despotopolus, Fairgrounds; Scot Langton, Assessor; and Susan Ross, Commissioners' Office. Chair Tom DeWolf opened the meeting at 12:05 p.m. 1. Discussion of a Per Diem Expense Reimbursement Proposal. Marty Wynne introduced a proposal for per diem expense reimbursements, to be used instead of itemizing meals, and distributed handouts explaining the guidelines of the proposal. The amounts used would be the IRS published numbers, and would allow employees some flexibility in their daily meal expenses. Minutes of BOCC/Department Heads Meeting Monday, August 19, 2002 Page 1 of 6 Pages Department directors would be responsible for making sure the expense reimbursement submittals from their departments are reasonable, and this process would save time for Finance staff. Marty asked that any responses to this proposal be directed to him before the end of the month. 2. Brief Response from County Support Departments regarding Survey Results. Mike Maier asked each of the departments that were evaluated to respond to the results. Renee Warner, Building Services, said that the survey indicated a lack of communication between her department and other departments. She since has implemented a work order confirmation system that helps to track the work done by her department. She said there have been 1,069 work orders placed since March 1. Mike Maier suggested she send quarterly surveys to departments to track their satisfaction with the work and to make sure her department meets expectations. Marty Wynne, Finance, said that he would like to meet individually with some departments, as one problem indicated in the survey was that his department was not flexible. He explained that accounting is by nature a fixed type of work with set rules and regulations. Rick Isham, Legal Counsel, explained that the survey was generally positive except for timeliness issues. He said that they are looking at three different ways to track their work. He emphasized that requests need to be clear, especially if they are urgent; and that Legal's evaluation is based on legal consequences, which may not match what the department wants. He also explained that there has been turnover of attorneys and staff, but the situation is now stable. Dave Peterson said that he would like to know where the comments originated, that it is hard to respond without knowing more details. His department rated low in communications, but they do try to treat all departments the same. Debbie Legg, Personnel, distributed some excerpts, summarizing suggestions and giving an overview of the results, which were as a whole very favorable. Minutes of BOCC/Department Heads Meeting Monday, August 19, 2002 Page 2 of 6 Pages She said they will try to survey departments regarding the recruitment process, and develop a system to help the departments screen candidates. Mike Viegas, Risk Management, said he appreciated the positive comments. Some responses indicated a problem with communications, but he explained that this works both ways. He also said he does not like surveys, as they are too general in nature; and some comments showed the respondents' lack of knowledge in regard to contracts and workers compensation issues. Mike Maier explained that, according to the consultant, the response and results of this survey were higher overall than many he has seen in both public and private organizations. Often times support operations are taken for granted, and these groups need feedback to properly operate. Chair DeWolf added that departments should give the support departments their ideas and suggestions, and should also let the support departments know when they are doing things right. All of this feedback can be used as a learning tool. 3. Discussion of Mail Processing Procedures. Renee Warner explained that her department is using Moonlight Mailing for processing County mail, and that it is saving the County money. She will be distributing a list of fonts to use in labeling mail so that the County can obtain the cheapest possible postage rate. 4. Discussion of Changes in Accessing Documents on the County's Intranet (Express). Tom Comelliac gave an overview of a refined system of document management, and passed out an information sheet containing the details. Within Citrix, the system will be access via http://dm/ and otherwise via http://dm.deschutes.org. Commonly used documents will be easily available, and can be added by each department's authorized person simply and securely. He hopes to give individual training to the designee of each department. Minutes of BOCC/Department Heads Meeting Monday, August 19, 2002 Page 3 of 6 Pages 5. Discussion of New Goal Setting Process and Timeline. Susan Ross said that it has been determined that goal setting should be set up separately from the budget process, and that meetings will begin in late September in this regard. Feedback from those at the meeting was that this is a much better way of handling the process. 6. Update on Changes to Employee Health Insurance Policies. Mike Viegas explained that the insurance was renewed on August 1 and, per recommendations of the Employee Benefits Advisory Committee, there has been a change in the in network/out of network payment. Information on this issue had already been distributed to employees. He further said that federal regulations in regard to HIPAA have been completed, which have to do with privacy issues. He will coordinate this with departments. Commissioner Luke stressed that this is a very serious issue and affects all departments, especially those departments that deal with client medical information. Mark Amberg said that a task force would be formed, with representatives of each department, to deal with these requirements. 7. Update of the Proposed Employee Training Program. Commissioner Luke gave a brief overview of the training program, which will include standardized training and a schedule for completion of specific training. This would include new employee training, supervisory training and refresher training, and would detail what is required, what is optional, and how the training those employees take would be tracked. He asked for feedback on having just two hire dates each month for new employees. These would possibly be the Monday closest to the 1" and the 15t'' of each month, with training scheduled those days so that new employees start out with a day's training before they report to their departments. Minutes of BOCC/Department Heads Meeting Monday, August 19, 2002 Page 4 of 6 Pages 8. General Discussion of the Proposed New Deschutes County Mission Statement. Chair DeWolf distributed the proposed new County mission statement; "Deschutes County's goal is to enhance the lives of its citizens by delivering quality services in a cost-effective manner". He said that it is understood that most departments have their own mission statements, and asked for feedback on the proposed County mission statement. 9. Discussion of Cooperative Purchasing Agreements. Dennis Morris explained that the Road Department and a few other departments utilize a State cooperative purchasing agreement for a variety of purchases, including vehicles. He asked that any departments interested in becoming involved in this program should contact him. A list of items that can be purchased in this manner was made available. 10. Update regarding Revised Personnel Rules. Mark Amberg said that this is a huge project and is in progress. It is hoped that a draft will be ready for review by the end of August. 11. Discussion of the Public Records Request Policy. Mark Amberg explained that this is a high priority issue as well, and a draft will be circulated soon. It is recommended that one person in each department be designated that department's public records custodian. 12. Discussion regarding University of Oregon Internships. Jenny Scanlon said that the Social Sciences Department of the U of O is looking for internships for students, and that she has contact phone numbers if any departments are interested. Being no further items brought before the group, the meeting adjourned at 1: 35 p.m. Minutes of BOCC/Department Heads Meeting Monday, August 19, 2002 Page 5 of 6 Pages DATED this 19th Day of August 2002 for the Deschutes County Board of Commissioners. ATTEST: $&L4�, - 61-V� Recording Secretary Attachments: Tom heWolf, Chair D nnis R. Luke, Commissioner i ael M. Daly Commissioner ■ Summary Sheet of Advantages of a Per Diem Policy ■ Draft of Revised Reimbursement Policy ■ Summary of Personnel Department's Survey Results ■ Explanation of Deschutes County Goal -Setting Process ■ Summary Sheet of Document Management System ■ Proposed County Mission Statement Minutes of BOCC/Department Heads Meeting Monday, August 19, 2002 Page 6 of 6 Pages Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MEETING AGENDA BOARD OF COMMISSIONERS & DEPARTMENT HEADS Noon, Monday, August 19, 2002 1. Discussion of a Per Diem Expense Reimbursement Proposal - Mike Maier 2. Brief Response from County Support Departments regarding Survey Results: ■ Renee Warner - Building Services ■ Marty Wynne - Finance ■ Rick Isham - Legal Counsel ■ Dave Peterson - Information Technologies ■ Debbie Legg - Personnel ■ Mike Viegas - Risk Management 3. Discussion of New Goal Setting Process and Timeline - Susan Ross 4. Discussion of Mail Processing Procedures - Renee Warner 5. Discussion of Changes in Accessing Documents on the County's Intranet- Tom Cornelliac, Information Technologies 6. Update on Changes to Employee Health Insurance Policies - Mike Viegas, Risk Management 7. Update on the Proposed Employee Training Program - Dennis Luke 8. General Discussion of a Proposed New Deschutes County Mission Statement -Tom De Wolf 9. Discussion of Cooperative Purchasing Agreements -Dennis Morris, Road Department 10. Update regarding Revised Personnel Rules -Mark Amberg 11. Discussion of the Public Records Request Policy -Mark Amberg 12. Other Items: ADVANTAGES OF A PER DIEM POLICY General • The IRS regularly updates per diem rates, which will ensure that reimbursements reflect current economic conditions • IRS guidelines are based on specific local and regional costs, which should be more fair to employees and the County • The County will be in compliance with federal guidelines Employee • Reduction in time spent preparing the employee reimbursement request • Less frustration — receipts are not always available (e.g., one receipt for several people), itemized receipts are not always available, etc. • Gives employees some flexibility regarding meal expense (e.g., if employee works through lunch, he/she could spend additional amount for dinner) Finance Department • Reduction in time spent reviewing employee reimbursement requests, including contacting departments with questions, returning reimbursement requests to departments, if necessary, etc. DRAFT (August 2002) DESCHUTES COUNTY GENERAL POLICY NO. P -XXX -2002 SUBJECT: TRAVEL, MEAL AND MISCELLANEOUS EXPENSE REIMBURSEMENT Policy: Reasonable and necessary travel, meal and miscellaneous expense reimbursement will be approved for payment when an employee incurs expenses while acting within the scope of employment with Deschutes County. Miscellaneous Expenses should be limited to those with a vendor with whom the County has not established credit. It is preferable that miscellaneous expenses be billed directly to Deschutes County and the vendor's invoice processed through the County's normal accounts payable procedure. The following reimbursement guidelines will apply: 1. Request for reimbursement must be submitted on a voucher with a DESCHUTES COUNTY EMPLOYEE REIMBURSEMENT FORM attached. (Exhibit A). The form shall be completed in its entirety, signed by the employee and approved by the employee's department head or the department head's designee. 2. Generally, requests for reimbursement should be made within 30 days of incurring the expense. If the expense incurred is less than $10, employees MAY be reimbursed through the department petty cash funds, if such funds are available and if appropriate documentation is submitted to the department's petty cash custodian. 3. Each reimbursement request for out-of-state travel MUST be accompanied by an approved Out -of -State Travel Authorization Form (Exhibit B). The form must be completed in its entirety, authorized by the initiating department head and approved by the Board prior to the initiation of any travel arrangements. 4. Mileage will be reimbursed at the rate allowed by the IRS at the time the mileage was incurred. The rate is adjusted periodically by the IRS (normally in January). 5. Direct payments to vendors for lodging or meals can be made if a pay voucher and any related registration form and other documentation are received by the Finance Department in time to process such payment within the County's established payment cycle. (5:00 p.m Wednesday; check available or mailed the next Friday). No cash advances for travel will be allowed. 6. Original receipts/invoices must be submitted for reimbursement of lodging & miscellaneous expenses. A receipt/invoice is an itemized listing of all charges. Except for meal/incidental expense reimbursements (see #8), no expense shall be reimbursed without a receipt/invoice. An exception may be granted if a written explanation is provided when a receipt/invoice is either unavailable or lost. When necessary, it is expected that the least expensive mode of transportation available will be used. 7. Lodging expenses will be reimbursed at actual cost, up to $80.00 per night, not including tax. (Please see exceptions noted following paragraph 10.) A 8. Employees will be reimbursed for meal/incidental expenses while on employment- related trips outside of Deschutes County or while attending employment-related meetings. The County will not reimburse for alcoholic beverage purchases. Employees will be reimbursed for the actual cost of the meal/inc.expenses, but in no event will an employee be reimbursed at an amount greater than the per diem amounts established by the IRS for business travel. Employees should request the actual amount spent, up to the maximum amount allowed under the IRS guidelines. If an employee spends more than the IRS guideline amounts, reimbursement will be limited to the IRS per diem. Receipts are not required for such per diem reimbursement requests. 9. Per diem rates for meal reimbursements are the rates established by the IRS for business travel. Rates can be found on the Internet at www.policyworks.gov/Perdiem. These rates, presented in the column labeled "M & IE rate" include taxes & gratuity. A copy of the per diem rate information from the website MUST be attached to the DESCHUTES COUNTY EMPLOYEE REIMBURSEMENT FORM. For travel periods of less than 24 hours, and/or for circumstances where an employee is not requesting per diem reimbursement for one full day (e.g., lunch is provided at a workshop, so employee requests reimbursement for breakfast and dinner), reimbursements are based on the following percentages of the daily rate: Breakfast — 20%; Lunch — 30%; Dinner — 50%. For example, if the IRS per diem amount is $40.00, the dinner allowance would be $20.00, the lunch $12.00, and breakfast $8.00. 10. Meals included in conference or workshop registration fees, as part of the base registration fee, as part of the purchase of an airline ticket, or provided at no expense to the employee, should not be included as part of the employee reimbursement request, and will not be reimbursed to the employee. Meals in lieu of those provided at the conference or workshop will not be paid by the County. The following exceptions to the above maximums may be authorized if approved by the Board of Commissioners: ➢ The cost of a meal in excess of maximum allowance included as part of a conference or seminar registration fee. ➢ The lowest priced room at a conference exceeds the maximum lodging reimbursement, or there are circumstances that do not allow the employee to secure lodging below the maximum level. An explanation must be included with the Employee Reimbursement Form. Note: Any request for reimbursement that does not meet the guidelines set in this policy will be returned to the department of origin for completion. 3 EXHIBIT A DESCHUTES COUNTY EMPLOYEE REIMBURSEMENT FORM Employee: I Department: Expenses From (Date): ITo (Date): PRIVATE VEHICLE MILEAGE Date Destination and/or Purpose Miles Total Miles Traveled 0 'New mileage rate effective January 1 of each year Mileage Reimbursement Rate* 0.365 Total Mileage Reimbursement - (from other side) Total Meal Expense 0 (from other side) Total Lodging Expense 0 (from other side) Total Miscellaneous Expense 0 TOTAL REIMBURSEMENT - Signature of Employee: Date: Signature of Supervisor: Date: ..v MEAL AND LODGING EXPENSES JUSTIFICATION FOR TOTAL PER LODGING DATE REIMBURSEMENT BKFST. LUNCH DINNER DIEM (attach receipts) Maximum Maximum Maximum Maximum $80 (# of people in party, etc.) 20% per diem 30% per diem 50% per diem (attach rate sheet) not including tax Total Meals Total Lodging: o MISCELLANEOUS EXPENSES Fares, Parking, Gas Purchases for County Vehicles, Etc. (attach receipts) DATE I DESCRIPTION OF EXPENDITURE IAMOUNT Total Miscellaneous Expense: EXHIBIT B OUT-OF-STATE TRAVEL AUTHORIZATION FORM Originating Department: Subject Employee(s): Destination: Dates of Travel Budget Detail: (Estimated) Mode of Transportation: * Transportation $ Lodging $ Meals $ Other $ TOTAL $ * Note: Only public transportation will be allowed for out of state travel unless special arrangements have been authorized by the Board. Reason for Travel and Benefit to County: Please attach a copy of conference and/or training documentation. Name of DeDt. Head Dept. Head Signature: BOCC Signatures: F -- Date: Phone # Fax # Date: Schedule Yes No Meeting Instructions• This form should be completed by the Department and forwarded to the Board's office. As soon as Board action is determined, the Department Head will be notified by phone or fax. 2002 EMPLOYEE OPINION SURVEY RESULTS DESCHUTES COUNTY ADMINISTRATIVE DEPARTMENTS * The following summary of the survey results was prepared by Cascade Employers Association. Personnel The Personnel Department earned excellent ratings across all statements. Its highest ratings were for "Caring and friendly" (4.58), "Respectful of me and others" (4.52) and "Conscientious about listing to my input" (4.35). Among all departments, these were the three highest ratings. Its lowest ratings all approached the arbitrary excellence line of 4.00: "Effective in expressing ideas orally" (3.91), "Flexible" (3.93) and "Very competent" (3.94). It received the highest ratings of any department on six of the ten questions, including those that dealt with listening, respect, flexible, friendly, written communication and customer service and was a close second on reliability. What does this department do best? This department received an unusual number of enthusiastic endorsements that addressed both staff members' prompt, professional help and their friendly style. They were praised for: 23 -- Competence, professionalism and services provided plus four specifically on how questions are handled 8 -- Friendly, likable and caring 3 -- Quick and reliable Here are some of illustrative comments: ® Personnel does a very good job of keeping us informed as managers on all relevant supervisory issues. General employee communication is good as well. N Great customer service and information regarding personnel procedures. CASCADE EMPLOYERS ASSOCIATION 7 i 2002 EMPLOYEE OPINION SURVEY RESULTS DESCHUTES COUNTY ADMINISTRATIVE DEPARTMENTS ■ Responds immediately to questions/request. Always friendly and helpful. ■ They do what they say they will do and it's fast and timely. A great group of dedicated professionals. ■ They care and its shows. They do extra work to make sure your needs are met. ■ This department is one of the friendliest, most helpful and competent in the County. What suggestions do you have for this department so it can more effectively do its job? Several comments recommended keeping up the good work. A few suggested expanding services or putting more on the intranet. Here are a few examples of the comments: ■ Get them qualified help to update antique <antiquated> policies and procedures and keep them maintained on the web (intranet) or elsewhere - this includes forms too. It's too much will all else they handle. ■ Be more proactive with employee training. ■ Be more active in recruitment and HR planning. Become a full service HR department. ■ Develop a long range plan. Any other comments regarding this department? In addition to eleven comments praising the staff and its service, there were suggestions for more management training, more county -wide personnel rules and more screening of applications. CASCADE EMPLOYERS ASSOCIATION 1.1 Personnel Department All Managers Cascade Employers Association, Inc. Satisfaction Percent Question Mean 1's 2's 3's 4's 5's Low High 11 Personnel Dept - Conscientious about listening 435 0 1 4 20 23 2% 90% to my input. 12 Personnel Dept - Respectful of me and others. 4.52 0 0 3 17 28 0% 94% 13 Personnel Dept - Very competent. 3.94 0 3 13 16 16 6% 67% 14 Personnel Dept - Timely in providing services. 3.98 0 4 10 17 17 8% 71% 15 Personnel Dept - Reliable in fulfilling 4.00 0 2 12 16 16 4% 70% agreements. 16 Personnel Dept - Flexible in achieving goals 3.93 0 1 16 14 15 2% 63% and solving problems. 17 Personnel Dept - Caring and friendly when 4.58 0 0 2 16 30 0% 96% interacting with employees. 18 Personnel Dept - Effective in written 3.98 0 1 15 16 16 2% 67% communication. 19 Personnel Dept - Effective in expressing ideas 3.91 0 1 17 13 15 2% 61% orally. 20 Personnel Dept - Provides excellent customer 4.19 0 1 11 14 22 2% 75% service. Total of Personnel Department 4.14 3% 75% Cascade Employers Association, Inc. SUGGESTIONS FOR THE PERSONNEL DEPARTMENT • Become a full service Human Resources Department. • Be more active in recruitment process. • Screen applications for minimum qualifications. • Be more pro -active with employee training. • Provide more training for middle managers. • Provide more manager training covering personnel rules, policies, procedures and union contracts. • Develop more substantial personnel rules governing all County employees, so departments can minimize the number of individual department policies. • Update antiquated policies and procedures (whoever submitted this comment, graciously suggested the BOCC get outside help because it is too much work with all else we handle). • More clearly define expectations — how exactly is it to be done, what time frames are involved, and provide examples to follow. • Expand on new hire orientation process to include more review of personnel rules. • Provide classes on payroll and new hire procedures. • Place more information on the Website and Intranet. • Develop a long-range plan. GOALSf WHAT IS BEING DONE TO ADDRESS SUGGESTIONS Employee Training/Education Programs: The Board of Commissioners and the Budget Committee approved additional funding in the Personnel Department budget this year for countywide training and tuition reimbursement. The Board has appointed a Training Advisory Committee. The following are the committee members: -Marty Wynne, Finance (chair) -Mike Maier, Administration -Dennis Luke, BOCC -Mark Amberg, Legal Counsel -Debbie Legg, Personnel -Mike Viegas, Risk Management -Becky Jackson, Adult Parole & Probation -Tom Anderson, CDD -Bonnie Baker, BOCC Employee Training/Education (continued The committee has already met twice, and a sub -committee was formed to develop an outline of the suggested education, training and new employee orientation programs that were discussed by the entire committee. The outline will be presented to the entire committee at their next meeting on August 27, 2002. The Board of Commissioners have agreed to dedicate a portion of their new Communications Coordinator's time to assist the Training Advisory Committee in coordinating this program. Revise Personnel Policies/Procedures and Develop Clear Guidelines: Mark Amberg and Debbie Legg have been assigned the task of reviewing and making final revisions to the Personnel Policy Manual. We have already met for several hours, and will need many more before a final draft is ready for departmental review. There are several policies that need to be created, in addition to the revisions of existing policies. It is our goal to streamline existing policies and procedures, eliminate policies that are no longer applicable and create additional policies that will address new regulations and laws. The completed policy manual will be distributed to all employees and will be available on the Intranet. The next step will be to develop a "Supervisor/Manager Policy and Procedure Manual" in order to provide clear guidelines in the following areas: • Recruitment Procedures • Reference Checking • New Hire Procedures • Performance Evaluations • Work Plans • Discipline/Discharge • Employee Resignations • Final Paycheck Procedures • Giving References of Former Employees Survey Departments for Suggestions Regarding Recruitment Process: • How involved do you want the Personnel Department to be in the recruitment process? • Would you want a standardized, mandatory scoring system for countywide recruitments? • Do departments want employment applications screened for minimum qualifications? DESCHUTES COUNTY GOAL -SETTING PROCESS The goal -setting process will be separated from the budget process and will occur prior to budget development. In this way, goals can help drive the individual departmental budgets. Departments will be asked to begin working on establishing goals in October of each year. These goals will be returned to the Board, and meetings between individual departments and the Board of Commissioners will be held during the month of November. The purpose of these meetings is to modify or negotiate on the goals, if necessary, and come to agreement on each program's goals. The budgets for the upcoming year can then be developed based on mutually agreed- upon goals. We will hold a goals development "kickoff' meeting prior to October in order to inform the departments of this change in process and to educate them on appropriate goal development. A form will be developed so that all goals are returned using a standard format. Departments will also be required to include performance measurements and timelines when developing a goal so that accomplishments can be measured. In summary, following is the annual timeline for the goal -setting process: Late September Goals "kickoff' meeting with all departments October Departments develop goals and return to Board's Office November Board holds meetings with individual departments January Full department head meeting to share goals February Budget "kickoff' meeting �escG�u tes Gou vl.t Document Management System "Moving Healthy Information Throughout Deschutes County Offices" How to Access Within Citrix: http://dm/ Otherwise: http://dm.deschutes.org/ Basic Features • Security Document Management is only accessible by Deschutes County Employees with a network logon. Most of the views in Document Management are customized according to the users login. • Easily Add New Files Adding a new file into the system is simply a matter of answering a few short questions. • Easily Locate Files All files have been organized into a searchable index. Quickly locate any file within the Document Management system by searching with keyword(s). • Familiar Directory Tree Interface Document Management uses the familiar directory tree interface to aid navigation within the system. All files are organized into a series of folders and subfolders. • File Subscriptions How often do you find yourself using an outdated form or file? File subscriptions will automatically notify you by email when the files of your choice are updated. File subscriptions also facilitate one click access to files you frequently use through the customized "My Subscriptions" feature. • File Check-In/Check-Out Need to update an existing file within the Document Management system? It's simple, just Check - Out the file for updating. When the updates are complete Check -In the file and the updated file is immediately available to everyone else. • Multiple File Versions Document Management support unlimited versions of every file added. Each time a file is updated a new version is automatically added into the system. • Critical Updates Notification Occasionally a file update will be so important that you want to ensure everyone using the file receives the update. Critical Update Notification will notify all file subscribers as well as anyone who has ever downloaded the file from the Document Management system. • Easily Email Files to Others Quickly send a file from the Document Management system as an email attachment. No need to save the file on your disk drive first. County Mission Statement "Deschutes County's goal is to enhance the lives of its citizens by delivering quality services in a cost-effective manner."