| Printer
hubs - staff need some way of ensuring that their printed documents are
not mixed with others or sensitive documents picked up or read by someone
else. Is it possible to send documents to print from workstation and
then go to printer and somehow authorise printer to carry out printing
operation?
|
| This function is available -
Xerox terminology is Secure Print - in effect a PIN number can be input
when the job is created at the desktop. The job will then be held in
a queue on the MFD until the PIN number is input to release the job. |
|
| Use of workstations allocated
to "fixed" staff. Question raised as to would workstation
be available for use by anyone else if fixed staff member was away for a
Committee meeting or other appointment taking less than a day. If so
concerns raised that they wouldn't get their desk back if it was later
occupied by someone else.
Explained policy required on
arrangements for desk bookings supported by effective booking systems
capable of picking up when desks are not in use. Scenario of fixed
staff returning to find desk used by someone else unlikely to arise as
previous audit suggests that there should be adequate provision of desks
in campus. Important that booking system capable of automatically
identifying unoccupied workstations is available to make best use of workstations
available. |
| Policy still to be
ratified. The expectation is that fixed worker desks are not
available to others unless that "fixed" worker is on leave -
then it becomes a flexible work station available to others. |
|
| Will hard copy diaries still
be issued? Microsoft Outlook has a diary function which allowed
diaries to be shared with their team and could be accessed from any
PC. Issue seems to be if staff attend a meeting and want to arrange
another one how will they do this? |
| E-diaries (MS Outlook) are the
way forward. As you say, up-dates can be put in manually as and when
required. |
|
| Library - Legal have a
library with text books and other reference material which would need to
replaced as its not feasible to put all of it into electronic
format. Numbers of documents and books to be retained should be
considerably less than at present. Library will be provided in
supermarket but in HQ it may be possible for services to store essential
books and documents either in separate rooms or within team areas where
there is room for shelving units. These need to be picked up later
at stage of detailed design when room data sheets prepared. |
| Storage to be defined during the
completion of the accommodation schedules. |