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Public Notices

April 23, 2014

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Finance Dept. Sets Goal Of Going To Digital Records

Originally published: 2013-10-10 11:00:53
Last modified: 2013-10-10 11:04:05



Implementing a system to digitize records at Greeneville Town Hall as a means to reduce the amount of paper used -- and the space needed to store decades of records -- is a priority for the Town's Department of Finance in 2014.

During the Board of Mayor and Aldermen's day-long retreat at the Clyde Austin 4-H Center on Monday, departmental priorities were briefly reviewed -- including those for the Department of Finance and the Human Resources Department.


Digitizing records is among priorities, according to Recorder Carol Susong.

"On day-to-day things, we are spending a tremendous amount of time filing and using paper," Susong said.

Keeping digital records for invoices, purchase orders, and receipts will help the office run more efficiently, she said.

Susong told the board that the current paper-based system is cumbersome, and particularly time-consuming at auditing time, as numerous records must be located, pulled, and re-filed after auditors complete their work.

Other Town entities, such as the Greeneville City School System, Susong said, can send the information auditors seek instantly, with less hassle.

In the future, Susong added, she hopes to scan previous minutes of the Board of Mayor and Aldermen and other records, as a means of preserving history.

Using the digital system, she said, would reduce the Town's expenses for paper, helping to defray the cost of the digital scanner's monthly lease fee.

Another priority discussed for the Finance Department is incorporation of results from the University of Tennessee Municipal Technical Advisory Service's (MTAS) Benchmarking project.

The example cited by City Administrator Todd Smith was the ability to break down the cost of road resurfacing to cost per square foot, to maximize resources.

The Benchmarking project, Smith said, has served as a means of identifying and sharing best practices with other municipalities in the region.


Priorities for the Human Resources Department were also outlined and briefly discussed Monday.

Smith said that he is working with Human Resources Director Patsy Fuller on an employee evaluation system, which will start with department heads.

He said he hopes the system can be put into place by spring 2014.

Development of an employee recognition program, Smith said, is also a priority for the coming year.

Implementation of an employee Wellness Program is expected by January 2014, and the Board of Mayor and Aldermen has already approved the institution of such a program.

Participating employees will receive baseline assessments to help identify health risks, and will have access to a number of health resources as a means to support wellness.

For more information and stories, see The Greeneville Sun.

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