Document management system

[unixman_again]

SMT have asked me to come up with a paper saving solution. Governors meetings generate minutes that run to 200+ pages. We stick PDFs of these in a secure area and if the govs want something to scribble notes on, the secretaries print out a copy and hand it to the governor. SMT have decided that this has to stop.

 

They have asked me to come up with something whereby governors can annotate their own copy of the PDF. However we don't want to upload a copy for each governor, but just a central copy which they can annotate and have just their annotations are saved. There are various online offerrings such as PDFescape but that wouldn't past muster with GDPR. We need something that we can host ourselves. It needs to be cross platform (web based probably) as some of the governers use PCs, some Macs and some Android tablets. Any ideas? I know there some out there, but I'm guessing we are talking £phone number

[TechMonkey]

Are you signed up to O365 or Google Docs? In O365 you could create a team that would share a OneNote to everyone and they can scribble or type on that, PDFs can be dropped in and you can either have everyone scribbling on the same or give them their own individual ones. I Imagine Google must have something similar. The biggest issue would be creating Governor accounts for them.

[dhicks]

It needs to be cross platform (web based probably) as some of the governers use PCs, some Macs and some Android tablets.

 

Would the annotation features is Google Docs / online version of Microsoft Word be suitible? You might have to convert PDF documents to Docs / Word beforehand.

[PotNoodleTech]

You could use a google classroom and enroll each governor as a "learner".

 

Then for each governors meeting create the agenda / convert to a google doc and upload as an assignment, so that each governor gets their own copy to annotate/edit. Then when the Gov is happy, they "hand it in" the secretary who is on the course as a teacher, is then able to see each meeting note / create minutes which can be simply uploaded as a document for all governors to view.

 

This is accessible on any device anywhere in the world and is free if you are a school.

 

You could tweak it around a bit if you didn't want to use assignments. Just upload things as "documents". the assignments feature enables each governor to annotate/edit really easily.