NORFOLK GOVERNORS' NETWORK

If you distribute governor documents electronically, you might want to look at an online service called Dropbox which is free for up to 2 Gigabytes of storage (which is an awful lot of meeting minutes!!).

You can find details at www.dropbox.com but the way it works is that you download an application on to your computer and configure it to point at a directory somewhere on your local disk.  If you put documents into this directory or a subdirectory of it they are automatically copied to your Dropbox account out there on the Web.  That's a bit useful in itself (for example if you want a backup copy) but the real use comes when you have multiple PCs or multiple people who want to see the same documents.

If you have multiple computers (or maybe a Tablet such as an iPad) you can point these at the same Dropbox account and then documents added or changed in your dropbox directory are automatically copied to all your other computers as well.

You can also share a Dropbox account between several people so when you update your files, then they automatically get an updated copy too.  For governing bodies, therefore, you could have your clerk drop documents into a shared Dropbox and the documents would then automatically be copied to all the governors' PCs and on to the Web so you've got a shared library. 

Hope you find it useful...