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Paperless Enforcement Discussion

Paperless Enforcement Discussion. EPA R4/Metro 4/SESARM Enforcement Managers Meeting November 2012. Paperless Office? Paperless Enforcement?. Not yet in Georgia! But we are taking steps in that direction… Drivers (in Georgia) for moving towards paperless compliance and enforcement

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Paperless Enforcement Discussion

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  1. Paperless Enforcement Discussion EPA R4/Metro 4/SESARM Enforcement Managers Meeting November 2012

  2. Paperless Office? Paperless Enforcement? • Not yet in Georgia! But we are taking steps in that direction… • Drivers (in Georgia) for moving towards paperless compliance and enforcement • Secretary retiring… • So much paper! So little file space! • State Archives • Reviewing record retention policies • Emailing documents more accepted

  3. Paperless Office? • Curious about what other R4 state and locals agencies are doing • Sent out a survey on October 22nd • Purpose of survey was to facilitate discussion • Seven states and 14 local agencies responded to survey • Responses indicate a wide range of interest/activity in this area

  4. Survey Question 1 Question 1 - Does your agency send out enforcement documents (e.g, notices of violation and proposed consent orders) electronically? • Generally “no” • Some agencies email copy as a courtesy or to expedite negotiations • Impediments to e-enforcement include: • Certified mail or personal service requirements • Electronic signature impediments

  5. Survey Question 2 Question 2 - Does your agency accept e-mail responses to enforcement documents? • Several agencies stated that they generally require signed orders or settlement agreements to be mailed • Several agencies acknowledge that they are more flexible for less serious violations

  6. Survey Question 3 Question 3 - Is your agency currently investigating the feasibility of sending and receiving enforcement documents electronically? Generally no, only three agencies that aren’t currently sending/accepting electronic responses are looking into it

  7. Survey Question 4 Question 4 - Does your agency print out e-mailed responses to enforcement documents? • Two agencies retain all files in electronic format • One agency converts all files to e-files after case resolved • One agency has plans to go electronic • Ten agencies generally print out any e-mailed response

  8. Survey Question 5 Question 5 - Does your agency convert all paper responses to electronic files? • Seven agencies do not • Five agencies do, or are in the process of converting • One agency noted that they have converted all permitting and compliance files to electronic files, but not enforcement files • One agency is developing procedures to convert files to electronic files • One agency is evaluating cost

  9. Survey Question 6 Question 6 - How does your agency provide public access to electronic files? Several agencies burn e-mails/e-files to a CD One agency has all files available online (Miami/Dade) One agency has most information available online (Broward) Several agencies print documents for requester Some agencies provide read-only access to database Not all states with databases allow public access to database

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