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West Virginia Secretary of State Natalie E. Tennant

West Virginia Secretary of State Natalie E. Tennant. Enhanced Communications. West Virginia Secretary of State Natalie E. Tennant. Background: 2002 Analog Phone System No in-house support Delays in configuration changes Greater focus on Customer Service

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West Virginia Secretary of State Natalie E. Tennant

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  1. West VirginiaSecretary of StateNatalie E. Tennant Enhanced Communications

  2. West Virginia Secretary of StateNatalie E. Tennant Background: • 2002 Analog Phone System • No in-house support • Delays in configuration changes • Greater focus on Customer Service • Need for faster communications between staff members • Integrated features with existing technologies • Desire to implement VoIP

  3. West Virginia Secretary of StateNatalie E. Tennant Process: • Develop a Request for Quotation (RFQ) • Select a Vendor • Establish Timeline • Identify Pilot Group • Develop a Project Plan & Track Progress • Develop Documentation • Train the end-users

  4. West Virginia Secretary of StateNatalie E. Tennant Unified Communications Requirements: • Unified Messaging • Presence Management • PC-based Call Control • Instant Messaging • Video Calling • Audio Conferencing • Audio, Video, Web Conferencing/ Collaboration • Remote-Worker Flexibility • Secure External Location Access • Mobile Connectivity

  5. West Virginia Secretary of StateNatalie E. Tennant DEMONSTRATION

  6. West Virginia Secretary of StateNatalie E. Tennant Contact Information: Beth Ann Surber (304) 558-6000 bsurber@wvsos.com www.wvsos.com Thank You!

  7. Constituent Communication & Outreach

  8. Finding connections that work – • Website publications • Phone team • Washington State Bar Association • Service organization meetings • Multi-agency communication • Nonprofit and charities education

  9. Website publications: • Division website has over 1.2 million unique users per year • Users perform more than 5 million entity searches per year • The home page is utilized for important news and events • Quarterly newsletter & annual report – law changes & rule changes – consumer alerts

  10. Phone team: • Nearly 150,000 calls per year • Callers are looking for help or information on filings • Opportunity for individualized service

  11. Washington State Bar Association: • Attend committee meetings as SME’s for Secretary of State filings • Participate in shaping business law that affects the filing process • Opportunity to provide feedback on existing law

  12. Semi-annual meetings with Service Organizations and Legal Firms: • Build a rapport with professional filers • Receive feedback and suggestions on current services • also suggestions for future services and systems • Provide feedback to the organizations

  13. Multi-agency Small Business Team: • Monthly meetings with representatives from 26 state agencies • Collaborate public presentations and outreach to associations • Created public resources including videos and business guides

  14. Nonprofit and charities education: • Provide information on Board Member fiduciary responsibility • Provide information to stay in compliance with state regulations • Provide education for donors to “Give Wisely”

  15. QUESTIONS? Patrick Reed Operations Manager, Washington Secretary of State, Corporations and Charities division patrick.reed@sos.wa.gov 360-725-0358

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