CC 01-22-2025 Oral CommunicationsCC 01-22-2025
Oral
Communications
Written Communications
From:Liang Chao
To:City Clerk
Cc:Peggy Griffin
Subject:Fw: 2025-01-22 City Council Meeting - Document Security and Accessibility Concern
Date:Monday, January 20, 2025 7:41:27 PM
Please include in the written communication.
Liang Chao
Mayor
City Council
LiangChao@cupertino.org
408-777-3192
From: Liang Chao <LChao@cupertino.gov>
Sent: Monday, January 20, 2025 6:51 PM
To: Pamela Wu <PamelaW@cupertino.gov>
Cc: City Clerk <CityClerk@cupertino.gov>
Subject: Fw: 2025-01-22 City Council Meeting - Document Security and Accessibility Concern
Is there any reason that most docs for the 1/22 council meeting are Word docs?
I happen to have MS Word installed, I have no idea whether anyone is able to read the doc if
they don't have MS Word installed?
For the staff report for the Stevens Creek Bike path, it opens in Word Doc, but the first page is
all in white, including the text, so I cannot read the first page when the doc was opened.
Liang
Liang Chao
Mayor
City Council
LChao@cupertino.gov
408-777-3192
From: Griffin <griffin@compuserve.com>
Sent: Sunday, January 19, 2025 9:15 PM
To: City Council <CityCouncil@cupertino.org>
Cc: City Clerk <cityclerk@cupertino.gov>
Subject: Fwd: 2025-01-22 City Council Meeting - Document Security and Accessibility Concern
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you
recognize the sender and know the content is safe.
Passing this info into the entire Council. Please address this issue ASAP!
Peggy
Begin forwarded message:
From: Peggy Griffin <griffin@compuserve.com>
Date: January 19, 2025 at 2:17:30 PM PST
To: Liang Chao <LChao@cupertino.gov>, Pamela Wu <PamelaW@cupertino.gov>, Kirsten
Squarcia <KirstenS@cupertino.gov>
Subject: 2025-01-22 City Council Meeting - Document Security and Accessibility
Concern
PLEASE INCLUDE THIS EMAIL AS PART OF WRITTEN COMMUNICATIONS FOR ORAL
COMMUNICATIONS FOR THE ABOVE MEETING.
Dear Mayor Chao, City Manager Wu and City Clerk Squarcia,
The documents associated with the upcoming January 22, 2025 City Council meeting are a
combination of Microsoft WORD and PDF formats. In the past, all the documents have been in
PDF format. My concerns regarding this change to allowing WORD documents as part of the
public record are as follows:
1. Issues with using WORD documents
a. These documents are easily editable! Whereas a PDF document is not as easily
altered by the average person.
b. When you send a WORD document to someone else for viewing, it can potentially
look different depending on their templates and settings in their version of WORD.
c. Access to WORD is not as prevalent as the PDF readers. Yes, Google has a tool
that allows you to bring in a word document but it does not always “look the
same”.
d. Record keeping over time…WORD backward compatibility will not be available in
free versions whereas backward compatibility of PDF readers will be.
2. Using PDFs
a. They aren’t easily edited.
b. There are many free PDF readers AND browsers have PDF readers built into them.
c. It standardizes the document format being used for city documents/records.
d. Longevity/record keeping…it is more likely that the public will be able to read an
old formatted PDF record but not as likely that old versions of WORD will be
supported.
PLEASE go back to publishing all City Council Meeting documents in PDF format-insist on it!
Also, set a standard that all city documents, particularly those related to city meetings be in
PDF format. Thank you.
Sincerely,
Peggy Griffin