Missouri Lawmaker Creates Virtual Office

In state Rep. Rob Schaaf’s office in the stately old Missouri Capitol, there’s no secretary and no filing cabinet. Business cards and meeting notices are promptly scanned into a computer. Visitors sit in front of a digital camera and leave messages on videodisc.

Paul Sloca – Associated Press Writer Govtech.net

In a building that generates thousands of pounds of documents weekly, Schaaf and his office are virtually paperless. During lengthy debate on the floor or in scattered hearing rooms, Schaaf can get work done electronically.

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"My goal is to be a pioneer," Schaaf said.

He even puts tech-savvy California lawmakers to shame.

"I’ve never heard of anything so far-reaching as what this particular lawmaker is doing, trying to eliminate paper from his office and his life," said Evan Goldberg, chief of staff to California Sen. Debra Bowen, herself a technologically progressive lawmaker.

Schaaf’s legislative assistant, Ray Griggs, scans documents delivered to the office and places them in separate computer folders.

"When Rob gets back here late at night he can sit there and watch these lobbyists and constituents talk about their problems, and he can turn around and call them back at his own leisure," Griggs said.

Wherever he may be, Schaaf checks messages, committee schedules and those scanned documents by tapping his PDA, which he hooks up to a laptop in his office now and then to get new files.

Schaaf, a 46-year-old freshman Republican, created his virtual office with his own high-powered computer, Griggs’ video technology and some equipment provided by the state. His office is sparse. He has a pair of desks where the computers sit and two chairs for digital recording sessions. A television rests on a shelf for Schaaf to watch recordings. Nearby is a stack of jewel cases containing video discs.

Schaaf believes the arrangement lets him sift through information quickly.

"There is too much work to do and get it all done, so we had to figure out a way to be more efficient, and we are more efficient this way," Schaaf said. "And I think this brings me closer to people because they have greater access to me."

Besides hearing directly from constituents on video disc, Schaff can send them recordings of himself.

The Missouri Legislature has grappled for years with technology.

Members of the Missouri House have been allowed to use personal laptop computers in the chamber since 1997. But the tradition-conscious Senate has repeatedly rejected the idea — even though live debate of both chambers is available over the Internet. Many lawmakers prefer to have paper in hand to conduct business, even if that makes their offices cramped.

Pam Greenberg, who follows technology issues for the National Conference of State Legislatures, said more state lawmakers are embracing technology such as PDAs, and in some states, like Texas and South Carolina, lawmakers can use their PDAs to download updates on committee hearings.

Schaaf’s approach is partly attributable to assistant Griggs, who runs a video production company and created several of Schaaf’s campaign advertisements using computer graphics.

Schaff’s predecessor, state Sen. Charlie Shields, was impressed by the setup.

"It’s an interesting way to do things," said Shields, who is leading efforts to allow laptops in the Senate. "I’m not sure if it’s going to work. We’ll have to see."

Schaaf, who had not previously held elective office, said Missouri lawmakers should embrace technology to better serve the public.

"My colleagues will realize that they waste a tremendous amount of time, that they waste a tremendous amount of paper and that there will be a great cost saving by doing things digitally," Schaaf said. "The law will be digital, all of the bills will be digital, instead of all this volume of paper. It’s just going to take many years."

Copyright 2003. Associated Press.

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