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Town moves Planning & Zoning files to OneDrive; staff advise editing rules and Zoom caution
Summary
Town staff demonstrated the new OneDrive workflow for Planning & Zoning files, advised commissioners to edit documents online (one editor at a time), and warned about a recent fraudulent Zoom invite circulating among local officials.
Erin Nelson, the town manager, walked the Planning & Zoning Committee through a new OneDrive-based file management workflow Thursday and explained how the town will transition away from Google documents.
"So first and foremost, this is out on OneDrive. So if you go and you're logged into your email... this is going to be under OneDrive," Erin said, demonstrating how commissioners can access the shared "Bluff P and Z" folder through their town email accounts. She advised commissioners who are working remotely not to save shared documents to their local machines and to use the online environment for edits so versioning and access are maintained.
Erin cautioned that simultaneous edits from multiple offline copies may overwrite other users’ changes and recommended that only one person actively type in a shared document at a time while others view. She also pointed commissioners to the OneDrive "star/favorite" feature so frequently used files remain easy to find.
The town manager said the IT transition will continue over the coming days and offered one-on-one tutorials for members who run into problems. Erin also said staff will correct outdated references on the town website and continue to migrate documents off the Google environment.
Committee members raised one practical issue: commissioners who use personal devices or are not on a town-managed computer may need different guidance. Erin said she would submit IT tickets where users lack OneDrive access and that staff would do follow-up testing to confirm remote editing behavior.
Separately, the committee was warned about a fake Zoom invitation circulating among local officials: a recent message that appeared to be a Zoom meeting invite came from an overseas sender and was not a valid town communication. Committee members were advised to verify sender addresses and not assume invites are genuine.
Erin closed by asking committee members to update their agenda templates with current contact and Zoom links as the migration proceeds and reminding them that the town will sunset Google Drive as files consolidate in OneDrive.
