Planning Commission backs electronic distribution for long planning documents, with safeguards

The Planning Commission voted unanimously to support a proposed amendment to the city administrative code that would require city departments and officials to primarily distribute documents of 10 pages or more in electronic format, while preserving the right to request printed copies.

Rick Albrecht, an aide to Supervisor Ross Mirkarimi, told the commission the proposal grew out of an effort to reduce excessive paper distribution and make documents easier to search and access electronically. Planning Department staff described the proposal and recommended approval, noting last year the department purchased nearly 2,000,000 sheets of paper for internal use.

Commissioners raised concerns about the "digital divide," the needs of people who rely on paper for accessibility or who lack printers, and the burden of large documents like environmental impact reports. Staff and proponents explained the ordinance does not prohibit printed copies: members of boards and commissions and members of the public may request hard copies and documents required during public comment periods (for example EIRs) will be available in printed form during public review. Staff also said the legislation leaves charges and cost‑recovery practices to departmental discretion and allows for economic‑hardship exceptions.

Following an extended discussion of access and administrative details, the commission voted to approve the ordinance and included commissioners' comments and directions to staff as part of the approval record.

The ordinance aims to reduce paper waste, lower printing costs and shift routine distribution to electronic formats while preserving public access on request. Staff will adopt implementation steps and report back on administrative practices as the change is implemented.