Paperless Meeting System

System Overview

The paperless conference system is centered around LCD touch screen display terminals, utilizing modern communication technology, audio and video technology, software technology, etc., to achieve paperless meetings through the digital conversion of documents, forming a human-centered intelligent conference system. The system integrates advanced digital technology, incorporating various information technologies into all aspects of the conference process, accurately measuring document length to the word, speech duration to the minute, significantly reducing paper usage, promoting low-carbon environmental protection, and providing a highly practical conference platform for organizers and participants. It can realize functions such as conference sign-in, document distribution, document uploading, screen sharing, conference speeches, voting, handwritten annotations, service calls, video on demand, conference reservations, information release, and more.

System Features

1. Instant Information Interaction. The paperless conference system is essentially focused on managing the conference process, managing conference materials, and the importance of publishing conference document information and document interactivity is indispensable. It can seamlessly integrate with large screen displays or projectors to achieve synchronized document sharing.

2. Savings and Environmental Protection. In any large-scale conference, the amount of paper used is substantial. For example, at the annual CPPCC meeting, by adopting a paperless conference system, no printed speeches or briefings are provided, saving approximately 2 million yuan in paper and printing costs for just this one meeting. For government agencies, taking a traditional meeting with 12 participants as an example: with 12 attendees and 5 discussion topics, estimating 4 materials per topic with an average of 70 pages each, it would require preparing 12×5×4=240 materials, totaling 240×70=16800 pages of paper. Printing one page costs an average of 0.3 yuan, leading to an expense of 5040 yuan.

3. Greatly Improved Meeting Efficiency. The workload for any large-scale conference is enormous, making it particularly important to improve work efficiency and meeting quality. Compared to traditional paper media, the time spent on collecting, preparing, and printing meeting materials before the meeting is reduced; post-meeting material organization, sorting, and storage are also very convenient. Using the paperless conference system terminal as a carrier for intelligent meetings is undoubtedly the most suitable conference solution. It not only optimizes meeting efficiency and improves meeting quality but also saves a significant amount of time and labor costs.

4. Confidentiality and Security. The paperless conference system converts electronic documents into a paper-like electronic format that cannot be recognized by third parties through special encryption. It uses dedicated network protocols for data transmission, which undergoes multiple encryptions, ensuring a high level of security and confidentiality for conference documents. Compared to traditional paper meetings, paperless meetings can prevent confidential documents from being secretly taken away by participants. The paperless conference system can set meetings as confidential, and related documents and records can be automatically cleared after the meeting.

System Topology Diagram

System Functions

1. Conference Sign-in. Participants can achieve paperless sign-in upon arrival at the conference venue, eliminating the need to fill out traditional sign-in sheets, making it convenient and intelligent. When all participants have completed sign-in, the sign-in status of all attendees can be viewed.

2. Conference Agenda. The conference agenda includes all processes of the entire meeting, and participants can click the [Conference Agenda] icon to view all content of the current meeting.

3. Conference Document Management. In traditional conference modes, each meeting consumes a large amount of paper and ink, and requires assistants or secretaries to print and bind all materials in advance, which is time-consuming and labor-intensive, increasing management costs for enterprises and causing significant waste.

4. Annotation Function. During the meeting, the main speaker inevitably needs to annotate and emphasize important content during the explanation, and at this time, the system will automatically provide the annotation function.

5. Screen Sharing Management. The screen sharing function is used to display the document content from the main speaker or speaker's terminal on other participants' terminals. Screen sharing management is a core function of the paperless conference system, helping the main speaker control the entire meeting while assisting participants in easily following the speaker's pace, making it easier to understand and participate in the meeting.

6. Call Service. Participants can independently call for services from their seats. Corresponding table information and service content such as tea, urgent matters, etc., will be displayed in the background service terminal via SMS. There is no need to interrupt the main speaker, allowing the meeting to proceed smoothly.

7. Conference Voting. The main speaker can initiate conference voting during the meeting, and participants can vote through the terminal display to express their opinions and suggestions. The secretary has the right to view the results of all questionnaires and store the results on the server, applying for projection based on the actual situation of the meeting.

8. Conference Information. During the meeting, if participants encounter issues that need discussion, they can communicate via voice or text messages with other attendees. The system supports point-to-point voice and text messaging, as well as group messaging functions.

9. On-site Video. The system supports on-site video for meetings, facilitating remote communication among participants in different locations.

10. Projection Request. This function allows participants to project their speech content onto the conference room's large screen themselves, or to have it managed and projected by the secretary's terminal. The server or secretary terminal is a wired terminal (network cable, VGA cable, video cable) connected to all video systems in the conference room (e.g., projection systems). The conference secretary can also choose to play promotional videos or music according to the unit's requirements. Click the floating button to request projection.