To best utilize this help section it is recommended that you open it in a separate tab or window for quick reference.
Introduction and Main Menu
The Council Minutes and Ordinances are available for public access from the Village website using a software program called Filebound. When you click on the link it will take you to the program and grant you access to the files. From the front page you will be asked if you want to view Minutes or Ordinances. When you select a project, you will be taken to a search screen. Because the projects have different search criteria they must be searched differently.
Minutes are searchable primarily by date. If you know the exact date you may enter it under the date text box. The format is “MM-DD-YYYY.” The keyword search box useful if you do not know the exact date, the format is “YYYY-MM-DD,” this box allows you to search by entering the year only or the year and month. If you do not know the date you may search by the full text search option. This is accessed by clicking on the advanced search link. If you wish to bring up all of the minutes you may leave the search boxes empty and press enter.
Ordinances, like minutes, can be searched by date, the format is “MM-DD-YYYY.” Additionally you may search by ordinance number if it is known; the format is “YYYY-NN.” Please make note ordinance numbers must be entered with a 0 (zero) if they are single digit, for example: Ordinance “1995-5” would correctly be entered “1995-05.” This is to keep the ordinances in proper order when viewing from the list view.
If it is desirable, you may input the year and bring up every ordinance under that year. The full text search works exactly the same as it does for the minutes. Finally, you may enter your search under file notes, it yields much more accurate results, but is only searchable by the titles and keywords of the ordinances.
Resolutions are found with the ordinances, and thus, follow the same search guidelines. The only difference is the format, all resolutions will have an “R” in between the year and ordinance number, hence, the format is “YYYY-R-NN.”
Choosing your document
Once you have entered your search criteria a list of results will be displayed. Each of these is a link to the document itself. You may choose to organize these results by clicking on the header that divides it. For example, under the ordinances, you can choose to organize the list by date or ordinance number. To view multiple documents on a page check the box next to each desired page, then bring up the viewer. If only one document is found you will be taken straight to that document.
Viewing the document
Once you have selected your document click on the link to open it. You will be taken to another screen that is called “file details.” Here, you have several options. To the left of the document listing you may click on the monitor icon to get a thumbnail view of the document. You may also click on file notes to read the header if available.
Viewing the documents can be done in one of three ways. At the top right of the listing you will see a link that says “view documents,” clicking that will take you to the full view and allow you to view the document with the Filebound viewer. By placing the cursor over the link you will see a secondary option for a quick view. Finally, you may click on the link “view document” to bring up that document only. It is recommended that you use the web viewer for ease of use.
Installing the viewer
Because the Filebound program is not entirely web based, the viewer can be installed for more options. Once you bring up the record there is a button on the top right that says “install viewer”. Click on that link and it will download the installation file, once downloaded, open the file and use that program to allow windows to read the file. See the link below for more details.Detailed instructions
Navigating the viewer
The viewer will open in a separate window with a new interface. The left panel will display what document you are viewing. Each listing will be displayed, and underneath it is the specific page. Click on the next page to view each one.
At the top of the page you will see multiple icons. You can mouse over the icons to see their names. Here is a basic explanation starting from left to right:
- Arrow with box: this will allow you to email, print or use the windows viewing
- Magnifying Glass: allows you to do a file search
- Down arrow: allows to to export or download the files
- Magnifying glass with + and -: allows you to zoom in and out
- Circular arrow going left and right: allows you to rotate 90 degrees
- Cog: web viewer options
When finished, the viewer can be closed with the X at the top right of the window.
Searching for documents
If you don’t know the date or ordinance number there are two search options. They are both found under the advanced search link under the date search text boxes.
Full text search
These documents were scanned using a program that interprets the text and utilizes it for a search function of the text. Unfortunately, it is not always accurate; currently it is the only way to search the full text minutes and ordinances. It will bring up all documents that fit the searched word(s) and put them into a list. Once you select a document from this list it will open and highlight in yellow all applicable pages. To make the search more efficient, it is recommended that you chose more obscure words rather than common. For example “Mill Creek” would yield more accurate results than “Creek” would; conversely, being too specific, sometimes yields no results at all. It also helps if you know approximately when an ordinance was passed. It may take multiple searches to find the correct document.
The file notes search is a much better option to choose if you have a specific topic in mind. These are the titles and keywords to the ordinances and provide a text search that is word for word. This search option contains the specific title and certain keywords to each ordinance. This is limited in the sense that it only features the titles and keywords and not the entire text. Despite this, it yields much more accurate results and is recommended over the full text search. It is important to note, that if two or more words are entered using this search function that is will take the phrase as a whole and does not search the individual words.
The Filebound screen can be closed at any time using the X at the top right of the window. If you wish to keep both locklandoh.org and Filebound open simultaneously you can open the viewer in another tab or window.