CRC, RCA Look to 'Paperless' Synods

Delegates to the Christian Reformed Church in North America and the Reformed Church in America synods this summer will be sharing new computer hardware that supports paperless data and voting systems.

The system is aimed at simplifying the work flow through use of laptop computers to access documents and to replace a voting system that the CRCNA has used for nearly 15 years.

This will be yet another example of ways in which the denominations, which share the same heritage, are working together. Besides sharing the new electronic system, the denominations are planning joint activities to occur at the end of the CRC synod and before the RCA meeting begins.

The system in use this summer is geared to streamline the process. Instead of reading through reams of hard-copy reports, delegates will have just about all they need to conduct the business of their separate synods at their fingertips, said Shirley DeVries, information technology director for the CRC.

"We're really excited about this," said DeVries. "Everything from information about a delegate's housing to filling out their expenses and everything else in between" will be available to the delegates.

The CRC and RCA synods are both meeting in the Van Noord Arena in the Spoelhof Fieldhouse Complex on the campus of Calvin College. The CRC meets from June 10-16, and the RCA synod meets from June 16-21.

The denominations are also sharing the cost of the laptops for delegates unable to bring their own. So, when CRC delegates are done using the laptops, RCA delegates will be able to log on and use them for their work.

The Presbyterian Church USA has used a paperless business process for three years. The CRC has been able to learn from their experience.

“There is some nervousness. It is an all-new business process … But we want things to move along smoothly. We’ll make adjustments to it if we need to as we go along,” said DeVries.

The CRC and RCA have spent the last three years discussing and planning to roll out this new system at this year's synods. Among other things, they have developed a full-fledged IT roadmap. Included in the roadmap is a detailed overview of how much electrical power will be needed in Van Noord Arena.

Tying all of the laptops together will be a portable wireless system specifically designed for high-density wireless access. The system will also rely on the bandwidth available through Calvin College.

Always, the challenge at a synod is to get out all of the documents from committees and other sources as soon as possible so a delegate can prepare for a vote. This usually means that mountains of paperwork are generated and can pile up in places.

Backup systems will be in place to produce, compile, and store documents should the new system experience problems.

Dee Recker, the CRC's synodical services director, explains: "The reports of the synod advisory committees will be uploaded to the site as soon as they are ready for address in plenary session, eliminating the time the previous process required to duplicate, count out, and distribute to the floor of synod. Delegates and advisers will be notified by email when a report is posted and ready for their review prior to discussion on the floor of synod. In addition, roll call, voting, and balloting will be completed through access of the new site."

While this system is high-tech, not all of the business of the churches will be performed electronically. Delegates will still be required to stand in line at microphones if they want to speak to an issue.

Although the collaboration for the synods is a highly technical, if not highly practical one, it is another example of the ways in which the two denominations are working together. Along with a variety of other things, the denominations have just announced an extensive joint church-planting effort.

As for the new system at the RCA synod, said Paul Boice, communications director for the RCA, "Our IT departments have been working together and sharing ideas and strategies that will have long-term benefits."

But he also sees the ongoing significance of the collaboration. "It's also a blessing to see our two denominations, which have so much in common, spending time together at our synods. There is much that draws us together."