Board documents management can be a challenge, particularly when information is distributed and shared across multiple platforms and devices. If board members are able to access a digital platform for managing boards and can access the documents on any device and in real-time. They can collaborate on the document within committees as well as in workrooms. They can also add notes, exchange information with other members, and track the progress of projects. All while making sure the most up-to-date version is used at meetings. This allows boards to make informed decisions and keep the members involved between meetings.
Board portals also allow meeting organizers and directors to send the meeting materials agendas, agendas, and other documents in a safe manner prior to a scheduled meeting. This eliminates the need for directors to print or email long documents which are difficult to locate in their inbox. During the meeting, board directors are able to instantly access and view information associated with an agenda item from their computer, tablet, or mobile phone.
As an added benefit, board materials can be saved in one, easy to navigate location that is accessible at any time during meetings. The board can also make use of the built-in annotation tool to mark their books of materials. These will remain in sync across their various electronic devices, as well as the ability to hide any personal notes or annotations. If a device belonging to a member is lost or stolen administrators can remotely wipe the data to safeguard sensitive information.
Board document management is an essential aspect of the job description of any board. It’s never been more crucial, given the current cyber-security landscape. With the appropriate tools, it’s easier than ever before for a board to keep its directors engaged and ensure all of its crucial information is protected.
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