managing board documents is challenging, especially when the documents are distributed and shared across multiple platforms and devices. When board members have access to an online board management platform they can access their documents on any device in real time. They can collaborate on the document in committees as well as in workrooms. They can make notes, exchange information with other members, and track the progress of projects. This is all while making sure that the most current version of the document is used at meetings. This helps boards make informed decisions and keeps members engaged between meetings.
Board portals also allow directors and meeting organizers to communicate links to meeting materials agendas, agendas, as well as other documents in a secure way prior to the scheduled meeting. This means that directors do not have to print or email lengthy documents that are difficult to find in their inbox. During the meeting, board directors can immediately access and view information associated with an agenda item via their computer, tablet, or mobile phone.
These materials can also be stored in one place which is simple to navigate, and is easily accessible between meetings. The board can also utilize built-in annotation tools to mark their materials book, and these will remain synced across their different electronic devices–with the option of hiding personal notes and annotations when required. If a member’s device is stolen or lost, administrators can remotely wipe the data to safeguard sensitive information.
Board document management is a critical part of the job description of any board. It has never been more important, especially in today’s cybersecurity environment. With the proper tools, it’s simpler than ever for a board to keep its directors engaged and ensure that all important information is secure.