Managing board documents can be difficult, particularly when the information is distributed and shared across multiple platforms and devices. When board members have access to an online board management platform, they can review materials on any device in real-time. They can collaborate on the document within committees as well as in workrooms. They can add notes, share information with other members, and track the progress of projects. This is all while making sure that the most current version is used at meetings. This allows boards to make more informed decisions and keeps members engaged between meetings.
Additionally, portals for board members allow meeting organizers to send secure links to meeting materials and agendas to directors prior to a meeting. This eliminates the need for directors to print or send long, outdated documents that are difficult to locate within their inboxes. During the meeting, board directors can instantly view and access information associated with an agenda item via their computer or tablet phone.
As an added benefit, board materials can be saved in one, easy to navigate location available at any time between meetings. The board can also utilize the built-in annotation tool to mark up their books of material. These will remain in sync across their various electronic devices, and have the ability to erase any personal notes or annotations. If a device belonging to a member is lost or stolen, administrators can remotely wipe out the data to protect sensitive information.
Board document management is a critical aspect of the job description of any board. It has never been more relevant, given today’s cybersecurity landscape. With the appropriate tools, it is easier than ever before for boards to keep address its directors involved and ensure that all important information is secure.