Managing board documents is a challenge, especially when the documents are distributed and shared across multiple platforms and devices. When board members have access to a digital board management platform, they can review materials on any device in real time. They can work together on the document within committees as well as in workrooms. They can add notes, share information with others, and monitor the progress of projects. This is all while making sure the most up-to-date version is used during meetings. This allows boards to make informed decisions and keep the members involved during meetings.
Board portals also allow directors and meeting organizers to share links to meeting materials agendas, agendas, as well as other documents in a secure way prior to the scheduled meeting. This eliminates the need to print and email lengthy outdated documents that could be hard to find in an inbox. During the meeting, board directors can immediately access and view information related to an agenda item from their desktop or tablet phone.
The materials can also be stored in one place which is easy to navigate, and are easily accessible between meetings. The board can also make use of built-in annotation tools to mark up their materials book, and these will stay synced across their various electronic devices, with the ability to hide personal notes and annotations when required. Administrators can also remotely wipe data off a member’s device if it’s stolen or lost. This protects sensitive information.
Board documents management is a vital aspect of any board’s job description, and has never been more important given the current cybersecurity landscape. With the appropriate tools, it is easier than ever for a board to keep its directors motivated and ensure that all important information is secure.
January 18, 2024
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