managing board documents can be challenging, especially when information is dispersed and shared between multiple devices and platforms. When board members have access to a board management system that is digital and can read the documents on any device in real time. They can collaborate on the document in the workrooms and committees and add notes, communicate with other members, and keep track of project progress–all while ensuring the most recent version of the document is used in meetings. This lets boards make an informed decision-making and keeps members interested between meetings.
Board portals also permit meeting organizers and directors to send links to meeting materials agendas, agendas, as well as other documents in a safe manner prior to a scheduled meeting. This means that directors do not have to print or send long documents that are difficult to locate in their inbox. During the meeting, board directors are able to instantly access and view information related to an agenda item from their desktop, tablet, or mobile phone.
The materials can also be stored in one place which is easy to navigate and accessible at any time between meetings. The board can also utilize built-in annotation tools to mark up their book of materials, and they will be synchronized across their various devices. This includes the ability to hide personal notes and annotations if required. Administrators can also remotely wipe data from a member’s device if it is lost or stolen. This helps protect sensitive data.
Board document management is a critical aspect of the role description of any board. It has never been more crucial, given the current security landscape. With the appropriate tools, it’s easier than ever for a board to keep its directors engaged and ensure that all critical information is safe.