Board document management is an essential component of the boardroom. It encompasses a range of tasks, including secure storage and distribution of documents for the board, agendas for meetings survey and voting tools and tasks tracking and the assignment of tasks to committee members. It can also guarantee governance compliance by facilitating adherence with regulatory requirements and legal obligations.
A good board portal will help make the entire process more efficient, allowing directors to focus on their fiduciary duties and guide an organization toward sustainability for the long run. Using paper-based procedures that are manual, or digital tools, that are not designed with board management in the front, can result in inefficiencies, communication sylos, and disengaged questions to ask a board member members.
A board portal that focuses on security will safeguard sensitive information and allow directors to work collaboratively and securely, even when offsite. It will notify directors of new papers and updates and allow them to access through their entire archive of electronic documents for board members easily. It should also let them keep their notes private on any of the papers, ensuring that if the papers are revised they will have access to the original information they viewed. The system will also provide all year round customer support from real people, not just chatbots.
Directors will also be provided with a dashboard that shows upcoming meetings, their preparation activities and the times they are available to attend. This will make it easier for directors to plan meetings that are suitable for everyone. It will also allow them to quickly review their progress on the tasks they have been assigned so that they don’t fall behind on deadlines or fail in following through on their commitments.