Board documents management is a vital component of the boardroom procedure. It includes a range of functions, including the secure storage and distribution of board agendas, documents, and voting tools as well as the tracking of tasks and assigning them to committee members. It can also aid in ensuring the compliance of governance by facilitating conformity to legal requirements and regulatory obligations.

A good board portal can make the whole process more efficient and allows directors to like this Strategies for Secure Document Sharing focus on their fiduciary duties and lead an organization towards sustainability over the long term. Relying on manual, paper-based processes or tools that aren’t designed with board management in mind can lead to inefficiencies, communication silos and disengaged board members.

A portal for boards that is geared towards security will safeguard sensitive information and allow directors to work collaboratively and securely, even when away from the office. It will alert directors to any new papers or updates, and allow them to search their entire archive of electronic board documents. It should also allow them to retain their notes while viewing any of these papers, so that, even if papers have been revised, they will still have access to the information they initially read. The system will also provide all-year-round customer service by real humans, not just chatbots.

Directors will also be provided with a dashboard that displays upcoming meetings, their preparation actions and the time they are available to attend. This will make it easier for directors to plan meetings that are suitable for everyone. It also lets them quickly review their progress on any assigned tasks so that they don’t miss deadlines or fail to follow up on their commitments.