Management of board documents can be difficult, particularly when the documents are shared and distributed across multiple platforms and devices. If board members have access to an online board management platform they can view documents on any device in real-time. They can collaborate on the document within committees and in workrooms. They can also add notes, interact with other members, and keep track of 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 an informed decision and keeps members engaged between meetings.
Board portals also allow directors and meeting organizers to share documents for meetings agendas, agendas and other documents in a safe manner prior to a scheduled meeting. This makes it unnecessary for directors to print or send long, outdated documents that are difficult to find within their inboxes. During the meeting, board members are able to instantly access and view the agenda item on their desktop or tablet phone.
The materials can also be stored in a single location which is easy to navigate and is available at any time between meetings. The board can also use built-in annotation tools to mark their materials book, and these will stay synced across their various electronic devices, with the ability to hide personal notes and annotations if required. Administrators can remotely erase data from a member’s device if it gets stolen or lost. This can protect sensitive information.
Board documents management is an important element of the board of directors’ job description, and has never been more important given the current state of cybersecurity. With the right tools it’s easier than any time for directors on boards to keep their directors involved and ensure that all of their vital information is secure.
http://onlineboardroom.org/creating-a-company-culture-for-security-design/