Board document management is an essential component of the boardroom procedure. It encompasses a range of functions, including secure storage and distribution of documents for board meetings, agendas and voting tools, surveys and tracking tasks http://onlineboardroom.org/creating-a-company-culture-for-security-design/ as well as task assignment for committee members. It also helps ensure the compliance of governance by ensuring compliance to the legal requirements and regulatory duties.

A board portal that is well-designed will help make the entire process more efficient, allowing directors to focus on their fiduciary duties and lead an organization toward long-term sustainability. Using paper-based procedures that are manual or using digital tools that are not designed with board management at the forefront, can lead to issues with communication, inefficiencies, and disengaged members.

A board portal that puts security first will protect sensitive information and allow directors to work together and collaborate securely, even if they are not on site. It will alert directors to any new documents or changes, and allow them to browse through their entire archive of documents from the board. It should allow them to keep their private notes when viewing any of these papers in order that if the documents are changed, they can still have access to the information they initially viewed. It will also provide 24 hour all-year-round support from real people – not only chatbots.

It will also provide directors with a dashboard which displays the upcoming meetings, their preparation activities, as well as the times they can be available for meetings. This makes it easier for directors to schedule meeting times that work for everyone. It also lets them quickly check on their progress with regard to the tasks they have been assigned so that they don’t fall behind on deadlines or fail in following through on their commitments.