managing board documents is difficult, particularly when the documents are distributed and shared across various platforms and devices. When board members have access to an online board management platform and can read the documents on any device in real time. They can collaborate on questions to ask a board member the document within committees as well as in workrooms. They can add notes, interact with others, and monitor the progress of projects. All this while making sure the most up-to-date version is used during meetings. This helps boards to make well-informed decisions and keeps their members engaged during meetings.

Additionally, boards portals allow meeting organizers to share secure links to agendas and meeting materials to directors prior to a meeting. This eliminates the need to print and mail lengthy documents that may be difficult to locate in an inbox. During the meeting, board members can immediately access and view the agenda item from their computer or tablet, or even their mobile phone.

In addition, board materials can be saved in one easily-to-use location accessible at any time during meetings. The board can also utilize built-in annotation tools to mark their book of materials, and these will remain synced across their various electronic devices, with the option of hiding personal notes and annotations if required. If a member’s device is lost or stolen administrators can remotely wipe off the data to protect sensitive information.

Board documents management is a vital element of the board of directors’ job description, and it has never been more important given the current state of cybersecurity. With the appropriate tools, it is easier than ever before for boards to keep its directors involved and ensure that all important information is secure.