Board documents management is an important part of the boardroom. It encompasses a variety of functions, such document sharing as secure storage and distribution of documents for the board, agendas for meetings and voting tools, surveys and tracking tasks as well as the assignment of tasks for committee members. It can also help ensure that governance compliance is maintained by facilitating compliance with regulatory requirements and legal obligations.

A board portal that is well-designed will make the whole process more efficient and allow directors to concentrate on their fiduciary obligations and guide an organization towards sustainability over the long term. Using paper-based, manual processes or digital tools that aren’t designed with the board’s management in mind can lead to inefficiencies, communication gaps and disengaged board members.

A board portal that puts security first will protect sensitive data and allow directors to work together and collaborate securely even when they are offsite. It will alert the directors of any new papers or updates, and permit them to browse through their entire archive of documents from the board. It should allow them to keep their personal notes when they view any of these papers to ensure that even if the papers are revised, they can still access the information they initially read. It will also offer 24/7 year-round customer service from real human beings, not just chatbots.

Directors will also be provided with a dashboard that displays the upcoming meetings, their preparation activities, as well as the times they are available to meet. This makes it easier for directors to set meeting times that work for everyone. They can also quickly review their progress in any assigned tasks to ensure they don’t miss important deadlines or fail to meet their obligations.