As a company board member, director meetings can be filled with the monotony of flipping
through page after page of company documentation. Now, company secretaries and directors
have found a modern day solution to communicate their board materials via a web-based board
A board portal is a digitized, secure communication and collaboration tool between a
company and its board members.
The initial purpose of a board portal was to provide a new way for directors to access company
board materials. The most common practice was using the portal as a centralized, web accessible
storage unit on a company Intranet or secure web directory. However, concern over accessibility
and security grew substantially and companies sought alternative ways to stay in touch with
their directors. From this, the board portal market was born. With the increasing need to adopt
new board practices to improve communications with directors and keep confidential information
secure, the idea of using a streamlined portal solution flourished.
The key benefit of a Board portal: Security
Security is the top priority when implementing a
board portal. You are entrusting a new partner to
control the delivery of the most sensitive information
of your business.
Top-level board portal providers allow for higher levels
of control over the accessibility and discoverability of
your shared board materials, unlike programs that are
geared towards an employee base such as an Intranet
provider. Board portals provide a dedicated space to
separate out this level of sensitive information and
allow you to minimize risk. Alternative delivery methods
of board materials susceptible to risk include:
Intranets also tend to have complex and complicated
accessibility control. The user has to depend on an
internet connection to access or view board materials.
Once the director accesses the information, they
are held responsible to download the files from
the Intranet which creates lack of control from an
administrator’s perspective if they lose the material
or change it without informing other users.
Similar to the Intranet, users have no control over
who is accessing the documents once they are downloaded
and emailed — and there is no guarantee the
intended recipient ever saw the material. If you are
sending the information to someone’s business email,
company file size restrictions may also create transferable
challenges, not to mention that information is
now stored on another companies’ server.
Board members tend to have email addresses via
Hotmail, Yahoo!, Google and other email service
providers which are more susceptible to hacking.
Print and Mail:
Print and mail is not only unsecure, it is expensive and
labor intensive. Often times, the total page count of
board materials can be 100-200+ pages with 20+
directors each receiving a binder resulting in additional
time and increased costs spent collating, packaging
So, what is the “Board portal” of today?
portal is a digitized, secure communication and
collaboration tool between a business and their board
accessible from a mobile device via multiple platforms.
Ultimately, board portal providers own hosting
facilities and data centers with the highest security
protocols available, allowing administrators to upload
their board materials securely to a dedicated space.
Outside of security and safety, board portals also
offer the ability to:
- Review, annotate and approve documents
whether on- or off-line
- Utilize single sign-on and consolidated views
when serving on multi-boards
- Access voting and survey modules
- Hold director to director communications
within a secure portal
- Key word search all board materials
We know in today’s global business environment,
managing your time and your board responsibilities
is no easy task. Board portals help you work more
effectively and efficiently by offering the functionality
to streamline your board processes, the security to
protect your data and the support to tie it all together.
To see the power of BoardWorks in action, schedule a demo today at cgsboardworks.com/demo-schedule