Easily and confidentially prepare board meetings
As a corporate secretary or assistant to the executive board, you’re working with confidential business information every day and responsible for the preparation of board meetings for your organization. To prepare the meeting dossiers, you collect a wide range of different kinds of information, organize it all and send it out on a timely basis to board members in by postal mail or courier. Then you need to spend time incorporating all the notes and change requests from the board – sometimes right up to the last minute– and ensure that all the documents are up to date when the board meeting begins. Sometimes you wish this work were a little less complex, less prone to risk and that it took less time. But how? Simple - through the RegDOX Board Solution.
The RegDOX Board Solution Difference
1. Automated Workflows
Administrators can quickly create, organize and distribute digital board packs as well as make changes in real-time to ensure directors have the latest copy.
2. Work Natively
RegDOX Board Solution integrates seamlessly into your business applications including MS Office and Outlook. This means that administrative teams can create and distribute board packs in a native environment.
3. Flexible Licensing - Pay for What you Use
Don't pay for things you don't use or need. Self-provisioning lets you add and remove users, when required.
4. Easy PDF Conversion
Upload or drag and drop files of any format on to the RegDOX platform and automatically convert them into PDF.
5. Audit and Reporting
Any information accessed, opened or sent is logged in a tamper-poof audit trail helping you meet compliance. You also get notifications when directors open the pack.
Define user access rights by board or committee to make sure that users see what they need to see.
7. Auto Versioning
Versioning is automated so you don't need to worry about managing various versions during a document's lifecycle.
For Board Members
1. Never Lose Annotations
Annotations are always preserved and remain in the same position even if a meeting pack is updated by an administrator. Directors can optionally share their comments and annotations with individual users and/or groups.
2. Any Device
Securely access, view and comment on documents either using the RegDOX Mobile apps, desktop or a laptop. We support all operating systems - Windows, iOS, Android and Mac OS.
3. Easy Navigation and Full Text Search
RegDOX automatically creates a single, simple to navigate PDF that is accompanied by a cover page, contents page and page numbers. Users can also search for words, phrases or clauses.
4. Online – Offline
Directors enjoy seamless experience anywhere in the world. Make annotations, vote, add bookmarks, access archived materials from past meetings, and much more with the RegDOX Board Solution.
5. Best in Class Security
RegDOX operates highly secure ISO 27001 certified data centers spread across multiple US-based locations. Customer data is encrypted at rest and in transit. User, administrator and provider shielding ensure that only authorized business users can access the data.
Efficient. Flexible. Secure.
Saves time and money with automated workflow functions – create, distribute and update board packs in a native environment with our Microsoft Office integration.
Simplifies Board and Committee Members experience – 24/7 access to board packs with a range of mobile applications for viewing and annotating the information, approval processes and voting.
Protects your confidential information with rich security, auditing and reporting functions to meet compliance and security requirements.
The RegDOX Board Portal is a platform for board, executive and administrative teams to manage communications efficiently and securely. It streamlines and simplifies how board materials are created, distributed, reviewed and updated.
With our integration to Microsoft Office, board packs can be easily prepared in a familiar environment and last minute changes are quickly accommodated. You control access to confidential board materials and maintain full visibility of how they are used and by whom.
Meanwhile, your board packs always remain at the directors’ fingertips - securely accessible from anywhere, at any time and on any device. The RegDOX solution also accelerates crucial decision-making by allowing directors to vote on issues online, at the same or different times.
Meeting the challenges of the Company Secretary
Whether Company Secretary, Legal Counsel or Chairman, the challenges around board papers can be all too familiar – huge amounts of time and money are burnt by slow and inefficient processes.
It’s been reported that boards spend over $50,000 a year developing and distributing printed board books, but why? Perhaps it’s the time spent chasing and compiling information and then having to make last minute changes? The costs of the manual process can quickly spiral when you factor in secretarial time, administration, print and courier costs.
It’s also essential to question whether printed materials are secure enough – they can be left anywhere or read by anyone - making the RegDOX Board Solution all the more essential to your boardroom communications.
Best in Class Security
To help you meet strict compliance requirements, the RegDOX Board Solution automatically creates a tamper-proof audit trail of all user actions, as well as archiving copies of every document for later scrutiny.
Your board materials are encrypted at rest and in transit. And your information is stored where you need it to be in secure data centers located in the United States.
Additional security features:
- User, administrator and provider shielding – only authorized business users can access the data
- Two-factor authentication
- Customized watermarks
- Secure applications for all devices
Benefits at a glance:
- Secure platform for assembling and distributing meeting folders
- Available from anywhere in the world with web-based access
- Convenient versioning to track changes
- Participation in voting and resolutions
- Tamper-proof audit trail that helps users adhere to compliance regulations