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With Directors Desk, creating complex board books – online or printed – becomes an efficient,
even effortless process. Corporate secretaries simply create the agenda online
using the fast and easy SmartAgenda™ tool, which creates an online agenda that
is automatically linked to supporting documents and their agenda items.
What used to take hours can now take minutes.
SmartAgenda™ even enables directors to consolidate any number of
separate documents into a single file, which can be reviewed later
offline – a convenience for directors who need to review board materials while traveling.
Directors Desk offers four document centers to house important information:
- The Board Documents Center holds meeting minutes, resolutions, archived books, and working documents.
- The Corporate Documents Center includes a library of general purpose documents, including bylaws, policies, procedures, handbooks and department reports.
- The Committee Documents Center holds specific document libraries for each committee's meeting minutes, resolutions, archived books and working documents.
- The Hot Topics Center is a repository of important articles posted by management for the benefit of board and committee members.
Directors Desk includes a unique "Assign Rights" function that lets management determine who has permission to view and edit each document. A tracking mechanism shows when a document was last modified.
Directors Desk facilitates document approvals, eliminating the "looping emails" problem associated with sending contracts and other documents requiring annotations from person to person. In one central approvals management screen, board members can view the document under review, post their annotations alongside the document, and issue approvals online. This functionality enables companies to approve contracts in a matter of minutes, not days; eliminates confusion in the approvals process; and keeps documents out of the public email system, where they can be seen by outsiders
Sarbanes-Oxley Section 802 requires that financial documents of all kinds be preserved for three years, and audit-related documents be preserved for seven years. Further, the PCAOB has recently ruled that all forms of electronic documents are subject to the law, including emails, instant messages, and even chat sessions. The board is not exempt from this law, and can be subjected to the new penalties for non-compliance.
To protect your company, Directors Desk will apply your document retention rules to all communications that pass through the communication tools, not allowing content to be deleted prior to its set expiration date. Then, once the content expires, Directors Desk guarantees deletion by destroying electronic records so that they cannot be recovered.
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