You've realized that paperless meetings are faster, safer and greener. You're ready to take the plunge. But where do you begin? Experienced pros recommend the following five steps to make a lasting paperless transition.
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Plan the transition.
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Choose software carefully.
- It takes security as seriously as you do. When you put your meeting documents online, are they easy to find by anyone who knows how to use the internet? Are they on ''the cloud''? The highest standard of best practice is to keep them stored on a private, cloud-based server with full 256-bit encryption. Many software providers leave your data unencrypted or provide less robust 128-bit encryption. If you use ordinary file-sharing sites to post documents (e.g., Google Docs), most of them keep your materials on the public cloud, where they are easily penetrated by bad actors.
- It makes materials searchable. Because you will no longer have to consider the cost of copying and postage, you will be able to create board packets with far more reading material. Your portal should provide an archive with free unlimited storage of past meeting minutes, historical documents, relevant legislation and media reports. When a reader wants to dig deeper on a topic, she has extensive background material at her fingertips. Surely, more information is better than less. The problem is that the reader might have no way to find what he needs among all those pages: It becomes the digital equivalent of a hoarder's closet. The best software stores your documents in a fully searchable archive. With a meta-search, typing a simple keyword finds every incidence of that term across an unlimited number of files in any format.
- It keeps confidential material segregated from other materials. Boards see highly sensitive information that many shady characters would like to get their hands on.
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Ask for help.
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Train people.
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Be prepared.
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Media Highlights
Environmental, social and governance (ESG) issues have become more complex and multifaceted than ever before. At the same time, ESG continues to ascend on board and leadership agendas.
In this buyer’s guide, we explore what a market-leading ESG solution should look like and highlight the key areas organisations should be prioritising as they embark on their search.