Since the introduction of BoardDocs Pro, we have continued to release new features requested by the BoardDocs community. Some of the new features are simple additions, while others provide significantly improved functionality for users. The new system has many innovative enhancements; some you may not be aware of or be familiar with using yet. We’ve chosen to highlight several for you below.
The Welcome Packet is essentially a virtual representation of the dynamic collection of documents provided to board members, administrators and the public by the Document Publisher. The Document Publisher can customize Welcome Packets by adding the current meetings of interest, supporting documentation and select policies. Other important documents, such as special reports and upcoming events, can also be added to the packet from the Library. The Library is a very helpful new feature, which allows the Document Publisher to provide the board with additional information that’s not part of the agenda.
Using the New BoardDocs Search Feature
Searching in BoardDocs is now context-sensitive. This means that you can search for specific information depending on where you are in the system, narrowing down search efforts substantially. Each tab in the system has a Search window. For instance, the Welcome tab search window will only search the items in the Welcome tab view. The search field works the same for Policies and Libraries.
To perform a search on Meetings, you will search within all Active Meetings. Once you enter your criteria in the search window, click the magnifying glass to begin your search. Results for agenda items will display in a list of meetings. Click on a meeting and any items matching your criteria within that agenda will display. Your selection will open the Agenda tab. To return to your search results, click the Meeting tab. To start a new search, click on the red “x” to clear and enter new criteria.
Most attachments are searchable; scanned documents are an exception.
Meeting Control Panel
BoardDocs provides comprehensive tool for meeting management. The core of meeting management is the Meeting Control Panel (MCP). The organization can designate any administrator or even a board member to be the meeting moderator. Using the MCP, designated meeting moderators have the ability to remove items from consent, re-order the agenda, record motions, record the vote, enable online voting and take notes that will show in the minutes after they have been fully reviewed and approved.
Automated Minutes Generation
BoardDocs features a Minutes Generator that produces minutes based on the information added using the MCP. After the minutes are generated, they can be modified and formatted with our integrated word processor. Once saved, minutes can be linked to an agenda item for approval as an action or consent item and placed in any future meeting. Once approved by the board, the minutes are released to the public.
BoardDocs provides support for board members to enter private, free-form notes on any agenda item, policy or library item delivered via BoardDocs. While most solutions store annotations on the District’s database, BoardDocs’ unique annotation solution stores the notes in a completely different database, separate from the organization’s data. By storing this documentation in a separate database and limiting access to the person who created them, the notes can only be retrieved through authorization of the person who made them.