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Transitioning to a Paperless Board
- 1. Transitioning to aPaperless Board October 2, 2015 Melinda Moore, Manager, Corporate Governance Robert Saggiorato, Director, Information Technology Transitioning to a Paperless Board
- 2. 2 Challenges of PaperDistribution • Confidentiality considerations • Distribution time • Timeliness of information • Misplaced materials • Printing time • Printing costs • Courier costs
- 3. Considerations for e-Distribution •Security of distribution • Technical abilities of members • Confidentiality • Technology compatibility • Document navigation (software selection) • Ease of use 3
- 4. Board Acceptance • CEOsupports change • Board champions that support change • Describe change in terms of benefits for Directors • Involve committee or small group of Directors as a focus group in developing e-distribution system • Show early designs and evolving ideas to board or committee to bring them along on the journey and solicit feedback 4
- 5. Policy Support • Developgovernance policies: o Support initiative o Define expectations o Identify responsibilities o Explain technology and supports o Confidentiality and access 5
- 6. On-going Requirements • Portalupdating • Portal look and feel renewal • On-boarding new members • Security 6
- 7. Expectations and Exceptions •Expectations o everyone receives material through e-distribution o Staff updates portal with new and updated materials • Exceptions o Printed copy of agenda provided to all participants at meetings o Meeting materials provided in paper form for Chair and CEO for Board meetings and on request for committee chairs 7
- 8. Evaluation • Seek ongoingfeedback from new Directors about their experience • Annually confirm with Directors the effectiveness of the distribution process 8
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