Libraries Using Technology Become More Effective

Libraries who use electronic board management solutions for agendas, policies, work-flow, and other board materials, save thousands of dollars annually, reduce staff time, and actually increase the effectiveness of their board. Board management solutions also improve transparency in board communications, records management and maximize public access and participation.

The benefits are many, but an advanced paperless meeting system requires consideration of change, training and security issues.

Below are a few things you should know when considering moving to a board management solution, according to BoardDocs creator, Ari Ioannides.

• How much change is to be expected?
  Amigos’ association and board members may perceive adopting a board management service as a radical change - like going from a telegraph machine to an iPhone. It's not that radical. Done right, using a board management service should look like what you’re doing now, just easier. Like going from a typewriter to computer for word processing. Before widespread use of computers, people had no concept what it was like to use one. We all thought learning to use one would be hard; we were fearful, but we wanted to do it because there was a huge benefit. People are most afraid of using a board management system right before it gets implemented. After they’ve been through training, the first thing they say is "why did we wait so long?"
• How does a board management system save time and money?
  If you don’t have a board management service, your staff is using inferior technology or gathering documents and printing out a master copy. Then they likely go to the scanner and make a PDF. It gets printed, copied, scanned, posted to the website, then bound and shipped out to others. Any changes to the packet starts the process over again. If a board meets twice a month, this is done 24 times a year. With a good board management service, the material automatically gets released to board members and everyone else who needs it via your website. You may see up to $20,000 - $30,000 in cost savings the first year in labor, printing, and mailing costs.
• How important is data security?
  A system's security must be rock-solid. Data must be encrypted and maintained on a secure server. With BoardDocs, we believe board documents must be as secure as banking information. Information is always physically and electronically secured.
• What else should you look for?
  Any board management system has got to be easy to use. Well over 30,000 board members use BoardDocs. This might be the only computer software they use. Also, no matter how they get to it, whether it is an iPad, computer, or laptop, it needs to look the same.

Serving well over 2,000 organizations nationwide, Amigos BoardDocs’ services give libraries and governing bodies turn-key electronic solutions for processing virtually any type of governance document, including agenda items, supporting documents, minutes, policies, procedures and much more.

For more information about Amigos BoardDocs’ services, call Michelle at 800-407-0141, ext. 3529 or visit http://BoardDocs.com/ to experience the solutions firsthand.