Electronic Board Papers The Future of the Boardroom

Transcription

1 Electronic Board Papers The Future of the Boardroom Charlie Horrell Managing Director, EMEA 12 th September 2013 Johannesburg The World s Most Widely Used Secure Board Portal

2 About Us Developer and provider of Diligent Boardbooks World s most widely used secure board portal Singular focus on software, implementation and support for boards Over two times more boards served than the next competitor Security, Simplicity, Support Founded in 2001 and publicly traded in New Zealand Serve 3,000 boards and 64,000+ users 294 Fortune 1000 and 39 FTSE 100 Equal mix of public and private companies, large and small, across all industries 97% client retention rate Page 2

3 Boards Today Responsibilities: Well-established duties to help an organisation thrive Under greater scrutiny from regulators, shareholders, management With access to more information from more sources than ever before Responses: Draw board members from diverse backgrounds Optimise decision-making policies and processes Embrace new technologies that enable greater efficiencies and improved communication Results: Achieve a higher standard of corporate governance Page 3

4 Delivery of Board Materials Spectrum In-Person at Time of Meeting The Big Binder Electronic Beyond Paperless Page 4

5 Delivery of Board Materials Spectrum In-Person at Time of Meeting Courier Delivery The Big Binder Electronic Beyond Paperless Page 5

6 Delivery of Board Materials Spectrum Unsecure In-Person at Time of Meeting Courier Delivery The Big Binder Electronic Beyond Paperless Page 6

7 Delivery of Board Materials Spectrum Mobile App or E-Reader In-Person at Time of Meeting Courier Delivery Unsecure The Big Binder Electronic Beyond Paperless Page 7

8 Delivery of Board Materials Spectrum Secure In-Person at Time of Meeting Courier Delivery Unsecure Mobile App or E-Reader The Big Binder Electronic Beyond Paperless Page 8

9 Delivery of Board Materials Spectrum Internal Portal In-Person at Time of Meeting Courier Delivery Unsecure Mobile App or E-Reader Secure The Big Binder Electronic Beyond Paperless Page 9

10 Delivery of Board Materials Spectrum Secure Board Portal In-Person at Time of Meeting Courier Delivery Unsecure Mobile App or E-Reader Secure Internal Portal The Big Binder Electronic Beyond Paperless Page 10

11 What is a Board Portal? Technology that provides a very secure, easy way for companies to produce and distribute board materials to directors and executives so they can review and interact with it. Secretarial Team Directors/Executives Organisation Secretarial team Portal environment Directors Input Input Collect information for Board meeting Input Publish meeting documents on portal Page 11

12 Board Portal History 64,000+ PC based version ipad version Number of users Sarbanes-Oxley Act passed 12,000 ipad launched Apple sells 100m ipads Drivers of board portal adoption Timely access to information Heightened awareness around security Explosion in mobile devices Page 12

13 Security Five Key Considerations: Focus Security: paramount pre-requisite Mobility Focus: deliver valuable information Mobility: accessible anywhere Support: 24*7*365 User experience: paper or better User Experience Support Page 13

14 Security Data moves between the company and its board members using the highest security standards Paper or Electronic Board Portal Paper: Copies lost or held to be shredded Internal solution: Documents sent by unsecured mail or hosted in public cloud. Tablets or PCs lost Encryption and certificates at document level Data redundant and hosted in geographically diverse facilities Conform to highest security standards Questions How is data protected? Continuous vulnerability scanning and testing? SSAE 16 / SAS 70 audited? Security incidence response plans and protocols? Page 14

15 Focus Each member receives only the information they need to see Paper or Electronic Board Portal Paper: Manual assembly of pack based on each member s committees/role Internal solution: PDFs not customised, or manually created for each member Users receive info filtered by their role and committee responsibilities Non-board members get temporary access to needed materials Questions Can board packs be highly customised for specific user groups? Do the packs appear to be missing pages or pieces? Is material sharable beyond intended distribution? Page 15

16 Mobility Access critical company information whether online or offline, and from the ipad, PC and browser Paper or Electronic Board Portal Paper: Stuck waiting for courier deliveries Internal solution: Contingent on access to web-based portal or e-reader app Synch board material to ipad or PC View materials regardless of WiFi or wireless connection Questions Can I access board materials when and where I want? Does my view of that material (interface) change when I go offline? Page 16

17 Support Receive the level of service and support expected for an organisation s most senior leadership Paper or Electronic Board Portal Paper and Internal Solution: Training and support provided in-house by Company Secretary and/or IT teams 24/7/365 support Training and consultation from dedicated team of board technology experts Questions Can I get service anytime, from anywhere I need it? Are my problems dealt with until they are resolved, regardless of their root? Is the team specialised in board technology? Page 17

18 Digital Experience Read and annotate board materials more easily than on paper Paper or Electronic Board Portal Physically printed and couriered to board members PDF s ed or downloaded from drop box service Technology easier and quicker to read and mark up than a book Digital Capabilities such as navigation, shared notes, questionnaires, voting Questions Do we need an approach that works better than paper or current solution? Is there a smooth path between paper and digital? What added capabilities are truly important to us? Voting, shared notes, questionnaires etc. Page 18

19 Impact of Board Portals on Administrator Teams Cut time needed for the creation of materials Eliminate printing, shipping and courier costs Easily manage changes or last minute updates Pre-define user access to specified content Backed up by 24/7 support and dedicated account management Able to access current and historical company information Page 19

20 Q&A Page 20

21 Additional Resources Visit for: Demo of Diligent Boardbooks Resources regarding board portals Contact: C harlie Horrell Managing Director, EMEA Diligent Boardbooks Ltd. [email protected] Page 21

22 Offices New York (Corporate HQ) 39 West 37th Street 8th Floor New York, NY Phone: Montreal 2001 University Street, Suite 1700 Montreal, PQ H3A 2A6 Phone: London Lyric House 149 Hammersmith Road London W14 0QL Phone: Singapore One Raffles Quay North Tower Level 25 Singapore Phone: Hong Kong Level 8, 2 Exchange Square 8 Connaught Place Central, Hong Kong Phone: Australia Suite 706, Level 7 50 Clarence Street Sydney NSW 2000 Australia Phone: New Zealand 49 Carlyle Street, Level 1 Christchurch, New Zealand Phone: Diligent Boardbooks and Diligent are registered trademarks of Diligent Board Member Services, Inc. Third-party names and marks are the property of their respective owners Diligent Board Member Services, Inc. All rights reserved. 12 th September 2013 Johannesburg The World s Most Widely Used Secure Board Portal