transitioning to a paperless board
TRANSCRIPT
Transitioning to a Paperless BoardOctober 2, 2015Melinda Moore, Manager, Corporate GovernanceRobert Saggiorato, Director, Information Technology
Transitioning to a Paperless Board
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Challenges of Paper Distribution
• Confidentiality considerations• Distribution time• Timeliness of information• Misplaced materials• Printing time• Printing costs• Courier costs
Considerations for e-Distribution
• Security of distribution• Technical abilities of members• Confidentiality• Technology compatibility• Document navigation (software selection)• Ease of use
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Board Acceptance
• CEO supports 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
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Policy Support
• Develop governance policies:o Support initiativeo Define expectationso Identify responsibilitieso Explain technology and supportso Confidentiality and access
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On-going Requirements
• Portal updating• Portal look and feel renewal• On-boarding new members• Security
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Expectations and Exceptions
• Expectations o everyone receives material through e-distributiono Staff updates portal with new and updated materials
• Exceptionso Printed copy of agenda provided to all participants at meetingso Meeting materials provided in paper form for Chair and CEO
for Board meetings and on request for committee chairs
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Evaluation
• Seek ongoing feedback from new Directors about their experience• Annually confirm with Directors the effectiveness of the
distribution process
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OHA Board Portal
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Desktop Mobile
OHA Board Portal
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Desktop Mobile
OHA Board Portal
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Desktop Mobile
OHA Board Portal
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Desktop Mobile
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