Every meeting is represented as a book. In the Board Papers and Team Papers apps on users’ PCs, tablets and phones, Board members and meeting participants simply click or tap on a book cover to access the meeting agenda and documents. Using this familiar interface, every meeting is just a tap away and every document is no more than two taps away. In addition, a global search tool lets users search across all their meeting documents for keywords, document names and any text notes that they added. Board members never have to remember in what meeting or document they saw a key phrase or made a note.
Using simple drag and drop, form and table-based interfaces, meeting organizers assemble agendas in just minutes. For recurring meetings, agendas can be quickly copied and reused, and meeting templates created. In the Board Papers and Team Papers apps, board members navigate to any document with a single tap in the agenda. Long agendas are easily traversed using a hierarchical structure that groups topics and sub-topics, and can be collapsed and expanded. At a glance, icons in the agenda provide immediate access to associated agenda notes, voting items and signature pages. New and updated documents are clearly marked, so meeting attendees always know when there is something they need to review.
Board Papers and Team Papers are based on Microsoft SharePoint and Teams, the industry standards for secure collaboration. Deployed in your Microsoft 365 tenancy or on-premises SharePoint farm, all your existing security and user access polices are immediately applicable, including single sign-on and multi-factor authentication. With other solutions, your data is stored externally by the vendor. With Board and Team Papers, all your sensitive board and meeting materials are stored in the same place where you are already storing them. You have complete control of all your data. Pervasent has no access to your data and neither does anyone else.
Before, during and after meetings, board members and meeting participants can quickly add notes and mark up documents in the Board Papers and Team Papers apps. Pen, highlighter, and text note tools are always just a tap or click away. Annotations sync across all of a user’s devices, so on-the-go users can add a note on their phone and edit it later on their PC. Annotations are private by default, but if enabled by your organization, users can selectively designate annotations as “public” to collaborate with other meeting attendees. Public annotations on a document can be viewed in the Board Papers and Team Papers apps by all users that that have access to that document.
Board Papers and Team Papers make casting votes and signing documents easy. A vote can be added to any agenda item to approve meeting minutes and resolutions, take attendance, rate a presentation or get feedback from meeting attendees. From the Board Papers or Team Papers app on their PC, tablet or phone, users make choices, add comments to their votes and view vote tallies. All votes are sent to SharePoint or Teams for record keeping and reporting. Administrators can also designate any number of pages in a document to be electronically signed. Once documents have been signed by users, administrators can collect, print and archive signed documents.
While we always seem to be connected in today’s mobile world, sometimes secure network access is not available. Using Board Papers and Team Papers, documents are automatically downloaded to board members’ devices for safe, anytime, anywhere offline access. Documents are encrypted in transit and at rest using the highest level of encryption available and sandboxed so documents can only be viewed in the Board Papers and Team Papers apps. Administrators set expiry dates to automatically remove and limit the number of downloaded documents on users’ local devices.
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