Thanks to software, the many documents consulted by administrators are available in digital format. Be careful however to the safety instructions.
The paperless board of directors continues its journey with the French boards. While still in its infancy, this sensitive document management market is already driving the appetite of online software companies. One of them, the American Diligent has just appointed a sales director specifically responsible for France, Stéphane Tallieu. Subscribed by subscription (software as a service), the solution Diligent Boards already works at a dozen boards of directors in the Paris market, particularly at Schneider Electric since 2011.Please click here for more information saigontechnology.com
Before dematerialization, the printer was heating at the industrial group. The paper was wasted. And the trash cans were filled with obsolete leaflets. “For some meetings, we need to create documents of more than 300 pages and then update them, sometimes until the last minute, for the 16 members of the board,” says Claire Malrieu, deputy secretary of the board of directors. Like competing solutions (LeadingBoard, Xperca), Diligent proposes to streamline: board secretaries work on a single version, accessible online until the beginning of the meeting. “I’ve tested a dozen and I consider that all the solutions are worth,” notes Clémence Decortiat following the market for the French Institute of Directors.
Particular point, it is possible to digitally edit the board book, aggregating the various files in multiple formats (spreadsheet, text, etc.) in a single document. This allows managers to read it from a tablet or computer. At Schneider Electric, administrators, equipped with iPad, are notified by email of each update of the book. Anyone can also modify or ask a question about a passage in the book. However, says Claire Malrieu, “I’m not sure that the annotation tool is used”, even if “almost all administrators use Diligent and we have almost no paper version. At the end of an administrator’s tenure, these document-sharing solutions cut off access to account books and other strategic plans.
Fears about data security
“With these cloud-based online solutions, CIOs are sometimes a little chilly about not having control. But we must not forget that the board of directors is a body external to the company. It should not be certain documents of the board falls into the hands of the internal via the ISD, “observes Clemence Decortiat. Security is of course not to be taken lightly. Over the advice, Diligent and his competitors become the archive center of the board. “As soon as a document arrives on the platform, it is encrypted”, wants to reassure Stéphane Tallieu.
For European customers of the American company, everything is hosted in Germany. The legislation on data theft in Germany is considered the most stringent by Diligent. However, the recent suspicions of agreement between the German and American secret services concerning the industrial espionage of European companies urge caution. Fatalist, Stéphane Tallieu remarked that the NSA must surely be able to access all the data, wherever they are. “The other threats are under control,” he insists. In particular the strong risk of leakage of information induced by the printing of documents then forgotten … in the back of a taxi!