Why Your Board Should Adopt a Centralized Document Repository

The information every board document contains is the cornerstone of an organization and a board’s success. This is why all organizations must place a premium on secure access and storage of their documents. More than a step to keep pace with the demands of the global pandemic, adopting a centralized document repository for your organization signals a positive tread in your digital transformation journey.

What is a document repository?

Many executives and boards, especially those who are working remotely, have relied on document repositories that allow them to retrieve, share and review documents in a single digital space.

Usually hosted on your preferred server, an electronic or digital library saves your organization from the stress of fearing that your local drives will run out of space for your files. Or that you will fill up every single nook and cranny of your physical office with all the files you have to manage.

What are the benefits of a secure centralized repository?

A centralized document repository gives your organization one central digital location for all your data. Cloud-based sharing platforms like Google Drive, SharePoint, Dropbox, and iCloud gained popularity because of the convenience they offer to both personal and professional initiatives. However, storing and managing access to confidential board documents requires more stringent security features.

Read on for the benefits your board can reap from a secure centralized repository.

Boosted productivity and better collaboration

An ideal repository allows your organization to manage your documents in one central space, thereby fostering better collaboration and increased productivity. With all your board documents found in one central location, members of the board can share and retrieve files remotely.
Furthermore, centralized document repositories support any format or type of document, allowing for flexibility in most remote work demands.

Having eliminated the need to scour large volumes and stacks of physical documents, your board can focus more on productive and valuable tasks and endeavors. Members of the board can also share files and documents in one click, thus improving your processes and workflows.

Many electronic document libraries also enable efficient workflows by allowing boards to review and sign-off documents all in one place.

Centralized data and cloud-based storage

A cloud-based document system allows everyone on the board to access pertinent documents provided they have been granted access to the files and are connected to the internet. Using any device, your organization can store and share files and documents without needing to worry about file backup and recovery, and local and physical drives storage space.

On top of the reduced costs of going paperless, having all your board documents stored in the cloud also helps minimize duplication of documents and data, thereby saving you precious space for other data and files.

With strong scalability and flexibility, cloud-based storage proves highly beneficial to large organizations and enterprises for securing loads of confidential documents.

Secure access and control

Clearly, security and safety should be non-negotiables in selecting the most effective centralized document repository for your board. Using a heavily encrypted document repository eliminates your concern about your documents being vulnerable to online risks and threats.

With cybersecurity attacks out of the way, all you have to worry about is regulating and managing user access to your documents. A secure centralized repository allows your organization to curate and configure document access and permissions as you deem fit, to prevent unauthorized access. Fine-grained roles and permissions ensure that only those granted authority can retrieve and modify documents.

Enhanced document governance

Regardless of the laws and regulations that govern your business’ jurisdiction, a document repository developed by professionals helps your board achieve transparency, accountability, and compliance.

For instance, compliance with US federal laws such as the Gramm-Leach-Bliley Act, which requires financial institutions’ document management to include access control, data backup, file modification tracking, audit trail, and automated alerts, can be facilitated with the use of a secure document repository.

Convene is your board meeting platform and secure document repository

Trusted by many brands and organizations worldwide, Convene offers a platform for both board meetings and document management. Convene as an all-in-one board solution has proven its efficacy in streamlining not only board-related workflows but also document management processes.

Secure document repository

Convene’s Document Library is the secure centralized repository that can house all your board’s documents and data. Your board can access and share files and documents conveniently from one central location without worrying about the security of your board’s data and files.

With all content and documents pertinent to your board stored in one digital space, board members don’t have to shift between multiple sites and applications just to retrieve, share or upload new versions of the document or data they need.

Seamless integration

Convene’s ability to integrate with existing systems and document repositories allows seamless use of documents your board may have stored previously in external sources.

Migration from other sources to Convene will be the last of your problems, as uploading documents into Convene’s Document Library is as easy as dragging and dropping.

Security

Fine-grained permissions allow organizations to keep documents safe from unauthorized access. User access can be restricted and allowed at the folder and document level. With highly configurable role-based permissions‌, your digital library is accessed only by those with access privileges. You can set up your access permissions and settings on Convene’s Document Library to suit your board’s needs and structure.

Convene adds another layer of security to your documents with its Audit Trails. Your organization’s administrator can track and review data access through the administration portal. Your board can access information related to who created, downloaded, uploaded documents and new versions of files, deleted, and moved folders and files in your centralized document repository.

Using industry-standard encryption and security policies, Convene’s Document Library can help safeguard your data and documents from online risks.

Document management made secure with Convene

Creating an electronic register of your board documents is an integral step in your organization’s digital transformation. It is ideal to adopt a centralized document repository that not only fosters collaboration among your board but also protects your board’s data and documents from both cybersecurity risks and threats and unauthorized access.

Equipped with robust security features, Convene’s Document Library ensures the security and safety of your board files and data. Secure your documents with Convene now.