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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