Electronic Board Meeting Solution

A provider is sought to deliver an electronic board meeting solution for organizations in Saskatchewan, Canada. The proposed system will enable board members to store private comments, annotate agenda and meeting materials, and manage information in a digital environment that parallels traditional paper-based methods.

The solution must include comprehensive meeting management and information distribution capabilities, such as electronic calendar integration, document workflow, and automated calls for agendas. Robust security measures are required to ensure privacy, confidentiality, and effective records management from document creation through to archiving.

Key functional requirements include the ability to distribute meeting agendas and related documents electronically, create and structure agendas, import and store agenda documents, and retain multiple meeting records. The system should support native document uploads, remote document purging, and administrator-controlled printing and downloading. An integrated electronic voting function is required for confidential vote submissions and automatic tabulation. Additionally, the solution must provide complete administrative control over user access, passwords, and system configurations, as well as manual notification capabilities to inform users of new or updated documents.

The overarching goal is to reduce administrative costs, streamline agenda organization, improve accuracy and meeting flow, and enhance board member satisfaction with convenient and secure access to meeting materials and processes.