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There are two ideas I have about organizing files online:
A) Ask a legal librarian about what is the best legal-document software to use for firms in your area.
B) Organizing all files online with business-type confidentiality requires four tools:
i) cloud drive space online, so that no physical flash drives house the information from a computer hard drive
ii) a data sweeping software program to clean very old files away when the twice-yearly cleaning happens, or maybe as the monthly data is sorted out.
iii) an encryption program to preserve passwords one may devise, to serve as a record book of them when one's personal memory of them snags
iv) a data backup program to preserve purchase orders, lists of important people and places, and schedule information, so that an individual computer cannot snag up operations, when the electrical power in a geographic office has a weather-related blackout. The Carbonite service for data backup is an example of this trend.
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Anonymous on
8/20/2012 8:15:01 AM
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Sharepoint is the product of choice if your company wants to spend that kind of money both for the software, server and continual maintenance and management. A cheaper way is a product like Dropbox, Skydrive or the like; Google online file storage to see. I have just started to use Dropbox and find it easy. Before you do anything, understand your audience/users. If they are not good with technology than Sharepoint will not be the way to go. If they are not all part of your company or work in the same office space then Dropbox or Skydrive is best. Good Luck.
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CMH-AdminProf on
8/13/2012 6:33:04 AM
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We went with SharePoint. We now have the board of directors minutes, articles of incorporation, bylaws, etc. available on-line. Our board packets are sent electronically prior to the meeting. Board members use their iPADS to access the packet during meetings. They use iANNOTATE to mark/write any information they wish to discuss prior to the meeting. We started off by first placing the minutes on-line. The main heading is the title of the board, the second level is minutes, the third level is by year, the fourth level is by month.
We have four separate corporations with four different board of directors that are handled this way and it works great. An additional benefit is that these records are never lost when an employee is no longer with the company, this is also a great vehicle for storage.
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Sheila Dolan on
8/10/2012 2:20:13 PM
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We use Microsoft SharePoint. You can give access to different libraries and/or documents to anyone or any group of people.
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Anonymous on
8/10/2012 1:54:41 PM
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If your company is willing to pay for a service, there are several online Board portals that are very easy and convenient for both you and the Directors. We use Directors Desk here and it's been a huge timesaver. Not cheap depending on how many users you have, but worth it. Most, including DD, have iPad apps as well. Saves a ton of paper and hard copy books, and provides secure backup. Our Directors really like it as most of them travel a lot and found hard copy books to be a pain.
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on
8/10/2012 1:39:46 PM
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We use a system called Directors Desk, many boards use this, each individual receives a confidential sign on and as the system administrator you can release documents once posted or save and release later. You manage what they can see.
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Anonymous on
8/10/2012 1:35:11 PM
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