A board portal is a document sharing and collaboration tool for board members, the management, administration and other stakeholders in the company. A board portal allows users to work paperless and efficiently. The documents are always available, online and offline, in a secure, user-friendly solution, via the web and iPad or iPhone app.
The preparation and distribution of board documents is simpler, more cost-effective and much more secure than distribution via e-mail, post or other channels. Organising meetings and post-meeting activities are also more efficient and streamlined. Processes and routines for inviting to and holding board and other meetings and post-meeting activities can be easily incorporated into the portal. This makes the board portal an invaluable tool before, during and after the board meeting.
At Admincontrol, our board portal solution has been developed through constant dialogue and collaboration with users, and is tailored to our customers’ routines for document exchange, meeting notification and confidential communication.
User-friendly interactions with the board, auditors, committees, shareholders and other user groups.
Secure distribution and storage of sensitive documents.
Full control and protection of confidential documents on the web or via iPad and iPhone app.
Common digital archive for board and management documentation.
Flexible and scalable solution that is easy to extend to subsidiaries, committees, working groups and other applications.
Satisfies formal requirements for information Control.
The ability to work paperless and efficiently.
Permanent access to board papers via the web, iPad and iPhone app, online and offline.
Receive meeting invitations and notification of new documents.
Easy to take notes, add annotations and enter comments in the documentation.
Everything in one place, all documents are archived in a searchable database.
Common login for officers of several Companies.
Streamlined and cost-efficient distribution of documents.
Quick and easy to create agendas and issue meeting invitations from the portal.
Complete overview, traceability, reports and logs of user activity.
Easy to make amendments to already distributed documents.
Dedicated channel for sensitive communication.
Easy to manage access and permissions.
Have you had a chance to look at the documentation for the upcoming board meeting? Seems like very promising opportunities for the company related to the fifth agenda point.
I’m working on this right now. Must admit that I have noted some challenges with this case, but I’m looking forward to the discussion next week.
SECURE AND EFFECTIVE collaboration
Better informed. Better prepared. Better decisions.
Executives spend up to 85 per cent of their time communicating and interacting on issues related to strategy and follow-up of initiatives. For the board members, it is also all about communication: sharing and reading documents, informing, discussing, commenting and giving feedback constitute a major part of their everyday work load. A lot of the documents and information that is shared are sensitive in nature. This requires a dedicated channel designed especially for this purpose: secure and efficient collaboration for the board and management.
The concept behind Admincontrol was originally to digitalise and safeguard board documentation. Paper-based processes are expensive and time-consuming. E-mail-based processes are vulnerable and ineffective. This remains the core of the board portal solution, but over the years it has developed into much more. Today, we talk about digitalising the entire board meeting process. Planning the board schedule for the entire year, preparing digital agendas, booking the meetings, distributing documents, preparing meetings, completing the meetings and signing the minutes. Admincontrol’s aim is to support all this functionality and we know that it makes a major difference to our customers. Our customers save time and money, and the board members and other users are more satisfied. The key decision-makers, the board and management, are better informed, better prepared and make better decisions for their company.
AREAS OF USE
Admincontrol’s platform is not just an important solution for board work; it is also ideal for any setting that requires secure and efficient collaboration as well as document sharing.
Other areas of use are:
- Internally within executive management
- With external auditors
- In HR, finance and other departments in the company which handle sensitive documentation
- In committees and working groups
- With owners and investors
Privacy and Security
Privacy and security are essential elements for Admincontrol. This is ensured by a constant focus on security when developing our solutions and during daily operation.
Our security measure ensure that customer data is secure and available only to the registered users with documented access. Customer data will be inaccessible to unaccredited users. On a regular basis, Admincontrol conducts an independent auditor’s report (ISAE 3402) regarding the control environment at Admincontrol, including potential security issues. The audit is performed by certified IT auditors.
When developing, Admincontrol make use of the OWASP security guidelines, which is a standard for performing application-level security verifications. Admincontrol continually evaluate security on the production systems and servers.
Admincontrol utilises Microsoft® .NET technology for developing secure Internet applications.
Admincontrol provides each user a unique user name and password that must be entered each time a user logs on. The password is not stored in the database as clear text. Admincontrol only stores the hashed password, ensuring the highest possible password protection. In addition, an auto-generated code on the user’s mobile phone (SMS two factor solution) is sent out for each time the user logs on. Admincontrol issues a session cookie to record encrypted authentication information for the duration of a specific session. The session cookie does not include either the username or password of the user, only an encoded session ID. When customers are granted access to the portal, all information including username and password are encrypted using Secure Socket Layer (SSL) technology. The 256bit encryption protects the documents and other information when it is transported between your computer and the server.
User privileges are role-based and give rights to relevant folder level. All information is linked to folders, including information about meetings and decisions. To be included in a given role, the customer’s user administrator assigns rights to relevant users
Documents can only be accessed through the Admincontrol applications. All PDF documents are read in a browser that does not leave readable traces of your document on the client machine. The reader’s “cache” is deleted when the document is closed. The customer’s administrator can control the printing rights to each document, and select whether the documents should be available for download, or only to be read in the secure PDF reader.
Data Centre security
The data centres of Admincontrol are operated according to a ‘Best-of-Breed’ policy by only using hardware, software and middleware from leading manufactures on the market. The rooms used are further protected with the following security measures:
• Raised Floor
• Monitoring system, e.g. moisture and fire sensors
• Temperature control
• UPS with diesel generator backup
• Fire extinguishing equipment
All access to buildings and rooms is logged in an access control system. Furthermore, all access to rooms is video monitored. Only authorised people have access to the physical equipment that runs the portals.
Security monitoring and testing
All user activities are logged in the application log with date, time, IP address, user and information about whether the login was successful or not. This includes the opening, changing, deleting and creating of new documents, meetings and tasks. Furthermore, all user activity on the Web server and the operating system is logged. Finally, Admincontrol has dedicated firewalls and traffic logs in and out from the servers. All traffic is monitored in real time to detect and block threats (IDS/IPS solution), and all warnings from the detection system are analysed by security experts in a 24-7-365 Security Operation Center.
Regularly, Admincontrol orders an in-depth security analysis performed by an external independent third party IT security company. The analysis includes both application and infrastructure regarding the portals. The purpose is to uncover vulnerabilities that can be used in possible hacker attacks, and to remedy vulnerabilities as quickly and efficiently as possible.
Admincontrol is one of the most professional and security-minded software companies that Encripto has worked with, since we started in 2010. They keep impressing us with their high security level. Outstanding!Juan J. Güelfo Lead IT Security Consultant at Encripto