Directors Desk provides a comprehensive set of collaboration tools to streamline the full range of board communications, satisfying the board's need for timely, accurate and in-depth information.

Directors Desk uses a unique workflow methodology based upon the way today's busy directors prefer to work. The online application takes a proactive approach to keeping directors informed, sending out emails, wireless alerts, and faxes. No matter where directors are, they will be well-informed, with 24/7 access to key resources.

 

Each director has a robust homepage – accessible from his or her favorites menu or a computer desktop icon – that includes a complete at-a-glance overview of board-related matters. On one screen, directors can see:

• Late-breaking announcements
• New content for review
• Items requiring votes or discussion
• Scheduled board, committee and other meetings

This uniquely convenient feature enables directors to stay in close touch with the company and with fellow directors. It fosters true collaboration, so that the exchange of information and ideas - and the building of relationships – won't be limited to formal meetings.
 

Directors Desk provides a convenient solution for centrally managing board-related events. It includes an easy-to-use online calendar for each director that shows all board meetings as well as other relevant events. It also allows permissioned individuals to create a meeting or event, including Directors Desk unique virtual conferencing facility.

Our calendar and event management solutions include SmartAgenda™, an interactive tool for creating an online agenda with links to all relevant files, and File List, which displays all files associated with the meeting.
Directors Desk's calendar easily integrates with Microsoft Outlook, providing a seamless solution for managing multiple responsibilities and agendas.
 

Faster, Easier Board Books

With Directors Desk, creating complex board books – online or printed – becomes an efficient, even effortless process. Corporate secretaries simply create the agenda online using the fast and easy SmartAgenda™ tool, which creates an online agenda that is automatically linked to supporting documents and their agenda items. What used to take hours can now take minutes.

SmartAgenda™ even enables directors to consolidate any number of separate documents into a single file, which can be reviewed later offline – a convenience for directors who need to review board materials while traveling.

Convenient Document Retention

Directors Desk offers four document centers to house important information:

• The Board Documents Center holds meeting minutes, resolutions, archived books, and working documents.
• The Corporate Documents Center includes a library of general purpose documents, including bylaws, policies, procedures, handbooks and department reports.
• The Committee Documents Center holds specific document libraries for each committee's meeting minutes, resolutions, archived books and working documents.
• The Hot Topics Center is a repository of important articles posted by management for the benefit of board and committee members.

Directors Desk includes a unique "Assign Rights" function that lets management determine who has permission to view and edit each document. A tracking mechanism shows when a document was last modified.

Efficient Document Approvals

Directors Desk facilitates document approvals, eliminating the "looping emails" problem associated with sending contracts and other documents requiring annotations from person to person. In one central approvals management screen, board members can view the document under review, post their annotations alongside the document, and issue approvals online. This functionality enables companies to approve contracts in a matter of minutes, not days; eliminates confusion in the approvals process; and keeps documents out of the public email system, where they can be seen by outsiders.

Document Retention with Guaranteed Deletion

Sarbanes-Oxley Section 802 requires that financial documents of all kinds be preserved for three years, and audit-related documents be preserved for seven years. Further, the PCAOB has recently ruled that all forms of electronic documents are subject to the law, including emails, instant messages, and even chat sessions. The board is not exempt from this law, and can be subjected to the new penalties for non-compliance.

To protect your company, Directors Desk will apply your document retention rules to all communications that pass through the communication tools, not allowing content to be deleted prior to its set expiration date. Then, once the content expires, Directors Desk guarantees deletion by destroying electronic records so that they cannot be recovered.

Directors Desk's Secure Email is a completely embedded web-based email system for the board. It offers the advantage of NOT sending sensitive information across the public Internet, where communications can be intercepted by third parties. When users receive new messages using Secure Email, they receive a notification email on their home/work email account, letting them log in to view the full message.

Secure Email is 100% compliant with new Sarbanes-Oxley Section 802 document retention regulations, requiring that emails be afforded some level of document retention. The system also allows for full document destruction, as only ONE copy of Secure Email messages exist.

NASDAQ OMX Corporate Solutions now offers Directors Desk HD, an iPad app developed and engineered specifically for today’s discerning board members. A robust tool set prepares you for the meeting and thoughtful design features maximize your experience including: interactive live-meeting functionality to keep everyone on the same page, private notes, a convenient meeting bookshelf – even find your way to the meeting with directions powered by Google maps.

Our new app can be downloaded from the Apple® iTunes Store and allows users:

• Balance ease of use and security
• Convenient, time-saving functionality
• Access important Directors Desk features on-the-go
• Interact during the meeting for enhanced productivity

Additionally, our new iPad app includes seamless functionality and a creative user interface.

Intuitive “Zero Click” Book Shelf Interface
The unique meeting bookshelf gives directors instant access to the important meeting details.

Download Content for Offline Access
Meeting books are kept in a secure local cache on the iPad, ready to read even without an internet connection.

Real-Time Meeting Presenter Mode
An innovative, iPad-centric way to conduct real-time meetings, keeping everyone on the same page.

Powerful Note-Taking Features
Prepare for the meeting, then bring up notes on one consolidated sheet, or print it out.

Access and Archive Contacts and Documents
Access contacts and important reference documents such as Bylaws, Charters and more.

Cast Votes and Send Mail
In just minutes, cast an unanimous written consent (UWC) or regular votes, and respond to secure email messages.

View the Directors Desk HD iPad App fact sheet. (PDF, 962 kb)

Download the app from the iPad App Store »

More Boardrooms Evolve From Paper to iPad Whitepaper »