BoardBook
Frequently Asked Questions
Q: What is BoardBook?
A: BoardBook is a Web-based software application that streamlines the preparation, distribution, and publishing of board agenda packets. BoardBook builds a searchable archive of meeting packets and approved minutes. It opens the door to distributing board agenda packets electronically, posting selected material on the district Web site, and conducting paperless meetings.
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Q: What are the benefits of using BoardBook?
A: BoardBook provides benefits for everyone involved in the meeting process. Districts report that the time to prepare a meeting packet is cut in half, paper usage declines, and researching past meetings takes only seconds.
For the person who prepares the agenda packet:
- BoardBook automates many of the steps involved in putting together the agenda packet, such as pagination and formatting of the notice and agenda.
- BoardBook defaults help to properly structure notices within the requirements of the Texas Open Meetings Act.
- Documents of varying size and format can be easily compiled into a single indexed and paginated packet.
For those who use the meeting packet:
- BoardBook provides easy access to a secure and searchable archive of past board packets and minutes. Board members can download their packets from any computer with Internet access.
- BoardBook offers electronic and/or paper copies of the agenda packet. The electronic packet is a PDF file that can be read with the free Acrobat Reader and can be annotated using the full version of Adobe Acrobat.
- Board members will have access to a large number of TASB-designed, leadership-oriented resources embedded in the application.
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Q: Is BoardBook a paperless meeting system?
A: While BoardBook makes paperless meetings possible, it by no means forces districts to stop using paper. A BoardBook packet can be printed just like any other file, and more easily than many.
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Q: What are the advantages of going paperless?
A: Paperless meetings offer considerable savings by removing the expense of printing, binding, and delivery. Electronic preparation of the meeting agenda packet saves considerable time for the district staff. Board members become role models by adopting technology that facilitates teamwork and improves communication with the public.
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Q: Can we use BoardBook if board members don't have computers or Internet access?
A: The person who benefits the most from BoardBook is the person who compiles the agenda packet. Even if individual board members want their board agenda packets on paper, BoardBook nevertheless arms the compiler and keeper of records with tools that allow him or her to efficiently produce and publish board meeting packets, agendas, notices, minutes, and a searchable electronic archive as well. You can, of course, continue to print paper copies of the packets for the board.
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Q: Can board members see documents as the packet is being created?
A: The board packet and minutes can only be accessed after they are released for viewing by the compiler.
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Q: Is this application only for large districts?
A: BoardBook is for districts of all sizes. Currently, about half of the districts that use BoardBook are under 3,000 ADA (average daily attendance).
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Q: How is BoardBook data secured?
A: Access to BoardBook data and applications is controlled by an application level proprietary control system based on a unique user ID and password. Data transmitted over the Internet is encrypted via SSL and the overall Internet network environment is protected by a configured restricted router and proprietary firewall.
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Q: How do I get BoardBook?
A: BoardBook is available by annual subscription. Once we receive a signed subscription agreement, we will activate your district’s BoardBook service and training will be provided to your staff.
To purchase BoardBook or to schedule a demonstration, e-mail Tim Curtis or call at 888.587.2665.
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