Electronic Board Meeting Solution

The vendor required to provide electronic board meeting solution will enable board members to store private comments and markup relating to the agenda and meeting materials as they would in a paper-based environment.
- The solution should include other functionality relating to meeting management and information distribution (e.g., calendar, document workflow, call for agendas) as well as appropriate security controls ensuring privacy, confidentiality and records management from creation to archiving.
- Functional requirements
1. Agenda management
•    Distribute meeting agendas and related documents (board book) electronically to users defined within the system.
•    Create agenda structure (board book) within the system.
•    Import agenda documents into the system.
•    Store and retain multiple meeting agendas and their related documents.
•    Upload documents in their native format. 
•    Provide a function to enable easy compilation of the board book documents into a single package.
•    Provide a function to upload single and multiple documents into the system.
•    Be able to quickly and easily publish updates to the board book.
•    Be able to create and use document templates.
•    Provide a repository for storage of and access to reference and resource information.
•    Generate bookmarks or use other techniques to enable easy navigation through the board book. 
•    Have the ability to link board books for multiple boards and committees within an organization. 
•    Provide an electronic document approval function (including workflow or notification). 
•    Send requests for agenda items and receive agenda submissions 
•    Provide an electronic signature function for inclusion with documents
2. Agenda and document viewing
•    Provide access to both current and past meeting information.
•    Each board member should be able to add comments and save annotations to their copy of the board book.
•    End users can save their annotations as private or shared information. 
•    View all annotations in a packet (by user). 
•    Select documents for viewing by date or date range. 
•    Provide a bookmark creation function for end users.
•    Provide a full text searching capability within a packet or across a range of agendas and their related documents.
•    Users must be able to access board books for multiple boards or committees with the same userID.
3. Calendar and user contact functions
•    Be able to store and update user contact information.
•    Be able to store, retrieve and display calendar entries.
•    Users should be able to synchronize the calendar to their email system. 
•    Users should be able to synchronize system contacts with their email system.
4. Document retention and document management
•    Be able to classify and set retention periods for all documents within the system.
•    The system must have version control functionality when documents are updated. 
•    Provide a function to enable documents to be archived (to long term storage).
•    Be able to remotely purge documents.
•    Enable administrators to define historical documents an end-user is able to access.
•    Enable administrators to revert to a previous version of a document.
5. Meeting management
•    Be able to download documents for viewing offline.
•    Printing and downloading capability to be controlled by administrators for each board book. 
•    Be able to synchronize offline documents back to the repository.
•    Provide an electronic voting function within the system that includes confidential submission of votes and automatic tabulation
6. Administrative functions
•    Exercise complete control over all users, passwords and configurations
•    Send notification manually (to users’ email addresses) to users when new documents or updates are published.
•    Be able to manage user contact details.
•    Have the ability to add new users, update permissions for existing users, and remove or reset user access.
•    Be able to purge user documents (by the administrator). 
•    Have the ability to create multiple user groups and permissions. 
•    Be able to add (and subsequently delete) user accounts for guest meeting attendees.
•    Private views of the agenda and documents must be controlled by the system.