About Board Docs

MCSD is leveraging the Internet to enhance governance and provide a basis for better communication with the public. A new eGovernance initiative, BoardDocs, is replacing the old method of compiling, printing, binding and distributing a limited number of paper meeting documents with electronic distribution. By making meeting agendas and supporting documents available on the Internet, we will be able to distribute documents associated with a meeting more quickly and efficiently.

BoardDocs was developed in partnership with K-12 administration and board members to ease the process of assembly and distribution of board packets and supporting documents to board members. In use since January of 2001, BoardDocs has enabled organizations to publish board agenda items, supporting documents and policies to the World Wide Web. BoardDocs uses a structured collaborative work flow that is specifically designed to meet the unique needs and legal requirements of public school boards, county commissions and municipal government.

Efficient and Easy Access

Electronic distribution will not only save time and resources it will also provide unprecedented public access to information that board members use to make decisions. Through our website, the public can view the agenda and the supporting documents associated with the meeting. This will allow interested parties to review and print the information prior to the meeting.

Individuals can review the agenda items and see what action was taken by the board, complete with voting results, after the meeting. All documents associated with the meeting are automatically archived and can be accessed by meeting date or by using the comprehensive search feature.

By increasing the time board members have to review information, the new eGovernance initiative will also enable board members to better prepare for meetings. Under the old system, the meeting packet could not be distributed until every document has been prepared and submitted.

“Once all the documents were submitted, the staff would spend two days assembling the documents into packets and then distributing the information to the board members,” said Karen Jones, Executive Assistant to the Board of Education and Superintendent. “The new system will allow documents to be published to the on-line agenda as they become available extending the time that board members have access to the information by several days. Giving board members more time to review information will enable them to better prepare for the meeting.”

Board members will also have access to a vast database of best of best practices from other districts to gain knowledge of initiatives other boards have considered and implemented. MCSD will also use the same technology to publish the policies and procedures of the district on-line. Currently, paper versions of the manuals are distributed and maintained throughout the district. The public can review the policies and procedures at the public library. By publishing the policies and procedures on-line the district will assure that personnel and the public will have access to the most up to date information. Online distribution will reduce the time and expense of distributing policies and procedures.