Documents
Part of Board portal software
Evaluating version control for board materials
Assess a corrected board paper, including release timing, earlier versions, annotations, notice and downloaded copies.
Evaluate version control when a paper changes after directors receive a board pack. The director must be able to identify the current material and the correction. The secretary must also know what happened to earlier versions, annotations and downloaded copies.
Prepare one correction
Use a fictional report with a recognisable heading and figure. Keep a copy of the first released paper outside the portal. Ask a director to annotate it, correct the figure and release the revised pack through the supplier's documented route. Write down the expected result before changing anything.
| Question | Evidence to seek |
|---|---|
| Current copy | A director can identify the newly released paper. |
| Earlier copy | An authorised person can retrieve it if required. |
| Difference | The correction is clear without relying on the filename alone. |
| Annotation | Notes remain with the intended content, or a loss is visible. |
| Notice | Readers know a material correction was issued. |
| Download | An old saved PDF is recognised as an earlier copy. |
A version list does not decide whether a changed paper needs further board consideration. Agree on that communication under the board's own process.
Check the replacement rules
BoardPro's help guidance says to upload a replacement to the same agenda item with exactly the same filename and leave the original attachment in place. Under that route, annotations carry forward. Deleting the original or using another filename can lose them.
BoardPro also says private annotations cannot be accessed or recovered by administrators or its support team. Its guidance warns that an organisation's note-destruction setting can remove annotations when minutes are confirmed.
A changed published agenda needs a new pack version before directors see the change. BoardPro says it may automatically republish 30 minutes after the last change, so the secretary should check the actual release time and content. Emailing directors about the new pack remains a separate action.
The current mobile app lets readers view earlier versions and offers Diff on Premium and Ultimate; its mobile annotation tools apply only to the current version. BoardPro's web annotation guidance permits annotation of previous versions until the meeting is confirmed. Check the plan, interface and device directors use.
BoardEffect describes a meeting-book builder and document annotation. Ask for the steps on how notes attach to a replaced paper and whether directors get a difference view in the quoted account.
Version control metrics from BoardPro guidance
- Auto-republish delay
- 30 minutes
- Annotation recovery risk
- Irreversible if note-destruction setting enabled
- Mobile Diff availability
- Premium and Ultimate plans only
- Web annotation on past versions
- Allowed until meeting confirmed
Close the loop with a reader
After the correction, ask a director who did not watch the administrator to locate the current paper and explain what changed. Check their annotation against the intended passage. Have the secretary find the prior version and record which version the meeting will use.
Keep a short correction note with the source file, release time, notice decision and reason for the change. If the portal does not make a material correction clear, issue an explicit change notice through the board's process.
