In any company, meetings are essential for making strategic decisions. But once they are over, what happens to their results? Meeting minutes are key documents that must be generated, signed and archived correctly.
However, many companies still rely on paper, scanners and face-to-face management, which slows down processes and jeopardizes the legal security of these documents.
Today we tell you how Documents can help you completely digitize the administration and management of meeting minutes – securely, efficiently and 100% legally.
What is Documents?
It is our electronic signature tool that allows you to create, customize, send and subscribe digital documents without the need to print, whether in PDF, docx or odt format. With dynamic fields, approval flows and multiple options, the whole process is done online, with full legal validity.
One of its main functionalities is that it allows the massive sending of documents to different recipients via SMS or email. It allows you to sign from anywhere, wherever you are, even without an Internet connection thanks to its offline functionality. It also has forms and templates to speed up recurring deliveries, as in the case of meeting minutes. All of this culminates in an audit in which the people involved receive a summary document of the process.
How can you help with meeting minutes?
Meeting minutes should not only summarize what was discussed, but also be signed and kept with legal backing. With Documents, you can generate them with automatic fields, forget about Word documents that you have to fill out manually. You can create an editable template with dynamic fields such as:
- Date and time of the meeting
- Topics discussed
- Participants
- Decisions and commitments
So you only enter the specific data for each meeting and that’s it. Meeting minutes in minutes!
Send the meeting minutes directly to the recipients by email or WhatsApp. They can subscribe to the documents from their cell phone or computer, from anywhere in the world.
Each completed meeting minutes is protected with cryptographic technology, and you can check who signed, at what time, from which device or location, with which authentication method.
The meeting minutes are automatically saved in the cloud, ready for consultation or download at any time. You can also integrate them into your document system or send them by mail with a click.
Immediate benefits for your company
With Documents, transforming your meeting minutes into legally backed digital files is easier than you think. Here are some of the main benefits it can bring you:
- Time savings: Ready and completed in minutes
- Efficiency: No scanning, printing or chasing people
- Security: Guaranteed legality and full traceability
- Environmentally friendly: 0 paper, 0 ink
- Versatility: Use it for board meetings, committees, assemblies and more
Who is already using it?
More and more organizations are taking the step with Documents. Some of the use cases in which they are being used are:
- Companies with international boards of directors
- Legal or finance committees that need regulatory support
- Startups that want to look professional from day one
- Regulated organizations that need to audit their meeting minutes periodically
Take the next step in your digital transformation
Don’t let a process as important as your meeting minutes depend on paper. With Documents, you can automate and secure your minutes simply, legally and digitally. Contact us today and start optimizing your meetings.
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