Diligent Boardbooks Ltd

BoardEffect

BoardEffect drives efficiency, effectiveness and engagement among board directors, executives and administrators .

More than 8,500 leading organisations and over 180,000 users rely on BoardEffect which allows truly easy management of board information, while also enabling board directors to fulfill their responsibilities of elevating organisational performance.

Features

• Device Agnostic - annotate documents which sync across platforms
• Intuitive, easy to use with the same interface across platforms
• Survey & Poll functionality
• Library to store additional content (unlimited storage)
• Easily create, manage users and permissions
• Approvals (with digital signature)
• Minutes & actions manager
• Task management
• Reporting which can be customised
• Integration (Single Sign On, Zoom, GoToMeeting and API)

Benefits

• One place to manage all board governance activities
• Easy, secure access to all relevant board information
• Quickly create and securely disseminate meeting content
• Collaborate securely on the go
• Effortlessly on board new users
• 24 x 7 365 support
• Breakdown barriers with other solutions through the API
• Additional modules for digital minutes,action management and secure messaging
• Integration (Single Sign On, Zoom, GoToMeeting and API)
• Reporting capabilities to streamline board management

£375 a licence a year

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@diligent.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

298746856124253

Contact

Sales
+44 (0) 207 605 7480
info@diligent.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: The server and network system (BoardEffect Platform and Website) will be available for a minimum of 99.5% on a calendar quarterly basis, provided that unavailability shall not be deemed to have occurred from service interruptions due to regularly scheduled maintenance, emergency maintenance the BoardEffect determines is reasonably necessary, or a force majeure event.
• System requirements: Not applicable.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The BoardEffect platform is supported by phone, email and online ticketing. This support is also supplemented by our knowledge base which gives access to videos, guides and FAQ's which is accessible through the web browser and mobile applications.; ; Support response times are dependent on severity class -; ; All Severity 1 requests will be responded to within 30 minutes; All Severity 2 requests will be responded to within 2 hours; All Severity 3/4 email and phone inquiries will be responded to within 1 business day of reporting
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Support (24x7 365), maintenance and upgrades are included in the annual subscription fee. There is a one off deployment fee for set up and all training which is delivered remotely.; ; If a client requires onsite support during the deployment for training there will be a charge of £1,500 per day plus expenses.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: BoardEffect’s approach to training and onboarding is to provide a comprehensive review of the client’s current governance workflow processes, and then align the training for administrators and board members around the best practices for using the BoardEffect platform to support the organisation’s goals.; ; Dedicated implementation specialists will work with the Client to provide individual assistance with organising and uploading documents and data as well as consultation on the development of a portal roll-out & training plan for the board.; Ongoing training and support is available in the form of regular webinars, online user guides, tips/tricks, videos, community forums, and contextual in-line help.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Client data is available for self-serve download.
• End-of-contract process: BoardEffect provides clients with subscription-based access to its software and associated services, including: securely hosting the clients’ data, customer service, and support for the application. We are committed to the ongoing operation, support, maintenance, improvement, and enhancement of our board portal solution. Our processes include identifying and constantly recommending new enhancements and changes to the system. Our customers are always looking for more features and benefits – we are in a continuous cycle of improvements.; ; Included within contract:; - Unlimited Storage; - Unlimited Product Upgrades; - Unlimited 24x7x365 Support; ; Additional cost:; BoardEffect works in a modular fashion, enabling organisations to add on supporting modules as and when they require. This modules are continuously evolving and currently the list of modules; - Minutes & Actions Management; - Messenger

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: BoardEffect offers a consistent look and feel for users that are accessing through a web browser or through our mobile applications for iOS, Android & Kindle
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The service is accessed through a web browser of through our mobile applications for iOS, Android and Kindle
• Accessibility standards: None or don’t know
• Description of accessibility: BoardEffect supports accessibility features and we would be pleased to provide a completed Voluntary Product Accessibility Template® (VPAT™) to demonstrate this point.
• Accessibility testing: We are currently under going testing
• API: Yes
• What users can and can't do using the API: We focus relentlessly on being the best board portal in the world, but also on enabling easy integration of BoardEffect with any solution that supports the work that is critical to your business..; ; This is accomplished through the BoardEffect Integration Panel. The easy-to-configure, flexible integration framework comes standard with the BoardEffect platform and gives you unparalleled control over integrations with other software solutions. Through the Integration Panel, you’ll be able to:; ; • Enable Single Sign-On (SSO) with other applications or solutions; providers; ; • Connect applications you already use to BoardEffect through; flexible, documented web services and API’s • Take advantage of; prepackaged integrations with numerous popular applications
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: One of the guiding principles of BoardEffect is giving Control to our clients. Through the Settings interface Top level administrators for the solution are able to; ; - customise the look and feel of the platform, including uploading logos; ; - Create/manage unlimited committees (workrooms) and the functionality available to each group; ; - Customise security settings (such as passwords, mobile access, on/off line access for content and much more); ; - Create customised fields for reporting; ; - And so much more.....

Scaling

• Independence of resources: BoardEffects’ Software as a Service (SaaS) architecture allows us to scale up (i.e., adding more powerful servers/ storage/network devices) and scale out (i.e., adding more servers/storage/ network devices to the system).; ; BoardEffects' environment is monitored using commercial monitoring tools as well as internally developed tools to continuously monitor resource usage and application performance.; ; Our infrastructure is well positioned for growth and we are confident that we can easily accommodate our clients’ needs

Analytics

• Service usage metrics: Yes
• Metrics types: Through the settings interface, Administrators are able to access login activity, device login information, Up time reports and user activity reports are available through the support team
• Reporting types:
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Content on the BoardEffect platform may be downloaded/exported in PDF format (and Excel for reports and survey results). It is important to note that administrators have the option to control whether or not meeting books can be printed or downloaded outside the BoardEffect platform. These options can be controlled on a user, group or document level.
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • XLS
  • PPTX
  • Docx
  • Gif
  • MP3/MP4
  • Jpeg
  • Png
  • Ics
  • Full list of file types available on request

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: The server and network system (BoardEffect platform and website) will be available for a minimum of 99.7% on a calendar quarterly basis, provided that a service interruption during regularly scheduled maintenance shall not be deemed unavailability.; ; If guaranteed levels of service are not met then service credits will be used to compensate. Service credit means the following -; ; Annual Up-time Percentage Days of Service added to the end of the; service term, at no charge; ; 95% - 99.9% 15 days; ; 90% - 94.9% 45 days; ; <89.9% 90 days; ; Licensee Must Request Service Credit. In order to receive any of the Service Credits described above, Licensee must notify BoardEffect within thirty days from the time Licensee becomes eligible to receive a Service Credit. Failure to comply with this requirement will forfeit Licensee’s right to receive a Service Credit.
• Approach to resilience: Available on request
• Outage reporting: We now have a site where clients can access to view uptime.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access, both logical and physical, to critical assets and the authorizations on those assets have to be requested by the employee's line manager, reviewed and approved by security group and implemented by MIS/ProdOps (as appropriate).​ All access is provided with consideration for least privilege and separation of duty. Privileged access changes are tracked and approved in accordance with the change management process. Changes in access permissions due to reassignment follow the above “Change in Position” process.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Schellman Compliance LLC
• ISO/IEC 27001 accreditation date: May 2023
• What the ISO/IEC 27001 doesn’t cover: The scope of the ISO/IEC 27001:2013 certification is limited to the information security management system (ISMS) supporting; the Diligent Corporation Platform System for its customers, including sensitive client data, global personnel, global IT systems,; policies, procedures, standards, utilities, and data used in the business execution of the Electronic Hosting Services, Diligent; Boards Services, Diligent Boards Board Level Consulting Services, Concierge-level Training and Support Services, BoardEffect; Services, Diligent Equity Services, Diligent Entities Services, Diligent Secure File Share / Secure Meeting Workflow Services,; Diligent Modules Services including Messenger, Minutes, and Questionnaires, Diligent Director Network and Nominations; Services, and Diligent Compensation & Governance Intel Services, in accordance with the Statement of Applicability version 2.3,; dated August 29, 2022, and in alignment with the control set in ISO/IEC 27017:2015 and ISO/IEC 2
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO 27017:2015
  • ISO 27018:2019
  • 2023 Type 2 SOC 1 + ISAE 3402
  • 2023 Type 2 SOC 2

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Security process descriptions and incident management policies are available upon request.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Processes are assured by independent validation. Further details available upon request.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Processes are assured by independent validation. Further details available upon request.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Processes are assured by independent validation. Further details available upon request.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Processes are assured by independent validation. Further details available upon request.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Utilising BoardEffect offers organisations a powerful tool to combat climate change through streamlined governance and decision-making processes. By centralising communication, facilitating collaboration, and enabling efficient resource allocation, BoardEffect empowers boards and committees to enact environmentally-conscious policies and initiatives with agility and effectiveness. Whether it's implementing sustainable practices, setting emissions reduction targets, or aligning strategies with environmental goals, BoardEffect provides the framework for informed, timely, and impactful actions that contribute to a greener future.

Pricing

• Price: £375 a licence a year
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: A two week free trial is available (up to 5 users) a mutual non disclosure agreement would be required.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at info@diligent.com. Tell them what format you need. It will help if you say what assistive technology you use.