Goodbye Briefing Books: The Paperless Boardroom

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Goodbye Briefing BooksThe Paperless Boardroom

• Thad Hutcheson
• Chief Technology Officer
• T Bank, NA Dallas, TX

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• Dallas, TX
• 3 Years Old
• 150 Million in Assets
• 1 Billion in Trust Assets
• 2 Branch Locations
• 30 Employees

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Quick Introduction To ThePaperless Concept
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Paperless Banking Concept

• No Filing Cabinets or Credenzas
• No Filing Rooms
• Paperless Files Reporting
• Electronic Signatures

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Paper
"This is the age of silicon chips. So why is
most of your company's information stored in a
cardboard box?" -Laserfiche
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Paper

• The average financial services organization
• Spends 25,000 to fill a 4-drawer file cabinet
  and 2,000 annually to maintain it
• Loses 1 out of 20 office documents
• Spends 250 recreating each lost document
• Spends 20 on labor for filing each document
• Spends 120 searching for every misfiled
  document
• Source Coopers Lybrand study

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How much do your hardcopy files really cost?

• Some facts to consider
• The average company spends between 7-14 of its
  total costs on document processing in a paper
  environment
• An estimated 7.4 of staff time is spent
  searching for documents
• Average storage cost per page .014 per year
• Storage requirements for hard copy documents
  DOUBLE every 3 years
• The average company spends 280 hours annually per
  employee looking for lost documents
• Due to a lack of solid disaster recovery
  planning, 70 of companies NEVER fully recover
  from a disaster
• Sources American Records
• Management Association (ARMA), IDC

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What Is A Board Portal?
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Board Portals
The Board portal provides the means to
electronically support and streamline corporate
governance administration and compliance
processes. It allows the support of internal as
well as third party compliance and electronic
reporting processes.
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Board Portals
The Board portal enables an organization to take
control of its portfolio of interests and
activities from the boardroom down. It is the
platform for guiding and directing the
organization, with time it represents an entire
strategic knowledge repository. The portal
provides the means for a board to participate in
iterative strategic planning and decision-making
processes reflecting contemporary governance
practices and obligations.
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Passageways Board Portal Module Solution
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Board PortalsNo Assembly Required(maybe a
little)
The Passageways Portal and Board Portal Module
are taking directors of financial institutions
online and into the virtual boardroom
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Board Portal Module Features

• Scaled Down GUI and Interface
• Paperless Report Viewing
• Document Searching
• Online Polling and Voting
• Email Alerts
• Printing/Saving Available
• Surveys and Evaluations
• Discussion Board
• Upload Articles Training Documents
• Access Anywhere (No Speed Issues)
• Secure Encrypted Sessions
• More Coming In PORTAL 4.0

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Director Benefits

• Easy to use - simply requires the use a
  web-browser.
• Secure and central one stop shop for all
  information and systems required to execute the
  duties and responsibilities of a company
  director.
• A real time birds eye view of the
  organization.
• Provides the platform to drive governance and
  corporate initiatives.
• Provides the means for directors to accurately
  search for all board documents, decisions and
  data repositories.
• Provides a secure and efficient means of
  receiving and reviewing confidential board
  materials.

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Director Benefits

• Easy context relevant searching and locating of
  all board documents and decisions.
• Outside Directors can specifically tailor the
  board and governance portal to gain access to
  market/industry and other sources of information
  to ensure independence of thought and
  information.
• Includes resources, knowledge bases, skills and
  check lists for professional support and
  development.
• Enables the self administration of personal
  details and communication preferences. 

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More Secure
Standard procedure for most companies is to send
advance copies of briefing books out to directors
ahead of meetings. But advance books aren't sent
until all of the information is compiled with a
portal, information can be posted as it becomes
available, giving directors more time to study
it. Corrections often have to be sent out to the
directors after the advance books are shipped and
sometimes whole new advance books are sent out if
there are enough revisions to be made. With a
portal, corrections can be posted immediately on
the site, again getting the information out
faster and saving the hassle and expense of
production and shipping.
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More Secure
Private portals provide greater security than
other methods of staying in touch. E-mail is the
most common means of electronic communication,
but about 53 of companies use unencrypted e-mail
to communicate with the board, according to a
2005 survey. Those e-mails,which may contain
sensitive information, can potentially be
intercepted. "If you don't give directors a
secure way to communicate internally, it's going
through their system and it's all over the
place." - Nicole Silsby Sandford, partner in
corporate governance services at Deloitte
Touche.
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Easy Time Saver
Ease-of-delivery is one of the most obvious
advantages. No printing, copying, no FedEx, and
electronic delivery is totally secure. By far,
the most precious commodity for directors is
their time. Electronic delivery allows all the
relevant information needed for routine
decision-making to be delivered quickly, timely,
and economically, in many cases freeing up time
that can be used for having a dialogue on
strategy and policy.
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Extranet Portal Examples

• Directors Portal
• Paperless Loan Committee
• Paperless Board Meetings
• Training Education
• Auditors Review Portal
• External Loan Reviews
• External Compliance Reviews
• External Financial Reviews
• Participation Portal
• Securely Post Packages For Other Banks
• Minimize Duplication Shipping Costs
• Regulators Portal
• Exam Review Externally
• Customer Portal
• Conveniently Post Material For Customers

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Our Results So Far

• 18 Directors
• 50 Board Meetings
• 50 Sub-Committee Meetings
• 4000 Board Package Documents
• 250 Loan Committee Meetings
• 2800 Loan Packages
• Dozens of Remote TPV Audits

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Live Demo
https//portal.tbank.com
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Questions Answers

• Thad Hutcheson
• T Bank, NA
• Chief Technology Officer
• thutcheson_at_tbank.com
• 972-720-9005

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