BoardPro's Governance Repository
Folders
Is there a limit to how many folders/sub-folders/sub-sub-folders, etc., we can have?
No, there are no limits on the number of folders or how deep you want to nest them.
Is there a search function for the Governance Documents?
Yes, located on the top left of the page -type in a keyword and then enter.
What are restricted folders? Restricted folders, or Board-Only folders, are only visible to Board Members. The Board Secretary or Chair manages board-only folders. (These folders may also be designated as "committee-only" folders within a committee.) If a user is not marked as a board/committee member, they cannot view or manage these folders, ensuring strict confidentiality. Furthermore, BoardPro's role-based access control ensures that permissions are assigned at the user level, providing consistent and structured access management. This design prevents individual-level access override within the committee-only settings and maintains a clear organizational hierarchy.
Document Security
How secure are documents hosted in BoardPro?
Documents hosted in BoardPro are secured at multiple levels:
Data centre security: Your documents are hosted in a world-class data centre
Encrypted at rest: Your documents are stored in an encrypted format using 256-bit AES encryption, one of the strongest block ciphers available.
Secure transit: The document is transferred from your device to BoardPro and internally within BoardPro to the repository entirely over the secure HTTPS protocol.
Access Protection: Only individuals who can access your documents are members of your organisation, authenticated in BoardPro, and assigned an access role that authorises their entry to the document.
For more information on BoardPro Security, see: https://www.boardpro.com/security
Documents
What types of files/documents can be uploaded?
BoardPro will accept most common file types that a governance board would use. Accepted file types: .csv, .doc, .docm, .docx, .dot, .dotm, .dotx, .em, .gif, .jpg, .jpeg, .msg, odp, .ods, .odt,.pdf, .png, potm, .potx, pps, ppsm, .ppt, .pptm .pptx, .rtf, twbx, .txt, .xls, .xlsb, .xlsm, .xlsx, .xlt and .xltx
How big can a file be?
BoardPro will accept files up to 50MB in size.
Accepted File Names
When naming files, ensure they only contain the following characters:
Letters: a-z, A-Z
Numbers: 0-9
Special Characters: hyphens (-), underscores (_), spaces, dots (.), parentheses (()), ampersand (&), and macrons.
Avoid HTML-like characters (e.g., <, >, &), these will be replaced with an underscore (_) during upload.
Important Notes:
File names cannot begin or end with a dot (e.g.,
.hiddenFileorfile.).Files with restricted characters from previous uploads will remain, but future uploads or renames using these characters are not allowed.
Who can access the documents?
Access to documents is determined by the access level granted to each user.
Board Members (those with a tick on the People List page), Chairs, and the Board Secretary can access documents within Board Only Folders. To learn more, please read the article on Roles and Permissions.
Can documents be restricted to individual people?
Not at this time. They can be placed in Board Only Folders, as discussed above; however, all documents in open folders or added loosely can be viewed by all access levels except those of Executive/Guest. Additionally, individuals who require access to both board and committee documents must have active roles in each setup. This dual-role requirement is essential for managing responsibilities seamlessly and accessing information across both governance layers. To verify who has access to specific documents, the People list page within your BoardPro account clearly displays users with permissions tied to roles. This feature allows for an efficient review of those authorized to access sensitive materials. Additionally, sub-committees within BoardPro operate with distinct memberships, allowing tailored access controls that do not interfere with the permissions of other groups. This separation ensures that sub-committee roles can be precisely configured within the governance framework while preserving the integrity and access restrictions of the primary board or other sub-committees.
How many files can I upload at a time?
We recommend uploading around 10 files simultaneously, as the number of documents and their size will affect the upload speed. BoardPro does not limit the number of documents or your repository's total size (i.e. GB).
How many documents can we store in BoardPro in total?
At this time, we don't have any limits on the total number of documents or the total GB (Gigabyte) size of your repository. Fair use terms apply.
Can documents be downloaded?
Yes, it is enabled by default. However, you can turn off this setting. For more details, please review the Document Downloading and Printing Policy.
I am trying to add or open documents and it is so slow! Why?
There can be various issues on why a document takes time to open or be uploaded. Factors can include:
the number of documents uploaded at once,
the size of the document(s)
internet speed, your location, and Wi-Fi versus Ethernet.
Generally, uploading documents takes a few seconds. Please check the above or contact support for help if it takes an unusually long time.
Can I share documents between a board and committee?
Each account in BoardPro has its own separate people list. So to share documents between a board and committee you could add the person to the people list of both accounts with the appropriate access level. Or you could download the files from one account and then upload them into the other account instead.
Please let us know if you have any questions. You can reach support via live chat (blue bubble on the lower right) or email support@boardpro.com.