Fostering Public Transparency

Charles County Government, MD

Commissioners get down to the business of governing.

A Visionary Recommends Process Change

The former Commissioner President observed the Charles County Board of Education using BoardDocs in 2006. He was impressed with the high level of functionality and believed it would help his Board of Commissioners. As a visionary, he knew it would be much easier for the commissioners to get down to the business of governing and not worry about the administrative pieces of board packets. “More importantly, many years later, we continue to appreciate and are impressed with BoardDocs,” said Danielle Mitchell, Clerk to the Board of Commissioners, Charles County Government, MD.

Document Retention and Public Transparency Benefits

Prior to BoardDocs, board packets were physically created. “Because of our document retention policy, we had to determine what to do with the paper from board meetings once it existed - should it be retained or discarded,” stated Mitchell. “Public transparency also had to be considered. Many documents are subject to public disclosure and public information requests. Transparency was enhanced by providing easy electronic access through BoardDocs. Information is readily available before meetings, which allows the board and public to be more informed. A sense of full transparency within government is now fostered, which is very important,” said Mitchell.

Added Valuable Time for Other Workplace Goals

The Charles County Government saves time with the BoardDocs solution so now staff can work on other goals. “Creating board meeting materials can be a very time consuming process; not to mention the challenge of physically getting the packets to board members,” stated Mitchell. “If an agenda changes or materials are delayed it is easily handled through BoardDocs. It allows our board members to access the information online wherever they are located.”

BoardDocs is a proactive approach for public information requests. “Putting all of our information on BoardDocs allows easy public access to the documents. We don’t have to worry about when someone may appear in our office asking for copies of items at an inconvenient time. It takes the guessing out of what the public is interested in and when a request may be made.”

Premiere BoardDocs Pro with Plus for Multiple Governing Bodies

Charles County Government selected BoardDocs Pro Plus as their board management solution. BoardDocs Pro is the fastest, easiest and most powerful board agenda solution on the market. By leveraging state-of-the-art, cloud-based technology, BoardDocs Pro does things no other board management solution can. By adding the Plus feature, Charles County governing bodies can have separate confidential meetings, separate document managers and separate administrative access. Through Plus, BoardDocs’ services provide a granular level of security so only authenticated users in each group can access their meetings and agenda items.

Nontraditional Hours a Breeze with 24x7 Customer Support

BoardDocs’ customer service is 24 hours a day, 7 days a week - including holidays. More than 99% of the time a live person answers the phone. “By and large, BoardDocs is incredibly reliable. There are times I work nontraditional hours (late, weekends or from home) and it is awesome because I always get someone on the phone 24x7 with BoardDocs. It is an extra sense of security to know that I’ll always get the support needed whenever I call,” stated Mitchell.

“BoardDocs exceeds our expectations. It saves us time, energy and gives more flexibility to easily produce board documents. The Commissioners receive information more efficiently and public transparency is enhanced,” stated Danielle Mitchell.

About Charles County Government, MD

Charles County Government is located in Southern Maryland, only 20 miles south of Washington DC. According to the 2014 U.S. Census, it is the second fastest growing county in Maryland. Home to over 155,000 residents and employer of over 1,900 part- and full-time employees. Charles County is governed by a board of five Commissioners with the day-to-day management done by the County Administrator.

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