MyDocSafe for Corporate Leadership & Boards
Securely share confidential documents, manage approvals, collect signatures and coordinate board decisions — all in one place.
Most boards still run on email attachments and chased signatures
- Board packs emailed as attachments into personal inboxes, and three versions of the same paper the night before the meeting.
- Days spent chasing directors for signatures on resolutions and minutes.
- No single record of who saw, approved and signed what.
- Remuneration papers, M&A material and investor terms sitting in places nobody controls.
One secure place for every board and committee
Board papers belong in a place you control, not in twelve personal inboxes.
Give each board, committee and investor group its own secure portal. Each person sees only the portals they are given. Set up a folder structure once and apply it to every portal in the group, so the main board, the audit committee and the investment committee all file papers the same way.
Permissions are set for each member: you decide whether they can upload, download or delete documents, and whether they can invite others. On your own side, Company Roles and access groups control which of your team can open which portal, so the remuneration committee’s papers are visible only to that committee and the people who support it.
Everything is encrypted with AES-256 at rest and TLS in transit, two-factor authentication is available, data is held in the UK and the EU, and every action is kept in the audit trail.
More on secure portals
Approvals with a record attached
An approval given in a reply-all email is hard to find a year later. In MyDocSafe it is a step in a workflow, and the workflow is the record.
Build a sequence of steps — ask a director to view and approve a document, request a signature, complete a form, upload a document — and send it to them inside their portal. The workflow is not complete until every step is done. If a signer rejects a signature request, the steps after it are disabled: nothing proceeds past an objection.
Set a deadline on the workflow, and your team is notified when it is completed or when a document is uploaded, so the company secretary is not chasing by email.
Use it to approve a board pack or a budget, collect conflicts-of-interest declarations, run annual D&O and fit-and-proper questionnaires, and sign off policies.
Resolutions, minutes and appointments signed without the paper chase
Send board minutes, directors’ written resolutions, service agreements, NED appointment letters and share option documents for signature by one director or by the whole board.
MyDocSafe e-signatures are legally binding under UK law, eIDAS and ESIGN. For extra assurance, add SMS verification or knowledge-based authentication for any signer.
Where a document needs the highest eIDAS level, such as an EU filing, request a Qualified Electronic Signature for that signer. The sender pays a small fee; it is free to the signer.
Want the background on which documents can be signed electronically? Read is e-signature legal in the UK.
More on e-signatures
Shareholder resolutions and investment rounds
From the board’s decision to the last shareholder’s signature, in one place.
Resolutions, AGMs and EGMs
Circulate written resolutions, notices and consent forms as one secure public workflow link, with optional authentication and an expiry date, or send them into each shareholder’s portal. Shareholders read, consent and sign, and you see every response in one place. Signed documents land in each shareholder’s portal as their record. No individual emails with attachments, no tracking spreadsheet. How public links work for investor relations.
New investment rounds
Run due diligence in a secure data room with access set per investor. Onboard each investor with a workflow that collects KYC/AML and ID checks, their details and certifications. Have subscription letters, shareholders’ agreements, resolutions adopting new articles and waivers signed by every party, with Qualified Electronic Signatures available for EU investors. Collect existing shareholders’ consents and pre-emption waivers through a single public link.
Other corporate events
- Share option and growth share grants, with grant letters signed by employees
- Share transfers and stock transfer paperwork sent for signature
- Director appointments and resignations
- Annual director declarations
- Investor reporting through investor portals
New directors ready before their first meeting
Set a default onboarding workflow for the board portal, and a new director’s first login takes them through it before anything else: ID check, declarations, appointment letter and induction pack.
Every completed step stays in their portal, so the company secretary has a record of what each director has confirmed and signed, and the director has the papers they need on day one.
How a board cycle runs in MyDocSafe
From papers going up to a decision on record.
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1
Papers uploaded
The company secretary uploads the board pack to the board portal, into the same folder structure every portal in the group uses.
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2
Directors notified
Directors receive a workflow in their portal with the papers to read and a deadline. Only the members of that board or committee can open it.
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3
Review and approve
Each director views and approves the papers that need approval. Your team is notified as each workflow is completed.
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4
Resolutions and minutes signed
Written resolutions and minutes go out for e-signature by every director who needs to sign. A rejected signature stops the steps after it.
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5
Shareholders and investors
Where the decision needs shareholders, the resolution or round documents go out as one public link or into each shareholder’s portal, and are signed there.
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6
The company’s record
Every completed step stays in each portal, with the audit trail behind it, as the record of who saw, approved and signed what.
Security built for confidential board material
Remuneration, M&A and investor papers are protected accordingly.
Encryption
AES-256 at rest, TLS in transit, optional two-factor authentication
Access control & committee separation
A portal per board or committee, permissions per member, Company Roles for your team
UK/EU data residency & audit trail
Data held in the UK and the EU under GDPR, with every action logged
Works alongside the tools you already use
An open API, Zapier for no-code automation, and Xero and Zoho CRM for accounts and contacts. MyDocSafe sits alongside your existing systems rather than replacing them. Plans and limits are on our pricing page.
Questions boards and company secretaries ask
No. Each board, committee or investor group has its own portal, and each person sees only the portals they are given. On your own team, Company Roles and access groups decide who can open which portals, so the remuneration committee's papers are visible only to that committee and the people who support it.
MyDocSafe e-signatures are legally binding under UK law, eIDAS and ESIGN, and Qualified Electronic Signatures are available per signer where a document needs the highest eIDAS level. Whether a particular document can be signed electronically is a question for your own legal advisers; our guide to e-signature law in the UK sets out the background.
Yes. Publish the resolution or consent as a secure public workflow link, with optional authentication and an expiry date, and send that one link to every shareholder. They read, consent and sign through the link, and you see every response in one place.
Yes. A secure data room handles due diligence with access set per investor. Investor onboarding workflows collect KYC/AML and ID checks, investor details and certifications. Subscription letters, shareholders' agreements and waivers are signed by every party electronically, and existing shareholders' consents can go out as a single public link. Cap tables, share registers and subscription monies stay in the tools you use for them today.
In the UK and the EU. Documents are encrypted with AES-256 at rest and TLS in transit, two-factor authentication is available, and the platform is built to meet GDPR. The security overview sets out the controls in full.
Yes. Permissions are set for each member of a portal, so you can restrict whether a person can upload, download or delete documents, and whether they can invite other users. A director who should only read the board pack in the portal can be set up that way.
No. A director receives an invitation, logs in and sees only their own portal, with the papers to read and the steps waiting for them. Each step tells them what to do — view and approve, sign, complete a form or upload a document — so there is nothing to learn before the first meeting.
Running a transaction rather than a board? See Virtual Data Rooms.
Reporting to investors between rounds? See Investor Relations.
Try MyDocSafe for your board
Start a free trial, or book a walkthrough with us. Set up a test board portal, invite a colleague as a director, and send them a resolution to approve and sign.