Remedi Medical Scheme’s Transition from Paper to Electronic Meeting Packs

Moving away from paper to an electronic solution for meeting packs can be a daunting prospect but it comes with many advantages. No more printing and re-printing of paper meeting packs. No packs lying around after meetings. No more courier costs.

The CEO at Remedi Medical Scheme has recently overseen a transition from paper to an electronic distribution of meeting packs using SC Spheres. In his Google Review, he explains how the transition to the SC Spheres platform was the best decision. Not only are packs now created and distributed electronically, but documents and contracts can be signed without emailing each other, and SC Spheres is a great repository for policies and procedures.

The transition to a paperless organisation is made easier by SC Spheres through three key features:

Generate an electronic version of the paper packs

Key Requirement: : The generation of electronic packs so that they are as close to the paper pack in format and layout as possible.

How SC Spheres Delivers: SC Spheres has built a fully customisable meeting pack builder that allows cover pages, agendas, headers, footers and page numbering to follow the paper packs that Board members have become accustomed to. This greatly facilitates the transition as the Board member feels at home in the electronic environment because they recognise their meeting pack format and layout.

Generate paper packs from the platform

Key Requirement: There will always be one or two Board members who insist on a paper pack especially in the early stages of the transition to an electronic medium. A key requirement is the ability to generate these paper packs from the electronic platform.

How SC Spheres Delivers: SC Spheres has incorporated a feature whereby a PDF pack can be generated from any electronic pack that can be accessed on the platform. This PDF pack is complete with a cover page, table of contents and page numbering. Any user of the platform who has access to the electronic pack can generate a PDF pack. The PDF pack can be printed by the Board member themselves or by the Board Secretary and couriered to the Board member. Although this may defeat the purpose of the secure electronic platform for distributing meeting packs, it does assist with transition from paper and in dealing with a Board member that refuses to engage with technology.

Easy access to the platform

Key Requirement: The platform must be very easy to access and not require any special skills or know-how on the part of the Board member

How SC Spheres Delivers: SC Spheres is built on a cloud infrastructure that provides scalability and high availability. It is a progressive web application that manages client-side storage of information that allows users to access the documents from any device via their internet browser. The advantage of a browser-based solution is that there is no need to set up or train new users. They receive a link via email and their device will automatically route them to their default internet browser when they click on the link. No training needed and no fuss.

Conclusion

For any CEO contemplating a move away from paper, the choice of electronic platform cannot be trivial. It must be a tool that enhances functionality, supports compliance, and protects client information. SC Spheres stands out as a comprehensive solution designed to make the transition from paper easy with the benefits far outweighing the amount of effort required.