Flint Hills Technical College

INFORMATION REGARDING BOARD AGENDA ITEM

TO:	Board of Trustees
DATE:	04/14/2025
PREPARED & SUBMITTED BY:	Rachel Thurman
SUBJECT:	BoardDocs Upgrade

EXECUTIVE SUMMARY:

Diligent, the provider of BoardDocs, is phasing out the BoardDocs platform and transitioning all clients to its updated system, Diligent Community. This change is part of a company-wide shift to consolidate services under a single, modernized platform.

Diligent Community retains the core functions of BoardDocs—such as agenda creation, document management, and public access to meeting materials—while introducing a new interface and additional tools to support policy management, livestreaming, and committee coordination.

Clients must confirm their transition plans by June 30, 2025, to allow adequate time for implementation. The estimated migration timeline is 6–8 weeks, including training and data transfer. Existing BoardDocs sites will remain accessible for 90 days after migration begins, with the final 30 days limited to read-only access.

A formal cost proposal is forthcoming. Additional information about features, training resources, and support will be provided as planning progresses.

Projected Cost for Diligent Community: $15,500 annually, representing a $4,700 increase from the current BoardDocs cost of $10,800. This expense will be covered by our Capital Outlay budget, as BoardDocs is now. Should the Board wish to explore alternative platforms, we can research and gather quotes; however, migrating years of archived data from BoardDocs may be a complex and resource-intensive process. It also holds the potential to be a time-intensive process, and can take up to 6 months. It also has the potential to be a time-intensive process.

Overview of Diligent Community

Diligent Community is the successor platform to BoardDocs, developed by Diligent to consolidate and modernize governance tools. It offers a centralized system for managing agendas, documents, and public transparency functions.

Key Functions:

Agenda and Document Management
Users can create and manage agendas, policies, and supporting documents in one location. The platform includes workflow tools for item review and approval, document distribution, and the ability for board members to access materials and collaborate across devices.
Public Transparency Site
Meeting materials, such as agendas, minutes, and policies, can be published to a public-facing website. The site includes search functionality and options for the public to subscribe to updates or request to speak at meetings.
Policy Management (Policy Publisher)
The Policy Publisher tool supports the drafting, review, approval, and publishing of policies. Features include version tracking, integration with Microsoft Word, and the ability to publish policies to the public site.
Meeting Livestreaming (Livestream Manager)
The platform supports livestreaming of meetings directly to the public site. Additional features include automated closed captioning, embedded agendas, timestamped minutes, and an AI-assisted tool for generating minutes.
Committee Management
The system allows for the management of multiple boards or committees within the same environment. Each group can have customized workflows, member access controls, and meeting notifications for the public.

In terms of timeline:

You can choose to upgrade any time before your deadline, or you can align with your upcoming renewal.
Whatever the effective date is on the contract, that is when the migration process begins.
Within 1 week of the effective date, you get a letter from the team, describing the next steps.
They will work to migrate your data (about 2 weeks) then schedule a call with you to go over the new site and everything they brought over so you can check it.
You can then start attending training sessions and getting familiar with your site.
Once you complete the call with them, you will continue to have 60 days of active use of BoardDocs and then 30 days of read only access before they close the site.
The whole process is about 6-8 weeks from start to finish.

We plan to schedule a one-on-one call with Tiffany Paubel, Senior Account Manager and our designated Migration Consultant, to review our proposal in detail and discuss the next steps in the transition process. More information will be made available as it comes.

RECOMMENDATION: No Action Required- for Informational purposes only. If the Board opts to continue with Diligent Community, approval will be placed on the Consent Agenda in a future meeting.

FHTC Board of Trustees

Meeting Information