One location, one naming rule
Board packs change until the last hour. A slide is updated, a number is corrected, and a director downloads the file before the final version is posted. The result is a meeting where two people discuss different figures. Version control is the assistant's responsibility, not an afterthought.
Keep a change log
Set one authoritative location and one naming pattern. Include the meeting date, the version number, and the status: draft, review, or final. Remove earlier versions from the distribution folder rather than leaving them beside the new file.
Control who receives which version
Track changes in a short log. Record the section, the change, the person who requested it, and the time. The log lets the principal see what moved after the review deadline and gives the board secretary a clean audit trail.
Confirm the portal and the email match
Control distribution. Send the final pack from the approved account, record the recipients and the time, and confirm that the board portal shows the same version. If a director receives a draft by email, note it and send the final with a clear subject line.
Archive the approved pack
Close the cycle after the meeting. Archive the final pack with the approved minutes and mark earlier drafts as superseded. The next cycle starts from the archived final, not from a folder of near-final files.
Frequently asked questions
Can the assistant send a pack directly to directors?
Only if the principal or board secretary has authorized that distribution and the recipient list is approved.
What belongs in the change log?
The section, the change, the requester, the approval, and the time. Financial corrections should also note the source of the corrected figure.
Ready to define the role?
Use a recent leadership week to scope the support that would make the biggest difference. The consultation is a working conversation, not a generic pitch.
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