MinuteBox.com, the entity management platform trusted by lawyers, is the only secure cloud-based system that makes sharing minute books, corporate records and entity data easier than ever.
Sharing legal documents for corporate law is a constant pain point for lawyers, law clerks and law firms. Client satisfaction is paramount, and when clients come calling they expect immediate answers and responses. As every corporate legal professional will attest, perhaps one of the most frequent corporate law client calls is simply to inquire about some minute book information.
Here are just some of the questions a corporate law clerk or lawyer can expect to hear from clients in any given day:
And if you're working on annual compliance or in the middle of a transaction, you're all but certain to get the same or an additional set of questions from counsel representing the other parties to a transaction or the accountant or the auditing corporation of your client.
So, how do you share a minute book with a client?
The most common way to share a minute book is by courier. Here are the usual steps:
Another way to share a minute book other than by courier is to send it by email. To send a minute book by email, simply follow these steps (note, we are assuming you have already located the minute book using the first step above):
If the file is too large, you will not be able to send it by email.
Currently, the maximum file size for gmail for example, is 25mb. If your minute book file is larger than 25mb then you will not be able to attach it directly to an email as an attachment
What do I do if I can't send my minute book by email because the file size is too large?
If the file size of your scanned minute book document is too large to send by email then you will need to either rescan it at a lower resolution (for example, less than 150ppi), which will decrease the quality and legibility of the scan, or you can use professional software like Adobe Acrobat to open and compress the file using software. Based on the various settings and options available, you should be able to compress your document to make it small enough to send by email. Compressing a PDF minute book is not always precise, so you may need to try this option a few times until you find the right balance between quality and a size acceptable for emailing.
Okay, you've got the file size down to under 25mb, you're all set to share your minute book by email, right? Not so fast! Sharing a minute book by email can pose a major security risk to confidential client data. Before sending any confidential client data by email, you'll want to confirm with your firm or organization about any rules regarding sharing confidential client data. You'll also want to make sure you have informed consent of your clients to share this type of information by email. Informed consent means that the client has not only approved the use of email for sending documents, but that they have also been informed of the potential risks.
Some firms will require that any PDF documents be password protected before being emailed anywhere externally. Although these are very good intentions, password protected PDFs are notoriously easy to crack and they do not actually provide any meaningful data protection.
If you are still keen to password protect your PDF before emailing, then you will once again need to open up PDF software like Adobe Acrobat. To learn how to add a password to a PDF, even though it is not secure (see above), review the steps at this link.
If you are sending legal documents by email, it is also important to remember that once you've sent it by email, you are effectively giving up all control. Anybody can forward the email containing confidential information to other third parties and there will be no way for you to revoke access priviliges after it has been sent out.
Securely sharing minute books is not easy. As you can see from above, there are a number of concerns with sharing by courier or by email:
Using a software platform to share minute books with clients, other lawyers and accountants can remove all of the risks and problems of sharing minute books by courier or email.
Here are the benefits of sharing a minute book using a proper entity management platform:
If you've decided that your preferred way to share your corporate minute books is by using a secure cloud entity management platform, make sure to thoroughly investigate any platform before using it. Of course, cloud platform security is the first criteria you should be looking at, you should also make sure to investigate whether the platform you are selecting is truly hosted in a secure cloud, or if it is simply creating virtual clouds that still require a Virtual Private Network to be setup. VPN cloud access not the same as true cloud access and might require additional complicated configuration, IT support staff, ongoing maintenance, downloading of specific installed software and has various potential security risks. If you've chosen a cloud option, be sure to check whether it is a true cloud option or a VPN masquerading as "cloud."
Once you've chosen who to share your minute book with, be sure to decide if you want to set an expiry link to automatically remove the shared minute book from being seen after the selected date. Expiry links on shared minute books are perfect for corporate transactions with other counsel, sending minute books to investors or banks and even sharing with shareholders temporarily.
So, now that your minute book is shared on a secure entity management platform you'll be able to access your minute book and corporate record data from anywhere in the world. To view a shared minute book, simply click the shared link in your email inbox to securely access your information. With any good cloud entity management platform, your shared minute book will always be up to date with new changes even after the minute book link has been shared with you.
Now, you'll save time and money, never having to call your lawyer again for answers to simple questions like:
With a modern cloud entity management platform sharing minute books online is easy and secure. Compared to sending a minute book by courier or by email it is much faster, more secure and far less expensive. This should mean happier clients, too! So, in summary, to share a minute book with clients you have three options: 1) by courier; 2) by email; or 3) in a secure legal entity platform. Sharing minute books in a secure platform is the best solution and has extra benefits like granular control of what is shared, expiry links for temporary sharing and continuous updates so you never need to share a minute book more than once.
Migrating to MinuteBox made easy. Only MinuteBox offers concierge instant migration of data from all of the most common legal entity management platforms. If required, our scanning services seamlessly digitize existing physical corporate records. Your onboarding specialist will offer ongoing training and resources to ensure your team is ready to supercharge their workflow.
Say goodbye to boring and routine legal tasks. MinuteBox workflow automation will drastically increase efficiencies in your workflows. You'll spend less time on unbillable or unrecoverable legal work and more time providing value to clients, making them, and you, happier.
Unparalleled cloud security. Only MinuteBox offers advanced end-to-end data encryption. The MinuteBox secure engine powers every aspect of the platform, from secure client sharing to the secure audit trail. Advanced security features include multi-factor authentication, SSO, biometric authentication, hardware key authentication and advanced administrative permissions. When it comes to client data, trust MinuteBox.