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Chester County trustees view Board Docs demo as a tool to streamline packets and public access
Summary
At a Feb. work session the school board watched a demo of Board Docs (Diligent), which presenters said would replace bulky PDF packets with searchable, annotated agendas and could take several months to migrate; vendor cited a base annual cost and optional livestream add‑ons. Board members asked about migration timelines, training and who in the state uses the product.
The Chester County Board of School Trustees on Feb. 2025 received a demonstration of Board Docs (Diligent), a meeting‑management platform the vendor said would replace the district’s current multi‑page PDF meeting packets with a searchable, annotated agenda system.
A vendor representative demonstrated public and board views, described a library of documents, and showed how executive‑session attachments could be kept from the public site while remaining available to board members. The presenter said the district’s board member view would include annotation tools and the ability to link agenda items to tracked goals and contracts.
“It's gonna be nice and easy to work through,” the vendor said during the demonstration, adding that the platform supports keyword search, date sorting and a split public/board view. The presenter also said, in response to a question about statewide use, that about 40 districts across the state were using the vendor’s products between two product lines.
Board members asked about timing, staff workload and cost. Counsel and district staff confirmed the migration would take “several months,” and that the district would need to upload current files and provide training for board and administrative users. A representative presented a general price outline during the demo and referenced a base figure and add‑on options, noting one quoted package amounted to $7,000 per year and a livestream integration add‑on priced in the presentation at roughly $1,000.
Trustees also raised security and transparency questions, asking whether the system would reduce reliance on email for distributing materials. The vendor said Board Docs can restrict access to draft or sensitive materials on the board‑side interface while publishing public documents automatically once items are approved.
No formal procurement action was taken at the work session. The board will consider next steps, including additional follow‑up on price, migration timeline and training, before placing any contract for approval on a future meeting agenda.
