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Board to consider migrating 13 years of BoardDocs content to Diligent Community
Summary
Administrators and the interim IT director recommended early migration from BoardDocs to Diligent Community to preserve 13 years of records, add single sign-on and broaden administrative training; presenters said migration includes vendor support and a 60-day overlap period.
Cindy, the district’s BoardDocs administrator, and interim technology director Russ Clousing told the board they plan to ask for permission to migrate the district’s BoardDocs archive to Diligent Community.
Cindy described 13 years of material in BoardDocs that staff rely on for audits and daily reference, and said Diligent purchased BoardDocs in 2016 and is encouraging districts to transition. “We have 13 years of data in BoardDocs…we would like to bring back to the next board meeting to migrate over to Diligent community,” she said.
Russ explained the rationale: other districts have received notices to move, and Diligent will migrate the data for the district, set up the site, and provide training; the technology department intends to manage the single-sign-on integration so password resets and user administration are consolidated. Russ said the incremental cost is modest — “a few thousand dollars” — and would be covered by the technology budget.
Cindy and Russ emphasized training and shared administration so no single person remains the sole back-end manager. They said Diligent’s migration process allows a 60-day period in which BoardDocs remains readable for historical access while the district launches Diligent, giving staff time to revert if a problem arises.
On policy integration, Cindy said Diligent is working to partner with Neola (the district’s policy provider) and expects that capability in 2027; in the interim the district would keep a link back to BoardDocs for the policy module. The presenters also reviewed livestream options and said the district intends to continue using its current YouTube channel rather than pay for Diligent’s separate livestream product.
Board members and attendees praised the effort to switch early and noted improved search and user features; the board did not take formal action at the work session and staff said they will present a migration request at the next business meeting.
Next steps: staff will return to request formal approval and provide migration timeline and training plans.
