How UMCG Used iBabs To Enable Secure Document Sharing Throughout Their Meeting Process
The University Medical Center Groningen (UMCG), one of the largest hospitals in the Netherlands and a leading employer in the Northern region with 12,000 employees, is committed to shaping the future of healthcare through care, research, training and education. Given the scale and importance of its operations, the organisation conducts numerous meetings, and it was the goal of IT Director René de Vink to assess and enhance the efficiency of these meetings.
The UMCG had already initiated the transition towards paperless working since the end of 2010, using iPads extensively across the organisation. However, the meeting process remained paper-heavy and inefficient because there was no way to protect confidential information and patient data during meetings.
De Vink stated:
"Information security is of paramount importance to us."
UMCG needed a system to manage agendas and files for each meeting whilst ensuring that everyone had access to the necessary documents and decisions. At that moment, meeting planning was done entirely via email, and it was a time-consuming process.
The solution
iBabs' meeting management software offered UMCG the tools it needed to transition to fully digital meetings. René de Vink explains that the software made it straightforward to create and share agendas and distribute pertinent documents securely whilst keeping everyone informed and updated.
With iBabs, they were finally able to store sensitive data in the cloud, enabling stakeholders to share important details, such as patient information, digitally.
René says:
“Now also the confidential documents of the board of directors and, if necessary, even highly confidential information can be used in paperless meetings in this way.”
The result
By implementing iBabs, UMCG has significantly enhanced the efficiency and organisation of their meetings. Participants are more informed, engaged and up-to-date with relevant information. They can keep using their iPads because iBabs supports all mobile devices, but they will no longer need to bring stacks of paper to each meeting. Some of the outcomes include:
Faster meeting management: iBabs enabled users to swiftly create and distribute agendas for each meeting, ensuring everyone has access to the latest information.
Single source of truth: With iBabs, directors, secretaries and other stakeholders can easily find all documents, decisions and actions, including those from previous meetings, via the search function.
Improved information security: Thanks to iBabs’ ISO-certified information security processes and advanced encryption algorithm, documents can be shared securely on the platform.
Enhanced collaboration: The platform's features, such as the ability to comment on documents, enables directors to discuss the agenda and other key documents before each meeting. All collaborators, including the secretary, immediately see the changes and comments.
De Vink is also happy that implementing iBabs was straightforward and more and more people within the organisation are adopting the platform.
He stated:
"We did the implementation in two to three months, with just a few people.
In the beginning, we had a few dozen users, and that number has grown to hundreds of users now. That says enough."
Conclusion
iBabs made it possible for UMCG to transform their meeting management process and make it truly digital. Not only that, but the platform enabled real-time collaboration, ensuring everyone has the latest version of each document.
With iBabs, directors can edit minutes and agendas before meetings to save precious time and focus on the discussion in the boardroom. Secretaries can plan meetings and keep track of decisions without leaving the platform.
If you are looking for a solution like this, you can request a free demo of iBabs here.
