The board secretary plays one of the most critical roles in keeping an organization compliant, efficient, and well-documented. From preparing board meeting agendas to ensuring accurate minutes and archiving decisions, documentation is at the heart of governance.

Whether you’re newly appointed or refining your process, this guide will walk you through your documentation duties, share tips for writing board minutes, and introduce tools that can make your job easier.

👉 Want ready-to-use templates? Visit our Board Meeting Templates hub for free agenda and minutes downloads.

🧾 What Does a Board Secretary Do?

The board secretary is responsible for ensuring that all official board communications and documentation are accurate, timely, and properly archived. This includes:

• Before the meeting:
  • Drafting and distributing the board meeting agenda
  • Sharing reports or documents for review
  • Scheduling and confirming attendance
• During the meeting:
  • Taking detailed board meeting minutes
  • Recording attendance, motions, and vote results
  • Tracking action items and deadlines
• After the meeting:
  • Finalizing and distributing approved minutes
  • Storing records securely
  • Ensuring follow-ups and resolutions are executed

📂 Key Documents a Board Secretary Handles

Understanding which documents you’re responsible for helps avoid compliance gaps:

• Board Meeting Agenda: Outlines the flow and discussion items
• Meeting Minutes: The official record of what was discussed and decided
• Resolutions: Written decisions approved by the board
• Attendance Records: Who was present (and who wasn’t)
• Committee Reports: Updates from subcommittees or external advisors

You can find downloadable versions of all these in our board meeting agenda & minutes template collection.

✍️ How to Document Board Meetings Effectively

Even experienced secretaries can benefit from refining their documentation strategy. Here are proven tips to stay accurate and compliant:

• ✅ Use a consistent template for every meeting
• ✅ Capture decisions, not discussions – keep it concise and neutral
• ✅ Include timestamps or agenda references
• ✅ Get board approval at the next meeting and archive the final version

🛠️ Best Tools for Board Meeting Documentation

Using the right tools can save hours and reduce the risk of error. Here are top recommendations:

• 📹 Async video updates: Tools like Videolink help summarize meetings or share context when stakeholders can’t attend.
• 📄 Agenda & minutes templates: Save time and reduce inconsistencies.
• ☁️ Document storage & collaboration: Google Docs, Notion, Boardable, and Agendalink all support easy version control.
• ✅ Approval workflows: Keep track of who has signed off on minutes and when.

📌 Bonus: Free Templates for Secretaries

Get started with these free resources:

• Board meeting agenda template (editable & printable)
• Meeting minutes template (structured, timestamped)
• Resolution log template

Final Thoughts

As a board secretary, you’re not just recording what happens—you’re protecting your organization’s legal standing and operational clarity. With the right tools and templates, documentation becomes less about stress and more about structure.

For a complete library of templates and time-saving tools, explore our Board Meeting Agendas & Minutes hub.