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Paperless board meeting via kindle or ipad?

Posted on 2011-03-24
Medium Priority
Last Modified: 2012-05-11
Board of directors wants to start conducting the board meetings without passing out paper agendas and minutes.  We were considering buying ipads for the board of directors, and possibly using a projector for the audience.  Is there a cheaper way, or specific apps that would work well?

The board of directors require the ability to read ahead and behind the current discussion and flip through he packets at will.
Question by:David Riley
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Accepted Solution

Jason C. Levine earned 500 total points
ID: 35209768
Hi medikdave,

You may want to think about using DropBox to share the agenda and minutes.  Make each board member get a mobile device (iPhone, iPad, netbook, etc) and register for dropbox.  The meeting organizer (you I presume) would collect all documents as PDF and place them into a folder in your dropbox account.  You then share that folder with all board members via dropbox and you have instant distribution of items in real time.  So people could even add items during the meeting and assuming the devices are connected to the internet, it would appear on each device.

The presenter uses a projector with the iPad dongle.  If the cables are long enough, you could even share the projector with everyone at the table merely by unplugging the dongle and moving it to the person who needs to present.

Author Comment

by:David Riley
ID: 35210459
I am sorry, but what I meant to ask was if this solution would work with a kindle as they are significantly cheaper.
LVL 70

Expert Comment

by:Jason C. Levine
ID: 35210479
Not as well.  You can email documents to the Kindles (each one has its own email address) but that's about it.  No projection is possible.
LVL 70

Assisted Solution

by:Jason C. Levine
Jason C. Levine earned 500 total points
ID: 35210489
From http://www.amazon.com/gp/help/customer/display.html?nodeId=200375630 :

Sending Personal Documents to Kindle

Kindle's Personal Document Service (via Whispernet) allows you to e-mail approved files to your Kindle's e-mail address. Then, Amazon can transfer the file(s) wirelessly in a Kindle-compatible format to the device(s) for a fee. To avoid a fee, or if you're not in wireless range, you can send an e-mail to "name"@free.kindle.com and download the files via USB in a Kindle compatible format to the device(s).

Your Kindle will only receive converted files from e-mail addresses you have authorized on the Manage Your Kindle page to help prevent spam.
To set up your Kindle's e-mail address:

   1. Visit the Manage Your Kindle page.
   2. Sign-in to your Amazon.com account.
   3. In the Your Kindle(s) section, select "Edit Info."
   4. In the Kindle E-mail Address text field, change the first part of the e-mail address to what you would like it to be. The @kindle.com will automatically be appended.
   5. Select "Update information" to save your changes and close the text entry box.

To set up approved "From" e-mail addresses:

   1. Visit the Manage Your Kindle page.
   2. Sign-in to your Amazon.com account.
   3. In the "Your Kindle approved e-mail list" section, enter the e-mail address and select "Add Address."

To send your personal documents:

   1. Attach your document to a new e-mail or forward an existing e-mail that has a document attached. A subject is not necessary.
   2. Address the e-mail to your Kindle e-mail address for wireless delivery directly to your Kindle; a small fee will be charged for the wireless delivery.
   3. Send the e-mail.
   4. Personal documents below 5 MB in officially supported file formats are typically delivered to the "name"@free.kindle.com e-mail address within 5 minutes (per document). Personal documents above 5 MB may take longer.
   5. Personal documents below 5 MB in officially supported file formats are typically ready for wireless auto-delivery to your Kindle within 5 minutes (per document), not including actual wireless download time, which will vary with file size. Personal documents above 5 MB may take longer.
   6. Personal documents in experimental file formats (such as PDF files) may take longer.
   7. Your e-mail provider may have additional limitations on file size.

Keep in mind:

    * The file size of each attached personal document should be 50MB or less (before compression in a ZIP file).
    * The submitted e-mail should contain no more than 25 attached personal documents.
    * The submitted e-mail should target less than 15 distinct Kindles.

Fees for Personal Document Service

Fees for transfer of personal documents to the Kindle via Whispernet are based on the size of the file submitted (before compression if you use a .zip file), your country, and where you're accessing Whispernet. Fees will only be charged for documents that are successfully received wirelessly to your Kindle. (Personal Document Service is not available via Whispernet in Canada. Please see Sending Personal Documents to Kindle for information about e-mailing personal documents to your computer for USB transfer to your Kindle.)

    * Kindle (U.S. Wireless) user: We'll send personal documents to your Kindle via Whispernet while inside the U.S. wireless coverage area for a fee of $.15 per megabyte.

    * Kindle (Free 3G) user living in the United States: If you transfer personal documents to your Kindle via Whispernet while inside the United States, the fee is $ .15 per megabyte. When traveling outside the United States, a fee of $.99 per megabyte will apply.

    * Kindle (Free 3G) user living outside the United States: We'll send personal files to your Kindle via Whispernet for a fee of $ .99 (USD) per megabyte anywhere in the world you access Whispernet service.

Fees are rounded up to the next whole MB and apply to each personal document delivered via Whispernet to each Kindle. You can transfer personal documents to your Kindle via USB for free at anytime.
Setting your Personal Document Charge Limit

You have the option to set the maximum amount you wish to pay per document for the Personal Document Service. If the conversion fee for any single document you e-mail for wireless delivery to your Kindle via Whispernet exceeds the maximum, the document will be sent to your @free.kindle.com address and a notification will be sent to your Kindle.
To set the Charge Limit for Personal Document Service:

   1. Visit the Manage Your Kindle Page.
   2. Scroll down to the "Your Personal Document Charge Limit" section.
   3. Enter your preferred maximum charge value.
   4. Click the "Update limit" option when finished.

The limit you set is a per document limit. If you send multiple documents for conversion in a .zip file, the total aggregated charge for conversion of all the documents may exceed your per document limit and conversion and delivery will be successful.
Aggregation of Fees for Personal Document Service

Consecutive orders for Personal Document Service via Whispernet that cost less than $5.00 may be combined into one transaction and appear as a single charge on your credit or debit card billing statement.
Free Transfer of Personal Documents

If you would like to transfer your personal documents to your Kindle for free, you can send attachments to "name"@free.kindle.com to be converted and e-mailed to your computer at the e-mail address associated with your Amazon.com account log-in. You can then transfer the document to your Kindle using your USB connection.

For example, if your Kindle email address is Jay@Kindle.com, send your attachments to Jay@free.kindle.com.

Author Closing Comment

by:David Riley
ID: 35211477
Thank you.

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