Interested to hear other perspectives on this but here are my thoughts...
I don't feel comfortable switching to electronic minutes yet. We are (or were, by the time you read this) governed by the Corporations Act (Ontario) and soon by the Ontario Not-for-Profit Corporations Act, 2010 (ONCA). I don't see express authority to keep minutes electronically in either. ONCA expressly permits certain documents (notices) to be sent electronically, and allows for electronic filings, and allows for electronic signatures (which we do for minutes) and allows for electronic meetings, but yet does not address electronic minutes. This makes me think the omission was intentional. In addition, ONCA states that regulations may prescribe documents that may be kept electronically, and formats and standards for doing so, but the general regulation so for only addresses a few electronic documents (like proxy forms). This suggests to me that the legislative scheme contemplates permitting electronic minutes but hasn't addresses the subject matter yet.
Even if electronic minutes are permitted now, I'd be nervous to use electronic minutes. In the event of a dispute, nothing beats the evidentiary value of a well-maintained system of paper documents. As with inspector notes, I think it would be much harder to show the integrity of minutes in court (e.g., that you have the right version, they haven't been altered or replaced etc.). The fireproof cabinet in the basement filled with binders (for which only you have the keys) wins every time! Plus, I'm worried about losing access to electronic documents if we change our portal software or as technology standards evolve. All it take is one careless keystroke by a new assistant to delete hundreds of valuable documents. Less easy for someone to throw out your cabinet full of binders!
Again, just my opinion here. Maybe I'm being too resistant to change or maybe there are software solutions out there that address some of the concerns above.
