All documents are circulated to Board members via the Secretariat and receive an identifying number.
Governors' documents are identified by the letters GD (denoting Governors' Document), followed by the last two digits of the academic session. The Executive Committee's documents are similarly identified except that the letters ED (denoting Executive Document) precede the session. Documents for other Board committees maintain unique identification systems.
The agendas and minutes for all meetings of the Board and the Executive Committee contain both the document title and its identifying number. Wherever possible, agendas and supporting documents are circulated one week in advance of the meetings of the Board and of its committees. Documents are distributed electronically in most circumstances.