How to Protect Confidential Documents for Boards

Board members are able to access sensitive information as part of their fiduciary obligations. The information they receive must be kept private. Board members should be able discuss sensitive information without fear it will leak.

To reduce the risk of leaks, boards are able to take a variety of security measures, including restricting access to sharing, stopping sharing, encrypting documents and backing them up. They can also make use of an online secure board management software program that offers granular document controls to block unauthorized printing or downloading, screen shots, as well as a comprehensive audit trail of all user activity down to page-level detail.

A well-written board confidentiality policy can also help in ensuring confidentiality of board members since it clearly informs directors of their responsibilities and creates a culture that views leaks as dishonourable, and unethical behavior. The chairman or the lead director can provide the policy to potential directors before they are nominated and to directors in their current position before their term begins so that they have an opportunity to ask questions and sign the agreement if they choose.

For the most sensitive information, a secure board portal that allows users to access documents only on their own devices and exclusively for this purpose is the best method of protecting confidential data. Govenda’s secure board portal offers enterprise-grade security, granular document control, and tamper-proof watermarks. It also prevents printing on files, deactivates download permissions, and logs usage.

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