Boards are the driving the organization’s success. They make crucial decisions and hold crucial discussions that impact all people involved. This means that lots of sensitive information is shared by a board and needs to be protected from unauthorized access.
One of the best ways to protect confidential documents for boards is to implement robust security measures that prevent unauthorised viewing, sharing and printing. A secure board portal can encrypt documents so that they are only accessible to authorized users.
Additionally, many board portals offer options to limit those who can print or download documents and set time limitations on the amount of time they can be accessed for. There are many systems that also have tools that let you track who has viewed the document, as well as a report that shows how many times it was opened and by who.
Another method of securing confidential documents for boards is to create an explicit confidentiality policy. The policy should clearly state, that unless it is required by law, or authorized by the Board, directors are not permitted to divulge confidential information to third parties including the sponsors of constituency directors. It should also define confidential information. Although enforcement of such a policy can be difficult however, it gives clarity to check all directors and allows the company to defend against claims that a director breached the duty of confidentiality.