In the course of performing their fiduciary responsibilities board members have access to sensitive information that must remain confidential. Board members should be able to discuss sensitive information without fear it will leak.
Boards can take advantage of a variety of strong security measures to reduce the risk of leaks. These include restricting access, stopping sharing documents as well as encryption and backing them up. They can also make use of an online board management solution that provides granular control over documents to prevent unauthorised printing or downloading, and also screen shots. It also provides an audit trail that is detailed and outlines users’ activities from page level.
A carefully drafted confidentiality policy for the board will help protect board confidentiality, as it will inform directors of their obligations and create an environment where leaks are considered unprofessional or dishonest. The chairman or the lead director can provide the policy to prospective directors before they are nominated and to current directors before their term begins, to give them an opportunity to inquire and sign the agreement should they decide to sign it.
For the most sensitive information such as a secure board portal that allows users to access documents only on devices they own and use solely for this purpose is the most effective method to protect confidential information. Govenda’s secure board portal provides enterprise-grade security, granular file control and tamperproof watermarks. It also prevents printing on files, deactivates permissions for downloading, and records usage.
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