While performing their fiduciary obligations board members are exposed to sensitive information that has to remain confidential. Board members must be able to discuss sensitive information without fear it will leak.
To reduce the risk of leaks, boards could implement a variety of strong security measures, including restricting access, stopping sharing, encrypting documents and backup them. They can also use an online secure board management solution which provides precise document control to stop unauthorized printing screens, downloading or downloads and a complete audit trail of the user’s activities all the way to page-level details.
A well-written board confidentiality policy will also help to safeguard confidentiality for board members as it clearly informs directors of their obligations and creates a mindset that believes that leaking is dishonourable and unethical conduct. The chairman or the lead director can distribute the policy to new directors before they are appointed as well as to directors who are currently in office prior to their term starting so that they can inquire about the policy and sign it if they would like.
For the most sensitive information such as a secure board portal that allows users to access documents only on their own devices and use solely for this purpose is the best method to protect confidential data. Govenda’s secure board portal provides high-end security and specific document controls such as watermarks that resist tampering, blocking printing to files published here as well as revocation of downloading permissions and logging of usage to see who has viewed and printed each individual document.