How to Protect Confidential Documents for Boards

Board members have access to sensitive information as part of their fiduciary responsibilities. This information must be kept confidential. Board members should be able to discuss sensitive information without fear they will share it.

To limit the possibility of leaks, boards are able to implement a variety of strong security measures including restricting access to sharing, stopping sharing, encryption of documents and backing them up. They can also utilize an online board management solution that provides granular control over documents to prevent unauthorised printing or downloading as well as screen images. It also provides a detailed audit trail detailing users’ activities from page level.

A well-written confidentiality policy can help to protect board confidentiality as it clearly discloses the directors’ responsibilities and establishes a culture which considers leaks as dishonourable and unprofessional behavior. The chairman or the lead director could provide the policy to prospective directors before they are nominated, and to current directors prior to when their term begins, so that they have the chance to ask questions and sign the agreement if they choose.

For the most sensitive information, a secure portal for boards that lets users access documents only on their own devices and use exclusively for this purpose is the best way to safeguard confidential data. Govenda’s secure board portal offers high-end security, granular document control, and tamper-proof watermarks. It also prevents printing to files, blocks the permission to download and records usage.

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