Boards are the main of an organization. They make critical decisions and hold crucial discussions that affect all parties. This means that sensitive information is shared by boards and should be secured from unauthorized access.
One of the best ways to guard confidential documents for boards is to put in place secure measures that stop the sharing, viewing and printing. A secure board portal can encrypt documents to limit them to being accessible to authorized users.
In addition, the majority of board portals offer features that allow you to limit those who can print or download documents and also set time limits on the length of time they can be accessed for. Many systems have tools to track who has viewed documents, with an account of how many times and by whom.
A confidentiality policy is a different method to safeguard confidential documents. The policy should clearly state that, unless legally required, or authorized by the Board, directors cannot divulge confidential information to third parties, including constituency director’s sponsors. It should also define confidential information. Although the enforcement of such a policy can be challenging, it provides clarity to all directors and allows the company to defend itself against claims that a board member violated their duty of confidentiality.