When they are performing their fiduciary responsibilities board members have access to sensitive information which must remain confidential. Board members must be able discuss sensitive information without fear that it will leak.
Boards can take advantage of a variety of security measures to limit the possibility of leaks. These include limiting access to documents, preventing sharing encryption, and backing them up. They can also use a secure online board management software solution that offers granular document controls to stop unauthorized printing or downloading of screen shots as well as a detailed audit trail of user activities down to the page level.
A well-written confidentiality policy will also help to ensure confidentiality of the board as it clearly informs directors of their obligations and creates a mindset that views leaks as dishonourable, and unethical behavior. The chairman or lead directors can give the policy to new directors before they are appointed and 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 wish.
A secure board portal is the best option to secure sensitive data. It lets users only access documents on devices that they own and exclusively use for this purpose. Govenda’s secure board portal offers high-end security and detailed document controls, such as watermarks that are tamper-proof, blocked printing to files, revocation of download permissions and logging of usage so that you can determine who has viewed and printed each document.