Boards are the main force of an organization taking crucial decisions and having important discussions that affect all stakeholders. This means that there’s an abundance of sensitive information being shared between board members and must be protected against leakage and access by anyone else.
One of the best ways to protect confidential documents for boards is by implementing strict security measures that block unauthorized viewing, sharing and printing. One of the best methods to accomplish this is by using an online portal for boards that is secure, which encrypts documents to ensure that they can only be read to authorized users.
Most board portals also allow you to set time limits on the length of time a document can be accessed and restrict those who can download or print it. Many systems provide tools to track who has looked at documents, with an account of how many times and by whom.
Another method of securing confidential documents for boards is to establish an explicit confidentiality policy. The policy should clearly state, that, unless legally required, or authorized by the Board, directors cannot disclose confidential information to third-parties including the sponsors of the constituency director. It should also define confidential information. It can be difficult to enforce a such policy, but it gives assurance to all directors. It can also make it easier to defend the company against claims that it violated their confidentiality obligation.