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

Boards can implement a variety of security measures that are robust to minimize the risk of leaks. These include limiting access to documents, preventing sharing as well as encryption and backing them up. They can also use an online management system for boards which provides precise controls on documents to stop unauthorized printing or downloading as well as screen shots. It also offers an audit trail that details users’ activities from page level.

A well-drafted board confidentiality policy can also help to protect board confidentiality as it clearly informs directors of their obligations and creates a mindset that considers leaks as dishonourable and unethical behavior. The chairman or the lead director can distribute the policy to new directors before they are appointed and to current directors prior the start of their term so that they can inquire about the policy and sign it if they’d like.

A secure board portal is the best way to protect sensitive data. It lets users only access documents on devices they own and solely use for this purpose. Govenda’s secure Board Portal offers high-end security for enterprises and specific document controls such as watermarks that resist tampering, blocking printing to files, revocation of download permissions and logging of usage to determine who has viewed and printed each document.

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