Boards are the guiding the organization, making critical decisions and conducting important discussions that affect all stakeholders. This means that a lot sensitive information is shared within boards and should be secured from unauthorized access.
One of the best ways to protect confidential documents for boards is to put in place strict security measures that block access to sharing, viewing and printing. A secure board portal can encrypt documents to ensure they are only accessible to authorized users.
Many board portals also allow you to set time limits on the length of time that a document will be accessed and restrict who can download or print it. There are many systems that also have tools that enable you to determine who has visited a document, including a report that shows the number of times it was accessed and by whom.
A confidentiality policy is an additional way to protect confidential documents. The policy should clearly stipulate that, unless it is legally required or approved by the board, directors may not divulge confidential information to any third party, including the sponsors of their constituency directors and should define what constitutes confidential information. Although enforcement of such a policy isn’t easy but it provides clarity for all directors and makes it easier for the company to defend itself against allegations that a director violated the duty of confidentiality.