Boards are the main organisation, making critical decisions and conducting important discussions that affect all stakeholders. This means that there’s lots of sensitive information being shared amongst a board, which needs to be protected from unauthorised access and leakage.
One of the best ways to protect confidential documents for boards is to implement secure measures that stop the sharing, viewing and printing. One of the best methods to accomplish this is to use a secure board portal that can encrypt documents in order that they can only be accessed only to authorized people.
Most board portals also allow you to set time limits for how long a document may be accessed and also limit to who can download or print it. Many systems have tools to track who has viewed documents, with the number of times and by who.
A confidentiality policy is a different way to protect confidential documents. The policy should clearly state, that unless it is required by law or authorised by the Board, directors are not permitted to divulge confidential information to anyone else including the sponsors of constituency directors. It should also define confidential information. It can be difficult to enforce such a policy, but it gives clarity to all directors. It can also make it easier to defend the company against claims that they breached their duty of confidentiality.
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