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European Finance

How to Protect Confidential Documents for Boards

In the course of performing their fiduciary duties, board members are privy to sensitive information that has to remain private. Board members need to be able discuss sensitive information without fear that it will be disclosed.

Boards can employ a range of security measures that are robust to reduce the risk of leaks. These include limiting access to documents, preventing sharing by encryption, encrypting them, and backing them up. They can also utilize an online secure board management software that offers granular document controls to stop unauthorized printing or downloading of screen shots as well as a comprehensive audit trail of the user’s activities down to the page level.

A carefully drafted board confidentiality policy can also assist to protect board confidentiality as it clearly communicates to directors the obligations they have and establishes a culture which views leaks as dishonourable, and unethical conduct. The chairman or lead directors could distribute the policy to new directors prior to their appointment and to current directors prior to their term starting to allow them to ask questions and sign if they want to.

A secure board portal is the best way to safeguard sensitive information. It lets users only access documents on devices they own and use exclusively for this purpose. Govenda’s secure board portal offers enterprise-grade security, detailed document control and tamper-proofed watermarks. It also prevents printing to files, blocks permissions to download, and tracks usage.

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