Board members are able to access sensitive information as part of their fiduciary obligations. This information must be kept secret. Board members must be able to discuss sensitive information without fear it could be leaked.

Boards can employ a range of security measures to reduce the risk of leaks. These include restricting access, stopping sharing documents as well as encryption and backing them up. They can also make use of an online management system for boards which provides precise controls on documents to block unauthorized printing or downloading, as well as screen shots. It also provides an audit trail that details the user’s activities down to the page level.

A well-written confidentiality policy for the board will help safeguard confidentiality of board members since it will inform directors of their responsibilities, and help create an environment where leaking is considered unethical or dishonourable. The chairman or the director in charge can give the policy to directors who are new before they are appointed and to current directors prior to the beginning of their term, to allow them to inquire about the policy and sign it if they want to.

A secure board portal is the most effective method to safeguard sensitive data. It lets users only access documents on devices that they own and solely use for this purpose. Govenda’s secure board portal provides enterprise-grade security, granular file control and tamper-proof watermarks. It also blocks printing on files, deactivates the permission to download and records usage.