Boards are constantly dealing with sensitive and confidential information, no matter if they are in government, business or non-profit organizations. They are held to a fiduciary obligation to safeguard the interests and interests of shareholders, therefore they must be capable of discussing sensitive issues without fear of their deliberations being publicized.
Making a secure board portal that is accessible only to those with the right password is the best way to ensure that sensitive board documents are safe. It is also helpful to establish policies for the safe storage and disposal physical paper documents. Finaly, using a board software that permits secure sharing of files is a fantastic method to ensure that you are not a victim of access violations.
Although it may be obvious to avoid putting confidential data on public websites, many organizations fail to take this precaution. This is especially true for board meetings. Unsolicited leaks of confidential information can damage an organization’s image and even have legal implications for the company and directors.
A confidentiality agreement can be an effective tool to ensure that documents are kept confidential. However, it can be difficult to enforce. A board’s confidentiality policy must include clear consequences for anyone who breaks the conditions of the agreement, such as fines and discipline measures. It should also outline the kinds of information to be kept confidential and include security protocols like encryption and only make use of approved platforms for communication.
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