How to Protect Confidential Documents For Boards

regardless of the size of the board or company, it’s essential for boards to secure confidential documents. This means that the documents can’t be accessed by anyone who is not authorized to access it. This helps to prevent information leakage that may affect the business or cause a loss of trust.

To solve these issues it is crucial to have an overall policy. The ideal policy would declare that directors are required to keep confidential any non-public information they acquire or obtain while on the board. The policy should clearly define confidential information, and should include a clause that a breach in confidentiality is considered to be a breach of director’s fiduciary duty to the company.

The most important thing is that the policy should outline the manner in which the board will react to a breach. The board should, in general take into consideration a variety of options, ranging from a censure from fellow directors to, at the very least, removal from board. This will ensure that the policy is taken seriously and enforced should the need arises.

In order to implement a robust board security system for documents it is essential that the secretary uses a dedicated board management and distribution system. These systems can be configured within minutes and provide administrative controls and digital rights management (DRM) that will assist the board secretary in securely sharing board documents. The system gives the option of establishing specific access privileges to each individual, including printing and viewing limitations along with PDF expiry dates visible watermarks, and the ability to see who has seen the document.

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