No matter if they are for organizations that are government, commercial or nonprofit organizations, boards are required to deal with confidential and sensitive information on a daily basis. They are required by law to safeguard the interests of shareholders and other stakeholders. Therefore, they must be able to discuss issues openly without worrying about their decisions being revealed.

A secure portal for boards that is only accessible by people with the right password, is a vital method to safeguard sensitive board documents. It is also beneficial to create policies regarding the safe storage and disposal of physical paper documents. Finally, using a board application that permits secure sharing of documents can be a great solution to ensure that access is not violated.

Although it may be obvious to avoid putting confidential data on websites that are public, many organizations don’t take this precaution. This is particularly true for board meetings. A leak of confidential information could damage the image of an organization and may even have legal implications for the company and directors.

A confidentiality agreement is a vital tool to keep confidential documents private, but it can be difficult to enforce. A board’s policy on confidentiality should clearly define the consequences of violating the agreement. These could include fines and disciplinary action. Additionally, it should define the types of information that must be kept private and include security protocols such as encryption and the use of only approved platforms for communications.

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