www.dataroomabout.com/how-to-protect-confidential-documents-for-boards-committees-of-associations/
Boards are the main organisation making crucial decisions and conducting crucial discussions that affect all stakeholders. This means there is a lot of sensitive information being shared amongst a board that must be protected against unauthorized access and leakage.
Implementing security measures that are robust to stop unauthorized viewing and printing of confidential documents is one of the best ways for boards to safeguard their confidential data. One of the best ways to do this is to use secure portals for boards, which can secure documents so that they can only be read to authorized individuals.
In addition, the majority of board portals have features that let you limit users from printing or downloading the document and also set limits on the length of time they can be used for. Some systems also come with tools that allow you to monitor who has viewed documents, including an analysis of the number of times it was used and by whom.
Another method to safeguard confidential documents for boards is to establish an explicit confidentiality policy. The policy should clearly specify that, unless otherwise legally required or authorized by the board, directors can not disclose confidential information to any third party, including constituency directors’ sponsors, and should also define what constitutes confidential information. Although enforcement of such a policy isn’t easy however, it gives clarity to all directors and makes it easier for the company to defend itself against accusations that a director has violated their duty of confidentiality.
