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How to Protect Confidential Documents For Boards

Regardless of the size of the board or business, it’s crucial for boards to protect confidential documents. The information is protected so that it is not accessible by anyone without authorization. This could prevent information leakage which could affect the business or cause a loss in confidence.

A comprehensive policy is crucial in addressing these issues. The policy should ideally state that directors are required to keep confidential any important non-public information they acquire or receive while on a 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 specify the manner in which the board will react to any breach. Generally speaking, the board should consider various options that range from censure by fellow directors to, in extreme instances, removal from the board. This helps to ensure that the policy is viewed seriously and will be enforced if the need arises.

In order to establish a strong board document security system it is crucial that the secretary has a dedicated board management and distribution system. These systems can be configured in just a few minutes and offer administrative controls and digital rights management (DRM), which are essential to assist the board secretary in safely distributing the board documents. The system may also secure document exchange provide the option of setting specific access rights for each user such as viewing and printing restrictions, PDF expiry dates, visible watermarks and the ability to review who has viewed a particular document.

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