Boards are the guiding organisation taking crucial decisions and having important discussions that affect all participants. This means that sensitive information is shared by the board and has to be protected from unauthorized access.

One of the best ways to protect confidential documents for boards is to implement strong security measures to prevent the sharing, viewing and printing. A secure board portal can protect documents to make them only accessible to authorized users.

Many board portals also allow you to set time limits on the length of time that a document will be accessed and restrict who can download or print it. Some systems also come with tools that let you track who has viewed the document, and provide the report detailing how many times it was opened and by whom.

A confidentiality policy is another method to safeguard confidential documents. The policy should clearly state that, unless legally required or authorized by the board, directors should not disclose confidential information to any third party including the sponsors of their constituency directors and should define what constitutes confidential information. Although the enforcement of this policy may be difficult but it provides clarity for all directors and allows the company to defend itself against claims that a director breached his or her obligation to maintain confidentiality.

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