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No matter the size of the board or the business, it’s crucial that boards safeguard confidential documents. The documents are secured to ensure that it can’t be accessed by anyone without authorization. This can help keep information from being leaked that could impact the business or cause loss of trust.

A comprehensive policy is necessary for addressing these concerns. In the ideal scenario, the policy should declare that directors are required to protect all private information they receive or obtain while on the board. The policy should clearly define confidential information, and should include a clause that a breach of confidentiality is considered to be a violation of a director’s fiduciary duties towards the company.

The most important thing is that the policy should outline the manner in which the board will react to any breach. The board should, in general take into consideration a variety of responses, ranging from a formal censure of fellow directors to, at the very least removal from the board. This will ensure that the rules will be followed and enforced if required.

In order to establish a strong board security system for documents it is crucial that the secretary use a dedicated board distribution and management system. These systems can be set up in minutes and provide the administrative controls and digital rights management (DRM), which are needed to assist the board secretary in securely distribution of board documents. The system can also offer the option of setting specific access privileges for each individual including printing and viewing restrictions, PDF expiry dates visible watermarks and the ability to see who has viewed the document.