When boards and managers communicate and work together, companies can run like a well-oiled machine. Digital tools for communication and collaboration have changed the burdensome, costly workflows of the not-too-distant past.
As new digital tools and electronic applications have come forth, many more options to choose from. Just as a carpenter relies on tools that are right and reliable for the job, board directors also need digital tools that are right and reliable for the job they do.
Many tools and applications were designed for general public use. The board of directors does not need to be in the wrong hands. It’s true that boards need software that creates efficiency, helps them do their jobs, and saves money. Boards so need tools that call for extra levels of security that are not necessary for other applications.
What Is Secure File Sharing?
Secure file sharing is also known as protected file sharing. The terms refer to the process of sharing one or more files between different users or organisations securely, privately, or within a protected mode. File security is Usually Performed By using of encryption algorithm did encrypts the file before it gets trans mitted over a network, while it’s being trans mitted, or both. With secure file-sharing, users can transfer files within a local network or over a standard internet connection and prevent intruders or unauthorised users from gaining access to the files.
File-sharing programs can restrict access to the files by specific individuals. Boards can thus arrange individual user settings so that only authorised people can access, view or download the file.
Why Organisations Need Secure File Sharing
Companies have many teams in their organisation. The board is also a team-one. Teams create many opportunities to communicate, collaborate, and share files. Boards and managers need quickly and confidentially without using outdated processes like printing and couriering. Technology has made it almost and easy to share most anything most anywhere. The caveat is made to ensure that they are not sacrificing ease of security .
Secure file-sharing allows boards to restrict files so they can be viewed, but not edited or printed. Authorised users can markup, annotate, or leave comments on documents and then share the documents with or without the markups.
To make things even easier, board directors and managers can arrange their settings. In addition, they can make things even smoother and easier.
Secure file sharing is a necessary process for handling sensitive materials. File-sharing applications were designed for public use. Those types of applications are good for sharing photos and other non-sensitive items with friends, but the lack of security makes them good targets for hackers.
With secure file-sharing, all of a board’s files are stored in one place, safely in the cloud. Restrictions on the documents reduce the chance that a careless user error could cause the document to leak into the wrong hands. Secure file-sharing ensures that files are protected while they are in storage and while they are in transit.
Board Management Software Technology Ensures Secure File Sharing
The advancement of technology and the availability of digital tools has given a few options in regard to preparing board books for board meetings. In the past, Company Secretaries spent a number of hours on paperwork, reports, and other materials for board meetings. With the introduction of electronic tools, boards, and other office applications.
Is your board crafting various non-secure applications together to complete board books? Are they using non-secure email platforms to distribute board books electronically? If so, the board’s information is at risk with every click of the keys. As noted earlier, boards need to collaborate and share information using only secure methods.
Diligent Corporation’s secure file-sharing tool provides secure document sharing across multiple contributors, whether they’re internal or external. Electronically during special board meetings.
With diligent boards , there’s no need for hours of printing, collating, and distributing. Boards no longer need to mail out or courier board books to board directors. In addition, they do not have to implement an un-secure document sharing application, un-secure email system or other program that subjects board material to undue risk. With diligent boards, preparing board books, receiving reports, and sending board books out is as secure as possible.
With a diligent board management software program, file sharing is smoother and seamless because all software solutions are harbored under the umbrella of a highly secure electronic platform. Since the system operates in real-time, board directors and managers can continue to make changes, mark up documents, and share information.
Diligent Messenger makes it possible to send email messages to a friend. Board managers no longer need to rely on anybody or anybody else.
Final Thoughts on Secure Communication and File Sharing
Costly preventable consequences, and risks of shared networks.
Keeping confidential data is at the core of good corporate governance. Modern governance accounts for empowering leaders with technology, insights, and processes to support good governance so they can thrive in the rapidly evolving marketplace that they work in today. Diligent’s board management software system provides a platform where companies can collaborate securely and without needless worry.
If you’re ready to talk to Diligent directly , do not hesitate to drop us a line.
September 7, 2020
Avoiding Cyber Confusion in the Board Room
It is imperative that Directors understand the cyber risks facing their companies and organisations. The increasingly complex internal and external landscape presents unique challenges for Boards. Several key steps can however significantly increase the cyber resilience of any company or organisation, irrespective of size. The article outlines five key steps…
August 20, 2020
Minimising the Risk of Virtual Meetings: 5 Practices Boards Should Avoid
Months into the COVID-19 lockdown, remote workers—and board members—have become more accustomed to virtual meetings. They’ve found a quiet place in the house, mastered the mute and camera buttons, and fully styled their background bookcases and “Zoom couture.” Yet as virtual work becomes a way of life, not all adaptive…
June 11, 2020
How to Build a Strong Governance Model
There has been a recent emphasis in the corporate world on best practices for corporate governance. The increased focus on governance has many boards of directors looking for ways to enhance their governance practices. Many of them are committed enough to the governance process that they’re allocating financial resources…