A Ticketmaster data breach exposed volumes of customers’ personal and financial data after unauthorized access this year. Change Healthcare also faced a ransomware attack and compromised the sensitive information of millions in one of the largest healthcare breaches. Dell was targeted in a brute force attack and revealed names, email addresses, and payment details.
IBM: Cost of a breach reaches nearly $5 million, with healthcare being hit the hardest
All these and many other data breaches highlighted personal and financial information vulnerabilities and underscored the critical need for secure data management solutions.
So, let’s explore the most reliable one for today, board portals?
How does the online board portal protect sensitive data?
Here are the main features and mechanisms that ensure data security and integrity:
1. Data access control
Board portal software allows administrators to control every file exchange. Specifically, they can set specific permissions to ensure only the right people see, edit, or delete documents.
2. Advanced data encryption
Board software uses 256-bit SSL/TLS protocols to encrypt and secure information against unauthorized access. Complex mechanisms keep files fully protected by access controls and unique decryption keys for each user.
3. Compliance with security standards
A reliable board portal provider operates under ISO 27001, GDPR, and HIPAA. It confirms that the service has the necessary infrastructure, systems, and policies to protect all data assets, including critical board information.
4. Remote locking and access revocation
Users can restrict access to shared files even after sharing them, while admins can revoke access across all devices linked to the portal for an extra layer of control over sensitive documents.
5. Audit trails and activity tracking
Board meeting management software records every action within the portal, including logins, file access, and edits. These tools strengthen company transparency and accountability and simplify detecting suspicious activity.
6. Multi-factor authentication
MFA requires an additional verification step beyond a strong password to block unauthorized access if passwords are compromised. This security step ensures that only authorized users can access sensitive data.
7. Data resilience and recovery
Board portals offer backups, redundancy, and disaster recovery capabilities to keep critical data secure and accessible. Thus, your documents are protected against data loss, server failures, and unexpected disruptions.
8. Single sign-on
SSO improves convenience and security by allowing users to log into the board meeting software using their company accounts through trusted providers such as Google, Microsoft Entra ID, and Okta. The technology simplifies access and strengthens security by reducing the number of credentials users need to manage.
With all these security measures, board portals help you manage risks, address vulnerabilities, and prevent costly data breaches.
👁️🗨️More insights: How to write a board report?
Board portals vs. other solutions for data protection
We have compared the most commonly used tools for those who struggle to choose a secure solution for document management. This analysis highlights the differences in security features to help you make an informed decision.
| Feature | Board portals | Basic file-sharing services | Personal cloud solutions |
| (e.g., iDeals Board, onBoard) | (e.g., WeTransfer, SendAnywhere) | (e.g., Dropbox Basic, Google Drive) | |
| Encryption | 256-bit SSL/TLS encryption | Limited or no encryption for file transfers | Basic encryption; free versions may lack robust security |
| Multi-factor authentication | Required for secure access | Not commonly implemented | Often not included in free versions |
| Access controls | Granular permissions for users | Basic access controls; limited to file expiration | Basic sharing permissions; not customizable |
| Audit trails | Detailed logs of user activity | No audit logs available | Limited logging for file activity |
| Regulatory compliance | Adheres to industry regulations (e.g., ISO 27001, GDPR, HIPAA) | Often lacks compliance | May not comply with industry standards |
| Backup and recovery | Continuous backups and disaster recovery | No backup options | Basic backup features; free versions may lack reliability |
| Single sign-on | Supports SSO integration | Not available | Often unavailable |
| Remote access security | Secure remote access for users | Less secure remote access options | Remote access may not be secure |
While basic file-sharing services may offer convenience, their limited security measures and lack of compliance make them unsuitable for organizations handling confidential data. Personal cloud solutions, especially free versions, often compromise critical features like reliable backups and remote access security.
Therefore, a board portal is a wise decision for organizations that need robust data protection.
26 questions to ask your board portal software provider
When choosing board management software, organizations should focus on security alongside functionality. So, here are key security questions to ask your provider:
Data security
- What data encryption do you provide for data at rest?
- What level of encryption is used for data in transit?
Access controls
- What access control mechanisms does the software offer?
- How is authentication managed?
- How is remote access handled?
- How does your technology implement role-based access controls?
Compliance and certifications
- What relevant certifications and industry standards do you meet?
Data privacy
- How do you handle privacy and data management?
- How do you comply with data protection regulations?
- How is user data collected and processed?
- Can you confirm that you do not sell user data?
Vulnerability management
- What is your approach to vulnerability management?
- How do you identify and patch security vulnerabilities?
Data backup and recovery
- How often are backups performed?
- Where is backup data stored?
- What recovery time objectives and recovery point objectives do you guarantee?
- What disaster recovery measures do you have?
Incident response and monitoring
- How does your incident response system work?
- What processes do you have for detecting security incidents?
Vendor viability and security practices
- What internal security policies do you have?
- How do you train employees on security?
- What background checks do you perform?
- Do you use any sub-processors?
Data ownership and portability
- What happens to our data if we stop using your board of directors software?
- Will you retain or use our data after termination?
Independent security assessment
- Do you use a third party to evaluate your security controls?
Ask these questions and ensure you choose a board software vendor that cares about security and protects sensitive data.
Final thoughts
Board portals help organizations mitigate risks, protect data, and ensure they remain compliant with industry regulations. So, consider integrating the tool and never worry about security again!
