Sensitive board documents like financial data and strategic plans need robust security. A breach can lead to financial losses, legal issues, and reputation damage. These tools offer encryption, access controls, and compliance features to keep your documents safe while enabling seamless collaboration.
Quick Overview of the Tools:
- DocuSign Secure Boardroom: AES-256 encryption, audit trails, compliance with ISO 27001 and SOC standards.
- BoardEffect: Role-based permissions, HIPAA compliance, and secure workrooms for collaboration.
- Diligent Boards: 256-bit encryption, secure data rooms, and customizable document libraries.
- OnBoard: RSA 4096-bit encryption, dynamic watermarking, and Microsoft Teams integration.
- BoardPro: TLS encryption, granular permissions, and affordable pricing for SMBs and nonprofits.
Why It Matters:
- 36 billion records were exposed in 2020 alone.
- Only 37% of Fortune 100 directors feel confident in their security measures.
Choosing the right tool ensures strong security and compliance while simplifying document management.
Intro to Access Control: Diversified Keys, RSA, Asymmetric Encryption, & Smart Card Security
1. DocuSign Secure Boardroom
DocuSign Secure Boardroom is designed to provide top-tier security for board documents, utilizing AES-256 encryption to safeguard files both during transfer and when stored.
"With Docusign, the security of your documents, electronic signature authentication and system security are top priorities." - DocuSign
The platform's security framework is built around three key elements:
- Authentication and Access Control: Features like email verification and two-factor authentication help prevent unauthorized access.
- Document Protection: Uses Public Key Infrastructure (PKI) to apply tamper-evident seals, ensuring any post-download changes are flagged.
- Compliance and Certification: Includes certifications and standards such as:
- ISO 27001:2013
- SSAE 16
- SOC 1 Type 2 and SOC 2 Type 2 reports
- PCI DSS compliance
- FedRAMP Moderate Impact Level authorization
One of its standout features is the audit trail system, which provides a detailed, unchangeable log of every interaction with board documents. Each action is timestamped and tied to a specific user, offering full transparency.
For organizations with unique compliance needs, DocuSign supports both cloud-based and on-premises digital signature options. The platform also boasts 99.99% uptime, ensuring reliability.
DocuSign integrates with over 900 tools, including Microsoft 365 and Zoom, making document management and virtual collaboration seamless.
Additionally, DocuSign meets a variety of regulatory standards, including HIPAA and Sarbanes-Oxley, while addressing industry-specific requirements. A dedicated team of experts continuously monitors and improves security features to keep the platform ahead of potential threats.
These features position DocuSign as a benchmark for secure boardroom solutions as we move on to explore other options.
2. BoardEffect
BoardEffect offers a strong security framework for managing board documents, built on SOC2 and NIST 2014 standards. This multi-layered approach ensures sensitive materials are well-protected.
"BoardEffect's secure portal lets organizations manage access settings precisely to meet their security objectives"
Administrators can set detailed, role-based permissions to control who accesses documents and utilize secure workrooms for collaboration.
The platform includes features like HIPAA/HITECH compliance, multi-factor authentication (MFA), single sign-on (SSO), and unlimited encrypted cloud storage with customizable permissions. These tools work together to reinforce document security.
Kelli Ockinga of Mary Lanning HealthCare shared her experience:
"BoardEffect is really intuitive – not overwhelming – but what creates additional engagement by the board members is their ability to access not only board meeting materials in 'real time' but also supporting documents that are all located in one easy-to-use tool. They are also pleased with the increased efficiency gained from my office that allowed for a decrease in board preparation from 8 to 16 hours per month to 30 minutes to one hour."
With over 14,000 mission-driven organizations relying on its services, BoardEffect continues to enhance its technology and infrastructure to stay ahead in security. As part of the Diligent brand, it benefits from regular updates and advancements to its protective measures.
Experts recommend pairing tools like BoardEffect with practices such as regular cybersecurity training, strong firewalls, VPNs, and maintaining both on-site and cloud backups for maximum protection.
Next, we explore another top solution: Diligent Boards.
3. Diligent Boards
Used by over 700,000 directors across more than 23,000 organizations, Diligent Boards prioritizes security with multiple layers of protection for sensitive board materials.
At its foundation, Diligent employs 256-bit AES-GCM encryption for its servers, mobile apps, and desktop applications. Data transmissions are safeguarded by 256-bit SSL/TLS 1.2 protocols. The platform adheres to strict standards, including ISO 27001 certification, annual SSAE 18 SOC 2 Type II audits, and alignment with the NIST Cybersecurity Framework. Beyond encryption, Diligent provides advanced document control capabilities.
The platform's customizable document libraries streamline secure document management. Features like role-based permissions, IP restrictions, session timeouts, and SSO via SAML 2.0 ensure that only authorized users can access critical information.
Diligent's secure data rooms are ideal for handling sensitive, high-stakes information. Dauniika Puklowski, Director of Board Administration Services Ltd in New Zealand, shared her experience:
"We had to communicate highly sensitive government directives to the board prior to [their] becoming public knowledge, and collaborating via Diligent was reassuring. We didn't have sensitive data moving around our email network, and this meant we kept valuable patient data and system information secure and confidential."
Additional features include 24/7 vulnerability monitoring and built-in version management for quick document restoration. These measures are overseen by a dedicated security team led by a Chief Information Security Officer (CISO). For organizations with specific data residency requirements, the Diligent One Platform offers regional deployment options and flexible tools for managing user permissions with ease.
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4. OnBoard
OnBoard, like Diligent Boards, prioritizes security for board documents using a Microsoft Azure infrastructure. It employs RSA 4096-bit encryption to protect sensitive materials.
The platform includes a dynamic watermarking feature that embeds user-specific details to discourage unauthorized sharing. Additionally, its remote wipe function can erase sensitive data from compromised devices.
Key Security Features
| Security Feature | Details |
|---|---|
| Biometric Security | FaceID integration |
| Multi-factor Authentication | 2FA protocols |
| Enterprise Integration | SSO with Okta and OneLogin |
| Access Management | Custom permissions |
| Document Control | Selective print disabling |
OnBoard meets rigorous compliance standards, holding certifications like SOC 2 Type II and ISO 27001. It also aligns with regulations such as GDPR and HIPAA, making it suitable for organizations with strict compliance needs.
T.J. Warren, CEO of Valley Professionals Community Health Center, highlights its compliance benefits:
"It's about compliance...we have so many guidelines that we have to follow...we needed something to help us keep track...we can show our reviewers that our board members did read the board book and here's the proof."
OnBoard's Resource Center simplifies document management with features like:
- Granular permissions
- Support for various file types
- Flexible data retention options (24 hours to 2 years)
- Intrusion detection
- Integration with Microsoft Teams and Zoom for secure virtual meetings
Heather Fehn, Chief of Staff and Secretary to the Board of Trustees, praises its ease of use:
"OnBoard is the most user-friendly product that I've experienced, not just from the board member perspective, but from the administration side as well. If you're going to spend any more than one meeting doing both paper and digital, you're wasting your time and you're not doing your trustees a service."
BoardPro continues to build on these features, offering similar security and management tools.
5. BoardPro
BoardPro stands out as a secure solution for board management. It operates using Microsoft Azure data centers located in New South Wales, Australia, with backups in Victoria. This setup ensures a high level of protection for sensitive board documents.
Security Infrastructure
BoardPro employs multiple layers of security, including:
- TLS encryption for secure communication
- SHA-256 encryption for safeguarding data both in transit and at rest
- Geographically redundant backups to handle disaster recovery
- Around-the-clock monitoring and strict physical controls at its data centers
Access Control Features
| Feature | Details |
|---|---|
| Multi-factor Authentication | Adds an extra layer of security for user logins |
| Password Management | Enforces strong password policies and limits failed login attempts |
| Granular Permissions | Allows customized access levels for administrators, board members, and management |
| Document Security | Enables restricted-access folders for highly sensitive materials |
These features work alongside encryption and monitoring to ensure board documents remain secure. Additionally, Microsoft Azure's compliance certifications, including SSAE-16 SOC 1, 2, 3, and ISO 27001, further bolster BoardPro's security credentials.
The platform supports 30,000 board members across 38 countries. Here's how users rate their experience:
| Metric | Rating |
|---|---|
| Ease of Use | 4.6/5 |
| Customer Service | 4.8/5 |
| Feature Rating | 4.5/5 |
| Value For Money | 4.7/5 |
| Likelihood to Recommend | 97.8% |
Steven Pearce, CEO of Surf Lifesaving NSW, highlights the platform's impact:
"BoardPro delivers time back to the organisation, which means we can spend more time saving lives."
With pricing starting at $150 per month, BoardPro is particularly suited for small to medium businesses and non-profits. However, it does not currently offer integrations with other platforms, making it an excellent choice for those focused on secure document management.
Features and Pricing Comparison
After examining individual tools, here's a summary of their main features and pricing to make comparisons easier.
Security Features Matrix
| Feature | DocuSign Secure Boardroom | BoardEffect | Diligent Boards | OnBoard | BoardPro |
|---|---|---|---|---|---|
| Encryption | Yes | Yes | Yes | Yes | Yes |
| Multi-factor Authentication | Yes | Yes | Yes | Yes | Yes |
| Document Watermarking | Yes | Yes | Yes | Yes | Yes |
| Granular Access Control | Yes | Yes | Yes | Yes | Yes |
Pricing Structure
The pricing models differ widely across platforms. Here's a quick breakdown:
-
DocuSign offers tiered pricing:
- Standard: $25/user/month
- Business Pro: $40/user/month
- Enterprise: Custom pricing based on requirements
- BoardPro uses a flat-rate model starting at $150/month. It's designed for small to medium-sized businesses and non-profits.
- BoardEffect follows an annual subscription model based on user tiers. Pricing details are available upon request.
Next, let's look at how these platforms handle compliance.
Compliance and Certifications
All platforms meet key certification standards, including ISO 27001, HIPAA, FedRAMP, and SOC reports.
"Our Code of Conduct and Ethics drives the decisions we make and enhances our approach to integration, customization, and compliance." - Jeff Casale, CEO of Board
Infrastructure Security
These tools implement strong security measures to protect data and operations. Features include:
- SSL/TLS encryption for secure data transfer and storage
- Managed web application firewalls (WAF)
- PCI DSS 6.6 compliance for secure payment processing
- Redundant data centers to ensure uptime
- 24/7 security monitoring for constant oversight
These measures form a solid security foundation. When choosing a solution, consider your organization's specific needs, user count, and budget.
Conclusion
Selecting the right board document security tool requires a clear understanding of your organization's needs and the level of support available. Research highlights that effective document management and access controls are top priorities for boards.
Security is non-negotiable. Data reveals that 70% of organizations could collapse within three weeks if their records were lost, and directors waste 40% of their time searching for critical documents.
AI technologies offer impressive returns - $3.50 for every $1 invested - but they also bring new security challenges. Around 80% of experts report increased complexities, and 57% have observed more AI-driven attacks. These numbers underscore the importance of carefully evaluating security tools.
"AI has the power to assist in making faster, data-driven decisions, but without oversight, it can erode stakeholder trust." - Alicia Tapia, Senior Technology Strategist at Microsoft
Given these risks and opportunities, it’s crucial to choose tools that combine strong security measures with advanced technology. While the tools discussed above provide solid options, the final decision should align with your organization's unique needs.
When assessing board document security tools, focus on these areas:
- Define requirements: Understand your board's specific needs and security challenges.
- Evaluate vendor support: Test the quality of support services and available training.
- Check compliance: Ensure the solution adheres to regulatory standards.
- Examine security features: Confirm encryption protocols and access control measures.
Even the most advanced tools are only effective if used consistently. With 83% of organizations updating their privacy standards to address AI-related risks, staying informed about the latest security trends is essential. According to Gartner, purpose-built portals have become the go-to solution for securely sharing sensitive board documents.
