How can you ensure confidentiality and security during board performance evaluations?
Board performance evaluations are essential for improving governance, accountability, and strategic direction. However, they also involve sensitive and confidential information that needs to be protected from unauthorized access, disclosure, or misuse. How can you ensure confidentiality and security during board performance evaluations? Here are some tips to help you.
Before conducting board performance evaluations, you should establish clear and consistent policies on what information is confidential, who can access it, how it will be stored and transmitted, and how it will be used and reported. You should also communicate these policies to all board members, evaluators, and staff involved in the process, and obtain their written consent and commitment to comply with them. Additionally, you should review and update these policies regularly to reflect any changes in legal, regulatory, or ethical requirements.
-
La concreción de políticas de privacidad resulta un aspecto muy importante en la gestión documental, así como en la habilitación de comunicaciones entre las partes interesadas. El filtrado de la información desde la junta directiva hacia abajo debe ir consecuentemente tipificado para controlar hasta qué nivel puede o debe filtrarse. Un ejemplo muy bueno y muy bien establecido de este tipo de gestión de privacidad y confidencialidad es la OTAN/NATO Clearance, donde quedan claramente tipificados los niveles de acceso y divulgación y se usa frecuentemente como ejemplo en la materia en organizaciones privadas y en otras organizaciones gubernamentales.
The methods and tools you use to collect, analyze, and share board performance data should be secure and reliable. For example, you can use encrypted online surveys, password-protected files, or cloud-based platforms that have robust security features and backup systems. You should also avoid using personal or public devices, networks, or accounts that may compromise the confidentiality of the data. Furthermore, you should ensure that the methods and tools are user-friendly and accessible for all board members, and that they allow for anonymous or confidential feedback.
Access to board performance data should be limited to those who need it for legitimate purposes, such as the board chair, the evaluation committee, the external consultant, or the auditor. You should also monitor and track who accesses the data, when, and for what reason, and report any suspicious or unauthorized activity. Moreover, you should establish clear roles and responsibilities for those who handle the data, and provide them with adequate training and guidance on how to protect it.
-
It's very important role limiting access and monitoring each activity done during the Board Performance evaluation. Some good practises may be recommended - User Authentication with data of assigned role - Use of Remote Monitoring tools help in tracking the records - Privacy Screens and Limited Displays - Physical Access Control may includes Fingerprint and real-time passcodes These actions may bolster confidentiality and security during board performance evaluations. Try out!
Once the board performance evaluation is completed and the results are reported, you should dispose of the data properly and securely. This means deleting or shredding any electronic or paper records that are no longer needed, and ensuring that no copies or backups remain. You should also inform all board members, evaluators, and staff involved in the process that they should do the same with any data they have received or generated. Additionally, you should retain only the data that is required by law or policy, and store it in a safe and secure location.
Finally, you should review and improve your confidentiality and security practices regularly, and seek feedback from board members, evaluators, and staff on how they perceive and experience them. You should also conduct audits or assessments to identify any gaps or risks in your data protection systems, and implement corrective or preventive measures accordingly. By doing so, you can enhance the trust and confidence of all stakeholders in the board performance evaluation process, and foster a culture of continuous improvement and learning.
-
You can ensure that all of these aspects are covered adequately by engaging Better Boards Ltd to undertake your fully facilitated external evaluation. We’re the only ISO 27001 certified provider of Board Evaluations and ongoing Board Development on the market. Compliance with this stringent standard assures that we help you meet the requirements of laws such as the UK and EU GDPR (General Data Protection Regulation) and the NIS (Network and Information Systems) Regulations. It also helps reduce the costs associated with data breaches, protects your data, wherever it is and in all forms of information, whether digital, hard copy or in the Cloud, increasing your organisation’s resilience to cyber attacks.
Rate this article
More relevant reading
-
IT Security OperationsWhat are the benefits of ISO 27001 certification for IT security operations?
-
Case ManagementHow can you ensure records access for the right people?
-
Operating SystemsWhat do you do if data security and privacy are at risk under your leadership in Operating Systems?
-
Conflict ResolutionHere's how you can safeguard sensitive information while using new technology in conflict resolution.