Cybersecurity and board portal protection: an audit for IT

Despite the claims, not all board portal software offers the same data protection. When comparing board management systems, it’s worth evaluating data security very closely.

To help IT teams compare and evaluate secure board portals, learn why board portal protection is critical to assess for IT teams and an audit of Aprio’s board management software security.

Or skip ahead to these sections:

• The importance of board portal protection
• Ensuring confidentiality: board portal measures
• Key considerations for board portal protection implementation
• Audit of Aprio’s board portal security

The importance of board portal protection

The pressure on IT teams to safeguard data has never been greater. Recent news headlines of data breaches highlight the persistent challenges of cybersecurity. Exposed data ruins trust with customers and exposes companies to millions of dollars in losses and lawsuits. Even tech giants like Facebook, Microsoft and Equifax aren’t immune to cybersecurity threats.

Boards of directors have access to some of the most confidential and sensitive data a company owns. Yet the security for board materials often doesn’t receive the same scrutiny as other corporate systems. The same risk-averse, top-security, buttoned-up approach taken to implement an enterprise resource system should be applied to safeguarding board data and and ensure boards operate with good governance.

Ensuring confidentiality: board portal protection measures

Confidentiality is paramount when it comes to board portal security. The right board portal solution can provide a secure environment for your board where it protects sensitive and confidential information from potential threats.

To ensure the utmost confidentiality and data integrity, look for these protection measures within your board portal:

Access control

The first line of defence for any board meeting software is access control. Implement role-based access permissions that restrict users to only the information necessary for their roles. This ensures that sensitive documents are only accessible to authorized individuals, reducing the risk of data leaks.

Encryption

Encryption is the cornerstone of data security. Ensure that all data stored within the board portal is encrypted both in transit and at rest. Advanced encryption standards like AES 256-bit encryption provide a robust shield against unauthorized access.

Secure file sharing

Secure board portals ensure that files can be securely uploaded, shared, and accessed by board members without compromising security.

Multi-factor authentication

Require all users to enable MFA, not just for user access but also for administrative functions within the board portal. This extra layer of security can prevent unauthorized access, even if login credentials are compromised.

Data backups and disaster recovery

Ask about the board portal’s data backup and disaster recovery plans. Regularly back up all board portal data to secure offsite locations, ensuring that critical board information can be restored in the event of data loss.

Mobile device security

Mobile access is crucial for board members on the go, but it also presents security challenges that should be addressed. Boards need strong device security policies as well as mobile device security features within the board portal such as remote wipe and lock capabilities. This allows IT administrators to remotely erase the device’s data if a device is lost or stolen, or lock the device to prevent unauthorized access.

Audit trails

Audit trails automatically track all activities within a board portal. This feature provides transparency into who accessed what information and when. By monitoring and detecting unusual or suspicious user activity within the board portal, these tools provide early warning signs of potential security breaches.

Ongoing training

Human error will always pose a significant cybersecurity risk. Ensure that all board members and board administrators using the portal receive proper training on security best practices, including how to recognize phishing attempts and other common threats.

Key considerations for board portal protection implementation

Implementing effective board portal protection requires careful planning and ongoing commitment. Consider these strategies for a protected board portal that reduces the security risk of data breaches:

• Risk assessment: Identify potential threats and vulnerabilities through a comprehensive risk assessment.
• Compliance: Ensure your security measures align with industry-specific regulations like GDPR or HIPAA.
• User training: Invest in ongoing training to boost security awareness and recognize threats.
• Regular audits: Schedule routine security audits to uncover vulnerabilities.
• Incident response: Develop a clear incident response plan for swift action in case of a breach.
• Vendor due diligence: Vet third-party vendors for strong security practices and compliance.
• Data policies: Define data ownership, retention, and sharing policies clearly.
• Continuous improvement: Recognize that cybersecurity is an ongoing process and security risks change, so staying vigilant is essential for safeguarding board portal integrity.

Audit of Aprio’s board portal protection: how it conforms to the industry’s highest cybersecurity standards

Aprio prioritizes data protection to ensure the highest level of board portal security. We employ robust measures to safeguard your data at every level, from storage and backups to monitoring and encryption.

Aprio ensures secure data hosting using tier 4 data centers and Microsoft Azure servers. Our platform includes daily backups, redundancy, and disaster recovery capabilities. Security personnel continuously monitor the service, and we maintain a Service Level Agreement (SLA) of 99.99% uptime.

We meet the highest security standards across the industry with comprehensive protection for storage, transit and access. But buyer beware: not all ‘secure board portals‘ conform to the same standards and types of data security.

Data hosting

• Tier 4 data centers
• Microsoft Azure servers
• Daily backups, redundancy, and disaster recovery capabilities
• 24-hour monitoring by security personnel
• Service Level Agreement (SLA) of 99.99% uptime

Data encryption

• RSA 4096-bit encryption
• AES 256-bit encryption in transit and at rest
• SHA-256 cryptographic hash functions to protect passwords

Security controls

• ISO 27001/27002 certification
• Compliance with AT 101 SOC 2 Type 2, SOC 3, GLBA, FERPA, HIPAA, FISMA, SSAE 16/ ISAE 3402
• Certifications under trusted Microsoft Azure cloud services
• GeoTrust certified
• Intrusion detection and Distributed Denial of Services (DDoS) protection

Access and permissions

Server security alone is not enough to safeguard data. Access controls for accessing data and information will ensure that your board documents stay within safe virtual walls and protects your information security:

• Role-based access or granular access permission – restricts access to assigned privileges
• Pages not cached
• Remote data wiping – immediately wipe data from a lost or stolen device
• Multi-factor authentication
• Remote locking – lock out an account if a device is lost or stolen or director leaves
• Single sign-on – one user ID can grant access to all committees and organizations a director belongs to
• Usage reports – ability to monitor director activity
• Document Digital Rights Management (DRM) – control access to board documents

These security features help you regulate director actions – let them discuss, save notes and review information all within the portal software, where your data stays secure.

When building secure software, Aprio considers how people naturally work in different board roles, at board meetings and in-between, and uses the most robust technical methods to continuously protect the organization’s data.

“It gives our board and executives a level of confidence knowing our documents are confidential, secure and encrypted within the Aprio Boardroom software. That and the fact that we have been able to reduce the paper use by half, goes a long ways towards the ROI.” – BC Institue of Technology

Customers choose Aprio for our advanced security

Ready to get industry-leading security and an easy-to-use board portal? Get in touch with our sales team to learn more about how we safeguard your board information. Talk to Sales.