Why you should never use email for board papers delivery

Board papers are amongst the most sensitive documents that will circulate within a company and must be protected at all times – at rest, during transmission and on device.

Using email to send secure materials is generally inappropriate due to the inherent vulnerabilities in email systems. Despite being a common communication tool, email protocols are not specifically designed for protecting sensitive data. Most email systems lack end-to-end encryption by default, meaning the message content can potentially be intercepted and read by unauthorised parties during transmission. This creates an opening for hackers to exploit weaknesses in the email infrastructure, which are often overlooked by users and IT administrators alike.

Furthermore, email accounts are often targets for phishing attacks, and even well-meaning individuals can fall victim to scams that compromise security. Once an attacker gains access to a user’s email account, they can easily read, modify, or send messages, which can jeopardise the integrity of the secure materials being shared.

Many email providers store data in plaintext, which means that even if a hacker can’t intercept a transmission, they might gain access to past emails if they breach a provider’s servers. This makes email a high-risk method for sending sensitive documents or information.

Additionally, email accounts and servers are typically not sufficiently secured with multi-factor authentication (MFA) or other robust security measures, especially in non-enterprise settings. Even with strong passwords, email systems can be vulnerable to brute-force attacks or social engineering tactics. Even if a user is careful about their email security practices, the reality is that the service providers themselves may not be implementing the most up-to-date security measures, which increases the likelihood of unauthorised access and data breaches.

What is the solution?

An easy-to-use alternative is available with Board management software like Athena Board. We provide end to end security, audit, notifications, collaboration and many user features (see the features section of our website for more information) not available with email systems.

In addition Athena Board is an ISO 27001 company, ensuring that our product, systems and processes are of high quality and audited yearly.

Use of Athena Board will not only provide the required security for board materials but will dramatically enhance the efficiency of the preparation, auditability and delivery of the materials and will provide tools to the directors to increase their productiveness.

Transitioning to board management software

Moving from email to a board management solution will help eliminate the risks of using email for board communications.

Communicate with the board as to the new direction and delivery mechanism
Ensure that the board administrators receive training on the software
Train the directors on the new solution, some mindset change may be required where directors have not used a system previously

The team at Athena Board have assisted many companies with this transition and is well versed in the requirements and training necessary for success.