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Protecting Confidential Board Papers - Checklist

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The cover contains a statement that the papers are confidential and must be protected.

 

 

Each page has a statement that the papers are confidential and any copying or unauthorised use is prohibited.

 

If the word processing is filed on a network, it is filed on a personal and not a shared directory. The directory is adequately password protected.

 

If the word processing is filed on a PC it is not stored on the hard disk.

 

If the word processing is stored on a floppy disk, the disk is locked away when not in use.

 

The hard copies of the papers are securely stored when not in use. Access to hard copies is as limited as possible.

 

For very confidential board papers you can recognise whose papers they are by looking at them. To do this each personís papers are printed differently from all the other papers. This can be done by changing the fonts, margins, line spacings, certain words, etc. for each set of papers.

 

Distribution of the papers is carried out securely. It may be appropriate to courier papers rather than have them go through internal mail systems.

 

The envelopes containing board papers are correctly addressed to the intended recipients. The envelopes contain a prominent statement which indicates that they are confidential and are to be opened only by the addressee.

 

If photocopies are to be made of very confidential papers for distribution to board members, the typist should make the photocopies or be present when they are made to ensure additional copies are not made.

 

It may be appropriate to give board members guidelines for the protection of board papers.

 

 

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For more tips, advice and practical pointers see Fraudproof Your Business Manual.