Security is the obvious and primary concern when using email or PDFs to disseminate sensitive board information (for an in-depth discussion, see our e-book on email security). But there are other worrisome consequences that arise when resorting to email and PDFs for board communications. All of which hinder, sometimes to a significant degree, the ability of the board to adequately prepare, remain engaged, and conduct productive board meetings.  In this post, we discuss some of the pitfalls of using email and PDFs for board communications, and highlight how board portals can address these. Dangers, Risks, and Challenges of Using Email and PDFs in the boardroom A.) LACK OF SECURITY AND PRIVACY: AN ONGOING CONCERN For purposes of discussion, we can broadly define security as restrictive, controlled access to systems, processes or data. Privacy, on the other hand, has more to do with owning and controlling data.  Security Implications of Email Email inboxes have always been prone to hacking. Since boards possess mission-critical and sensitive organisational data, they have become prime targets for cybercrimes — such as whaling. Board members are inadvertently tasked with ensuring that they have adequate digital security measures in place to limit their exposure to these vulnerabilities.  Privacy Implications of Email While most personal email providers pride themselves on being secure, there can be questions around data ownership and data governance. After all, information is stored in servers under another party’s control. In this light, data privacy policies are always worth a second look, especially when it comes to data collection, tracking, transparency, third-party access and determining exactly how information is used. THE ADVANTAGE OF BOARD...