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A 'Board Only' folder in BoardPro ensures that only Board Members, the Chair, and the Board Secretary can access its confidential contents. This restricted folder is designed to store sensitive documents securely.
Note: In a committee this is called a committee only folder and has the same functionality as a board only folder, except that its for a committee.
Who can add one?
Chairs and Board Secretaries can create the folders and add documents.
Administrator access can create a folder and add documents if they are also a Board Member.
Note: Those with the Board Secretary access level can manage a board only folder, even if they do not have the Board Member box ticked.
Who has access?
Board Members (regardless of their access levels), Chairs and Board Secretaries. Specific board members cannot be excluded from a board only folder - the whole board, Chair and Board Secretaries can view a Board only folder's contents.
Things to note with a Board Only Folder:
Only Board Secretaries and people with a tick in their Board Member box can access a Board Only folder. See Managing People to set a person as a Board Member.
A file/document that is inside a Board Only Folder cannot be directly attached into an agenda item.
Sub-folders of restricted folders are also restricted.
Restricted documents can be linked in an agenda description, allowing only authorised users to access them via the link, while others will receive a permissions error. Ensure these links are distributed securely to avoid unauthorized access and to maintain document confidentiality.
If the "Board Member" role is not ticked, the Board Secretary access level will still be able to access restricted folders.
How to Restrict a Folder
Navigate to the Governance Documents section.
Click Add Folder and provide a title.
Tick the box to mark the folder as 'Board Only.'
Click Add Folder to confirm the creation.
When the folder is created, there will be a lock beside the title showing that it is restricted.
On the right-hand side, under the context menu, there is the option to un-restrict this folder.
Useful links: Roles and Permissions Add a Folder
Managing Permissions Across Accounts
Each account within BoardPro, whether for the Board or a Committee, operates independently. Permissions, including creating locked folders, must be set individually for each account. This ensures flexibility in managing distinct access needs specific to each operational area.
Best Practices for Managing Confidentiality
Regularly review folder permissions to ensure they comply with security policies.
Centralize sensitive documents using 'Board Only' folders for better control.
Avoid mixing Board roles with Administrative roles unnecessarily to maintain clear boundaries.- Regularly check assigned user roles to ensure appropriate access levels are granted.
FAQs
Why can’t I create a locked folder?
You must have the access level of Board Secretary or Chair to create a 'Board Only' folder. If you have Admin access, you would also need to be on the board, or you will need your role updated to gain this capability.
Does restricting a folder as 'Board Only' mean only Board Members and Secretaries can view it?
Yes. Restricting a folder ensures exclusive access only for Board Members, Board Secretaries, and the Chair. Other users, including Administrators, cannot view it unless they are designated as Board Members.