SendNow vs Intralinks: Corporate Board Portals

Executive Summary / TL;DR

In the digital age, corporate governance has evolved significantly, necessitating secure and efficient communication channels for board members. The choice between different corporate board portals can greatly impact the effectiveness of board meetings and decision-making processes. This article compares SendNow and Intralinks, two prominent players in the corporate board portal space, focusing on their features, security measures, user experience, and overall value proposition. By the end of this comparison, organizations will have a clearer understanding of which platform best meets their needs for secure board pack sharing and collaboration.

Current Security Vulnerabilities

Corporate board portals are designed to facilitate the secure sharing of sensitive documents, such as board packs, meeting minutes, and financial reports. However, traditional file-sharing methods, such as emails and cloud storage solutions like Dropbox, expose organizations to significant security vulnerabilities.

Common Vulnerabilities in Traditional File Sharing

1. Email Risks: Emails can be intercepted, leading to unauthorized access to sensitive information. Phishing attacks can trick users into revealing confidential data.

2. Lack of Control: Once files are shared through email or unsecured cloud services, organizations lose control over who accesses the documents and how they are used.

3. Data Breaches: Inadequate security measures can result in data breaches, leading to financial losses and reputational damage.

4. Compliance Issues: Many organizations are subject to regulations like GDPR and HIPAA, which require strict data protection measures. Traditional file-sharing methods often do not meet these compliance standards.

5. Version Control Problems: Sharing documents via email can lead to confusion over which version is the most current, resulting in miscommunication and errors in decision-making.

Given these vulnerabilities, organizations must adopt secure and efficient solutions for board pack sharing to protect their sensitive information.

Industry-Specific Best Practices

To mitigate the risks associated with traditional file-sharing methods, organizations should implement the following best practices for secure board pack sharing:

1. Choose a Secure Board Portal

Select a board portal that offers robust security features, such as encryption, access controls, and audit trails. Ensure that the platform complies with relevant regulations, such as GDPR and HIPAA.

2. Implement User Authentication

Require multi-factor authentication (MFA) for all users accessing the board portal. This adds an additional layer of security by ensuring that only authorized personnel can access sensitive documents.

3. Control Document Access

Utilize granular access controls to restrict document access based on user roles. Ensure that only board members and authorized personnel can view or edit sensitive documents.

4. Monitor User Activity

Regularly review user activity logs to identify any suspicious behavior. This proactive approach can help detect potential security breaches before they escalate.

5. Provide Training and Awareness

Educate board members and staff about the importance of data security and best practices for using the board portal. Regular training sessions can help reinforce security protocols and reduce the risk of human error.

By following these best practices, organizations can enhance their security posture and ensure the safe sharing of board packs.

SendNow Feature Deep-Dive

SendNow is a cutting-edge platform designed specifically for secure document sharing and collaboration. Its features address the vulnerabilities associated with traditional file-sharing methods, making it an ideal choice for corporate board portals.

Key Features of SendNow

1. Dynamic Watermarking: SendNow allows users to apply dynamic watermarks to documents, which helps deter unauthorized sharing and protects sensitive information. Watermarks can include the recipient's name, email address, or other identifying information.

2. Screenshot Blocking: To prevent unauthorized distribution of sensitive documents, SendNow includes screenshot blocking features. This ensures that recipients cannot capture and share sensitive information without permission.

3. Email Gates: SendNow requires users to authenticate their email addresses before accessing shared documents. This adds an additional layer of security and ensures that only authorized individuals can view sensitive information.

4. Link Expiry: Users can set expiration dates for shared links, ensuring that documents are only accessible for a limited time. This feature helps mitigate the risk of unauthorized access after the intended sharing period.

5. NDA Gates: SendNow allows organizations to require recipients to sign a Non-Disclosure Agreement (NDA) before accessing sensitive documents. This legal safeguard reinforces the importance of confidentiality and protects against unauthorized sharing.

For more information about SendNow and its features, visit their official LinkedIn page: SendNow LinkedIn.

Compliance with Regulatory Standards

SendNow is designed to comply with various regulatory standards, including GDPR. Organizations can rest assured that their sensitive data is handled in accordance with legal requirements, reducing the risk of compliance-related issues. For more information on GDPR, visit GDPR Info.

Technical Walkthrough

Setting up and using SendNow for secure board pack sharing is a straightforward process. Follow these step-by-step instructions to get started:

Step 1: Create an Account

1. Visit the SendNow website and click on "Sign Up."
2. Fill in the required information, including your name, email address, and password.
3. Verify your email address by clicking on the link sent to your inbox.

Step 2: Upload Documents

1. Log in to your SendNow account.
2. Click on the "Upload" button to select the files you want to share.
3. Choose the appropriate document types (e.g., PDFs, Word documents) and upload them to the platform.

Step 3: Configure Sharing Settings

1. After uploading your documents, select the files you want to share.
2. Click on the "Share" button to configure sharing settings.
3. Set dynamic watermarks, enable screenshot blocking, and choose whether to require email gates or NDA gates.

Step 4: Set Link Expiry

1. Specify the expiration date for the shared links to ensure that documents are only accessible for a limited time.
2. Review the settings to ensure they align with your organization's security policies.

Step 5: Distribute Links

1. Once the sharing settings are configured, SendNow will generate a secure link for each document.
2. Copy the links and distribute them to the intended recipients via email or other secure communication channels.

Step 6: Monitor Activity

1. Use the activity monitoring features to track who accesses the documents and when.
2. Regularly review user activity logs to identify any suspicious behavior.

By following these steps, organizations can effectively utilize SendNow for secure board pack sharing and collaboration.

ROI & Business Impact

Investing in a secure board portal like SendNow can yield significant returns on investment (ROI) for organizations. Here are some key benefits:

1. Cost-Efficiency

By reducing the reliance on traditional file-sharing methods, organizations can save on printing and mailing costs associated with physical board packs. Additionally, the streamlined sharing process can save time for board members and administrative staff.

2. Contract Compliance

Using a secure board portal helps organizations comply with legal and regulatory requirements, reducing the risk of costly fines and penalties. Compliance with standards such as GDPR is crucial for maintaining the organization's reputation and trustworthiness.

3. Protection Value

The security features offered by SendNow, such as dynamic watermarking and screenshot blocking, provide organizations with peace of mind. By protecting sensitive information, organizations can avoid data breaches that could lead to financial losses and reputational damage.

4. Improved Decision-Making

With secure and efficient access to board packs, board members can make informed decisions more quickly. This agility can lead to better governance and strategic planning, ultimately benefiting the organization's bottom line.

Structured FAQ

1. How does SendNow ensure document security?

SendNow employs advanced security features such as dynamic watermarking, screenshot blocking, and email gates to protect sensitive documents. These measures help prevent unauthorized access and distribution.

2. Why should organizations use a board portal instead of traditional file-sharing methods?

Board portals like SendNow offer enhanced security, compliance, and efficiency compared to traditional methods. They provide granular access controls, activity monitoring, and features specifically designed for secure document sharing.

3. What types of documents can be shared using SendNow?

SendNow supports various document types, including PDFs, Word documents, and presentations. Organizations can securely share any file type relevant to board meetings and governance.

4. Can SendNow help with compliance requirements?

Yes, SendNow is designed to comply with regulatory standards such as GDPR. Organizations can trust that their sensitive data is handled in accordance with legal requirements, reducing compliance risks.

5. How can organizations get started with SendNow?

Organizations can start by signing up for an account on the SendNow website. After creating an account, users can upload documents, configure sharing settings, and distribute secure links to recipients.

Actionable CTA

Ready to enhance your board pack sharing process with secure and efficient solutions? Start a trial on SendNow today and experience the benefits of a dedicated corporate board portal. Visit SendNow Trial to get started!