Risks of using Dropbox or Google Drive for board meeting materials
For many boards, convenience is often the driving force behind the choice of digital tools, especially when it comes to sharing meeting packs, confidential reports, and proposals. Many boards opt for cloud-based file‑sharing platforms like Dropbox and Google Drive, which are often free or low‑cost, easy to set up, and accessible from anywhere.
While these tools work well for day‑to‑day office collaboration, they fall short when used to store or distribute highly sensitive board meeting materials. Insecure file‑sharing can expose organizations to data breaches, operational disruption, and reputational damage.
If your board is currently using generic file‑sharing tools, discover what safer alternatives exist and how BoardWorks offers a secure solution designed specifically to protect board‑level information.
What file‑sharing platforms are, and why boards use them
File‑sharing tools like Dropbox and Google Drive allow users to upload, store, and exchange documents in a shared cloud environment. They support real‑time collaboration, version editing, and cross‑device access, all of which are features that seem ideal for keeping board members aligned.
Boards often turn to these tools because:
They’re widely known and require minimal setup.
They allow simple folder structures for distributing agendas, board packs, and minutes.
They provide quick sharing across geographically dispersed members.
However, these platforms were designed for general workplace collaboration, not for distributing confidential or regulated information. Boards may find them convenient, but convenience often comes at the cost of security and control.
How boards commonly (and riskily) use platforms like Dropbox or Google Drive
Imagine a board chair wants to quickly circulate an updated financial forecast before a meeting. Pressed for time, the chair uploads the document into a shared Google Drive folder that has been used for several years, with access given to former and current board members. No one notices that at least three ex‑directors, and one external advisor, still have access. Overnight, one of those accounts is compromised by a bad actor. Suddenly, confidential financial projections are exposed to unintended third parties.
This type of risk is more common than most boards realize. File‑sharing platforms accumulate sprawling access lists, outdated permissions, and unsecured links sent via email. They were never built for the sensitivity and governance requirements of board‑level communication. In many industries, attacks on organizations occur through vulnerabilities in cloud‑based collaboration tools, since they lack governance-grade security features such as strict role‑based access, compliance‑ready audit trails, and controls built specifically to handle sensitive board communications.
So, while boards use these file-sharing platforms for convenience, they introduce new layers of vulnerability.
The consequences of not securing board materials
Failing to secure board materials can lead to severe and far‑reaching consequences, including:
1. Data breaches
Sensitive information such as executive compensation, budget forecasts, acquisition plans, and strategic risks can be exposed, damaging the organization's competitive advantage.
2. Regulatory and legal exposure
Boards often handle information governed by strict regulations (privacy laws, sector‑specific compliance, financial reporting requirements). Improper storage or sharing can result in fines, investigations, and legal liabilities.
3. Reputational damage
A single data leak can damage an organization’s reputation and erode confidence among shareholders, employees, partners, and the public. Restoring trust takes years, and in some cases, organizations never fully recover.
4. Operational disruption
Breaches often trigger emergency response processes, IT investigations, and crisis management, diverting resources away from core business priorities, and making “business as usual” hard to carry out.
5. Loss of control over documents
When files circulate via email or shared drives, multiple versions can appear. Boards lose control over which version is the “official” one, which can undermine accuracy.
More secure and suitable alternatives for boards
Specialized board management software offers a controlled, secure environment for distributing sensitive board materials. Unlike generic file‑sharing platforms, these tools are designed around governance workflows and the high‑risk nature of board information.
Most secure board platforms typically offer:
Purpose‑built access controls that prevent accidental oversharing.
Encryption tailored for governance, ensuring documents remain secure both in transit and at rest.
Centralized permissions management so only the right individuals see the right materials.
Detailed audit trails for compliance and visibility.
The growing threat landscape demonstrates that boards across all sectors are prime targets for cyberattacks, making secure, governance‑aligned platforms a necessity rather than an optional upgrade.
Why choose BoardWorks to protect your board meeting materials
Boards need a platform built for the sensitivity, complexity, and confidentiality of board‑level communication. That’s why many organizations choose BoardWorks™. Computershare’s secure board management software offers:
Robust security, including encryption designed for governance.
Multi‑factor authentication (2FA) to prevent unauthorized access.
Remote annotation wiping, ensuring notes disappear from lost or compromised devices.
Advanced access controls, keeping materials restricted to authorized individuals only.
A streamlined, centralized document library, making files easier to find, manage, and update.
By moving away from platforms like Dropbox and Google Drive, and adopting a board‑specific solution like BoardWorks, organizations significantly reduce risk, strengthen governance, ensuring board members collaborate with confidence. Schedule a free BoardWorks demo today and discover why boards choose us to protect their board meeting materials.
Disclaimer: Computershare is not providing, and does not intend to provide, any legal, tax or investment advice.