Online Whiteboard Guide

Are online whiteboards secure for sharing sensitive information?

Key Takeaways

  • Online whiteboards are valuable for collaboration but have implicit security pitfalls when sharing sensitive information.
  • The security of online whiteboards depends on the platform used and the security measures in place.
  • Some concerns regarding online whiteboards include data privacy, lack of end-to-end encryption, and vulnerability to cyber threats similar to hacking and data breaches.
  • Measures can be taken to enhance the security of online whiteboards, like choosing a secure platform, setting up access controls, educating staff, and regularly reviewing and revising security measures.
  • It’s essential to be aware of the implicit pitfalls and watchful about suspicious activity to shield sensitive information.


Online whiteboards have become extremely popular lately, particularly since the COVID-19 epidemic. Online whiteboards allow people to brainstorm and plan, share ideas, and generally work together in real- time, irrespective of where they are in the world. Still, as more and more sensitive information is being shared online, fear about the security of online whiteboards has also surged.

What are Online Whiteboards?

An online whiteboard is a digital platform that simulates a physical whiteboard experience with the potential for far greater collaboration. It allows users to draw, write, add images, and work together in real- time. Online whiteboards are used in numerous industries, including education, design, and business. They have become widespread for remote work, allowing individuals to work together even if communicating from distant locales.

Are Online Whiteboards Secure for Sharing Sensitive Information?

The short answer is that it depends on the platform you are using and your institution’s security measures.

Some online whiteboards are more secure than others, and points of differentiation are discussed in this article.

Also, it’s up to each user or administrator to take the necessary steps to protect sensitive information, such as password strength, multi-factor authentication, and access to the devices using the online whiteboards.

One of the biggest concerns with online whiteboards is data leaks; as your whiteboards are stored in the cloud, it makes them vulnerable to cybercrime through authorized access, thus potentially exposing your information to unnecessary risk.

Another concern is the lack of end-to-end encryption. End-to-end encryption is a security measure that ensures that data is encrypted when it’s stored, or at least at rest storage, and then during transmission, where the intended recipient can only decipher it. Numerous online whiteboards don’t offer end- to- end encryption, which means sensitive information is vulnerable to interception and unauthorized access.

How to Enhance the Security of Online Whiteboards

Despite the implicit security risks, steps can be taken to enhance online whiteboards’ security when sharing sensitive information. Some tips are

Choose a secure online whiteboard platform

When choosing an online whiteboard platform, look for one with robust security features like end- to- end encryption, two- factor authentication if available, and data encryption at rest. Ensuring the platform complies with GDPR is also very important.

Use a secure network

When using an online whiteboard, ensure you’re using a secure network. Avoid using public Wi- Fi, as these networks are more vulnerable to cyber threats.

Set up access controls

Limit access to the online whiteboards by only allowing authorized users to view and edit the whiteboard and institute a strong password policy.

Ensure that any device accessing your online whiteboards is encrypted, vastly mitigating the ability of hackers to gain access to the device. Additionally, ensure screens are locked after some time and educate users on locking their screens when moving away from their devices.

Regularly review and update security measures

Security threats are ever-evolving, so reviewing and updating security measures is essential to ensure effectiveness.


Online whiteboards are valuable for collaboration and communication but come with security risks. Following these steps can alleviate the pitfalls associated with online whiteboards and ensure that sensitive information is kept as secure as possible. It’s important to note that online whiteboards are relatively safe if you choose a platform with inbuilt solid security measures and if your users are made to enforce proper security protocols, as discussed in this article.