We have added to the Quick Guide to Secure Teleworking a section on how to organize secure video conferencing.
To ensure the security and privacy of conversations that you have with your work team during video conferencing, consider the following:
Convene the meeting safely
Allow only users who know the meeting data to join the video conferencing session. To do this:
- Create a meeting that only invited people can join.
- Send the invitation via the participants' private email or through a secure platform or channel
- Make sure that the people you've invited by email are signed in to this same address, or
- uses a two-factor authentication system, for example by generating the meeting link (or meeting ID, in the case of Zoom) and requiring a key to join.
- The waiting room is also a very useful feature for the hosts to control who enters and who leaves the meeting.
- Do not share the link to join the meeting through social media or other public forums. ANYONE with the link could join the session.
Manage participants
- Set up in advance who will be able to share screen or send files via chat during the meeting.
- In the case of large meetings, remember that the host can mute participants individually or all at once, to avoid echoes, background noise, and parallel distractions or conversations.
- Assess whether it is necessary to block the meeting when all participants are already present, so that new unwanted participants cannot join.
And also…
- Pre-familiarize yourself with the settings and features of the video conferencing tool that you will use to learn how to protect the virtual space where the meeting will take place.
- At the end of the session, make sure that the virtual space where the meeting took place is closed or accessible only to meeting participants, as there may be notes, files, and private information.
