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Description
This article provides you details of how you can securely use your video conference software. This information applies to both WebEx and Zoom.
As a host, you are the final decision maker concerning your meeting's security settings. Always remember that you control nearly every aspect of the meeting.
Follow best practices when scheduling, during, and after the meeting, based on your needs for keeping meetings and information security.
- Always download your video conferencing software from its original website and not from links returned by browser search results.
- Be wary of meeting invitations that you did not anticipate. Spammers are using fake meeting invitations to steal passwords and install malware.
- Do not share your Audio PIN with anyone.
- Provide meeting passwords only to users who need them.
- Never share sensitive information in your meeting until you are certain who is in attendance.
Procedures
Schedule a Meeting
- Choose the Meeting Topic Carefully - A listed meeting or a forwarded invitation email could reveal the meeting titles to unintended audiences. Meeting titles can reveal private information, so ensure that titles are carefully worded to minimize sensitive data exposure.
- Secure Meeting with Password - Using complex meeting passwords for every session is the most important step you can take to protect your meeting.
- Exclude Meeting Password from Invitations – If your meeting is highly sensitive, exclude the meeting password from the invitation email. This prevents unauthorized access to meeting details if the invitation email message is forwarded to an unintended recipient.
- Require Attendees to Have an Account on Your Site – When this setting is enabled, all attendees must have a user account on your site to attend the meeting.
- Restrict Available Features - Limit the available features, such as chat and audio, if you allow attendees to join the meeting before the host.
- Request That Invitations Are Not Forwarded - Request that your invitees do not forward the invitation further, especially for confidential meetings.
During the Meeting
- Restrict Access to the Meeting - Lock the meeting once all attendees have joined the meeting. This practice prevents more attendees from joining.
- Remove a Participant from the Meeting if needed.
- Share Application, Not Screen - Share specific applications and prevent accidental exposure of sensitive information on your screen.
After the Meeting
- Assign Passwords to Recordings – If recordings must be created, you can edit meeting recordings and add passwords before sharing them to keep the information secure.
- Delete Recordings – Delete recordings after they are no longer relevant.
If you have any further questions, email servicedesk@qatar.tamu.edu or call us at (974) 4423-0009.