Global Workforce Analytics has anticipated that the new normal is bringing into play a hybrid working model, where 25-30% of the workforce will be operating remotely several days a week by the end of 2021. With this change, a new era of business communication and collaboration is emerging. The use of video conferencing solutions is exponentially rising. Research has shown that 76% of remote employees use video conferencing solutions for work purposes. With each new technology comes new security risks that organizations must combat. Your company must adopt appropriate security best practices for video conferencing solutions to have a smooth and secure experience.
Here are 10 Must-Follow Video Conferencing Security Best Practices:
1. Only Allow Authenticated Participants
For all video conferencing meetings, a major security best practice is to only allow authenticated IDs to log in and attend the meetings. This will ensure that outsiders cannot enter the meeting uninvited even if they access the meeting link. It will be even more secure to enable two-factor authentication to verify each user and ensure that a cyber breach does not occur. Moreover, it is equally important not to share the meeting link openly on a social media platform. Just share the link with each participant or a private group. The participants should also be advised not to share this link further with any other person.
2. Meeting Host Should Control Access and Privacy Settings
The meeting host should be well-versed with the video conferencing tool they utilize to follow all the important security best practices. They should fully control all the settings to restrict meeting access, limit participants' feature usage and enable important privacy features. Set a strong password for meeting attendees' entry. Automatically mute and close the video of the participants entering the meeting and immediately remove any suspicious participants. Keep all the settings to "Host-only" with team members manually given access to any particular feature they need to utilize for discussion.
3. Securely Share Meeting Recordings for Future Viewing
Recording all meetings, with participants' consent, is crucial for future viewing, accountability, training, and accessibility to the participants who could not attend it due to some other engagement. However, the problem comes when the recordings need to be securely shared with the required organizational teams and a video library for organized search and storage is required. This is where video conferencing solutions fall short, potentially leading to a leak of confidential business information.
Rather than individually emailing or messaging the link to the recorded meeting, follow this video conferencing security best practice. Opt for a powerful enterprise video platform like VIDIZMO that can automatically ingest recorded conferencing meetings from platforms like Zoom and MS Teams. These recordings will then be seamlessly published and readily playable on VIDIZMO's video streaming and content management platform with added functionalities, including:
- Bulk sharing with different organizational teams in a secure platform with end-to-end encryption
- Access can also be restricted based on employee roles that can be pre-set on VIDIZMO
- Organize content into various playlists and collections and share these with teams to be used in scenarios like employee training courses
- Separate recording links can also be shared with external or anonymous users with availability duration set as well as password protection
- Central video repository to swiftly search for the right recording within thousands of videos through metadata set for default and custom video attributes, and in-video words, faces and objects
4. Restrict File and Screen sharing options
Another critical video conferencing security best practice is for meeting hosts to restrict participants' files and screen sharing ability as a default setting. Then, manually give the rights to an authenticated attendee who needs to share a file or screen. Previously, there have been online meeting bombing incidents that led to a breach of attendee privacy and data leakage. Such incidents can potentially taint a company's reputation or put them at a competitive disadvantage.
5. Maintaining an Audit Log for Recorded Meetings
An audit log needs to be maintained for all the activity performed on the meeting recordings. These audit logs help track any suspicious activity and help meet critical compliances for personal data protection like GDPR for EU residents and HIPAA for the healthcare industry. Here's where another weakness of video conferencing solution comes in. Solutions like Zoom are not able to track the activity performed on recordings once they are shared. This is a problem as these recordings contain personal data that could cause a security breach. Hence, a major video conferencing security best practice is to opt for an enterprise video platform like VIDIZMO to store and share your recordings securely.
VIDIZMO meets important compliances like GDPR and HIPAA. It can maintain a platform-wide audit log as well as an audit log for each participant. These records can be generated in the form of a report and include activities like who was assigned access to a recording, what time they viewed it, their IP address, whom they share it further with, and so on.
6. Browser-based Video Conferencing
Another vital security best practice is opting for a video conferencing solution with a browser-based web application. This is important for meeting attendees that do not have virus protection and up-to-date security settings on their devices. This also ensures that they gain access to an up-to-date solution.
7. Regularly Update the Application
It is critical to encourage all your employees to follow this video conferencing security best practice. Every meeting attendee should ensure that they have their software update to the latest version with the most recent security updates. It was even better to have the automatic updates setting enabled in all the devices that employees use.
8. Enable waiting rooms and lock meetings
Meeting hosts should have the attendee wait rooms option enabled for the meetings they create. With this option enabled, attendees will first enter a waiting room upon clicking the meeting link. The meeting host can then verify their ID and approve them to enter into the meeting. Any suspicious participants can be removed from the waiting room by the host. Once all important participants have entered the meeting, the meeting host must lock it immediately so that no unauthorized person gains entry.
9. Use a Video Conferencing Tool with End-to-End Encryption
Always opt for a video conferencing solution with end-to-end encryption available to maintain complete privacy of all your video calls, even from the solution provider. Without such protection, malicious hackers might be able to find security holes to breach and leak your data.
10. Keep Chat Usage to Minimal
Last but not the least, disable video chat unless absolutely needed. These especially hard to monitor in larger meetings. Some attackers use these chats to send unsafe phishing links that could lead to a security breach in the participants' devices that click those. If the chat has to be enabled, request meeting participants not to misuse it and be careful of any suspicious links.
There is no denying the benefits of video conferencing, with research showing that 87% of employees feel more connected to their colleagues due to these tools. Hence, rather than holding back from video conferencing revolutionary tool due to security concerns, embrace it quickly with the right security best practices implemented.