8 Online Meeting Security Questions For System Administrators

by | 12 May 2020

With a large percentage of companies and schools implementing a ‘work from home’ or ‘learn from home’ protocol, it is more evident than ever before that having a secure online training or teaching solution is paramount to companies and institutions’ privacy.   

Many public video meeting solutions in the marketplace today often do not provide adequately secure video, audio and meeting tools for companies that want to protect intellectual property, or that need to abide by legal federal or company regulatory requirements.

When integrating a live meeting platform or an online classroom environment, here are eight questions that should challenge the way your business or educational system provides invaluable future protections for your online meetings. 

Are you using proven encryption protocols to secure your meetings?

True security involves using industry accepted practices for encryption such as TLS 1.3 for video and DTLS for voice, but many products implement their own security protocols in the interest of performance. It is not enough to handle key exchange and use your own symmetric keys. Home brewed encryption methodologies are subject to ease-dropping and are never recommended.

Are you able to keep not just your video and voice traffic inside your secure network, but also your document and screen shares?

If you are streaming your meeting into the public cloud, your video and voice traffic is traveling to a server somewhere in a data center. Can you choose to route your traffic to servers deployed in your secure network and is it an easy thing to do and implement? These are critical protections that should be utilized for all company content.

Can you record your meetings while keeping these recordings secured on your network or private cloud?

Most products stream your content to the cloud to record it and convert it for viewing. This means your content could be exposed to third parties. A good solution should allow you to deploy recording into your secure network and keep your recorded content in your secure environment.

Do you have control over the level of encryption?

Encryption standards that work between the web browser and the public cloud may be enough for most meetings, but these may not meet the requirements of secure environments and FIPS compliance. A secure solution should let you control these aspects of negotiating security level.

Can you insure availability?

During challenging times, the availability of bandwidth on public networks can be problematic and public services struggle with availability and expansion. If you need to reserve your own resources or even install those resources onto your own secure network, can you? Can you use your own network bandwidth to support your solution? 

System Integration Puzzle
Have you considered a more customized platform experience?

Can you fully control user experience & abilities with platform APIs?

Can you customize every aspect of the features and capabilities that are presented to the attendees to your meetings?  Are you able to truly moderate the meeting with someone in complete control over what can and cannot be done in a meeting? Protecting users while providing key functions and tools is paramount to ease-of-use for your clients or team members.

Can you create as many rooms as you need without concern about the pricing and licensing model of the service?

Are you limited in the number of rooms you can have because of licensing and pricing? Does this become a resource reservation nightmare for your organization or do users end up in the wrong meeting because you have one room that is shared by multiple different classes? These issues exist in many products on the market, but licensing and rooms should be de-coupled to prevent potential security issues with overlapping meetings trying to use the same room. 

Do you trust your service with your intellectual property?

Are you discussing sensitive or confidential things in your meetings? Do privacy laws apply or impact your meetings? Organizations need to consider what is being discussed, where it routes in the public cloud and who could potentially be watching or listening, as well. 

Implementing a solution that provides all of the necessary infrastructure above is critical to the safety and privacy of your organization and its members. As a systems administrator or systems integrator, addressing the important questions and having the platform and tools to provide your institution with a solid and long term meeting solution is always a top priority.  

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