Systems for desktop sharing can save lots of time in business communication, especially when the parties are in different locations. Together, they can view and edit presentations. Sharing ideas can be just as productive as talking about them in one room. However, even in such situations, security considerations should not be overlooked.
Tips for more security in videoconferences
The lines between different software categories have become increasingly blurred over the past few years. Programs that were initially intended for video calls now have functions that allow documents to be jointly viewed and edited, as well. And conferencing systems with virtual spaces where parties could previously only dial in can now be operated with software or even simply with a browser. The variety of solutions available for this has grown at the same pace.
- Selecting a provider
- Before selecting a provider, check its business model. If the solution is offered free of charge, find out how the company plans to make money. After all, operating a solution calls for capital investments. So where does the provider get its money from?
- The content of conversations must remain confidential. This can happen if the online connection is encrypted. Check what kind of claims the provider makes about this issue. What procedures do they use to secure data transfer?
- Where are the provider’s data centers located? And how are they protected from unauthorized access? It is worthwhile to consider these details, because the level of data protection can vary from country to country.
- Software used
- Change standard settings such as PIN codes and passwords. Many programs are provided with options that give you control over things like local content. The options are secured with codes that are publicly documented. You should always change such default options, as you would with routers and other devices.
- Review the authorizations for the software: What does the conferencing system on your computer have access to? Is microphone or camera access absolutely necessary if you simply want to chat?
- What kind of control does the facilitator have? Many solutions allow users to hand over control of your computer to a facilitator or another party. The basic idea behind modules based on remote control is that the person can actually work with the device as if they were sitting right in front of it. That is why you should examine these authorizations with a critical eye.
- Joining the call
Security problems during a videoconference involving issues such as the transfer of confidential information usually occur on the users’ end.- Close all documents which are not needed, and clear your desktop. Also turn off all notification functions for the duration of the conference. Just a few lines of text from the preview function in Outlook or another email program can betray confidential information.
- If possible, set up a user or your own user profile for a videoconference. First, save all documents that you will need in a directory belonging to this user. This will keep you from accidentally sending or opening files that do not concern anyone else.
- Properly close the program at the end. Once the conference is over, exit the software you are using or close your browser completely so that you do not keep any connections to the computer open.
- The basic rules that apply to video chat and conferencing are generally the same as those for securing any system. The browser, operating system, and software should be kept up to date in order to eliminate any security gaps.
