New technology is exciting and allows companies just like yours to conduct business in new and exciting ways. However, when any new technology rises in popularity quickly, individuals and groups with bad intentions exploit untrained users of the technology.
Although video conferencing solutions have been around for a number of years, its rise in popularity has been fairly recent. Audio visual (A/V) are at risk of being hacked or attacked by those with malicious intentions. Attacks can come in the form of inappropriate or hate images on the screen, visual or audio threats, unknown spies in the meetings, and even intruders recording meetings. This is a nightmare for companies and individuals alike. Let’s take a look at tips for maintaining top-notch A/V security in your system.
1. Lock Meetings
Some of the popular conference platforms offer the option to lock a conference after all attendees have joined the call. Once all attendees are present, lock the conference to stop hackers from gaining access to your call and disrupting the conversation. This helps to prevent uninvited guests from joining without your knowledge.
If any attendee has to leave the conference meeting early, do not forget to re-lock the meeting after they have left to ensure security for the remainder of the meeting.
2. Manage Screen Sharing
Do not set your video conferencing system to automatically allow screen sharing. The content allowed to appear on the screen should be monitored and controlled by the host at all times. The host and attendees should never share sensitive company documents or personal information over video conferencing.
3. Never Post Link of Meeting Room in Public
Refrain from sharing links of meeting rooms on social media or other public forums such as websites. This is a prime opportunity for hackers to gain unauthorized access. Instead, only share meeting links through secure email to specific people.
4. Enable Password Protection
Requiring a password to join your conference call is the most important action that to secure your meetings. Without it, nearly anyone can join your meeting. If your meeting does get indexed, having it password protected will stop uninvited people from jumping in.
Meanwhile, do not reuse passwords for any meetings. It helps to avoid some uninvited people joining into your meeting with any old passwords.
Here are some password settings offers:
- Require a password when scheduling new meetings
- Require a password for instant meetings
- Require a password for Personal Meeting ID (PMI)
- Embed passwords in meeting link for one-click join (not recommended)
- Require password for participants joining by phone
- To access these settings, go to your profile settings page in your web browser and make the changes to your account.
5. Utilize Waiting Room Features
The host should always use waiting room features. This means that the participants are placed in a virtual room prior to the beginning of the meeting when they log in. The host then gives permission to each person one-by-one to enter the meeting. This makes it harder for uninvited guests to slip into a meeting unnoticed.
6. Educate Your Staff
Education is an important part of keeping your A/V conferencing system secure. Make sure that hosts understand how enable all security features and follow the proper protocols for initiating, conducting, and ending a meeting. You should also train your team in security best practices such as not sharing links on public sites or giving out meeting IDs and passwords.
7. Enterprise Technology Solutions
Last, but not least, it is best to choose A/V technology solutions that are enterprise based as opposed to consumer-grade. This means that you receive a more comprehensive package of security tools that are designed to protect your staff, meeting attendees as well as the content presented during meetings.
Your company has a lot at stake when it comes to making sure that all technology used is secure. You must protect your team, outside attendees, and the company as a whole.
Here at Komstadt, we offer enterprise-level technology solutions to meet your high-security level needs. Our technology specialists will train your team on the best protocols to ensure top-notch A/V security for your company. Learn more about how we can help your company securely use the latest technology available on the market.