The best security comes from the integrity of the guest who attends your on-line conference. However, at times you may be unpleasantly surprised or caused to have doubts about your attendees, or the topic is so important you want to quell your worries. Below are ‘best practices’ for on-line conferences that will cover sensitive (SL3 and above) material.
Change Your Access Codes (Pins) Regularly. Access codes too often end up in the wrong person's hands: a former employee, a competitor, the wrong employee, the press. The frequency this happens rises as the need for confidentiality also rises with your online meeting. How it happens is varied: an overheard conversation, a note on someone's desk, an email displayed on a monitor, conscious intent.
Lock Your Online Meeting. Once everyone has arrived on your online meeting...lock it.
Use the waiting room for meetings that will cover sensitive material. The host can admit individuals to the conference until everyone who was invited is ‘inside’.
Count Your Callers. Hosts on large calls can very often get very busy. Training should emphasize that any participant can stop the call if they realize or suspect an unauthorized individual has entered.
Name Announcement on Entry. Require your attendees to announce their name before they join your online meeting. This feature inserts a prompt, immediately after they enter their guest code and before they join the online meeting, directing the caller to say their name.
Force-Quit the Online meeting. Not every caller leaves at the end of an online meeting. Some have been know to linger, by themselves or in groups, to carry on the conversation or start another. And it's done at your expense. Make sure your callers leave at the end of the call.
Shred conference support materials.Support materials used by online meeting participants should be shredded before disposal to prevent intentional or accidental misuse of your proprietary information.
Hosts should insist that all materials downloaded during the meeting be properly handled and protected. They need to remind meeting participants that the documents are sensitive and require proper safeguards.
Use secure technologies. Apply Secure Sockets Layer (SSL) and virtual private network (VPN) technology to online meetings.
Use Passwords. Require all participants use a password (separate from the meeting number).
Call out to participants. For on-line conferences that will cover very sensitive material (SL4) the host or moderator should call out to the participants rather than have them call in.