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Video Conferencing Security Best Practices That You Should Follow

Updated: August 21, 2020
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COVID-19 changed the way businesses around the world operate. Many companies now encourage their employees to work from home, and they keep track of what everybody is doing with the help of video conferencing tools.

But when you and your team spend a lot of time video-conferencing, it’s good to enforce security practices to make sure that all your meetings are private and you don’t lose data to cybercriminals.

Let’s take a look at the security threats businesses face when working remotely and the video conferencing security best practices you should follow.

Video Conferencing Security Threats And Risks

Video conferencing is very popular these days, so cybercriminals may exploit the security weaknesses of various conferencing apps to steal your data or distribute malicious links or content. Cybercriminals are hijacking video conferences so often that the FBI warned users to increase their cybersecurity efforts.

Here are some video conferencing security threats and risks you can easily address:

1. Making Your Meeting Public

You should never make your conference public. You should only allow the people you want to join in your conference room. Otherwise, you risk having your conference hijacked by a cybercriminal who might use it to stream unsuitable images or content.

And it’s quite easy to address this risk. You can either set a password and share it with the people you want to welcome to your conference, or you can create a waiting room and only allow the people you know to join the meeting.

2. Sharing Your Conferencing Link Publicly

Do not share the link to your video conference on a publicly available social media post. Doing so might attract unwanted attention, so it’s better to share the link to your conference in a private group or to provide it directly to the participants.

3. Using Outdated Versions Of The Conferencing Apps

Make sure that you and the other conference participants use updated video conferencing apps. Software developers constantly try to improve their apps by eliminating certain security risks, so make sure you always use the latest available version of the conferencing app.

4. Allowing Other Members To Screen Share On Public Meetings

Allowing everyone to screen share during a public meeting is a recipe for disaster. This security threat could be exploited by cybercriminals to share malicious content, so it’s always recommended to avoid it from the get-go.

All video conferencing apps allow the host to change the screen sharing option from “Everyone” to “Host Only”, so make sure that you do so when hosting a public conference.

However, you can still allow other people to share their screens if your conference is not public or if you protect it with a password.

5. Using The Same Meeting Links

Using the same meeting links seems like the normal thing to do if you host recurring meetings. However, attackers could steal your meeting link and use it to repeatedly hijack your conference to share malicious content or harmful links.

You can easily avoid this by using a different link for every meeting. If using a different link for every meeting sounds like a headache to you, you can stop participants from joining the meeting before you by disabling the “Join Before Host” option. You can also enable your notifications and receive a message every time someone uses your meeting link.

6. Not Using A Password

Unprotected conferences might be disrupted by attackers who share inappropriate media or harmful links. Attackers can use malicious software to discover the meeting, and if you don’t use a password to protect your conference, they may have an easy time joining and creating problems.

Use a password to protect your conference.

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Top 10 Video Conferencing Security Recommendations

1. Require Passwords

One of the easiest ways to secure your video conference is to require a password for every meeting you host. This will protect you and the other participants from uninvited guests and will also secure your meeting name, ID, and organizer name against potential fraudulent behavior.

2. Use Strong Passwords

You should always use strong passwords to protect your conferences from cybercriminals. Experts recommend using passwords that have 12 characters or more and include special characters and numbers to make them more secure.

3. Never Share Your Passwords Publicly

You should never share your passwords publicly because attackers might find and use them to hijack your conference. Sharing your password on social media is not recommended unless you know for sure that the group you’re sharing the information on is private.

4. Enable Your Notifications

Enabling your notifications might seem like a nuisance, but it can significantly improve your capacity to stop and prevent unwanted behavior. You can set up your notifications to monitor and alert you of everything that happens with your conference. This can help you detect unwanted guests with ease.

5. Enable The “Announce When User Enters” Option For Your Meetings

Enabling the “Announce When User Enters” setting helps you keep track of the people who joined your conference. This can help you detect potential troublesome guests.

6. Enable “Waiting Rooms”

Virtual waiting rooms can be more helpful than you would think. When you enable a waiting room, you get to see who wants to join the conference. If there’s a person you don’t know that wants to join, you can simply refuse their access.

7. Restrict Access To Authenticated Attendees

Restricting the meeting access to authenticated attendees can help protect your conference. Doing so will protect you from unauthorized participants.

8. Mute All The Participants At Arrival

You should always mute the participants at arrival if that’s an option. This helps you protect against attackers who would use their microphone to disrupt your meeting.

9. Disable Private Chat And Global Screen Sharing

Disabling private chat and the global screen sharing options further protects your meeting against those who would disrupt it.

10. Do Not Share Your Entire Desktop

You shouldn’t share your entire desktop when sharing your screen. You might have some sensitive data on your desktop even if you might not realize it. It’s always recommended to share specific applications only if you want to keep your data secure.

Keep Your Conferencing Secure With Epik Networks

Epik Networks offers some of the most secure cloud collaboration solutions. Powered by Cisco Webex, the virtual collaborative spaces we provide are secure and easy to access using computers or mobile devices. 

Epik’s communications solutions integrate seamlessly with your existing systems, so they can enable your team to collaborate safely no matter what technology they use. 

Get more done with Epik’s cloud collaboration solutions. 

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COVID-19 Update: See Epik Networks response to support our customers. We’re offering free Cisco WebEx Work-from-Home Solution to everyone.

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