Secure Video Conferencing: Digicom’s 12 Do’s and Don’t

Before COVID-19, businesses typically had full-time staff in the office five days a week. Fast forward four years, and we’ve seen a dramatic shift in how businesses operate, with many adopting a 60/40 split between office and remote work.

As a result, video conferencing security has become the primary method for communication and collaboration among remote teams. 

Platforms like Zoom, Microsoft Teams, and Google Meet kept businesses running during challenging times. However, this reliance on video conferencing also introduced new security challenges. 

In the early days, these platforms often lacked robust cybersecurity measures, leading to incidents of data loss and privacy breaches. 

For example, in October 2023, the Royal Family’s website suffered a DDoS attack, highlighting the vulnerabilities even in high-profile institutions. In the same year, the City of Dallas faced a severe ransomware attack that disrupted several critical services. Additionally, the UK’s largest breach involved the exposure of 40 million UK voters’ details, underscoring the extensive impact of such incidents.

Are you curious about how to keep your video conferences secure and private? We’ve covered you with our top do’s and don’ts to protect your data and sensitive information from cyber threats.

Key Takeaways:

  • Risks: Video conferencing can expose you to data breaches, viruses, identity spoofing, and more.
  • Importance of encryption: End-to-end encryption is crucial for securing your video meetings. Choosing a reliable video conferencing platform is just as important.
  • Recommended platforms: Zoom, Microsoft Teams, and other reputable platforms are known for their strong security features.

The Biggest Video Conferencing Security Risks

In today’s hybrid work environment, it’s important to recognise and mitigate video conferencing security risks. Three of the most significant threats video conferencing platforms face today include:

1. Zoombombing: The Uninvited Guest

“Zoombombing” refers to the unwanted and disruptive intrusion into video conferencing calls, especially through platforms like Zoom. Attackers can gain unauthorised access to meetings and disrupt them by sharing inappropriate content, causing significant harm to a business’s reputation.

2. Data Leakages: The Hidden Threat

Data leakages occur when sensitive information is unintentionally or deliberately exposed to unauthorised parties. In video conferencing platforms, data leakages can happen when calls are not properly secured or if user information is mishandled. This can lead to reputational damage, legal implications, and financial losses.

3. Privacy Shortcomings: The Overlooked Issue

Privacy shortcomings refer to deficiencies in protecting personal information and data privacy on video conferencing platforms. Examples of this include inadequate encryption, mishandling of user information, and unauthorised access to personal data. These shortcomings can result in identity theft and reputational damage.

12 Strategies for Secure Video Conferencing

To address these security challenges, here are our top video conferencing security best practices for ensuring safe online communication on video conferencing platforms:

Do’s

  1. Create New Meeting IDs and Passwords: Generate unique meeting IDs and complex passwords for every meeting. Use a mix of numbers, letters, and special characters to ensure strong passwords, and only share them with authorised attendees.
  2. Use Waiting Rooms: Set up waiting rooms to screen participants before they join, preventing unauthorised access. This feature allows you to admit only those who are supposed to be there.
  3. Lock the Meeting: Once all your invited attendees have joined, lock the meeting room to prevent “Zoom bombing” and other disruptions.
  4. Virtual Backgrounds: Use virtual backgrounds to protect your environment and any unwanted visitors, especially in professional settings where confidentiality is key.
  5. Regular Software Updates: Keep your video conferencing software up to date to fix any security flaws. Always download updates from trusted sources to ensure you have the latest security patches.
  6. Strengthen Device and Network Security: Use reputable antivirus software, secure Wi-Fi connections, and consider a VPN for extra protection.

Don’ts

  1. Don’t Reuse Meeting IDs: Avoid reusing the same meeting IDs for multiple meetings. Always generate random meeting IDs with passwords.
  2. Don’t Share Meeting Details on Social Media: Avoid sharing meeting details on social media to prevent unwanted attendees. Only share links and invitations through secure channels with people who need to attend.
  3. Don’t Allow Unrestricted Screen Sharing: Hosts should control screen sharing permissions to prevent unauthorised participants from displaying content. Double-check your screen content before sharing to ensure no sensitive information is visible.
  4. Don’t Ignore Suspicious Activity: If you notice anything unusual during a meeting, report it to the organiser immediately to help maintain overall security.
  5. Don’t Forget to Mute New Joiners: Utilise the feature to mute participants on arrival to prevent disruptions and ensure a smooth meeting flow. This also gives the host control over who can speak and when.
  6. Don’t Assume Video is Always Necessary: Sometimes, audio-only meetings can be more secure and efficient, especially when video is not essential. They use less bandwidth and reduce the risk of exposing visual information inadvertently.

Additional Strategies to Enhance Security

Encrypting, Audio Signature, and Watermarking

Encryption ensures that only authorised parties can access the conversation, preventing unauthorised interception and eavesdropping. Audio signatures and watermarking add unique identifiers to the audio stream, helping to authenticate the source and prevent tampering.

Safe Recording Storage

Protect video conference recordings from unauthorised access and theft by using encryption and other security measures to safeguard recordings stored on servers. For example, Zoom protects its cloud recordings using Advanced Encryption Standard (AES) encryption.

Multi-Factor Authentication (MFA) and Two-Factor Authentication (2FA)

Reliable authentication methods like MFA and 2FA add an extra layer of security to video conferencing. These methods require users to provide two or more forms of authentication, such as a password and a fingerprint scan, making it more difficult for attackers to gain access even if they obtain a user’s password.

Implementing Policies and Controls

Establish policies and controls to safeguard private data during video conferencing. Prioritise data security by taking proactive steps to protect sensitive information, ensuring that businesses are well-protected against potential security breaches.

Regular Security Audits and Scanning for Threats

Ongoing monitoring of the video conferencing solution is vital to identify and mitigate potential security risks. Conduct regular vulnerability assessments and penetration testing to detect security vulnerabilities and assess the effectiveness of existing security controls.

The Role of a Trusted Partner like Digicom

Ensuring robust security for your video conferencing platforms can be challenging, but partnering with a trusted expert like Digicom can make a huge significant difference – and save your business from potentially damaging security threats. 

We have extensive experience and specialised knowledge in enhancing video conferencing security. Our team can assess your specific needs and customise security standards to fit your organisation’s unique requirements. 

Whether you use Zoom, Microsoft Teams, or other platforms, we can enhance your security infrastructure by adding layers of protection that work seamlessly with your current systems. This ensures that your teams can continue collaborating efficiently while enjoying improved security.

Security is not a one-time setup but an ongoing process. Our team provides continuous support and monitoring to ensure that your video conferencing platforms remain secure against emerging threats. 

To learn more about how Digicom can help enhance your video conferencing security, visit our service pages at AV & Digital Workspace and Video Conferencing. Alternatively, you can contact us to speak to our experts about implementing secure video conferencing measures and ensure your organisation’s communications are always protected.

FAQs

Is there any risk in video calling?

Yes, there are risks in video calling, such as unauthorised access, data breaches, and privacy issues. However, by using strong passwords, encryption, and security features like waiting rooms, you can minimise these risks.

How can you ensure secure video conferencing for remote users?

To ensure secure video conferencing for remote users, use unique meeting IDs and strong passwords, enable waiting rooms, lock meetings once they start, and ensure all participants use up-to-date software with robust antivirus protection.

What is the most secure video conferencing?

Several platforms offer high security, including Zoom, Microsoft Teams, and Google Meet, especially when used with additional security measures like end-to-end encryption, multi-factor authentication, and regular software updates.

How can you enhance the security of your video conference and online meetings?

Enhance security by controlling screen sharing permissions, using virtual backgrounds, keeping your software updated, and conducting regular security audits to identify and address potential threats..

What is the most secure connection protocol?

The most secure connection protocol for video conferencing is often considered to be Secure Real-time Transport Protocol (SRTP), which offers robust encryption and data protection features.

What are the two major standards for video conferencing over IP networks?

The two major standards for video conferencing over IP networks are H.323 and SIP (Session Initiation Protocol). Both standards help ensure compatibility and high-quality communication across different devices and platforms.