Social video conference platforms have a lot of benefits, but users need to be aware that these rarely come without a downside. Although they can be useful tools for collaboration and communication, the security of information is often compromised by the lack of privacy options available with these services. So, here is what you need to know about your information safe.
1) Are Your Apps HIPAA Compliant?
There are a lot of video conference platforms such as Google Hangouts, Skype, and WebEx that require regular updates to provide users with better security options. However, one question you should ask yourself is whether your video conference apps are HIPAA-compliant. Although there aren’t any definitive “yes” or “no” answers for this issue, its main aim is to protect PHI (Protected Health Information).
If you’re using a platform that stores patient data then it must be protected from unauthorized access. Try to search online questions about your preferred app like “is Zoom HIPAA covered” or “is WebEx HIPAA compliant” and see what others are asking. Ensuring that your information app complies with HIPAA guidelines will give you peace of mind when storing sensitive healthcare data. As an added bonus the majority of HIPAA-compliant video conference platforms also encrypt all data and communications with SSL (Secure Socket Layer) and HTTPS (Hypertext Transfer Protocol Secure).
2) How Many Users Participate in Your Event?
Although video conference platforms may be HIPAA-compliant and encrypt all data and communications, this does not necessarily mean that it is safe. Before you decide which platform to use for your next video conference event, it’s important to consider how many people will attend the session. The more users who are involved in a webinar, the greater number of entry points for hackers.
To protect yourself from security breaches, make sure you limit the number of participants when possible. Even if the maximum number allowed by your app is 50 users, try starting with smaller groups before opening up the session fully. So, if you have to, host a second event at a later stage. You can even allow different people to log onto the same session from multiple computers if necessary. This will secure the number of users without compromising the user experience.
3) What Are Your Options for Recording?
When you use a video conference platform it’s significant to remember that your information isn’t always safe. This is especially true if you record your conference session for later use. Although they can be helpful tools, video conference apps don’t encrypt recorded information and this leaves you vulnerable to security breaches. This issue is worse if your company specializes in secure information because it could lead to the loss of business contracts. To avoid this situation, consider recording your sessions privately or with a third-party service instead of using an app provided by your video conferencing platform. You can also use VPN which is a common method for protecting information on the internet. VPN operates by encrypting your data so that it can’t be read by hackers or snoopers. So, if you’re concerned about recording your video conference sessions, you should invest in both HTTPS and SSL to keep your information safe.
4) How Do You Share Content?
When it comes to sharing files during a conference session, video conference platforms don’t always provide the best range of tools. Although there are some platforms that allow you or participants to share presentations, web pages, or documents with other meeting attendees, not everyone will be able to use them effectively. Some apps only offer low-resolution images and slow download speeds which can put off users while others display out-of-date URLs instead of living links. Since this method isn’t reliable, you could end up with broken hyperlinks that lead nowhere. To avoid this situation check what your preferred app offers before deciding which sessions should share information. If nothing works, consider asking presenters to upload files onto a third-party website before sharing the link. This will give you peace of mind if something goes wrong.
5) How Will You Enforce Security Policies?
Some video conference apps offer a simple way for moderators to enforce security policies when they’re in charge. For example, moderators can require users to use a code or an invite link before joining the session. This is useful if you want to stop outside users from attending your conference which can prevent security breaches. However, not all apps provide this service, and some even charge extra for it. If your app doesn’t offer this feature, then you should determine whether participants are allowed into your sessions without an invitation link or code. You could run into trouble if one of the attendees shares your link on social media platforms which means that anyone could join the event without permission! Be careful about sharing links before events because you don’t know who might see them online.
6) Where Can You Get Support?
Since you don’t want to lose valuable time when something goes wrong with your video conference, it’s important to find out how easy it is to get support if necessary. Most video conferencing platforms offer help via email, but others don’t provide this service at all. Some apps even refuse to give refunds if you change your mind about the service which leaves you vulnerable to security issues or other network problems. If you are looking for a video conferencing solution, consider doing some research first before investing in software that could be less secure than expected. It may take time, but finding out as much as possible about which software and features suit your business best will lead to influential savings in the long run. You can look for services online and check their reviews so that you can find out more about which companies invest in security software and services. This will make your business a safer place to be.
So, how safe is your information? In summary, it really depends on which app you use. Although some apps encrypt recorded sessions and require users to enter a code or an invite link before joining the event, this isn’t always true for all video conferencing tools. You should carefully consider what methods are available in order to protect your information and keep your business information safe.