Video conferencing systems are widely used by businesses to enable quick and efficient communication among team members, customers, and partners, without leaving the office. This real-time digital interaction allows companies to reduce travel time and expenses, increase collaborative work and productivity, and give a strong competitive advantage.

However, in today’s digital and technological world, businesses are at risk of encountering cyber-attacks or experience a data breach. These types of attacks can be carried out while using smart devices or through spreading malicious programs at being connected to unsecured networks―even during your video conferences. According to a 2018 Cisco report, fifty-three percent of medium companies have encountered or experienced a breach.

In this sense, a secure video conferencing space must become your top priority.

In video conferences, your company's confidential or private information is regularly exchanged―for example, details of finances, product patents, contracts, operating procedures, etc. This sensitive data can be exposed through different channels like video calls, chat messages, conference recordings, and content sharing (PDFs, videos, presentations, etc.).

For your business, a data breach can produce catastrophic effects. Just imagine that your information is leaked on the Internet or private data from your customers is divulged. Certainly, this could have a negative impact on your corporate image, resulting in losing your customers or even your partners, as well as losing revenue, growth opportunities, and other different costs.

Reports by Juniper predicted that the costs of data breaches would increase by 2019, estimating global costs to $2.1 trillion. In fact, estimated costs for 2019 increased almost four times in comparison with 2015.

For this reason, it is critical to ensure the security and confidentiality of your meetings and avoid data breaches with the next key considerations.

You must verify that your video conferencing system includes functionalities for data encryption, as well as anti-malware functions. A secure video conferencing system must use a TLS or Transport Layer Security encryption for all content shared―connecting via HTTPS.

Ensure that your video conferencing solution comes with Advanced Encryption Standard (AES) protection―128-bit encryption is the minimum recommended to secure all video sessions from chat messages and calls to screen sharing. Also, keep in mind to choose the right firewall in all your devices used during the video conference alongside your company secure IPS (Intrusion Prevention System) network.

Additionally, you must specify a Bring Your Own Device (BYOD) policy to secure video conferences when participants use a personal device. These policies are intended to eliminate any security issues as remote users could join the conference from unsecured networks. Therefore, some of the rules and permissions you should integrate to your BYOD policy are

• Users must use secure networks―it is prohibited to conduct video conferences in public networks.

• Permission must be granted for recording video conferences.

• Participants should not use their mobile devices to conduct and record video conferences.

• Power off microphones and cameras when not in use.

• Video conferences with confidential data should be held on designated or private rooms and not in open spaces.

Secure video conferencing platforms offer Single Sign-On (SSO) functionalities for user authentication. With SSO, you will have more control in knowing which users have access to the video conferences. In this way, you can keep track of user credentials to protect your conferencing groups, giving or denying access to different members, and reducing the risk of breaches.

In case of detecting a breach, your IT team can immediately lock the system or platform to eliminate any risk. Furthermore, don't forget to keep updated your video conferencing system.

For law firms, healthcare organizations, and financial institutions, it is a must to protect the confidentiality of sensitive data without worrying about data breaches. That's why a secure video conferencing system should have a security architecture in compliance with different data protection regulations such as

• HIPAA (Health Insurance Portability and Accountability Act)

• GDPR (General Data Protection Regulation)

• PIPEDA (Personal Information Protection and Electronic Documents Act)

• PHIPA (Personal Health Information Protection Act)

• SLA (Service Level Agreement)

On the market, you will find multiple video conferencing systems with top-notch functionalities tailored to your business needs. Nevertheless, it is critical to pay attention to the different levels of security that they give you. In this case, Zoom offers a wide range of security features:

• Single Sign-On (SSO).

• TLS encryption with Advanced Encryption Standard (AES) 256-bits algorithm.

• HTTPS connection.

• Screen share watermarks.

• Ability to lock a meeting.

• Enable or disable a user to record the video conference.

• Enable or disable H.323/SIP endpoint encryption.

• Pause the screen-sharing temporarily when a user opens a new window.

• End-to-end encryption in compliance with HIPAA, GDPR, PIPEDA, and PHIPA.

However, it is also important to keep in mind the actions and procedures that this technology provider takes to maintain the security in its platform. In July, this popular software-based system had been involved in a series of security flaws that exclusively affected Mac users.

According to a report from security researcher Jonathan Leitschuh, Zoom desktop app vulnerability allowed unauthorized users to control the meeting by hijacking the screen controls remotely. Also, this security flaw allowed attackers to impersonate the meeting attendees through chat messages and even expel them from the meetings.

After the report, Zoom announced a security patch that removes the server vulnerability and corrects the bug through recent app updates.

To maintain data protection in the digital space, you should partner with a company like Vivo, which offers secure video conferencing services specially designed for your professional environments. Our services protect you against different system vulnerabilities. For example, with our managed services:

• We maintain updated your video conferencing solutions―with scheduled maintenance.

• We reduce risks such as data breaches through continuous monitoring.

• We fully support your video conferencing system―including advanced replacement parts.

• We offer plug-and-play solutions.