Virtual Meeting Security Best Practices
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How to secure your virtual meetings from uninvited
guests
3
HBR Staff/Tim Robberts/Getty Images
4
Every
LEA should make the decision
on what meeting tool to use
based on
their level of comfort with the security within the tool.
Vulnerabilities and security exposures exist in software
which is why it is
critical to take proper precautions and protect your end-users
ensuring you
are following best practices so that
your meetings remain secure.
Virtual Meeting Security Considerations
Tools Available to Host Virtual Meetings
5
Zoom
Skype and Teams
Webex
GoToMeeting
Adobe Connect
Blackboard Collaborate
Google Meet
6
The following steps can be taken to mitigate teleconference hijacking
threats:
Do not make meetings or classrooms public
.
Do not share a link
to a teleconference or classroom on an
unrestricted publicly available social media post.
Provide the link
directly
to specific people.
Manage screensharing options.
How to Secure Virtual Meetings
https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing-
and-online-classroom-hijacking-during-covid-19-pandemic
https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837
30407
7
Use a waiting room to manage participants
joining prior to the host
or rejoining after leaving the meeting;
validate the participant list
against invited attendees.
Limit who can join meetings as a presenter
; enable only specific
individuals to help co-host the meeting.
Keep in mind, data security and compliance
with applicable
company policies must still be maintained.
How to Secure Virtual Meetings
–continued
https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing-
and-online-classroom-hijacking-during-covid-19-pandemic
https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837
30407
How to Secure Virtual Meetings–continued
8
Disable file sharing, if possible
; If you must share files, note that
the Microsoft cloud storage service is fully FERPA compliant.
Mute participants who do not need to speak
.
Do not record the meeting unless it is necessary and
be aware that
others may be able to record the meeting.
https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing-
and-online-classroom-hijacking-during-covid-19-pandemic
https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837
30407
How to Secure Virtual Meetings–continued
9
Before sharing your screen,
close unused windows
to ensure you do not
share sensitive or confidential information.
Use a privacy shield or cover over your webcam
when it is not in use.
Ensure users are using the updated version
of remote access/meeting
applications.
Lastly,
ensure that your organization’s telework policy or guide
addresses requirements
for physical and information security.
https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing-
and-online-classroom-hijacking-during-covid-19-pandemic
https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837
30407
Zoom Security Recommendations for Admins
10
Zoom administrators should ask all users & their guests to
enter their full name, as well as their ESC or District
abbreviation, for any Zoom meeting they connect to. This
helps make sure that no one is admitted from a Zoom
waiting room that should not be.
Zoom administrators can force all of their users to use
passwords for scheduled & instant meetings. There are
several password settings, and it is suggested you turn
them all on & lock them. This can be found under
Admin>Account Management>Account Settings. To hard
set, make sure you click the padlock icon to lock the setting
for all.
11
Zoom administrators can force all of their users to use a
waiting room. This can be found under Admin>Account
Management>Account Settings. To hard set make sure you
click the padlock icon to lock the setting for all. Also
recommend to your host they assign someone to moderate
that meeting room, so that folks are not admitted that
should not be.
Zoom administrators should disable & lock “Far End Camera
Control”, under Admin>Account Management>Account
Settings>In Meeting (advanced).
Zoom Security Recommendations for Admins-continued
Zoom Security Recommendations for Admins-continued
12
Zoom administrators can disable “Join before host” for all, and
lock that setting as well.
Zoom administrators can lock screen sharing down to where just
the host can share.
13
Zoom Meeting Security Options
14
Teams and Skype
15
•
Use the “Chat Pinning” tool to ensure you are chatting with the
correct recipients.
•
Understand that chat, channel, and files data are retained forever
unless the system admin has actively modified retention policies.
•
On recurring meetings, always check to ensure one-time attendees
are not included in subsequent meetings or meeting chat threads.
•
Do not list personal information, such as location, phone number,
or date of birth on your Skype profile.
https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/DIR%20Virtual%20Collaboration%20Tools%20Security%20Tips.pdf
Webex
16
•
Schedule “Unlisted” meetings and hide specific details, such as its
host, topic, and starting time.
•
Do not allow attendees to “Join Before Host.”
•
Set up each meeting to require all attendees to enter a password.
•
Create a unique password comprised of upper, lower case,
numbers, and special characters for each meeting.
•
Exclude the meeting password from attendee email invitations.
Provide the password to attendees via a separate email or by
phone.
https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/DIR%20Virtual%20Collaboration%20Tools%20Security%20Tips.pdf
GoToMeeting
17
•
Use the “Attendee List” pane to view all meeting attendees,
change their presenter rights, or revoke attendee privileges.
•
When sharing content select “Show Only” to share the desired
information from your computer. This selection will show an
animated gray frame indicating what attendees will see if selected.
•
Require attendees who join via telephone to enter their Audio PIN.
This gives the organizer audio controls for each participant.
•
If users did not enter their audio PIN, right-click the person's name
and select “Send Audio PIN”.
https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/DIR%20Virtual%20Collaboration%20Tools%20Security%20Tips.pdf
Security References for Additional Solutions
18
Adobe Connect:
https://helpx.adobe.com/adobe-
connect/installconfigure/security-tips-resources.html
Blackboard Collaborate:
https://help.blackboard.com/Learn/Administrator/Hosting/Securi
ty/Secure_Configuration_Checklist
Google Meet:
https://www.blog.google/outreach-
initiatives/education/meet-for-edu/
Resources for Securing Virtual Meetings
19
Zoom for K-12 Schools & Districts Privacy Policy
Best Practices for Securing Your Virtual Classroom
FERPA and Virtual Learning During COVID-19
Open Meeting Resource from DIR
K-12 Remote Learning Checklist: Securing Data in a Remote Learning Environment
Additional Resources
20
Texas Education Agency (TEA)
https://tea.texas.gov/texas-schools/safe-and-healthy-schools/coronavirus-
covid-19-support-and-guidance
Texas Department of Information Resources (DIR)
https://dir.texas.gov/View-Resources/Pages/Content.aspx?id=69
Consortium of School Networking (COSN)
https://www.cosn.org/sites/default/files/COVID-
19%20%26%20Cybersecurity%20-%20Member%20Exclusive.pdf
Questions regarding HB 3834
21
Texas DIR website:
https://dir.texas.gov/View-About-DIR/Information-
Security/Pages/Content.aspx?id=154#completion
HB 3834 Questions:
TXTrainingCert@dir.texas.gov
22
Questions?
Thank you!
Ensure the security of your virtual meetings by following best practices to mitigate threats like teleconference hijacking. Consider tools like Zoom, Skype, Webex, and others to host secure meetings. Avoid making meetings public, manage screen-sharing options, use waiting rooms, validate participant lists, limit presenters, and disable unnecessary features like file sharing. Stay vigilant to maintain data security and compliance with company policies.
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Presentation Transcript
Cybersecurity Tips and Tools Virtual Meeting Security Considerations
Texas Gateway https://www.texasgateway.org/ Cybersecurity Tips and Tools 2
How to secure your virtual meetings from uninvited guests HBR Staff/Tim Robberts/Getty Images 3
Virtual Meeting Security Considerations Every LEA should make the decision on what meeting tool to use based on their level of comfort with the security within the tool. Vulnerabilities and security exposures exist in software which is why it is critical to take proper precautions and protect your end-users ensuring you are following best practices so that your meetings remain secure. 4
Tools Available to Host Virtual Meetings Zoom Skype and Teams Webex GoToMeeting Adobe Connect Blackboard Collaborate Google Meet 5
How to Secure Virtual Meetings The following steps can be taken to mitigate teleconference hijacking threats: Do not make meetings or classrooms public. Do not share a link to a teleconference or classroom on an unrestricted publicly available social media post. Provide the link directly to specific people. Manage screensharing options. https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing- and-online-classroom-hijacking-during-covid-19-pandemic https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837 30407 6
How to Secure Virtual Meetingscontinued Use a waiting room to manage participants joining prior to the host or rejoining after leaving the meeting; validate the participant list against invited attendees. Limit who can join meetings as a presenter; enable only specific individuals to help co-host the meeting. Keep in mind, data security and compliance with applicable company policies must still be maintained. https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing- and-online-classroom-hijacking-during-covid-19-pandemic https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837 30407 7
How to Secure Virtual Meetingscontinued Disable file sharing, if possible; If you must share files, note that the Microsoft cloud storage service is fully FERPA compliant. Mute participants who do not need to speak. Do not record the meeting unless it is necessary and be aware that others may be able to record the meeting. https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing- and-online-classroom-hijacking-during-covid-19-pandemic https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837 30407 8
How to Secure Virtual Meetingscontinued Before sharing your screen, close unused windows to ensure you do not share sensitive or confidential information. Use a privacy shield or cover over your webcam when it is not in use. Ensure users are using the updated version of remote access/meeting applications. Lastly, ensure that your organization s telework policy or guide addresses requirements for physical and information security. https://www.fbi.gov/contact-us/field-offices/boston/news/press-releases/fbi-warns-of-teleconferencing- and-online-classroom-hijacking-during-covid-19-pandemic https://www.askit.ttu.edu/portal/app/portlets/results/viewsolution.jsp?guest=1&solutionid=2003211837 30407 9
Zoom Security Recommendations for Admins Zoom administrators should ask all users & their guests to enter their full name, as well as their ESC or District abbreviation, for any Zoom meeting they connect to. This helps make sure that no one is admitted from a Zoom waiting room that should not be. Zoom administrators can force all of their users to use passwords for scheduled & instant meetings. There are several password settings, and it is suggested you turn them all on & lock them. This can be found under Admin>Account Management>Account Settings. To hard set, make sure you click the padlock icon to lock the setting for all. 10
Zoom Security Recommendations for Admins-continued Zoom administrators can force all of their users to use a waiting room. This can be found under Admin>Account Management>Account Settings. To hard set make sure you click the padlock icon to lock the setting for all. Also recommend to your host they assign someone to moderate that meeting room, so that folks are not admitted that should not be. Zoom administrators should disable & lock Far End Camera Control , under Admin>Account Management>Account Settings>In Meeting (advanced). 11
Zoom Security Recommendations for Admins-continued Zoom administrators can disable Join before host for all, and lock that setting as well. Zoom administrators can lock screen sharing down to where just the host can share. 12
Teams and Skype Use the Chat Pinning tool to ensure you are chatting with the correct recipients. Understand that chat, channel, and files data are retained forever unless the system admin has actively modified retention policies. On recurring meetings, always check to ensure one-time attendees are not included in subsequent meetings or meeting chat threads. Do not list personal information, such as location, phone number, or date of birth on your Skype profile. https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/DIR%20Virtual%20Collaboration%20Tools%20Security%20Tips.pdf 15
Webex Schedule Unlisted meetings and hide specific details, such as its host, topic, and starting time. Do not allow attendees to Join Before Host. Set up each meeting to require all attendees to enter a password. Create a unique password comprised of upper, lower case, numbers, and special characters for each meeting. Exclude the meeting password from attendee email invitations. Provide the password to attendees via a separate email or by phone. https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/DIR%20Virtual%20Collaboration%20Tools%20Security%20Tips.pdf 16
GoToMeeting Use the Attendee List pane to view all meeting attendees, change their presenter rights, or revoke attendee privileges. When sharing content select Show Only to share the desired information from your computer. This selection will show an animated gray frame indicating what attendees will see if selected. Require attendees who join via telephone to enter their Audio PIN. This gives the organizer audio controls for each participant. If users did not enter their audio PIN, right-click the person's name and select Send Audio PIN . https://pubext.dir.texas.gov/portal/internal/resources/DocumentLibrary/DIR%20Virtual%20Collaboration%20Tools%20Security%20Tips.pdf 17
Security References for Additional Solutions Adobe Connect: https://helpx.adobe.com/adobe- connect/installconfigure/security-tips-resources.html Blackboard Collaborate: https://help.blackboard.com/Learn/Administrator/Hosting/Securi ty/Secure_Configuration_Checklist Google Meet: https://www.blog.google/outreach- initiatives/education/meet-for-edu/ 18
Resources for Securing Virtual Meetings Zoom for K-12 Schools & Districts Privacy Policy Best Practices for Securing Your Virtual Classroom FERPA and Virtual Learning During COVID-19 Open Meeting Resource from DIR K-12 REMOTE LEARNING CHECKLIST: SECURING DATA IN A REMOTE LEARNING ENVIRONMENT 19
Additional Resources Texas Education Agency (TEA) https://tea.texas.gov/texas-schools/safe-and-healthy-schools/coronavirus- covid-19-support-and-guidance Texas Department of Information Resources (DIR) https://dir.texas.gov/View-Resources/Pages/Content.aspx?id=69 Consortium of School Networking (COSN) https://www.cosn.org/sites/default/files/COVID- 19%20%26%20Cybersecurity%20-%20Member%20Exclusive.pdf 20
Questions regarding HB 3834 Texas DIR website: https://dir.texas.gov/View-About-DIR/Information- Security/Pages/Content.aspx?id=154#completion HB 3834 Questions: TXTrainingCert@dir.texas.gov 21
Questions? 22
