KI 0982 Secure behavior in digital meetings
- It is important to familiarize yourself with the software and the functions that exists with invitations and managing of the meetings.
- If you distribute the link to the meeting in open channels, on websites, in social media etc., the meeting would categorize as open and anyone will have the opportunity to join. You should then consider other control measures, for instance waiting room/lobby.
- While the meeting is in session, the meeting leader/admin should pay attention to who is participating in the meeting.
- Generally speaking, use netiquette in meetings as well. Do not open links if you are not sure who the sender is.
- If meetings are streamed or recorded: Remember to inform the participants about this. If the stream and recording is published anywhere, the participants must give consent.
- Remember to keep the software used for meetings updated. If you have a PC or Mac installed by UiB, you'll get the updates automatically. If you installed Zoom privately, it is important that you keep the program updated. Use the function "Check for updates" under the profile menu.
Teams:
- Anyone with the link and within the correct organization can enter the meeting. All others will be directed to the "lobby" and must be admitted by one of the participants (presenters) in the meeting. What constitutes the "correct organization" is determined by you through the meeting settings:
- The meeting starts and ends independently of the organizer. The meeting begins when the first participant enters the meeting (using the link from the invitation) and ends when the last participant leaves the meeting. Participants can re-enter at any time and "restart" the meeting.
- The chat for the meeting is open to all who are participating in or have been invited to the meeting, even after they have left the meeting and after the meeting has ended.
- You should familiarize yourself with the roles that participants can have in Teams meetings and the rights associated with each role.
- If it's particularly important to prevent unauthorized access: Be aware that colleagues within UiB who have the meeting link can enter the meeting. Pay close attention to who is present in the meeting at all times.
Specific to Zoom:
- In the meeting settings, you choose whether participants need to go through the "waiting room" and be admitted to the meeting, or if they can enter directly.
- Use the waiting room if you want to control which participants enter the meeting. In the meeting settings, you also choose whether it's possible to join the meeting before the host ("Join before host"). We recommend not using "join before host."
- We recommend using a unique (generated) ID for each meeting, not a "personal meeting ID."
- It is mandatory to use a password for the meeting. This makes it more difficult for outsiders to enter the meeting by guessing the meeting ID. At the same time, it's simple for those who have received an invitation (the password is included in the invitation and doesn't need to be typed in, etc.).