Video conferencing and recording online meetings
Video conferencing has become a key part of staying connected and working together. However, it’s important that you use this technology safely and securely, especially as it continues to rapidly develop.
Below are tips to help you ensure the security of your information, the content you discuss, and the video conference in general.
Video conferencing software
UQ supports Zoom video conferencing software for staff and students.
In addition some areas will also have access to video calling via Microsoft Teams.
Ensure you are using the latest version of the software, as new security features and bug fixes are constantly being released.
For video conferences with UQ staff or affiliates, only use Zoom or Microsoft Teams. If you must have a video conference with someone external to UQ who is unable to use Zoom or Microsoft Teams ensure the software you are using is legitimate, and again that you are using the latest version of the software.
Setting up meeting
Require a password for entry
One of the most effective ways to protect the privacy and security of your video conference is to require a password for people to join. For added security, send the meeting password separately to the meeting invite.
Lock the conference
Many solutions offer the option to lock the conference once it has begun so no one else can join unless you manually allow them.
Configure audio/visual settings
You may want to set default settings to mute participants’ microphones and disable video upon entry, so that users can enable video at their discretion, and enable audio individually when they want.
Use the latest software
If you’re using a web conferencing solution on your personal device, make sure you have the latest software and security updates installed. This will help prevent cybercriminals using weaknesses in software to access your devices.
During the meeting
Only allow invited participants to join the meeting
Be aware of any unidentified conference participants (ask people to identify themselves). Zoom provides the option to set a ‘waiting room’ from which you can allow participants to enter the video conference.
Double-check before you screen-share
Exit all other applications and remove any confidential materials from your computer’s desktop. This helps ensure you don’t get any distracting pop-ups on your screen or accidently share any confidential or embarrassing information while sharing your screen. Consider only sharing the app screen and not your entire desktop.
Be aware of your surroundings
Ensure you do not have any confidential or personal information behind you during the call. Zoom and Teams allow you to set up your own virtual background, so people cannot see what is behind you. Use a private room or headphones if possible. If around others, keep the microphone on mute unless speaking. This helps to ensure conversations aren’t accidently overheard. Note: do not discuss confidential topics around others or in a public location.
Avoid sharing confidential information if you are unsure of what is being recorded
The meeting organiser can often set parameters, such as to record the video conference or save the chat logs. It is important to be cognizant of sharing confidential information in these circumstances, as it may end up saved and/or shared somewhere out of your control.
Recording meetings
Governance and Risk’s Guidance Note on Audio or Video Recording of Work-related Meetings and Discussions provides UQ’s position on audio and video recording of work-related meetings and discussions and provides guidance on the minimum requirements that must be observed by all UQ Staff regarding this matter.
Inform all attendees if you are recording
If you will be recording the event, make sure everyone knows on the call before you start recording.
Be aware that the meeting chat files may also be recorded
Depending on your settings, Zoom may also record the chat files of the meeting, even if you haven’t sent the meeting to be recorded. Note that this includes individual to individual chats you send privately but within the meeting’s chat function.
Store recorded files in an appropriate location
Recording of the meetings should be stored in a secure location, commensurate with the information security classification of the information discussed in the meeting. You don’t want unauthorised users privy to the recording.