How can you ensure secure file sharing during video conferences?

2 Verify Identities

To maintain a secure environment, it's crucial to verify the identity of all participants in a video conference. Use a platform that requires strong authentication methods, such as two-factor authentication (2FA), where users must provide two different types of evidence to verify their identity. This could include something they know (like a password), something they have (like a mobile device), or something they are (like a fingerprint). This step significantly reduces the risk of unauthorized individuals gaining access to shared files.

3 Control Access

Control who has access to the files you share by using the permission settings available on your video conferencing platform. Assign roles to participants, such as viewer, commenter, or editor, based on their need to interact with the file. By restricting editing rights, you can prevent unauthorized alterations to your documents. Additionally, consider setting expiration dates for shared links to limit access to the files once the conference is over.

4 Monitor Activity

Keep an eye on file activity during and after the video conference. Many platforms offer audit logs that track who accessed which files and when. Monitoring these logs can help you spot any unusual activity, such as an unauthorized user attempting to access a file. If your platform allows, set up real-time alerts to notify you of any suspicious actions, enabling you to respond promptly and secure your data.

5 Secure Networks

Advise participants to connect to the video conference using a secure network. Public Wi-Fi networks are notoriously insecure and can be hotspots for cybercriminals looking to intercept data. Encourage the use of Virtual Private Networks (VPNs), which create a secure tunnel for data transmission and add an extra layer of security. Remind your team to avoid sharing files over unsecured networks at all costs.

6 Plan B

Even with robust security measures in place, it's wise to have a contingency plan for when things go awry. This could involve having a secure backup of all shared files, using an alternative communication method to verify suspicious requests, or even having a protocol for responding to a data breach. By preparing for the worst, you can act swiftly to mitigate any potential damage caused by security lapses during file sharing.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?