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How can you keep group presentations secure and protect sensitive information?

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Group presentations are a common and effective way to showcase your ideas, collaborate with others, and engage your audience. However, they also pose some challenges when it comes to security and privacy. How can you ensure that your group presentation is protected from unauthorized access, tampering, or leakage of sensitive information? Here are some tips to help you keep your group presentations secure and safe.

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1 Choose a reliable platform

The first step to secure your group presentation is to choose a platform that offers strong encryption, authentication, and access control features. Encryption means that your data is scrambled and unreadable by anyone who does not have the key to decrypt it. Authentication means that you and your group members can verify your identities and log in securely. Access control means that you can set permissions and roles for who can view, edit, or share your presentation. Some examples of platforms that provide these features are Google Slides, Microsoft PowerPoint, and Prezi.

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Steven Swami

Founder@SkillPrep | Learning and Development, Study Abroad
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In managing the security of group presentations and protecting sensitive information, choosing reliable platforms is essential. From my experience, platforms like Zoom and Microsoft Teams have proven effective. These offer robust security features like end-to-end encryption, password-protected meetings, and controlled sharing options. Zoom, particularly with its enhanced security updates, allows for secure communication and information sharing. Microsoft Teams, integrated with Office 365, not only ensures secure data handling but also provides seamless collaboration tools. It’s important to regularly update these platforms and be aware of their privacy settings to maximize security.

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Tony Mackevicius

Global Leader | Co-Founder | Advisor | Innovator in Data Monetization, Data Protection & Quantum-Resistant Cryptography | Sustainable IT Advocate
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One additional thing to consider is using watermarking software to help track any leak. Most presentation leaks can be managed with good software and training.

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Chris Ryan Cayas, CLSSGB

Head of Human Resources and Training
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Ensuring the security of group presentations and protecting sensitive information is crucial in maintaining confidentiality and unauthorized access. In my practice, the 2 things I do, are to make sure to number 1, limit or control the access to the material. It's essential to give access to the person who needs it. Second is to do offline viewing or in-person meetings especially if the confidentiality of the topic is of utmost priority.

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Kushan Chowdhury, PhD

Postdoctoral Scholar @ UCLA | PhD in Biochemistry & Molecular Biology
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Another consideration is to employ a virtual private network (VPN) when accessing your presentation platform to obscure your location and encrypt data transmission. Most often we see this to be the practice and adds an additional layer of protection.

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2 Use strong passwords and two-factor authentication

The second step to secure your group presentation is to use strong passwords and two-factor authentication (2FA) for your accounts and devices. A strong password is one that is long, complex, and unique. It should not contain any personal or common information, such as your name, birthday, or favorite movie. 2FA is an extra layer of security that requires you to enter a code or a token that is sent to your phone or email after entering your password. This way, even if someone steals or guesses your password, they cannot access your account without the second factor.

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Kushan Chowdhury, PhD

Postdoctoral Scholar @ UCLA | PhD in Biochemistry & Molecular Biology
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Implementing a password manager like Duo or Microsoft Authenticator with a built-in random password generator to ensure each account associated with the presentation has a strong, unique password.

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Syed Saifullah

Senior Environmental Health Safety officer At Arco Eletro Mechanical UAE
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To secure group presentations and protect sensitive information: 1. Limit access and use secure sharing platforms. 2. Password-protect and encrypt presentation files. 3. Avoid public Wi-Fi, train presenters, and use virtual rooms. 4. Monitor and control attendees during online presentations. 5. Clear screens of sensitive information before and after the presentation.

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3 Share your presentation wisely

The third step to secure your group presentation is to share it wisely with your intended audience. You should avoid sending your presentation as an attachment via email or messaging apps, as these can be intercepted, hacked, or forwarded without your consent. Instead, you should use a platform that allows you to share your presentation as a link with a password or a time limit. You can also enable the option to prevent downloading or copying of your presentation. Additionally, you should inform your audience about the confidentiality and sensitivity of your presentation and ask them not to record, screenshot, or share it without permission.

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Kushan Chowdhury, PhD

Postdoctoral Scholar @ UCLA | PhD in Biochemistry & Molecular Biology
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Agree with the earlier suggestion on the use of digital watermarking on your presentation slides to trace unauthorized sharing or copying.

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4 Backup and delete your presentation

The fourth step to secure your group presentation is to backup and delete your presentation after you are done with it. Backing up your presentation means that you have a copy of it in case something happens to the original, such as a technical glitch, a loss of device, or a cyberattack. You can backup your presentation on a cloud service, an external hard drive, or a USB flash drive. Deleting your presentation means that you remove it from your device and any platforms that you used to create or share it. This way, you reduce the risk of exposing your presentation to unauthorized parties or compromising your data.

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Kushan Chowdhury, PhD

Postdoctoral Scholar @ UCLA | PhD in Biochemistry & Molecular Biology
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Automate the backup and deletion process through scripts or software that trigger at predetermined intervals or after specific events. Although not a big fan of this since more often than not, in this hybrid generation most of us are on a secure server and working on the same document together. This is not a top priority for the sake of work convenience.

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5 Update your software and antivirus

The fifth step to secure your group presentation is to update your software and antivirus regularly. Updating your software means that you have the latest version of the platform that you use for your presentation, as well as any other applications or programs that you need. Updating your antivirus means that you have the most up-to-date protection against viruses, malware, and other threats that can infect your device and compromise your presentation. You should check for updates frequently and install them as soon as possible.

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Kushan Chowdhury, PhD

Postdoctoral Scholar @ UCLA | PhD in Biochemistry & Molecular Biology
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Setting up a dedicated, isolated computer or virtual machine solely for presentation purposes, ensuring it remains clean and highly secure.

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6 Educate yourself and your group members

The sixth and final step to secure your group presentation is to educate yourself and your group members about the best practices and the potential risks of online security and privacy. You should learn about the common types of cyberattacks, such as phishing, ransomware, and denial-of-service, and how to prevent and respond to them. You should also familiarize yourself with the policies and regulations that apply to your presentation, such as the General Data Protection Regulation (GDPR) or the Health Insurance Portability and Accountability Act (HIPAA). You should communicate and coordinate with your group members about the security measures that you will take and the responsibilities that you will share.

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Kushan Chowdhury, PhD

Postdoctoral Scholar @ UCLA | PhD in Biochemistry & Molecular Biology
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Organize regular "cybersecurity drills" where team members attempt to identify and report simulated phishing attempts or security risks.

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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?

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How can you keep group presentations secure and protect sensitive information?

1

2

3

4

5

6

7

1 Choose a reliable platform

2 Use strong passwords and two-factor authentication

3 Share your presentation wisely

4 Backup and delete your presentation

5 Update your software and antivirus

6 Educate yourself and your group members

7 Here’s what else to consider

Presentations

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How can you keep group presentations secure and protect sensitive information?

1

2

3

4

5

6

7

1 Choose a reliable platform

2 Use strong passwords and two-factor authentication

3 Share your presentation wisely

4 Backup and delete your presentation

5 Update your software and antivirus

6 Educate yourself and your group members

7 Here’s what else to consider

Presentations

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