Conference Call Security Best Practices
If you’re presenting or sharing sensitive business data, then you care about the security of your conference calls. Even if you are not presenting or sharing sensitive business data, you probably want to keep your audio conference calls free from eavesdroppers, even if it’s someone at your own organization that hopped on your call by accident.
How secure are audio conference calls?
How secure are audio conferencing calls? Well, the short answer is, “it depends.”
It depends because there are numerous ways in which an unwanted user could access a conference call. It also depends on the security level of conference call provider you choose and how many precautions have been put into place.
More often than not when it comes to conference call security, you “get what you pay for,” leaving many using free or ultra-low cost conferencing services vulnerable to attacks and even hacks.
Before you sign-up for a new conference call service (or if you’re already committed) here’s some best practices for conference call security:
1. Use a Discreet Meeting Name
This has little to do with your conferencing system, but it’s the first step in conference call security. Be careful how your name your most important and sensitive meetings.
If your conferencing system (or calendar) was ever breached, this would be a very easy way for an intruder to know where to listen-in first. Ensure your first line of defense by using discreet meeting names.
2. Use Complex Passwords or Reservationless Conferencing
When it comes to stopping unwanted guests on your conference calls, the best thing you can do is ensure your passwords are safe. The best way to do this is to ensure your conferencing system is using complex passwords or better yet has reservationless conferencing functionality to throws out pin codes altogether.
Not all conference calling providers offer this, but those like ZipDx that do provide this functionality are amongst the most secure on the market. They’re also convenient.
I mean, who wants to deal with passwords anyways. Do you really want to remember another one? I didn’t think so.
3. Do Not Share Pin Codes or Passwords Via Email
You want everyone to be on time to your conference call, but in business that doesn’t always happen. So, when someone is running late for a call, it’s almost second nature to email them the conference call details. But what if they get hacked?
Similarly, the new girl in marketing hasn’t gotten her credentials for the conferencing system yet and you feel bad, so you decide to give her your credentials so she can use the conferencing system instead. How do you know she’s going to keep them safe?
In order to ensure your calls are secure and free and clear of unwanted parties, never share or send your passwords via email. Email breaches are all too common and an easy way for hackers to get info on other systems.
4. Use “Roll Call” Functionality to Verify Users
One of the fears surrounding conference calls is that there’s someone “lurking in the background” unbeknownst to the host (and participants). While this scenario sounds as scary as the boogie man, in reality, you can ease this concern by using “Roll Call” functionality.
With Roll Call functionality, the system is setup to announce users as they join the call by prompting them. when they dial in to record their name, organization or any other particular details. This results in the “ding,” followed by a recorded introduction from the joining party, that many of us are familiar with at the start of conference calls.
Implementing this functionality provides reinforcement that the right people – at the right time – are on the conference line.
5. Use Online Dashboard to Monitor Who’s on Call
You may think that with all of these precautions in place, there wouldn’t be a need for any more. Unfortunately, it is possible for an unwanted party to still find their way into your conference call.
Thankfully, many audio conferencing platforms such as ZipDX provide hosts with a robust online dashboard that allow for complete control of the conference call – including showing the details of who is on the call and providing a way to remove them from it if they shouldn’t be on it.
This is often the last line in defense in securing a conference call before it’s too late.
6. Review the Conference Call Recap Afterwards
It goes without saying that despite these best practices being in place, your call could still get breached without you knowing it. This is why it’s important to review the conference call digest, log or recap that can be sent to the conference call host after the completion of the call.
This recap details the pertinent details of the call – who was on the line, the number they dialed-in from. It may even include a detailed recording or transcript of the call. If your conference call was compromised, you might see unknown users or phone numbers, enabling you to get a head start on minimizing the potential damage that may happen as a result of unwanted parties listening-in.
When it comes to conference calls, you can never be too safe or too secure. That’s why at ZipDX, we provide a highly secure audio conferencing platform that uses our patented Identity Conferencing System to ensure only invited parties make it onto the call. Using the ZipDX and the Identity Conferencing System is a great first step toward secure conference calls, but implementing the best practices above will help ensure your calls are as secure as possible.
Do you have further suggestions for secure conferencing best practices or questions about ZipDX features? Email ideas@ZipDX.com.