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Please use the following Best Practices in order to safely secure a virtual meeting.
- Use pass codes on all your meetings.
- Do not record your meetings - unless there's a good reason to do so. Use this feature with caution. For support on this please email privacy@unbc.ca.
- Do not export your chat logs - but if you do, remember that private messages, that you send or receive from others will be part of the history.
- Lock your meetings when all the expected participants have joined the meeting. Doing so in conjunction with a password protecting your meetings will virtually eliminate "zoom bombing"
- Require people to be authenticated to join meetings
- Do not allow anyone who is not the Host(s) to share screens
- It is possible to create a waiting room, where people who want to enter the meeting must wait until the presenter admits them
- Do not share links publicly
- Consider restricting Chat features, to prevent use of animated GIFs and other similar files, by disabling file transfers
Important Notes regarding recording:
- When recording a meeting or course activities, ensure you are considering whether the value of recording the meeting offsets the privacy risk to the participants.
- Only record if you need to achieve your goals for a meeting or course activity, do not record just in case you may use it.
- If you are recording a meeting, you must follow existing process from the Information Governance Office including recording class protocols and the appropriate collection and management of informed consent before the recording commences.
- If you need help navigating privacy practices when recording, please contact privacy@unbc.ca for support.
Helpful Tips on Recording:
- As a meeting host you will be able to set security settings.
- Users are able to self-manage their own recordings. Recordings can be deleted when needed, in addition the recordings will be automatically deleted 1 year after they were recorded.
- Reminder - Recordings can be saved to your OneDrive.
- Instructors have the option to take that local recording and make it securely available in their learn.unbc.ca MyMedia areas as well. That MyMedia area is the Kaltura media server bc.net/service-catalogue/kaltura.
- Regardless of the recording location the same consent management rules apply.