Secure Video Conferencing
Executive Summary
During the past years, the majority of the companies are using video conferencing while business executives are being engaged in at least one video call every week. Therefore, it is more essential than ever to guarantee that conferencing solutions are safe, especially when they are transmitting sensitive and confidential information (Cisco, 2009). As organizations seek for more innovative and fresh methods to make employees more productive, the necessity to enhance video safety is also increasing since unified communication, as well as video cooperation, are dramatically overtaking the convention face-to-face conferencing. To move companies forward, it is imperative to examine some alternative of video conferencing while examining their advantages and disadvantages.
Three products have been identified to meet the needs of the organization. Each of these products provides video conferencing depending on the characteristics supplied (Cisco, 2009). For instance, GoToMeeting, Skype, and Cisco WebEx provide file sharing as well as messaging capabilities and free voice calling. It is also imperative to incorporate best practices when deploying safe solution for video conferencing.
Functional Requirements for Videoconferencing
Videoconferencing is a modern technology that enables individuals who are geographically apart to communicate, share files and have a social conversation. The technology comes in different forms such as recording, audio, video, chat, presence notification, and polling. Further, most on these systems have additional features such as encryption. Nevertheless, most of these videoconferencing systems are prone to security threats such as snooping. Videoconferencing systems are normally simple web-based system that needs little or no additional software to function. Therefore, the systems can be available a minimal or no cost at all. However, some sophisticated and high-end system can cost an organization thousands of dollars.
Function requirements refer to what should be done by the hardware of software systems. In our situation, the organization need a safe video messaging platform (Citrix, 2011). Some of the functional requirements that are needed include 247 accessibility, HD video calling, safe messaging, screen sharing capacities, personal and group chats, and data encryption capabilities (Cisco, 2009). Since our organization is gradually expanding, we need a videoconferencing system that can host large meetings, sharing of files, and the ability to deny or allow recording videoconferencing.
Skype
Skype is one of the videoconferencing systems that enable people to make free video calls to other people. The system also contains other features that allow fire sharing and instant messaging. The application is known to be adaptive and intuitive. One of the greatest benefits of using this application is that it can place free calls and send email regardless of the location since it requires an internet connection to enable communications. Businesspeople who are geographically dispersed can share ideas and information easily. The system has its share of advantages and disadvantages. One of its advantages is that skype offers its users with screen sharing choices for various users. Essentially, screen sharing possibilities allows global conferences and sales presentation to be conducted (Cisco, 2009). Every person can see that is shared separately. This provides excellent methods of conducting conversations, establishing customized effective, and creating an outstanding way of conveying data. With a skype application, it is possible to include more than 250 persons to a conference. Another advantage is that a Skype can be easily installed since it involves downloading the application and it configures itself in the users’ system. Skype is owned by Microsoft hence integrated with office applications. Consequently, employees are not required to acquire fresh software (Citrix, 2011). Skype is also safe, as the company has taken safety precautions to ensure the confidentiality of communications.
Despite its numerous advantages, Skype also has some disadvantages. For one to connect to the Skype data connection is needed. Although, internet connection may not a big issue for our organization, it an issue worth noting. It is critical to note that a substantial part of the world has no internet, making it difficult for individuals in these regions to use Skype. Another disadvantage is that Skype does not provide language conversation services. Even though it supports different nations, it cannot support the language barrier(Cisco, 2009). A communication that lacks face-to-face conversations can miss important nonverbal communication cues. Just like any other online communication, Skype communications can be interrupted. This is can be a great problem, especially when the company is discussing important issues such as intellectual property.
A critical vulnerability in Skype may allow crash of the systems as well as code execution by attackers. The flaw is listed as Common Vulnerabilities and Exposure (CVE) -2017-9948. The flaws are considered hazardous since they can be performed by both remote and local attackers without interrupting the victims’ account.
Web EX
WebEx refers to a complete pre-conference planning and post-conference sequel solution for voice over IP (VOIP) delivery. The system integrates data, video, and audio to create an online meeting that stimulates face-to-face conversations (Cisco, 2011). This video conferencing system supports Mac, Windows, and Linux. Additionally, it also supports Blackberry, iPad, iPhone, and Android operating systems. The system also promotes the integration of office products with available plugins. One of the greatest advantages of WebEx is that provides high-quality services with an unrestricted number of conferences, file sharing capabilities, free mobile applications, screen sharing capabilities, and instant messages. Another benefit of using this platform is that offers “Software-as-a-Service”. Cisco retains, host, and upgrades its applications on its infrastructure. The user only thing that a user needs to have an internet connection and a web browser (Narayan, 2014). A company does not have a huge investment since Saas provides the capacity to develop a collaborative technique).
One of its disadvantages is that WebEx needs certain products for it to be implemented. The products can be expensive since many of the available products range from $49. Another con of using this system is that the media format used to play previously recorded meeting is in patented formats making it difficult to share them. Although Cisco gives extra features such as an event centre, training centre, and support centre in WebEx, they offer different products, which cause them to raise costs.
Go to Meeting
Go to Meeting is a simple web conference loaded with universal features, making it important for individuals with global needs (Narayan, 2014). The videoconferencing system is an extraordinary solution for an organization that have outgrown tools for internet entry. One of the greatest advantages of this system is that users can simultaneously view on screen and share information. Additionally, the users can control the device that is used for conferencing. Go to Meeting can allow up to 1000 internet activities to be performed. However, the implementation of Go to Meeting can be extremely expensive which can cost up to $50 per month. In case a toll-free service is needed, the company will need to incur more costs. Currently, the system does not support Linux hence not fit for all organizations.
Implementation Challenges
Everything valuable has its challenges. A company should have in mind that every implementation made has its setbacks. While implementing a new videoconferencing system in a company, it is advisable to identify the challenges early and find ways of implementing solutions that will assure the success of the transition (Cisco, 2011). Investigating the challenges of implementation of every videoconferencing solution helps to understand what a company can tolerate as well as the solutions to acquire.
Skype
Despite providing the business with essential tools, the application is involved with challenges, which include:
End-user experience:
Despite the skype being user friendly, its supplication differs from what the workforce does. Therefore, the workforce should be trained and tested to be conversant with the application.
Call Quality
When functions have cooperated, they are likely to affect bandwidth. Consequently, people sending files, taking video, and messaging at the same time may cause delays of one or more functions. Therefore, the company is required to update the network bandwidth provision so that it can be able to accommodate the expansion.
Price Tag
Microsoft skype for businesses has emerged to dominate the market in terms of videoconferencing with industry-leading platforms. However, this comes with a heavy cost, which includes high deployment and operational expenses.
Go to Meeting
Zoom despite been a videoconferencing solution, it has various challenges as listed below. Firstly, recording editing may require robust tools for editing a recorded audio or video before it is exported. Secondly, there lacks a real-time document that shares the feature. Besides, team visibility and conference may be a helpful option (Citrix, 2011). Thirdly, user experience in scheduling; for instance, when a person wants to export a google calendar, he needs experience so that he may not open the wrong calendar. Additionally, airtime recording does not cut out muted segments automatically with only a single participant in recordings. Further, it can create a direct integration with the CRM tools hence work as an extension.
Cisco WebEx
The solution is grounded on the principle of making it easier for individuals to be heard and seen even when they are miles apart. However, despite its effectiveness in videoconferencing, it comes with various challenges. The challenges involved include; integrations as being separate downloads. Also, they are premium-priced apart from the stripped-down free meeting service. Further, it is challenged with proprietary formats for meeting recordings and media sharing. Preliminary downloads also require administrator privileges. Other challenges include the products of the support centre, event centre, and training centre is separate from the WebEx meetings.
Vendor risks
While using any form of videoconferencing solutions, the company should be knowledgeable and considerable of the potential risks and threats. Therefore, before adopting any of the solutions, the security needs must be addressed first and accordingly. The security needs areas listed. First, only invited and legitimate participants to participate and schedule in online sessions. It helps to prevent any unauthorized user from accessing the solution. Secondly, the security needs will ensure that the company assets will be safe hence preventing any compromise of the private network and the computer systems. Thirdly, the company should prioritize the protection of the privacy and integrity of the information shared such as emails, instant and text messages, and screening sharing. Additionally, the IT team to manage and monitor all service accounts. More importantly, the company should make sure that only the users have access to reporting tools and configure account features.
Best Practices to Secure Videoconferencing
Having a successful videoconferencing system signifies securing systems by embracing international standard best practices. Technology has become more apparent, but with video conferencing, individuals can only see what camera shows and only hear what is coming from the speakers or microphone. Essentially, the initiator of the videoconference can adjust the environment to meet their needs. However, remote persons have no opportunity to do the same. One of the best practices is to ensure security consciences. Our company need to ensure a secure setting to engage in videoconferencing. Additionally, there should be a document containing the procedures and policies with which participants should abide especially when using BYOD in the conference room.
Another best practice is creating video security awareness. All employees of the company should be provided with adequate skills regarding videoconferencing since inadequate knowledge about the functionality of the system can lead to security issues. It is also imperative to have adequate fixes and patches. All videoconference systems patches should be executed by the vendor and there should be upgrades to the software to support key security system such as encryption to prevent a breach of information.
It is also critical to ensure that video conferencing rooms are well designed and the network well configured. Essentially, a network security policy should be developed to determine all outgoing packets and incoming packets within the network. Additionally, video participants should be well authenticated and identified. The entire user’s password must also be authenticated using a multifactor system.
System Integrity Checks
Because our organization has implemented a successful videoconferencing system, there is a necessity to perform a system integrity check. Fundamentally, system integrity checks are important for any company that implements video conferencing since it assist to attain and maintain top-level security of Integrity, Confidentiality, and Available. A system integrity check helps to determine the integrity of a system while assisting to understand whether the data in the systems are compromised or not. The check also helps to determine whether file protection has been performed to prevent writing to media. File protection may be physical protection whereby storage media systems are protected. File protection can be done by using computer privileges and commands. In other words, a file owner may create file permission levels to some people as write-only and others read-only.
System integrity checks can also be hardware or software can be achieved by screening the file of the operating system to identify the changes that have been made. All system threats relating to videoconferencing should be prevented if the system integrity checks are enforced. For the systems to meet the integrity requirements, it is essential to embrace a process of developing requirements, certifying systems, and performing system testing.
After a critical examination of the functional requirement in regards to secure videoconferencing, it is clear that our requirements ensures improved security and support the growth of the company. Adopting video conferencing systems will reduce the cost of meetings and travel significantly, while also ensuring that security with the organization is upheld. I will recommend that the organization should adopt Cisco WebEx since it provides systems as Saas, which is an advantage over the other videoconferencing systems. Additionally, the Cisco Company has a good customer service compared to other video conferencing systems.
References
Cisco. (2009). Why WebEx? Discover the benefits of real-time web collaboration in your organization. Retrieved December 19, 2017, from https://www.cisco.com/c/dam/en_us/solutions/industries/docs/gov/wp_whywebex_1009.pdf
Cisco. (2017, July). Cisco WebEx Browser extension remote code execution VulnerabilityRetrieved December 15, 2017, from https://tools.cisco.com/security/center/content/CiscoSecurityAdvisory/cisco-sa-20170717-webex
Narayan, K. (2014, October 10). In Plain Sight: How Cyber Criminals Exfiltrate Data via Video. Retrieved December 19, 2017, from https://www.darkreading.com/attacks-breaches/in-plain-sight-how-cyber-criminals-exfiltrate-data-via-video-/a/d-id/1316725?piddl_msgorder=asc
Citrix. (2011). GoToMeeting Corporate Administrator Guide. Retrieved December 19, 2017, from http://assets.ngin.com/attachments/document/0018/9331/GoToMeeting_Administrator_Guide.pdf