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Web Conferencing - Best Practices for Secure WebEx Meetings

This document explains best practices for secure meeting control using WebEx.

Meeting and Access Information for the Host

By following some best practices when you schedule and host meetings, you will help keep your meetings and information secure.

Before and During Meetings

Observing some basic guidelines will help keep both meetings themselves and their content secure. Always remember that if you are the host, you control nearly every aspect of the meeting itself, including when it begins and ends.

  • Do not re-use passwords, and do not use personal or common passwords.
  • In Meeting Center, use the Advanced Scheduler to exclude the meeting password from the invitation email.
  • Schedule the meeting so that participants are not allowed to join before the host.
  • Require attendees to provide their email address when joining meetings.
  • Monitor the list of participants to track who is joining the meeting.
  • Ask unidentified call-in users to identify themselves before continuing the meeting.
  • Request that email invitations are not shared or forward.
  • Limit sharing privileges to a small number of people.
  • Mute everyone upon start up (participants will be able to unmute themselves when needed)

Note: In conjunction with the Intercall contract, the University in partnership with the University of Chicago Medicine has signed an agreement. The University has signed a Business Associate Agreement for Personal Health Information (PHI). This agreement ensures that utilization of WebEx is approved by UCM Security and Legal protecting PHI on behalf of UCM patients and practitioners. For additional information, please submit a request to to learn more.

When can do this
Assign an alternate host Assign an alternate host to start and control the meeting in case you are unable to attend or lose the meeting connection. This can be done when scheduling your meeting through Outlook. This keeps meetings more secure by eliminating the possibility that the host role will be assigned to an unexpected, or unauthorized, attendee.

Restrict available features Limit the available features, such as chat and audio, if you allow attendees to join the meeting before the host. This can be done when using the "Advanced Scheduler" through your WebEx site.

Require registration Block the reuse of registration IDs in Training Center and Event Center. Registration requirements can be done through Outlook or the WebEx portal. This ensures that only those who are invited can join.

Share content Use Share Application instead of Share Desktop so that meeting attendees cannot see what is on your computer desktop.
For more information on how to share documents click here.
Expel participants Remove participants who should not attend or who become unruly.
Within a meeting right click the participants name in the participant panel then click expel.
Restrict meeting access Lock the meeting after it begins to prevent additional attendees from joining. The host can restore access at any time during the meeting.

Assign passwords to recordings Add passwords to meeting recordings before you share them to keep information secure. When you share the recording, recipients must have the password to view it.

Keywords:host, participant, expel, restrict   Doc ID:56010
Owner:Kathy C.Group:University of Chicago
Created:2015-09-08 15:13 CDTUpdated:2017-03-22 18:16 CDT
Sites:University of Chicago, University of Chicago - Sandbox
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