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Video Conferencing Services Assessment

Popular video conferencing services initial assessment for Public / Internal / Confidential information.

Microsoft Teams is currently on the Services Catalogue and is the preferred solution.

Service Company Public Internal Confidential TPSA* DPIA** Example Use Cases - Key Risks - Key Features - Additional configurations
Teams Microsoft

  • Full integration with the rest of Nexus 365 - Ease of set up from Outlook calendar
    requests - Collaborate on documents directly within the application.
  • Customisable to suit individual teams with users able to create tabs for
    frequently accessed documents or regularly-used cloud services.
  • Integrations with Word, PowerPoint, Excel, OneNote, SharePoint, Power BI, Delve,
    Whiteboard and Planner are all built into Microsoft Teams, allowing users to collaborate on a
    range of files.
  • Recording will be enabled via an automated service request
Lync / Skype

Microsoft

  • Lync has become Skype for Business which is now part of Teams. The concern over
    confidential is as for any sun-setting service where security investment is being
    deprecated.
  • No longer within the scope of Microsoft's ISO 27001 certification.
Zoom  

  • Privacy concerns; caution should be taken when using privacy intrusive features.
    This is reinforced by Open source reporting the ability for Zoom to collect and store personal data (including customer content) and share it with third parties such as adtech. Further advice can be found on Infosec Web pages here:
    https://www.infosec.ox.ac.uk/article/guidelines-for-using-zoom
  • Larger groups or lectures indicate a lower likelihood of discussing Confidential
    information.
  • Configuration Guidance: If you schedule a meeting from the web
    interface, you won’t see the option to disable screen sharing. Instead:
    • Click on “Settings” in the left-hand menu Scroll down to “Screen
      sharing” and under “Who can share?” click “Host Only” Click on
      “Save”
    • Go to “account management > account setting,” find the “waiting
      room” button and turn it on. That way, the host can allow in participants who are
      invited and weed out uninvited guests who will sit in the queue.
    • From a mobile device, you can tap the “MORE (…)” button in the bottom
      right corner and turn off sharing in “Meeting settings.”
Goto
meeting

LogMein

  • Allows users to host an online meeting with up to 250 participants.
  • Can share any application on their computer in real time.
WebEx

Cisco

  • Combines desktop sharing through a web browser with phone conferencing and
    video.
  • Whiteboarding, note-taking, and annotation tools to mark-up documents as you
    share.
Workplace

Facebook

  • Connects everyone in an organization using familiar Facebook features like chat,
    video calling, posts and groups.
  • Broadcast project updates and achievements across the organization or within teams
    by posting to the News Feed.
  • Give real-time feedback via comments and reactions. Run polls, connect with
    colleagues and discover like-minded people in work or interest-based groups
BigBlueButton

  • There are concerns over the service capacity and the ability to provide
    for new users at scale
    .
  • Open-source web collaboration e-learning customisable software.
  • Enables users to conduct web-conferencing and share documents, audio and video
    files for online learning.
  • Whiteboard feature allows presenters to mark valuable topics in the
    presentation.
  • Polling feature engages learners and helps the presenter to receive feedback.
  • Desktop sharing feature extends beyond slides and allows moderators to share their
    screen with the audience.
  • Supports multiple users in a video conference with no cap on numbers of active
    webcams.
Hangouts

Google

  • A group chat platform for teams to communicate via messaging, voice, and
    video.
  • Group chats of up to 250 people, video calls for up to 10 people.
  • Real-time captions & meeting recording function.
  • Guests can join from calendar invites, meeting URL’s, Google meeting rooms
    & third party systems e.g. Skype for Business, Polycom, Cisco.
  • The platform provides a dial-in phone number.
Replay

Panopto

  • University provided lecture capture service.
  • Single Sign On - no need for separate logins into Replay Lecture Capture.
  • Secure access for members of the VLE site only.
  • Lecturers can review, approve and release recordings via the VLE tools.
  • Students view the recordings via the VLE course site.
  • Recordings are hosted in the Panopto cloud. No recordings are stored directly
    within VLE
Team
Viewer

  • A remote support, remote access and online meetings management software.
  • Remote access to office PC from the road.
  • Screen for remote support.
  • Incorporates chat, file transfer and whiteboard tools, plus remote audio and
    video, high-definition VoIP, and session recording technology.
  • Remote control features include remote computer restart, printing and install.
  • Pre-built integrations with Freshdesk, zendesk, Avira, and more
Jabber

Cisco

  • Features include file sharing, call forwarding, desktop sharing, persistent chat,
    active in-call controls, smartwatch compatibility.
  • Members can be added from in-company contact databases or external sources and
    allocated individual permission levels to ensure data protection and security.
  • End-to-end encryption, chat history is securely retained for reference, including
    shared files and participant activity.
  • Members can see live activity indicators of other participants, including
    speaking, sharing screen, muted, and virtual hand raising.
  • Participants can filter through view options to see shared screens and participant
    camera views at the same time or enable single view.
Connect

Adobe

  • Features include customizable branding, team collaboration, engagement analytics,
    remote access, reporting, and document sharing.
  • Speakers can create personalized virtual rooms using images, content, layouts, and
    custom functionalities such as a countdown timer, hands up, and more.
  • Enables administrators to create, edit, and distribute recordings of webinars and
    meetings, as well as automate indexing to help users search for specific content or create
    bookmarks.
  • Instructors can use the solution to create interactive sessions with polls,
    quizzes, chat pods, games, simulations, and more.
  • Attendees can upload or modify content and handle access rights for team
    members
  • Integration with Blackboard LMS, Canvas LMS, Moodle LMS and other services.
Bluejeans  

  • Cloud-based video conferencing service that connects participants across a wide range of devices and conferencing platform
Lifesize  

  • Video and audio telecommunications company in the United States which provides high definition videoconferencing endpoints and accessories, touchscreen conference room phones and a cloud-based video collaboration platform.
Jitsi  

  • Open-source multiplatform voice, videoconferencing and instant messaging applications for the web platform, Windows, Linux, macOS, iOS and Android.
Bigmarker  

  • Browser based online platform for learning and sharing through web conferences and webinars.
Key
Acceptable risk level as determined by TPSA & DPIA Acceptable risk level as determined by TPSA & DPIA
Some residual risk. Exercise caution with this information classification
Not recommended.
Significant Concerns
Yes
No
*TPSA Third Party Security Assessment: Is the service provider compliant with the University baseline or does that supplier have a recognised industry standard or a statutory certification.
**DPIA Data Privacy Impact Assessment: Does the service provider comply with UK legislation such as the Data Protection Act (2018) which implements the General Data Protection Regulations (GDPR). The scoring and residual risks from this assessment will cover all aspects of the act from Privacy to the ability to satisfy Subject Access Requests of any data potentially captured by such services
Service area: 

Written by IT Services. Latest revision 18 May 2020