In web spaces, sensitive information is often shared - companies don't think much about it, even though they need to ensure a secure environment. This can easily be achieved with open-source conferencing solutions like ITISeasy.team - through increased transparency, adaptability, and data sovereignty.
Even as the workforce returns to the office, virtual, cross-location collaboration has become established, and video conferencing tools are now part of everyday work. In these meetings, inherently confidential information is shared, which is relevant to companies' competitiveness: business documents and figures, sales presentations, strategies, or customer data, and general know-how.
The advantages and opportunities that open-source solutions offer for online collaboration within or between companies are also explained in more detail in specialist articles published by the ap-verlag and on midrange.de.
Online Meetings: Secure, Please!
Companies should not casually disclose sensitive information in their conference tools, otherwise they might as well conduct meetings publicly. Often, there is a lack of awareness here, and people use the tools that are most convenient. However, companies are now legally obligated to ensure the security of their communication, and employees also expect confidentiality. Data leaks or security incidents can occur quickly, and the resulting damage is not easy to repair. Especially the solutions of major providers are hosted on servers in the USA, where different data protection regulations apply - in some cases, sessions may even be recorded, an absolute no-go!
The following factors are crucial for the security of online meetings:
- Companies must ensure that only authorized participants have access. Guests receive a link along with an access code, and registered users log in with a password. Therefore, there is no public access only through a URL.
- The host controls the functions of the call and determines who can make settings such as recording the meeting. User and rights management can be done, for example, through LDAP and a control center with ITISeasy.team.
- The data transmission must be secure and end-to-end encrypted (SSL certificate). ITIS AG even issues these certificates for their tool themselves, but customers also have the option to provide them independently.
- The conferencing solution must be up to date with the latest technology and provide regular security checks, updates, and patching.
- In the background, high-quality hardware should be used, and there should be a good connection in the data center to ensure fast availability - even in the event of maintenance.
- Companies need data sovereignty: Only then are they aware of what the teleconferencing tool is doing with their data. It should be hosted on their own server - or with ITIS AG: Our servers are located in Germany, and we comply with the General Data Protection Regulation (GDPR).
Open Source for Teleconferencing: Even More Security
Companies looking to further enhance the security of their online meetings should consider open-source conferencing systems. They offer the following advantages:
- Verifiability: With an open-source tool like ITISeasy.team, security can be independently verified. The open-source code is visible to everyone. Companies can precisely track what happens to their data. In licensed products, the code is often not visible or modifiable. Access to the code is only available with developer licenses, making the system akin to a black box.
- Customizability: The code of an open-source solution can be more easily customized, extended, and new functionalities can be incorporated as needed.
- Open source fosters independence: Companies are no longer tied to a single provider or proprietary solution, avoiding vendor lock-in.
- Transparency: An open-source solution also provides transparency in two-factor authorization by revealing where the second factor is stored.
Concerning Performance ...
Regarding performance, it's true that secure video conferencing solutions may experience some performance degradation due to additional encryption and verification processes. However, with ITISeasy.team, there is a balance achieved between security, performance, and usability. The tool offers numerous configuration options with security concepts, firewalls, and reverse proxies in the basic setup. Those who take the time to configure these settings will be rewarded with data security.
Open-Source conferencing solutions: These functions are necessary:
Intelligent Features
Because open-source conferencing solutions are more flexible, companies can quickly configure a working solution while saving on licensing costs. They benefit from the community: This ensures that the tool remains performant, grows, and continuously improves its features as practical needs are addressed. Intelligent features are those that facilitate collaboration and go beyond screen sharing for presentations, chat, and recording. In ITISeasy.team, for example, there is the option to launch surveys or work interactively as a team on a whiteboard.
Easy Integration
Naturally, the web conferencing solution should easily integrate into the IT landscape. With ITISeasy.team, synergies are created as it can be linked with the ERP system ITISeasy.business: Invitations to meetings can be automatically sent for appointments created in the ERP, and integration into the business routine enhances workflow.
Usability
Furthermore, it's crucial that the usability is on point, allowing users to navigate quickly and without the need for extensive training. For instance, ITISeasy.team operates purely through a browser interface without requiring software installation or an app, and it boasts broad browser compatibility - including Safari, Firefox, Opera, and Chrome. This means no more delays due to updates that need to be installed before starting the conference software. Additionally, ITISeasy.team features practical bandwidth detection: In case of poor connectivity, it can automatically reduce video quality to optimize audio quality, minimizing disruption to teamwork.