Security: Protecting the Meeting
You can protect your meeting so that the information you share remains confidential. The right security options for your meeting depend on your purpose. For example, you might want to use a password to limit attendance to your meeting and use encryption to protect the meeting content. You can select multiple options on the Security tab of the New Meeting page to protect your meeting.
Choosing Security Options
The table below will help you choose the appropriate security options for your meeting.
|
Type of Security |
What Is Protected |
Action Required to Attend |
|---|---|---|
|
Choosing Participants |
|
|
|
Meeting Password |
|
|
|
Hiding the Meeting |
|
|
|
Encryption |
|
|
Choosing Participants
When you choose participants for a meeting, only the people you choose can see the meeting listed in the Meeting Center. This is a good choice if you only want specific people to see information about the meeting and to attend the meeting. This option is particularly secure because everyone who attends the meeting must log on to Sametime with a user name and password.
Securing the Meeting with a Password
When choosing a password for your meeting, enter letters and numbers to ensure the highest level of security. Remember that the meeting password is separate from your Sametime password. The meeting password is also separate from the telephone conference call password. See "Passwords" for more information.
Tip You might want to use a short password (10 to 12 characters) so that you can remember it; you will not see the password again after you save the meeting. You must distribute the password to all meeting participants so that they can enter it to attend the meeting and view the meeting details. You must also enter the password before you can make any changes to the scheduled meeting.
Ensuring That the Meeting is Not Listed
Most meetings are listed in the Online Meeting Center. However, you can create an unlisted meeting that does not appear in the Meeting Center. To attend the meeting, participants must enter the meeting name.
If you do not want the meeting name to appear in the Meeting Center, select "Secure this meeting by not listing it in the Online Meeting Center." Be sure to let the meeting participants know the name of the meeting before it begins.
Tip Be sure to remember the name of your unlisted meeting. To edit or attend the meeting, you must go to the Meeting Center, click Unlisted Meeting, and type the name of the meeting exactly as it appears on the Essentials tab.
Securing Meeting Information with Encryption
When you secure the meeting with encryption, all meeting information is scrambled, or encrypted, as it is passed among the meeting participants. If you do not use encryption, an unauthorized person can access the meeting information. For example, someone could read all of the chat text in your meeting if encryption is not used.
You should use encryption whenever you are extremely concerned about security. For example, you should use encryption if you are having a meeting that contains confidential material and participants are using the Internet to attend. However, you should be aware that using encryption slows down the meeting because scrambling the meeting information takes more time.
To use encryption in your meeting, select "Secure this meeting using encryption."
Tip Encryption protects the information that is shared during the meeting, but it does not prevent anyone from attending the meeting. When you use encryption, you might also want to protect your meeting by making it unlisted, choosing participants for it, or giving it a password.
After making choices on the Security tab, click Save if you are finished scheduling your meeting. Otherwise, proceed to the appropriate tab to enter more information for the meeting.
Caution If there is not enough space on the server for your meeting, the meeting is not scheduled after you click Save. Return to the Essentials tab and choose a new time for the meeting.