https://www.ouhsc.edu/at/Videoconferencing.aspx Parent Page: Videoconferencing id: 19637 Active Page: Security and Privacyid:23486

Zoom Meetings: Security and Privacy

Don't let unruly participants intentionally (or unintentionally) disrupt your session, or interfere with the privacy of your meeting. You can protect your virtual space by enabling some of the following Zoom controls.

Meeting hosts and co-hosts with the most updated Zoom version installed on their computers can use the Zoom Security Button to quickly turn on/off features such as the chat window. 

View documentation on using the Zoom Security Button here.

When scheduling a meeting

  • Meeting ID Expiration – an instant meeting ID expires when the instant meeting ends.
    • Instant Meeting ID
        1. 1. Created by selecting “New Meeting” on the Zoom desktop client or app.
        1. 2. Created by selecting “Host – Start a meeting” from https://ouhsc.zoom.us.
        1. 3. Created by selecting “Start Instant Meeting” from the Zoom Outlook plugin.
    • Non-recurring Meeting ID (Also known as a one-time meeting ID) – will expire 30 days after the scheduled date, if the meeting is not recorded. You can also restart the same meeting ID within the 30 days and if you restart the meeting, it will remain valid for another 30 days.
    • Recurring Meeting ID – will expire if it isn’t used for 365 days.
  • Require Meeting Password – passwords should not be shared outside of intended participants.
  • Enable Waiting Room – review attendees before admitting them to the meeting.  For large classes or conferences, consider assigning this job to a co-host.
  • Only authenticated users can join meetings – this setting requires all meeting/class participants to sign in using appropriate credentials (OU/OUHSC or OU Medicine log in). Meeting participants who are outside of OUHSC/OU Medicine must have a Zoom account or must sign up for a free Zoom Basic account to join a scheduled meeting/class (e.g., such as a guest speaker). Note: This setting can be easily disabled in your meeting settings, but please make this change only if you are confident about the integrity of your meetings and have taken other precautions to keep unauthorized users out (e.g., using meeting passcodes).

During a meeting

  • Mute all – as the host, you can mute all in the participant pane. You can also stop participants from unmuting themselves, and instead ask them to use chat for questions. For large classes or conferences, consider assigning this job to a co-host.
  • Remove – from the Participants menu, you can mouse over a participant’s name, and several options will appear, including Remove.
  • Lock Meeting – this will stop all new participants from joining a meeting. 
  • Set screen sharing to host only – under advanced sharing, stop others from sharing in the meeting. As a host, you can still grant individuals the ability to share in the participant pane.
  • Allow participants to chat with host only – available from the chat pane, you can lock chat to host or public and host.
  • Disable annotation – If you are sharing content, through the More option, disable attendee annotation.
  • With OUHSC Zoom configurations, file sharing is not permitted.

Recording a meeting

In accordance with the OUHSC Zoom Acceptable Use Policy, OUHSC Zoom has been configured with the following settings: 

 

  • End-to-end encryption is enabled.
  • Cloud recording is not permitted for Regulated University Data (HIPAA, FERPA and PHI) and Healthcare components.
  • Local recordings will be permitted if the device used to record is encrypted and in compliance with OUHSC IT and HIPAA policies. 
  • If the recording contains any Category A data, such as Protected Health Information, you will be responsible for transferring and storing said recording onto a secure server located within OUHSC IT’s Data Center.
  • Sensitive information should not be typed into a meeting description, or any other text field that may be stored within Zoom. 
  • Always advise attendees that they are being recorded. You can enable the "Recording reminder" setting to automate consent requests.
  • Record active speaker with shared screen, not Gallery view. See Recording Layouts for details.
  • Spotlight video to lock the active speaker to the presenter and uncheck ‘Display participants’ names in the recording. Remember, it is not permitted to record any meetings with personal health information (PHI).

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