Thanks to technology nowadays, there are several video communication tools that can help to let your business run smoothly. Due to the current circumstances of COVID-19 we are forced to work remotely as much as possible. Interaction with colleagues and business partners through video, e-meetings or conferences is more important than ever. Regardless of how useful a tool is; communication platforms must also be GDPR proof. In this article, we share a checklist that you can use before you implement a communication tool within your organization.

Get rid of the business communication hassle

Finding the right communication tools for your organization can be a hassle. In our previous blog, we gave tips to select the right tools when working remotely with your team. Use tools that add value to the project. And state clearly what you expect from each team member. Therefore, it’s important that the usability of a tool matches the needs of your organization. But besides usability, what about the security of your company’s data? When choosing your communication platform, it’s wise to ensure yourself if the platform has the following security measurements in place:

1. Check out the privacy policy

When you pick a certain tool, we at MediaLab suggest you scan the privacy policy. Find out how the platform is using and processing your business data. Imagine a scenario with the following questions: Can a platform record a meeting securely? How is my data processed and stored? On which server will it be saved and where? And how is that server secured? We understand that these questions give you enough food for thought. Use a platform that is always transparent about the usage and security of your data.

2. Pay attention to security measures

Besides the privacy of data, it’s also important to check the security measurements. Is a platform end-to-end encrypted? And is the tool using certain encryption protocols such as TLS and SSL? These protocols are important for authentication and communication. From a user perspective, this means that video communication and shared files will be encrypted. Unauthorized persons cannot “hack” or join a conversation or read files.

3. Login securely

To get access to a video communication platform it’s important that there is an advanced login portal. Make sure that only your company has access to an organization domain. Check out if a tool uses a so-called Single Sign-On plugin. Single Sign-On plugins automate the authentication of a user. Through a verification process, you are securely logged in at a communication tool. Making up long passwords with a lot of signs and numbers is no longer needed. With Single Sign-On you use the same login credentials as within your organization.

Make sure you use secure cloud storage

As a cloud tool with years of experience in the media industry, we at MediaLab cannot recommend it enough. Make sure that you use a proper tool for cloud storage. Choose a tool that can upload, organize, maintain and archive files for a longer period of time. If you use a communication platform, choose for a tool that makes cloud storage easy. With this checklist, we hope that you can select the right communication tool for video meetings, conferences, and file sharing. Choose communication platforms that secure the data of your company.

In the future, we will give webinars and release vlogs to dive deeper into media such as video and how you can adapt it within your business communication. If you have questions about the optimization of the digital media management of your company contact us via +3120 700 66 88 or via email at info@medialab.co.

Medialab Team

Apr 08, 2020

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