As meetings become more strategic, valuable and confidential, a planner’s responsibility to deliver secured technologies suddenly becomes mired in the same challenges as the IT security world.
Savvy enterprise meeting planners ask us how they can approach security as part of the design process. More often than not, they come to us for security best practices, which typically fall exclusively under the IT umbrella.
Fortunately meeting planners can take advantage of IT’s long history of evolving security measures. The ability to fast-track security into the meeting app experience is easier than ever as mobile app vendors such as QuickMobile infuse enterprise-grade security into their app design platform so that planners need not have to worry.
Nevertheless, it is important that planners can understand and speak the lingo of security.
Here are five things to look out for when planning for event app security:
1) Security measures have to be documented and verified
In the world of IT security, best practices state that all security measures must be certified and verified and a sophisticated technology vendor will typically have the following types of documentation:
a. SOC2 report (policies, communications, procedures and monitoring of the facilities that house important files)
b. A current Disaster Recovery and Business Continuity Plan (procedures on how they recover from unplanned outages)
c. Database backup policy (databases house meeting data – how often are they backed up and how quickly can they be restored)
2) Meeting data encryption
An app usually contains important meeting data that can be at risk from hackers in two ways: when data is in transit and when it is at rest. Technology vendors should have some form of encryption that prevents misappropriated data from being read in both states. AES-256 is a typical encryption level used by many secure companies.
3) Safely distribute confidential documents
One of the greatest conflicts for a meeting planner is distributing confidential documentation to attendees while ensuring that information does not get into unwanted hands. In this case, the best defense is accountability. The ability to watermark documents with an attendee’s name or email is a great deterrent to unauthorized distribution and creates a trail of accountability back to the original source of the leak. To completely deter any sharing, QuickMobile provides the opportunity to de-activate document sharing altogether.
4) The IT department has a policy
In order to access a network or use a company device, a typical IT department has what is referred to as an Acceptable Use Policy (AUP). This policy spells out the expectations, roles and responsibilities that everyone must agree with in order to gain access. Meeting apps now come with disclaimers or opt-in pages that can display these types of policies and track attendee acknowledgements or responses. This is particularly useful for meetings featuring intellectual property content.
5) Log out users over time
If meetings are held on an ongoing basis and the mobile app is hosted by a 3rd party vendor, there will be a separation between the internal corporate systems and the app. This becomes important when an employee leaves a company and their system access is revoked. The person can potentially continue to access all meeting content long after their employment has been terminated. Therefore, having the ability to remove their account and log out their active sessions in the mobile app is an important part of corporate termination procedures.
Security is an important part of the modern corporate environment and is a combination of best practices and secure technologies. Knowing how a meeting app can protect corporate assets and continue to delight attendees is the true key to conquering the new responsibilities of today’s meeting planner.