Pub. 2 2020 Issue 4

15 nebraska society of cpas W W W . N E S C P A . O R G 6. Don’t open unexpected videoconference invitations or click on links. With the upsurge in videoconferencing, malicious actors are sending emails mimicking meeting invitations or other communications from conferencing services. To add authenticity, they may copy the logo and look of familiar names in the business. But instead of taking you to a conference, those links may contain viruses or install malware on your computer. The safer practice is to tell your staff or your clients in advance that you have a teleconference planned for a certain time and they should expect an invitation with your name. If they get an invitation they didn’t expect, tell them not to open it and definitely don’t click on any links. Another tip to help foil videoconference imposters: If the service you’re using requires you to download an app or desktop application, make sure you download it directly from the service’s website or a platform’s app store. 7. If confidentiality is crucial, videoconferencing may not be the best option. No conferencing service can guarantee the security of your information, so consider alternatives if you need to talk about particularly sensitive topics. Evaluate whether an enterprise service would provide greater security for your company and clients, rather than free services available to the general public. If you’re conferencing remotely with a health care provider, ask about dedicated telehealth conferencing services that can include more safeguards to keep information private. 8. Before using a conferencing service, review key provisions in the service’s privacy policy to understand how your information will be handled. What information does the conferencing service collect about you? Does the privacy policy limit the company from using your information for purposes other than providing their conferencing service? Finally, does the conferencing service share your information with advertisers or other third parties? 9. Update your videoconferencing software. As security issues arise, many videoconferencing companies are updating their software with patches and fixes. That’s why it’s important for your business to use the improved version. Of course, only accept updates directly from the service’s website. 10. Establish preferred videoconferencing practices at your business. Your employees are doing their best to maintain productivity during a trying time. But a well- meaning staffer may inadvertently put sensitive data at risk by enabling videoconferencing services that don’t meet your company’s privacy or security standards or that could be out-and-out malware. Share these 10 tips with your team, establish company-wide videoconferencing dos and don’ts, and emphasize the need to select the more secure options when hosting or joining videoconferences. t Source: United States Federal Trade Commission, www.ftc.gov