Just because your service provider uses HTTPS doesn't mean everything is encrypted. Make sure file transfers, streaming video and streaming audio are also encrypted.
Access-control capabilities must be clearly defined. If your conferences are only in-house, a participant may simply need a room ID number. For more complex conferencing, especially with outsiders, choose a system that lets you assign user names and passwords to each attendee.
Some systems require you to dial in to a telephone conferencing service for access to the online room. If you're opening conferences to unknown or out-of-network attendees, you should be able to disconnect any user who is misbehaving or experiencing connectivity problems disruptive to the meeting.
That power should be used to include as well as exclude. Be mindful of people with disabilities. Screen readers for the blind can't interpret images on whiteboards. People who rely on TDD (Telecommunications Device for the Deaf) can't use such services with streaming audio. Bottom line: Make sure the system you choose can meets the needs of all participants.
Michael J. DeMaria is an associate technology editor based at Network Computing's Real-World Labs at Syracuse University. Write to him at [email protected].
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