Is the Data in Your Conference Room Safe?

Conference rooms are a staple in any office environment, as they’re the go-to venue for strategic planning, problem solving, earnings overviews and general routine meetings. Conference rooms are also venues where a lot of confidential information is presented and discussed – so it’s important to ensure that what’s said in the conference room stays in the conference room. Unfortunately, this isn’t always the case – and we’re not just referring to loose-lipped employees outside of the office. Today, electronic hacking and eavesdropping is just as significant a threat.

Is what’s said and presented in your conference room safe from hackers? Here’s a look at potential threats and what you should do about them:

Windows

Concerned that somebody might be listening in on your meeting via the devices in your meeting room? RF window films can prevent eavesdropping and electronic data theft. Certain window films can also block IR signals, which can add an additional layer of security. Finally, if you’re also concerned about people looking into the windows of your conference room, decorative window films look great and offer privacy from would-be curious onlookers. 

Phones

If there’s a VoIP phone in your conference room, beware. These phone systems are being increasingly targeted by cyber criminals to access confidential information, eavesdrop and even make calls from your company’s number pretending to be someone representing it. The best way to protect your VoIP system is to have a Session Initiation Protocol (SIP) firewall set up. This firewall works to police the VoIP network and restrict any detected suspicious activity.

Video Monitors

Worried about someone spying on data, designs or information that’s being presented on a video screen or monitor in the conference room? Aside from decorative films that offer more privacy, another option is a Casper cloaking film. Casper cloaking films act as shields to obscure screens, thereby maintaining privacy in such settings.

Mobile Phones

In addition to a conference room phone, all individuals attending the meeting are likely to have personal cell phones with them. While RF window films and RF Shielding can help prevent eavesdropping and electronic data theft externally, there’s also the threat of a potential recording or hacking coming internally from someone in the meeting. If you’re concerned about this, have all meeting attendees either turn in their phones or sign a non-disclosure agreement prior to the meeting.

Computer and Tablets

RF data theft should be a concern whenever you’re in the vicinity of a device that uses a Wi-Fi network to transmit data. Mobile phones, and certainly computers and tablets, meet this criteria. The good news is that RF window films can help greatly minimize the risk of data compromise, another reason to consider these window films for the conference room.

Acoustics

We’ve all seen movies where someone is eavesdropping on an important conversation through an HVAC vent or something of the like. And while we often brush something like that off as Hollywood trying to entertain, the truth is that a facility’s acoustics can play a big role in who hears what outside of the conference room. Ideally, you’ll want to ensure the conference room is designed to incorporate sound deadening features. Sound panels, furniture, rugs and insulating glass can all help prevent eavesdropping.