Protecting conversations during a corporate meeting is crucial to maintain confidentiality, build trust, and ensure that sensitive information is not leaked. Here are some ways to protect conversations during a corporate meeting:
- Choose a secure location: Select a meeting room that is not easily accessible to outsiders and is free from eavesdropping devices. Consider using a room with soundproofing or white noise machines to minimize the risk of eavesdropping.
- Limit attendance: Only invite necessary personnel to the meeting to minimize the risk of information leakage. Ensure that all attendees have a need-to-know and are authorized to participate in the discussion.
- Use secure communication tools: If you’re holding a virtual meeting, use secure communication tools like encrypted video conferencing software (e.g., Zoom, Skype) or secure messaging apps (e.g., Signal, WhatsApp).
- Establish a confidentiality agreement: Consider having all attendees sign a confidentiality agreement (NDA) before the meeting to ensure that they understand the importance of maintaining confidentiality.
- Set ground rules: At the beginning of the meeting, set ground rules for the discussion, such as not sharing information outside the meeting or not recording the conversation.
- Use secure note-taking methods: Designate a note-taker who will keep confidential notes during the meeting. Consider using a secure note-taking app (e.g., Evernote, OneNote) that allows for encryption and access controls.
- Avoid using public Wi-Fi: If you’re holding a meeting in a public place, avoid using public Wi-Fi to minimize the risk of interception.
- Keep devices secure: Ensure that all devices used during the meeting are secure and up-to-date with the latest security patches. Consider using a secure device, such as a company-issued laptop or tablet.
- Monitor for eavesdropping devices: Consider hiring a professional company to sweep the meeting room for eavesdropping devices before and during the meeting.
AV 2 Group has the latest ‘State of the Art’ equipment using AI techniques to detect all kinds of electronic bugs planted in a facility. The technical experts at AV 2 Group have been trained in Israel, United States of America and Canada in carrying out TSCM (Technical Surveillance Countermeasures). We have PAN India operations besides abroad.
A TSCM Sweep is carried out well before a board meeting or a very important meeting is scheduled. The sanitized premises are handed over to security who seal them, to be opened just before the meeting is scheduled to take place. To make sure that the information is not being transmitted during the meeting, our highly trained technical experts sit with their equipment in the adjacent room where the premises are monitored for any unauthorized transmissions.
The ‘State of the Art’ equipment using the latest AI includes Kestrel Professional TSCM Software run on a real time spectrum analyzer through a high end i9 Dell work station.
Land line telephones and their respected lines, fax machines including Poly Coms are inspected with the Telephone Analyzer for any telephone taps.
Physical inspections include thermal imaging of the entire premises with highly sensitive thermal imagers which can detect minute heat footprints of recorders as well as cameras and microphones planted in the facility for eavesdropping. Even dead bugs are detected and identified.
Thus for having a safe and secure conversation in the board room or a meeting room, it is imperative to have a TSCM operation carried out before and during the meeting.