Online Collaboration Software

Forwarded on behalf of Lindsay O'Dell: Technology Enhancement message with regards to software we should all be using to make calls and host meetings/presentations:

"Dear Colleagues,

You should be aware that you should only be using Skype for Business, Microsoft Teams and Adobe Connect to make calls and host meetings/presentations.

If other types of call/meeting software are used – for example, Zoom - it won’t comply with GDPR and our wider information security and data governance policies; this could result in the University being fined and pose a threat to our sensitive data.

Therefore, all other forms of communication software are prohibited.

If someone suggests using anything other than Skype for Business, Teams or Adobe Connect for a call/meeting/presentation, please refuse to do so and suggest one of the three options above.

Please note, students must only use the software listed above, too. If you’re in a student-facing role, please encourage them to use the OU-approved communication tools.

How do I know which software is best?

 Use Skype for Business for: One-to-one meetings, small team meetings and webinars for up to 250 people

 Use Microsoft Teams for: One-to-one meetings, small team meetings, webinars for up to 250 people. Also, using Live Events function, larger presentations, webinars and events for up to 10,000 attendees.

Use Adobe Connect for: Webinars (up to 250 people), presentations, seminars and tutorials.

 For guidance on understanding the software to use in the correct circumstances, please read our advice page.

For further reading, please search ‘Online Collaboration Tools’ in SharePoint.

Thank you for following the steps outlined in this article; you’ll be helping us all stay secure.

If you have any concerns about information security and want support, please visit the Information Security intranet pages. For urgent queries, please email Information-Security.

Kind regards,

Technology Engagement"