Security and Permissions in Video Center

In the Bearish OS Video Center, security and permissions are critical components designed to safeguard video meetings, protect sensitive data, and ensure that users can control who can access, participate in, and manage meetings. The robust security features are built to provide flexibility for organizations while maintaining strict controls to prevent unauthorized access.

1. Encryption and Data Protection

All communications and shared content within the Bearish OS Video Center are secured with end-to-end encryption to protect against unauthorized access and breaches. Encryption ensures that sensitive data like meeting content, recordings, and shared files remain private.

Key Security Features:

• End-to-End Encryption:
  All video streams, audio communications, and shared files during meetings are encrypted using industry-standard protocols. This prevents external access or tampering during the communication process.

• Encrypted Recordings:
  Meeting recordings are also encrypted both in transit and at rest, ensuring that only authorized users can access the content.

• Secure File Sharing:
  Any files shared during the meeting are stored securely within the Bearish OS platform or connected third-party storage systems. Files are encrypted and accessible only to participants with proper permissions.

• Meeting Transcripts Security:
  Transcripts generated during meetings are encrypted and linked securely to the meeting record, preventing unauthorized modifications or access.

2. User Permissions for Video Meetings

User permissions in the Video Center allow administrators and meeting hosts to control access to various features like joining meetings, recording sessions, and sharing files. These permission controls are essential for maintaining an organized and secure meeting environment.

Permission Levels:

• Meeting Host:
  The host has full control over the meeting, including starting or stopping the meeting, recording, managing participants, and adjusting agenda items. The host can also control who can speak, share content, and invite others.

• Presenter:
  Presenters are granted the ability to share their screen, present documents, or take control of the agenda. This role is typically assigned by the host before or during the meeting.

• Attendee:
  Attendees can join the meeting, view shared content, and participate in discussions, but they cannot make changes to the agenda or control meeting settings unless given specific permissions by the host.

Customizable Permissions:

Bearish OS allows for highly customizable permissions based on the needs of each organization or meeting type. Permissions can be adjusted for individual meetings or set globally across the organization.

• Join Meeting:
  Control whether participants need an invitation or can join via a public link. For internal or sensitive meetings, only invited participants can enter, while external-facing meetings may allow open invitations.

• Recording Permissions:
  Control who can start, stop, and access recordings. The host typically manages these permissions, but they can also be extended to other participants based on their role.

• File Sharing Permissions:
  Decide who can upload or share files during a meeting. This can be restricted to specific roles (such as hosts and presenters) to avoid unauthorized sharing of sensitive materials.

• Speaker Control:
  Meeting hosts can mute or unmute participants, manage the list of active speakers, and prevent interruptions by locking certain features during presentations.

3. Role-Based Access Control (RBAC)

Role-Based Access Control (RBAC) is a key security feature that ensures only authorized users can access certain features or information within the Video Center. It assigns access rights based on the user’s role within the organization.

Key RBAC Features:

• Admin Role:
  Admins have the highest level of access within the Video Center. They can create meetings, manage recordings, set organization-wide permissions, and integrate with other centers (such as Calendar and Workspaces). Admins can also control how users access meetings and shared resources.

• Meeting Host Role:
  The meeting host manages in-meeting activities, sets the agenda, controls recording, and manages participant engagement. Hosts can also define which participants have presenter rights or access to specific meeting features.

• Participant Role:
  Depending on the meeting type, participants can be granted varying levels of access. For instance, a participant in a general meeting may have limited interaction rights, while in collaborative meetings, participants can be given broader permissions to share files, manage agendas, or take notes.

4. Access Control for Meetings and Recordings

Controlling access to meetings and post-meeting assets (like recordings and notes) is critical for maintaining privacy and security, especially in organizations dealing with sensitive information.

Meeting Access Control:

• Invitations and Join Links:
  Meetings can be restricted to invited participants only, requiring either a unique link or login credentials to join. For highly secure meetings, multi-factor authentication (MFA) can be required before granting access.

• Waiting Room:
  Hosts can enable a waiting room feature where participants wait until the host allows them to join the meeting. This is useful for pre-meeting checks and ensuring the correct attendees are present.

• Password-Protected Meetings:
  Meetings can be password-protected to add an additional layer of security. Participants need to enter a password provided by the host to access the meeting.

Recording Access Control:

• Recording Restrictions:
  Hosts control which participants can record the meeting. Recordings can be restricted to specific team members or organizational roles to maintain control over sensitive information.

• Post-Meeting Recording Access:
  Recordings are securely stored and only accessible to participants with the proper permissions. For example, a host might choose to share the recording only with team members, excluding external guests.

• Expiring Access Links:
  Meeting recordings can be shared via expiring links, ensuring temporary access for external users. After the expiration date, the link will no longer be valid.

5. Secure Sharing and Collaboration

Sharing and collaboration are critical in modern business environments, but they must be conducted securely to protect data integrity. The Video Center provides controlled sharing options to prevent unauthorized access or misuse of shared content.

File and Content Sharing:

• Secure File Sharing:
  Files shared during meetings are stored in Bearish OS Cloud Storage or integrated third-party solutions with encryption. Permissions ensure that only authorized participants can view or download files.

• Screen Sharing Permissions:
  Only designated participants (hosts and presenters) can share their screen. Hosts can restrict screen sharing to certain users or enable it for everyone, depending on the meeting's nature.

• Notes and Agenda Sharing:
  Meeting notes and agendas are stored securely within the Video Center and linked to specific meetings. Only participants with the proper permissions can access these documents after the meeting.

6. Best Practices for Security and Permissions in Video Center

To maximize security and ensure smooth meeting operations, consider the following best practices:

• Enable Waiting Room for Sensitive Meetings:
  Use the waiting room feature to manually approve participants before they join. This adds a layer of security and prevents unauthorized access.

• Set Role-Based Permissions:
  Always assign meeting roles (Admin, Host, Participant) to control access to key features like recording, file sharing, and screen sharing.

• Use Password-Protected Meetings:
  For high-priority meetings, use passwords or two-factor authentication to ensure only invited participants can join.

• Review Recording Access:
  Set up recording access based on the participants' roles. If a meeting contains sensitive information, restrict access to only the most relevant participants.

• Limit Sharing Permissions:
  Only grant file sharing and screen sharing permissions to trusted participants, reducing the risk of sensitive information being accidentally shared.

Conclusion

The security and permissions in Bearish OS Video Center ensure that video communications remain safe, private, and manageable. By leveraging encryption, role-based access controls, and customizable permissions, Bearish OS gives organizations the tools to conduct secure and efficient meetings while protecting sensitive data.