Can I use Zoom and other videoconferencing tools (outside of Microsoft Teams)?

Can I use Zoom and other videoconferencing tools (outside of Microsoft Teams)?

This email was sent to the organization on 4/9/2020 to clarify videoconferencing tools:
--------------------------------------------------------------------------------------------

As the world has flocked to online tools to replace in-person meetings, I’ve been asked a few times about using Zoom.  Zoom is a VERY popular tool right now, with over 200 million people joining Zoom meetings every day.  However, some very prominent concerns with Zoom have appeared in the media.  We’ve learned recently of Zoombombing of open meetings, some Zoom traffic being sent to China, Zoom recordings being found on open servers, and more. Yesterday, Zoom’s CEO apologized publicly for security concerns. Zoom has been banned from use by employees of Google, Tesla, NASA, the Taiwanese government, and been strongly discouraged by the New York school system.


I thought I’d clarify the policy on Zoom from the Technology & Innovation department.


Zoom meetings are NOT to be set up by Gravis employees for official business.  Please use Microsoft Teams to host your videoconferences, which can also be accessed by clients who do not have an account. If you have a specific business need that isn’t being met by Teams, please reach out to me to find an alternative.  For now, it’s still OK to use Zoom for virtual social events (if that changes, I’ll let you know). 


You CAN join Zoom meetings set up by other organizations. Since many of the problems with Zoom come from incorrect settings by the organizer, it’s good to ask the organizer the following in advance:
  • Have they enabled a password and the Zoom waiting room?  These features, now on by default, keep strangers from joining a meeting.
  • Is the meeting being recorded?  Recorded meetings were appearing on open servers not because of a Zoom breach, but because meeting organizers didn’t know how to properly secure their recorded meeting

(If organizers don’t know, feel free to send them these good recommendations on keeping your Zoom meeting secure.)

What about mediations? Mediations on Zoom have been quite popular because of their ability to move people in and out of the waiting room.  Asa and I are testing some alternatives today to Zoom for mediations, so please reach out if you regularly host mediations.  And again, if someone else is organizing the mediation, you might not have a choice about using Zoom – make sure you speak to the organizer in advance to make sure the Zoom mediation is being kept secure.


While this email is specific to Zoom, this also goes for other video streaming platforms out there.  You should NOT be using other videoconferencing tools in Facebook, Google Hangouts, etc. to conduct official Gravis Law business.



    • Related Articles

    • Switching Audio Devices in Windows 10 and Teams

      Is your sound not coming through the correct way, or you want to use a special microphone?  You can quickly change which devices are being used for sound in Windows 10 and Teams. Changing sound output for all applications (Windows 10) Make sure your ...
    • Commonly Used Tools and Links

      Here are a few applications we commonly use across Gravis: Outlook (Email): Used for checking your @gravislaw.com email.  If you’re reading this, you’re likely already set! Access at: The Outlook app on your computer, or download the Outlook app on ...
    • Multi-Factor Authentication (MFA): Frequently Asked Questions

      What is Multi-Factor Authentication (MFA)? Multi-factor authentication is a technology that improves your account security by relying on more than a password to access your account.  With multi-factor authentication (MFA, sometimes called 2FA), ...
    • Tech Policy: Device Encryption

      Encryption of Computers All Gravis Law owned computers (desktops, laptops, tablets, and smartphones) must have full disk encryption to protect any potential data on the device.  On Gravis owned equipment, this encryption will be maintained by the ...
    • How to add Gravis branding to Zoom and WebEx

      If you occasionally use Zoom or WebEx and would like to enjoy the same Gravis branding that you have available in Teams, you can easily add our Gravis backgrounds into either program! If you don't have these applications: Zoom can be downloaded here ...