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Digital meetings and chats

This guide is part of Stockholm University’s work on information security. The purpose is to provide support in choosing a technical solution for digital meetings, based on the type of information to be handled.

What determines the choice of meeting tool?

The choice of technical solution is based on an information classification, where the sensitivity of the information determines which meeting tool is appropriate. Each type of information is assigned a confidentiality value (K-value), which helps ensure that the correct level of protection is applied.

How do I use the guidelines?

In the table below, you will find guidance on:

  • what type of information is handled in the meeting
  • the applicable K-value
  • recommended technical platform and usage (Zoom, Teams)
Digital meeting chat tableZoom image

What the meeting covers

Information discussed in the digital meeting is public and can be shared with others.

Classification guidance for virtual/digital meetings

  • Eavesdropping is not a concern
  • Participation can take place from public environments, e.g. trains, airports, etc.
  • Chat and recording can be used

The following technical solutions may be used

Teams, Zoom

Information discussed in the digital meeting is internal, for example internal policy documents, non-sensitive personal data, and administrative matters within the organization.

Classification guidance for virtual/digital meetings

  • Ensure that eavesdropping cannot occur
  • Participation can take place outside the regular workplace, provided that eavesdropping cannot occur
  • Chat and recording can be used

The following technical solutions may be used:

Teams, Zoom

What the meeting covers

The digital meeting involves particularly sensitive personal data, technical vulnerabilities, and other information that may be classified as highly sensitive.The following technical solutions may be used Zoom

Handling*

  • The host (the person who creates and administers the meeting) must be connected via SU and SSO
  • A password must be used for the meeting
  • Participants must wait in the lobby and be admitted by the responsible person

The following technical solutions may be used:

Zoom

What the meeting covers

The digital meeting involves sensitive personal data or information related to individuals with protected identities, passwords, cryptographic keys, and firewall rules.The following technical solutions may be used Zoom


Handling**

  • All measures from K3 must be followed
  • All participants must be identified (ID card/driver’s license—avoid using passports) or through personal recognition. If the interview is to be recorded, identification must take place before recording begins
  • All cameras must be on to continuously ensure that the correct individuals are participating in the meeting
  • Participants must be located in environments where only authorized individuals are present. No open office spaces, cafés, or places where others can overhear or see screens
  • Screens, TVs, or projectors used must be positioned so they cannot be viewed from outside the room
  • Participants must be informed about the security requirements and the measures taken to ensure the protection of the meeting

The following technical solutions may be used:

Zoom

Contact

Last updated: 2026-06-23

Source: IT Services