Social use of unsupported meeting and collaboration tools (Zoom and others) is permitted, but we do need to draw your attention to the risks. Conversations and other content in social events with work colleagues may drift into core University work topics. We therefore ask attendees to be alert to this risk in their participation, and if they observe others straying into work topics, they should politely remind them that this is a social event and work topics are not appropriate. Most importantly, Data Protection Policy still applies. The following guidance for using these platforms securely should be adhered to:
Before seeking approval to use Zoom, you must first email Information-Security@open.ac.uk to confirm why you cannot use OU-approved collaboration tools, such as Teams, Adobe Connect, or Skype.
If you cannot use OU-approved tools for a meeting/event, you must complete the Basic Impact Assessment Form. A member of the Information Security Team will review the form and confirm whether the request to use Zoom has been approved and whether any additional security controls are required to use Zoom.
Please do not use Zoom until you receive approval from a member of the Information Security Team via email.