Encryption Standards for Meeting Recordings
Encryption in Transit
When meeting recordings are transferred from your device to cloud storage, they must be protected using industry-standard protocols.
- ✓TLS 1.3 - The latest transport layer security protocol, providing faster handshakes and stronger encryption
- ✓Perfect Forward Secrecy (PFS) - Ensures past sessions remain secure even if long-term keys are compromised
- ✓AES-256 cipher suites - Military-grade encryption for data transmission
Encryption at Rest
Once recordings, transcripts, and chat logs are stored on servers, encryption at rest is equally critical for protecting your data.
- ✓AES-256 encryption - The gold standard for stored data, resistant to brute-force attacks and FIPS 140-2 compliant
- ✓Hardware Security Modules (HSMs) - Dedicated hardware for secure key management and storage
- ✓Regular key rotation - Rotating encryption keys periodically reduces risk of key compromise
End-to-End Encryption (E2EE)
With E2EE, encryption keys are created and held by participants' devices, not by the platform's servers. This limits even the provider's visibility into the content. Note: Many vendors disable recording or cloud-based services while in E2EE mode due to technical limitations.
Access Control Best Practices
Authentication Requirements
- Multi-Factor Authentication (MFA) - Required for all users accessing recordings
- Single Sign-On (SSO) - Integrate with enterprise identity providers
- Session Management - Automatic timeout and logout for inactive sessions
- Device Verification - Restrict access to approved devices only
Permission Management
- Role-Based Access Control (RBAC) - Define who can view, edit, or delete recordings
- Data Segregation - Separate recordings based on sensitivity and purpose
- Audit Logs - Track who accessed files and when
- Sharing Restrictions - Control external sharing and download permissions
Data Residency and Storage Options
Cloud vs. Local Storage
CISA (Cybersecurity and Infrastructure Security Agency) recommends considering saving meeting recordings locally rather than in the cloud for sensitive meetings. This reduces exposure to cloud-based attacks and gives you full control over the data.
Cloud Storage Benefits
- Automatic backup and disaster recovery
- Easy access from multiple devices
- Built-in security infrastructure
- Scalable storage capacity
Local Storage Benefits
- Complete data control
- No third-party access possible
- Compliance with strict regulations
- Reduced cloud attack surface
Data Residency Requirements
Many regulations require data to be stored within specific geographic regions. Ensure your meeting platform offers:
- Regional data centers - EU, US, APAC, or specific country options
- Data sovereignty controls - Prevent data from leaving designated regions
- Transparent data flow documentation - Know where your data travels
Compliance Requirements by Industry
| Regulation | Industry | Key Requirements |
|---|---|---|
| GDPR | All (EU) | Data minimization, consent, right to erasure, data portability, breach notification within 72 hours |
| HIPAA | Healthcare (US) | PHI protection, access controls, audit trails, encryption required, BAA with vendors |
| SOC 2 Type II | Technology/SaaS | Security controls audit, availability, processing integrity, confidentiality, privacy |
| ISO 27001 | All | Information security management system, risk assessment, continuous improvement |
| FINRA | Financial (US) | Record retention requirements, supervision, cybersecurity controls |
| FIPS 140-2 | Government (US) | Cryptographic module validation, key management, physical security |
Meeting Recording Storage Security Checklist
Before Recording
- Notify all participants that the meeting will be recorded
- Disable recording by default unless necessary for compliance or documentation
- Verify encryption is enabled on the meeting platform
- Confirm storage destination meets your security requirements
During Storage
- Change default file names when saving recordings (CISA recommendation)
- Apply encryption to recordings during both saving and retrieval
- Implement access restrictions - only authorized personnel should have access
- Use hardened storage with HSM-managed keys
Ongoing Management
- Maintain audit logs to track who accessed recordings and when
- Rotate encryption keys regularly to reduce risk
- Implement data retention policies with automatic deletion
- Conduct regular security assessments and penetration testing
Tools with Secure Recording Storage
Enterprise-Grade Security
- Microsoft Teams - Full Microsoft 365 security stack, data residency options, HIPAA eligible
- Cisco Webex - End-to-end encryption, FedRAMP authorized, SOC 2 Type II
- Zoom - E2EE available, SOC 2 Type II, HIPAA compliant with BAA
AI Meeting Tools with Strong Security
- Otter.ai - SOC 2 Type II, AES-256 encryption, GDPR compliant
- Fireflies.ai - SOC 2 compliant, role-based access, private storage options
- Grain - Enterprise security features, SSO, comprehensive audit logs
Privacy-Focused Alternatives
For organizations requiring maximum privacy, consider platforms with zero-knowledge encryption where even the provider cannot access your data:
- Wire - Zero-knowledge architecture, on-premise deployment option
- Element (Matrix) - Self-hosted option, E2EE by default
- Jitsi Meet - Open source, self-hosted option for complete control
Red Flags When Evaluating Storage Security
- !No encryption specifics - Vague claims without mentioning AES-256 or TLS versions
- !Missing compliance certifications - No SOC 2, ISO 27001, or industry-specific certifications
- !Unclear data usage terms - Policies allowing broad data sharing or AI training on your recordings
- !No data residency options - Unable to specify where your recordings are stored geographically
- !No deletion guarantees - Unclear what happens to your data when you cancel service
- !Third-party processing without disclosure - AI processing by undisclosed vendors without security details
