Offsite Meeting Security: Test Your Convergence IQ

Executives are gathering at a sensitive offsite meeting. Can you spot 12 risks—some physical, some digital? Turn the page to check your answers.

By Sarah D. Scalet

CSO — At an offsite meeting, security convergence is not a theory. It's a real-world necessity. There, gathered in a room that may be thousands of miles away from headquarters, is every imaginable risk to a company's intellectual propertyfrom loose-lipped catering staff, to hacked Internet connections, to surreptitious recording devices.

Also see The Clean Desk Test: What's Wrong With This Picture?

Businesspeople may well ask, "'These are fine hotels that we're going towhat could possibly happen there?'" according to Dave Kent, CSO of biotech company Genzyme. Kent's answer to that question is "Plenty."

"People will come in and try to get into the meetings," he says. "It could be independent financial analysts who are trying to get some advance bits of information for the mosaic they need to project where the company is headed. It could be competitors. It could be people who just want to eat the food. If you're not careful, the opportunity could be there for someone to do something they wouldn't normally doso why make it easy?"

In fact, why not make it as hard as possible?

To illustrate the risks at a typical offsite meeting, CSO worked with security consultant Richard Heffernan to create the graphic at the top of this page.

Risk 1

Fix: Signs should say "Private Meeting."

Bonus points: For especially sensitive meetings, book the whole affair under a fictitious company name. Also consider setting up a white-noise machine outside the conference room to prevent anyone from standing outside the door and eavesdropping.

Risk 2

Fix: Set up a secure support room with a computer and docking station that are connected to headquarters via a virtual private network, where your company's employees can check their e-mail or do other tasks.

Bonus points: Encourage attendees to leave their laptops at home and use BlackBerrys instead. Not only do they contain less sensitive information than a laptop, they're small enough that individuals are more likely to keep them on their persons.

Risk 3

Briefcase, center floor: An employee has left his laptop unattended.

Fix: Provide an area where participants who need to bring their laptops can securely check them.

Bonus points: Before the meeting, send out a letter reminding attendees to leave their laptops in the designated area rather than in their hotel rooms, if they need to bring their laptops at all. This letter should be signed by the senior-most person attending the event.

Risk 4

Front right table: Reports from the printer or copy center have not been secured.

Fix: Have the printer sign a confidentiality agreement and agree not to tape the original copy to the outside of the box, where it can easily be perused. Provide for secure transportation to and storage at the meeting location.

Bonus points: Give attendees a secure way to get the materials they need back to headquarters, perhaps by providing self-addressed FedEx envelopes.

Risk 5

A second, more subtle risk associated with local copy centers or shipping stores: Offsite attendee may have received a sensitive fax.

Fix: In the secure support room, include a fax machine, photocopier, high-quality printer and paper shredder so that people won't have to use local copy shops or the hotel business center.

Bonus points: Consider securing another extra room to be used as a lounge. Keep it stocked with snacks and drinks, and encourage people to take breaks there rather than in public areas.

• Print

• Case Study: Security Convergence
• All Hazards: Taking Leadership to a New Level
• Security Convergence: The Defining Moment
• Unified Security: The Payoff...The Pain