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Zoom continues to be our primary tool for hosting geographically distributed video/voice meetings for the ONAP open source community.

Perspective

We are aware that some member companies have recently taken action to block the use of Zoom as a mass collaboration platform due to recent scrutiny of Zoom in light of it's exponential increase of global usage. The vast majority of issues generating headlines have been the result of new or novice users that are unaccustomed to using conferencing tools. Other service providers have either had, or still have many of the very same issues, so the issues are not just specific to Zoom.  Other important factors are:

  • ONAP Zoom sessions are technically open meetings where all are invited to attend.
  • There are never internal meetings being held, nor proprietary or business secrets that anyone should ever discuss using any of our community bridges
  • Zoom is one of the better platforms for access from within China
  • Zoom meetings can be joined via a a web browser  just by phone if there are concerns about the Zoom client being installed on a device

Increased Security Measures

In order to increase security we are requiring our users to login before accessing mailing lists, meetings, and all LF infrastructure. The following policy provisions have been enacted for the use of shared ONAP  Zoom Community accounts. This applies only to meetings which utilize one of ONAP's many community bridges.  Meetings that are hosted using a personal bridge are not subject to these restrictions. If these are unacceptable to you, then please feel free to host meetings from your own Zoom account.

All participants on a meeting are required to do so via a registered Zoom account.

Join before host is no longer permitted. 

  • Someone must login via the host account for that bridge to start the meeting. 

Host access will only be provided via the shared "ONAP Zoom Community" folder in LastPass.

  • To get a LastPass account (if you don't already have one) go to https://www.lastpass.com and click the "Get LastPass For Free" button.
  • After you have a LastPass account go to support.linuxfoundation.org  → Project Services → Logins & Accounts → Additional Zoom Accounts with the following info.
    • Summary: Need Access to Shared ONAP Zoom
    • Component: leave blank
    • Description: Should start with, "Please assign this ticket to the ONAP Project Manager", and must include:
      • the name of the meeting you need host access for
      • the email address associated with your LastPass account
      • "Please assign this ticket to the ONAP Project Manager"
    • Project: ONAP

Accounts with access to the shared "ONAP Zoom Community" will be audited annually.  

  • The ONAP PM will send out a single email to the address associated with an individual's LastPass account. 
  • The user will have 14 days to respond and confirm access is still required
  • If there is no response the access will be deleted from the LastPass shared access list. 

Zoom meeting bridges do not "automatically renew"

  • It is the responsibility of the meeting owner to renew their bridges every 11 months at a minimum
  • If a meeting bridge expires the meeting owner must set up a new bridge

DO NOT share a Zoom meeting using the G-cal, Outlook or Yahoo plugins!  Manually create a calendar entry in Groups.io

  • This is not a security issue, but it is instead a straight forward tool integration problem.   If you share a meeting in this way and there is ever a change or cancellation it will end up leaving a "ghost" meeting behind on many people's calendars that can never be cleared.   

Groups.io Calendar considerations

Time Zone Requirements

  • All meetings are to be scheduled in Zoom using UTC regardless of the preferred time zone for the meeting.
  • If a meeting is "locked" to a timezone other then UTC it is the meeting owner's responsibility to change the meeting when your daylight savings time changes
    • DO NOT DO SO WITHOUT COORDINATING WITH THE OTHER PEOPLE THAT SHARE THE ONAP ZOOM COMMUNITY ACCOUNT FIRST




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