Audio and video conferencing and event assistance

There are many applications available for having telephone, audio and video conferences. Not all are supported by every environment. When choosing the most suitable system for you, please also consider the requirements for data protection and data security.

Telephone and video conferences via DFNconf

For data protection and IT security aspects, the HZB recommends using the video conference service of DFN. However, the sudden increase in the use of the service has had a noticeably negative impact on stability. DFN is working hard on a solution. However, it is currently impossible to estimate when the service will be available again in the same high quality as before.

Please refer to the current DFNconf information:
https://www.conf.dfn.de/aktuelles-news (German only)

To use the video conference service DFNconf you need your own video conference number. Please contact the HZB-Helpdesk if you are interested.

Instructions and documentation (in German only) can be found at the following address:
https://www.conf.dfn.de/anleitungen-und-dokumentation/dfnconf-portal

Information on dial-in to conferences and a test call service can be found at:
https://www.conf.dfn.de/anleitungen-und-dokumentation/pexip/zugangswege/ (German only)

Adobe Connect

For collaboration from the workplace, there are web conferences via Adobe Connect.

Skype for Business (former Lync)

Skype for Business is recommended as an in-house service for privacy and IT security reasons. It is included in every Microsoft Office package of a HZB device. But it is also available free of charge as a standalone application for devices without Office package and for private devices. Further information can be found here.

Telephone conferences (HZB telephone system)

For conference calls, the telephone system of HZB can be used. Conferences with up to 3 participants can be held ad hoc. In addition, every employee has the possibility to create a PIN-protected telephone conference number via the telefone portal and manage it. Further information can be found on the intranet sites about telephony.

Zoom

The corporates data protection officer and the IT security officer have clearly disagreed with the use of Zoom as a conference tool. For this reason the management has decided to prohibit Zoom as conferencing tool at HZB.

This decision refers to hosting a zoom conference by HZB staff.

If you are invited by another organisation to a zoom conference as a guest, you may participate under the following conditions:

  1. It must be ensured that no business-related data is passed on to third parties. This means that it must be ensured that no data worthy of protection, e.g. by sharing your own desktop, is shown in the conference or that data is published by other means.
  2. If you participate with a private IT device, please note that the security of your data may not be guaranteed when using Zoom.

Jitsi

The IT department recommends using the HZB Jitsi server. You will find the details here.

Event and media support

For the larger event rooms of HZB there is a partly obligatory support service for the operation of media technology in cooperation with other companies.

Existing facilities

PC-based desktop systems (e.g. workstations, laptops and tablets) can be used for video conferences.

More suitable with several persons are our room systems. Book them with the reservation form. Please enter "video conference" as a purpose.

We will be pleased to give you a short introduction to the room systems.

HZB-rating of conference systems

The following list contains the rating of different video conferencing tools by the data protection officer and the IT security officer of HZB.

Service Provider Access Privacy IT-Security Rating
Adobe Connect (DFN) Contract partner of HZB Web (Browser) recommended
BlueJeans Third-party company Web (Browser) prohibited
CiscoWebex Third-party company Web (Browser), Client (local) permitted
DFNconf Contract partner of HZB Web (Browser) recommended
GoTo Meeting Third-party company

Web (Browser), Client (local)

permitted
Jitsi HZB

Web (Browser), Client (local)

recommended
Jit.si (meet.jit.si) Third-party company

Web (Browser), Client (local) 

prohibited
Skype for Business HZB

Client (local)

recommended
Zoom Third-party company

Web (Browser), Client (local)

prohibited

The following services are currently still under review by the data protection officer and the IT security officer of HZB or are being evaluated by the IT department:

  • BigBlueButton
  • Lifesize
  • Jitsi (HZB intern)
  • Talk
  • MS Teams