Secure Document Sharing in Electronic Meetings
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Solution Overview
Problem
Existing electronic meeting tools require participants to separately request and receive electronic documents, often without security restrictions, leading to unauthorized access.
Innovation Solution
A collaboration client that allows users to request and share electronic documents during meetings with security restrictions, enabling private electronic meetings concurrent with existing ones, ensuring secure access and sharing.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If electronic documents are shared during electronic meetings without security restrictions, then ease of operation is improved, but reliability deteriorates due to unauthorized access
Solution Approach 1:
The patent applies local quality by implementing security restrictions at the individual document level rather than applying uniform security policies. Each electronic document can have its own access control settings, allowing participants to request documents with appropriate security measures applied only where needed, thus maintaining ease of operation for unsecured documents while ensuring reliability for sensitive ones.
Solution Approach 2:
The system introduces an intermediary mechanism - a document request and approval workflow - between the document holder and the requester. This intermediary process allows for security verification and approval before document transfer, resolving the contradiction by adding security controls without completely blocking the sharing process.
2Loss of time
If participants separately request electronic documents via email after meetings, then loss of time is reduced, but device complexity increases due to multiple separate processes
Solution Approach 1:
The patent merges the document sharing process with the electronic meeting process itself. Instead of separate post-meeting email exchanges, the system integrates document requests, approvals, and transfers within the meeting platform, reducing time loss while consolidating multiple processes into a unified system that manages both meeting and document sharing functions.
Solution Approach 2:
The system enables preliminary document requests during the meeting itself rather than requiring post-meeting actions. Participants can request documents while the meeting is ongoing, and the approval process can be completed before the meeting ends, eliminating the need for separate follow-up processes and reducing overall time loss.
3Ease of operation
If all meeting participants have access to all shared documents, then ease of operation is improved, but object-affected harmful factors increase due to unauthorized access by third parties
Solution Approach 1:
The patent implements local quality by applying security restrictions at the document level rather than using a blanket access policy. Each document can have customized access controls based on its sensitivity, allowing easy access for public documents while restricting access for confidential ones, thus maintaining ease of operation where appropriate while preventing unauthorized access where needed.
Solution Approach 2:
The system changes the access parameter from a binary all-or-nothing approach to a granular permission-based system. By modifying the access control parameters to allow selective granting of rights to specific participants for specific documents, the system maintains ease of operation for authorized users while blocking unauthorized access attempts.
Data Source
AI summary
An approach is provided for sharing electronic documents during electronic meetings. Client devices of meeting participants are configured with a file sharing application that allows participants of an electronic meeting to request and receive, during the electronic meeting, electronic documents that are displayed during the electronic meeting, allows presenters to review and approve or deny requests for electronic documents, and to apply security restrictions to electronic documents on a participant-by-participant basis. Private electronic meetings may be established concurrent with an existing electronic meeting and include one or more participants from a general electronic meeting from which they were instantiated, and may include other participants that are not participants of the general electronic meeting. Participants may be selected by a meeting organizer and various criteria may be used to select participants. Content shared during a private electronic meeting may be designated as not to be shared during the general electronic meeting.