How to configure Zoom information barriers

Zoom Information Barriers allow you to restrict communication between specific groups within your Zoom account, enhancing data security and compliance. To configure information barriers, you will need Zoom Pro, Business, Enterprise, or Education account. The configuration involves creating segments, defining communication policies, and assigning users to those segments.

Prerequisites

• Zoom Account Type: You must have a Zoom Pro, Business, Enterprise, or Education account.
• Admin Privileges: You must have admin privileges within your Zoom account to configure information barriers. Specifically, you need permission to access the Account Management section and modify settings.
• User Segmentation Plan: Define your desired user segments (e.g., Sales, Engineering, Legal) and the communication restrictions you wish to enforce between them. This should be documented before you begin the configuration process.
• User Identification: You need a reliable method for identifying and assigning users to their respective segments. Consider using email addresses or another unique identifier.
• Compliance Considerations: Understand the compliance requirements driving the need for information barriers (e.g., legal, regulatory, or internal policies).

Enable Information Barriers

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Account Management, then click Account Settings.
3. Navigate to the Information Barriers section. You may need to click Advanced to view this section.
4. Enable the Information Barriers toggle.
5. Review the disclaimer and click Enable.

Create Segments

1. Sign in to the Zoom web portal as an admin.
2. In the navigation menu, click Account Management, then click Information Barriers.
3. Click the Segments tab.
4. Click Add Segment.
5. Enter a descriptive Segment Name (e.g., “Sales Department”).
6. Enter a Segment Description (e.g., “Users within the Sales department”).
7. Add members to the segment by specifying the email addresses of Zoom users you want to assign to this segment. You can add individual email addresses or upload a CSV file containing a list of user email addresses. Note: The email addresses must match the email addresses associated with the user’s Zoom account.
8. Click Save.
9. Repeat steps 4-8 to create segments for all desired user groups (e.g., “Engineering Department”, “Legal Department”).

Create Communication Policies

1. Sign in to the Zoom web portal as an admin.
2. In the navigation menu, click Account Management, then click Information Barriers.
3. Click the Policies tab.
4. Click Add Policy.
5. In the Segment A dropdown, select the first segment for the policy (e.g., “Sales Department”).
6. In the Segment B dropdown, select the second segment for the policy (e.g., “Engineering Department”).
7. Choose the communication direction:
   • Outbound Allowed: Segment A can communicate with Segment B, but Segment B cannot initiate communication with Segment A.
   • Inbound Allowed: Segment B can communicate with Segment A, but Segment A cannot initiate communication with Segment B.
   • Two-Way Allowed: Both segments can communicate freely with each other.
   • Blocked: Communication between Segment A and Segment B is completely restricted.
8. Select the communication types to which the policy applies. This includes:
   • Zoom Meetings: Restricts/allows participation in Zoom Meetings.
   • Zoom Chat: Restricts/allows instant messaging via Zoom Chat.
   • Zoom Phone: Restricts/allows phone calls via Zoom Phone (if applicable).
9. Click Save.
10. Repeat steps 4-9 to create policies for all necessary segment combinations. Ensure you address all communication restrictions based on your compliance needs. Be explicit in defining communication rules for all relevant segment pairs, even if the policy is “Two-Way Allowed”.

Activate Information Barriers

1. Sign in to the Zoom web portal as an admin.
2. In the navigation menu, click Account Management, then click Information Barriers.
3. Click the Overview tab.
4. Review your configured segments and policies. Ensure they accurately reflect your intended communication restrictions.
5. Click Activate. A warning message will appear, informing you that activating Information Barriers will immediately enforce the defined restrictions.
6. Type CONFIRM in the text box and click Activate to confirm your decision.
7. The system will begin processing the activation request. This may take some time, depending on the size of your Zoom account. The status will be displayed on the Overview tab.

Monitor and Maintain Information Barriers

1. Regularly review your segments and policies to ensure they remain aligned with your organization’s structure and compliance requirements.
2. As users join, leave, or change departments, promptly update the segment membership accordingly.
3. Monitor Zoom usage logs to identify any potential violations of the information barrier policies.
4. Periodically test the information barrier configuration to verify its effectiveness. Attempt to initiate communication between blocked segments to confirm the restrictions are in place.
5. Document any changes made to the information barrier configuration, including the date, reason for the change, and the administrator who made the change.

Common Issues

• Users are incorrectly assigned to segments: Double-check the email addresses used to assign users to segments. Ensure they exactly match the email addresses associated with the user’s Zoom account. Incorrect email addresses will result in users not being properly included in the segment.
• Communication is blocked when it shouldn’t be: Verify that the communication policy between the affected segments is set to “Two-Way Allowed” and that all relevant communication types (Meetings, Chat, Phone) are enabled. Also, ensure the users involved are correctly assigned to their respective segments.
• Communication is allowed when it should be blocked: Double-check that the communication policy between the affected segments is set to “Blocked” and that the policy is applied to all relevant communication types. Confirm that no conflicting policies are overriding the intended restriction.
• Changes to segments or policies are not taking effect immediately: After making changes, allow some time for the system to process the updates. You can monitor the status on the Overview tab of the Information Barriers settings. If the changes still haven’t taken effect after a reasonable amount of time (e.g., an hour), contact Zoom support.
• Activation fails: Ensure all segments have at least one user assigned to them and that all policies are correctly defined. Check for any error messages displayed on the Overview tab and address the identified issues before attempting to activate again.