The IK Foundation's Signal Room is a basic instructional page, for internal use only, between the workforce involved in field work and projects around the World. At IK, we place high demands on all communication – they should be easy to manage, they should work on most digital platforms/devices and mostly be end-to-end encrypted.

VIRTUAL MEETING ROOMS

Within IK, we use two different virtual meeting systems; Infomaniak kMeet with servers in Switzerland and Webex based in the US. Both can be used in different browsers – with the possibility of file/screen sharing, chat, audio and video conferencing – directly on a computer (browser), iOS or Android device, or by downloadable apps (only recommended if you use the systems often).

The difference between the two systems is that kMeet is a simpler type of service and can be used, inter alia, without being signed in; it is recommended for smaller meetings. Webex is a more solid system with many different opportunities for users, it is mainly used for major and internal project meetings.

• Get organised for the meeting; please use a written agenda that has been sent out to all participants before the meeting.
• Invite participants to the meeting through the systems' own email invitations, with links, dates and time of the meeting in the right time zone, information, linked calendar and an active automatic and friendly reminder a moment before the meeting.
• Inform participants in advance of the information available in the Signal Room – this can prevent technical problems and uncertainty in a simple way!
• Make sure everyone is on time, even within different time zones.
• If there are many participants, designate a host who will chair the meeting.
• Get to the point and get through the meeting.
• Use a password if any participating person is unknown or if the meeting is kept open without emailed invitation.

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COMMUNICATIONS – dedicated projects only

For dedicated projects, IK uses Threema Work with servers in Switzerland, which is a state-of-the-art instant messenger for organisations. Threema Work can be used for encrypted:

• Text and voice messages
• Voice and video calls
• File transfers of any type (PDFs, text documents, audio etc.)
• Shared photos, videos and locations.

This service is only for IK affiliated people. External users of Threema Work can contact IK to apply for access to this communication channel.

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TRANSFERS OF FILES

Transfers of files (text, audio and pictures) are carried out through different systems depending on the levels, projects and quantities involved. All methods are always performed through IK’s own dedicated systems based in Switzerland in specially secured servers. All transfers can be protected by a password.

Use:

• SwissTransfer when transferring files up to 50 GB, it's easy and quick to use through email.
• Tresorit is a more solid encrypted system with many different opportunities for users, it is mainly used for major and internal long term projects, file sharing and storage. Used only by invitation.
• Infomaniak kDrive is a more solid storage and backup system with many different opportunities for users, it is mainly used for major and internal long term projects, file sharing and storage. Used only by invitation.
• SecureSafe our highest encrypted level for transfers of files, etc., for internal use only.

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SATELLITE COMMUNICATION

In field work and at our field stations, we use satellite communication for contact and transmission of data when other possibilities are not available. This may mean that satellite devices such as Bivy Stick or Iridium systems are not used at certain times and therefore must be checked. Below is a simple checklist.

• Make sure you know where your satellite device is!
• Make sure to set up the SOS feature.
• Confirm your yearly/monthly plan is valid or your prepaid card has not expired.
• Make sure you have the necessary device accessories.
• Charge your device and confirm that the battery can hold a charge before you travel.
• Keep your device’s software up to date.
• Keep your service provider’s phone number handy.
• Finally, inform your closest contacts and family about your device's unique device phone number, SMS, email and dedicated site address.

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