How an Insurance Institution ensured Control, Privacy, and Compliance

Challenge

A leading Italian insurance company faced a complex challenge: managing confidential and strategic meetings, such as Board of Directors sessions, remotely without compromising the security and confidentiality of the discussions. The need was to have a control system capable of:

• Authenticating participants and securely verifying their access

• Monitoring quorum during votes

• Managing audio and video of participants, including selective muting

• Monitoring connection quality and tracking every phase of the meeting

• Generating customized reports during and after the meeting to ensure full transparency

All these functionalities had to be easily manageable from a centralized interface, without compromising on usability or security.

Solution

Italtel developed a tailored solution using the Pexip Infinity platform, installed at the client’s data center and integrated with a custom application designed by Italtel to manage Board of Directors sessions. The choice of an on-premise implementation was crucial to meet specific confidentiality, security, and control requirements.

Leveraging Pexip’s exposed APIs, Italtel created a graphical interface that allows for smooth and secure management of meetings during:

• Pre-meeting: organization and access control

• During-meeting: audio-video management and voting

• Post-meeting: generation of detailed reports with access and participant tracking

This approach not only fully met the needs of the control room operators but also strengthened the operational security level of high-criticality meetings.

Benefits

The main advantages of the solution implemented by Italtel include:

•  Advanced security: Each participant is authenticated through accurate recognition, ensuring that only authorized individuals can access the meeting.
•  Complete quality control: Managing audio and video streams ensures clear and uninterrupted communication, with constant monitoring of connection quality.
•  Legal validity of votes: Detailed reporting tracks and documents every phase of the voting process, granting legal value to the decisions made.
• Simple and centralized management: The intuitive interface allows for easy and quick management of meetings, from access control to automatic meeting minutes.

Italtel’s role

Italtel played a pivotal role in the success of this solution, both as an integrator of the Pexip platform and as a developer of the web interface. Compatibility with SIP and H.323 protocols and integration with the client’s calling platform enabled meeting participation via traditional telephony, providing an additional means to identify participants through phone numbers.

Beyond these technical aspects, Italtel created a centralized directory and implemented various participant controls, allowing real-time monitoring of each member’s behavior during the meeting.

The remote control solution developed by Italtel enabled the client to manage Board of Directors meetings in a secure, transparent, and highly controlled manner, ensuring maximum confidentiality and full legal compliance.