has to be guaranteed that all cooperation partners are involved in telemeetings, their preparation and postprocessing.
Rules aiming towards reachability. When videoconferencing systems are to be used reachability is obligatory. Thus cooperation partners are obliged to keep their videoconferencing systems in stand by mode. In case of using central resources, these facilities have to be booked. For example, multi party videoconferencing needs reservation support for multi point conferencing units.
Information logistics. Access rights for meeting rooms, in reservation systems and cooperative document repositories have to be administered. According to the degree of system support, interorganizational agreements are needed when and how externals are permitted to book meeting rooms in order to avoid booking overhead, what kind of access rights have externals when using cooperative document repositories and so on. Rules concerning information distribution may change when using document repositories and naming conventions will be necessary helping participants from different organizations and organizational subunits to orient within the heap of electronic papers.
Awareness. In the context of videoconferencing, awareness is not only information about the presence and identity of the participants. Additionally, users required the identification of the remote site and remote camera control to look around. Using shared document repositories required information about adding, removing and changing documents.
Videoconferencing relies on a working infrastructure. That is the technical equipment as well as the personnel running it. (cf. Kling 1992)
Cross organizational IT management. Recommendations, standards and guidelines for data interchange and interoperability of systems are a precondition for videoconferencing. Since the management of IT is decentralized within the German Federal administration, a rising need for coordination can be observed. As externals are involved from the point of view of the Federal administration, videoconferencing has to follow standards which are accepted by a community as large as possible.
Developing cross organizational infrastructure. Central resources (e. g. multi point conferencing units, shared document repositories) have to be procured, installed, administered, and maintained. This is to be regulated as well as financing, usage fees, booking conflicts, directories (X.500), and document formats.
Security. Third party access to data and spying on meetings have to be prevented by technical and organizational means. This includes interfaces to a cryptographic and authentication infrastructure.