In light of recent events, everyone has to be more careful about security. We need to safeguard everything from internet folders to your office phone system. It’s well known how lapses in security can be exploited by criminals who acquire confidential data for identity theft. It may be less known this activity can feed into global terrorism. This may sound a bit too serious for your small business telecoms but it never hurts any business to exercise professional conduct via secure communications.
It’s a legal requirement for companies to retain customer details safely. Here at Meridian, we pride ourselves on saving our client’s money on their business. By demonstrating our telecoms expertise and knowledge we like to make sure our clients are protected by sharing the benefit of our wisdom over the years, where and when we can.
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5 Ways to Keep Your Confidential Details Safe
1) Voicemail Passwords
This probably goes without saying but voicemail needs passwords. By assigning a minimum six digit password to each telephone handler’s voicemail, you protect the potentially confidential content of customer calls. You can also build a trusting relationship with your customers that grows with time, leading to repeat business. For an extra layer of security, you can also get voicemail accounts locked out after several unsuccessful attempts.
2) Restrict international call forwarding
Ok, so international calls are expensive but there are more important reasons to restrict them. Your phone system can be hacked and intentionally diverted or ‘spoofed’ to premium rate numbers at international destinations. The reason is simply to boost up call charges. If this is possible, you can imagine how dangerous it is to lose control of your office phone system. There are certain countries that have consistently attempts so their interntaional numbers can be barred but they change regularly, so you need to keep up to date.
3) Protect Sensitive information
As we mentioned earlier your business has a legal obligation to retain and protect your customer’s personal details. This is enforced by the Data Protection Act 1998. Even though it may not be your fault, the damage losing personal customer details can be disastrous, not simply for obvious short-term security reasons but also for trust in your business brand.
4) Monitor traffic
If you have a VoIP-based phone system you can choose to have it hosted onsite or off premises. Either way, it gives you a greater security control and because it uses the internet, you can create a ‘safe list’ of IP addresses contacts and block suspected fraudulent IP addresses. You can even choose to have your phone system cloud based.
5) Let someone else deal with it
So if you have a VoIP phone system hosted on your own business premises then you are technically in charge of maintaining that security. However, you can opt to have it cloud based phone system hosted off site and looked after by experienced telecom industry professionals. This pretty much removes the burden and gives you peace of mind. One less thing to worry about and you can focus on running your business.