Times used to be simpler when phone lines were just that, but today there are more and more companies moving to the more complicated VoIP (Voice over Internet Protocol) system for their phone lines. This is in part due to advances in technology, but also partly enforced by telecoms companies like Spark suggesting they won’t support the legacy phone lines in future.
While VoIP can work well in the right circumstances due to potential cost, flexibility and number portability advantages – you do need good IT support. In circumstances which aren’t optimal it can end up being more expensive, more complicated and come with a range of security issues which need to be well thought out. Let’s take a look at the four main security issues below.
Hackers can use automatic phone dialler software which rapidly calls you and then hangs up, this is called a DoS attack and keeps your line busy so you cannot accept or make calls. Attacks like this can severely impact any businesses ability to communicate and can be extremely difficult to stop.
A very recent example is the attack on the New Zealand Exchange (NZX) which shows how vulnerable businesses can be. One way to help protect your communication infrastructure is by using Session Border Controllers (SBCs) which act like a VoIP firewall. This protects your network by using a secure connection between you and your service provider and gives you more control over your VoIP calls and voice traffic.
This is where someone can easily listen, divert or even hijack selected VoIP calls by putting themselves “in the middle” of the VoIP signalling path. This can happen when weak or no encryption mechanism is used on wireless access points, allowing unwanted users to join your network just by being nearby.
This can be one of the most serious threats, especially for those in industries where discussing private information is of the utmost importance, such as in legal or health sectors. Encryption and authentication protocols such as the TLS (Transport Layer Security) protocol can help with this.
Without good security protocols and strong passwords, system and user credentials are vulnerable to theft – making it easy to hack into online VoIP systems or phone hardware. This can lead to many issues, two of which include:
• Phreaking – a type of hack which steals a service from a service provider while passing the cost along to another person. Commonly this is when your VoIP account is hacked and someone uses it to make calls which you pay for.
• Vishing – where a legitimate number is hacked and then used by a party to call you and pretending to be from a trustworthy organisation, such as your bank, and asking for confidential or critical information.
To avoid this from happening, make sure you use 2 factor authentication where possible to access your online systems, never use your VoIP phone number or extension as the voicemail password (common defaults) and always change the default admin passwords on web based phone hardware.
Most VoIP providers will only allow you to use the caller ID of the lines you own, but some allow any number to be presented on their network which can cause problems. It is most commonly used where a business doesn’t present their main number but might instead present a tollfree number or their main number for customer callbacks.
However this means it can also be used to emulate another party or business with the intent to defraud, cause harm or wrongfully obtain something of value. This makes it important to have a mechanism in place which only displays numbers which have been authenticated.
VoIP can be great in the right circumstances but people often jump in without considering the extra complications and security issues which don’t exist with a traditional phone line.
It’s best to go into VoIP with your eyes open and be aware of the risks, then you can use it effectively for your needs. If you’d like help setting up VoIP or improving the security of your existing setup then contact your nearest IT Alliance member.
The IT Alliance are a group of nationwide partners that banded together to offer businesses high-quality, flexible support with a local touch. They are small enough to feel part of your team but backed by a bigger organisation and network of support. It doesn’t matter if you’re located in Otago or on the road across the country, they have the infrastructure set up to ensure you’re covered with all things IT.
How great is it that technology allows us to remote in and help clients at the drop of a hat? Although remote support is an excellent tool, sometimes an on-site visit is what you need. After all, it might be a little too much to expect Frank from accounts to troubleshoot why his keyboard isn’t connecting to his docking station, which isn’t connecting to his laptop, which is only connecting to one of his two screens, which seem be missing some cords?…you get the idea!
All of the partners in the IT Alliance pride themselves in providing, fast, high-quality local support. They’re focused on building long-lasting client relationships and working with you to ensure IT is strengthening your business, not obstructing it.
As a group of 12 independent IT companies across New Zealand, the IT Alliance work together as a group to deliver products, projects, training and support throughout New Zealand. Regular meetings during the month are held where specialist knowledge is shared among members and then passed onto clients from a local source.
Having partners that can reach the entire country means there are no limitations to servicing your business. Whether you’re travelling and need help, or have staff based around New Zealand, they can provide you with flexibility by supporting you no matter where you are.
The issue with partnering with a single, large IT company is that you can often get lost in the noise. Partnering with a member from the IT Alliance means you’re getting the benefits of small and local but also the access and knowledge of big and broad. Smaller and local offers agility, with the capability of changing and adopting new technologies at a faster pace, bypassing lengthy procedure. Additionally, you’re not paying a premium to support a single large organisation that has substantial overheads to cover.
A collaborative approach is critical with the fast-paced nature of the IT space. The IT Alliance team are backed with a wealth of knowledge and varying specialties. This means they each bring something unique to the table and can share the most important information with each other rather than wading through the sea of updates and changes the industry consistently presents. The core purpose of the partners coming together frequently is to brainstorm, explore all points of view, share experiences, stretch perspectives and challenge the way things are down. All with the objective to ensure the best possible IT solutions are offered to their customers.
Due to recent world events, most people have now had the opportunity to try out working remotely in one way or another, especially those who work from Central Otago. It’s also been an opportunity to test out our IT systems when working from home and to see if they’re up to the task of simulating being in an in-person environment.
There are of course some professions who are unable to work from home, such as nursing and hospitality. Retail is another where it can be more difficult as you don’t have the luxury of seeing things and trying them on before you buy. Office environments are generally the ones who get on with things from home – but do they do this well?
If you’ve had a team working from home, how do you think this compared to working in an office? Would you give productivity during this time a 5 star rating or a 2?
Some love it so much they’ve committed to full-time remote working teams – but with this extreme there needs to be a strong consideration about the long-term effect on productivity and mental health. The question needs to be asked – do your staff actually enjoy working from home? Usually there are some who love it and others who don’t. Two of the main benefits usually cited are the lack of commute and increased flexibility.
There may be people on your team who don’t enjoy working from home, perhaps they don’t have a dedicated office or workspace, and working from home wasn’t what they signed up for when joining your company. If they feel that they need to work from an office environment to be happy and productive, then a balance needs to be found.
When working remotely it’s more important than usual to use your calendar effectively, including blocking out time to get productive work done – which cannot be overridden by meetings.
In Microsoft Outlook you can even schedule emails straight into your calendar, it’s easy to block out time to do tasks using this method and the email is right there as a handy reference – you can ask your helpful IT person If you need some tips and tricks.
Some love working from home and others need to be around people in an office environment, so as with most things there is a balance to be struck which ensures a happy and productive team.
If something isn’t working with the team, always look at yourself first – the fish rots from the head down! If something is going wrong then ask yourself why and what you could do to improve things first before you consider what others can do. Own your mistakes.
Think about the long-term effect of working remotely and the effect it will have on morale, it can be exhausting if someone is in video meetings all day. Reducing your overhead costs are a great benefit to not having an office, but always put your staff’s wellbeing, morale and productivity first.
If you’re not sure where to start, then get in touch with us on 03 443 5499. We would be happy to help you!
There are plenty of options available for video conferencing at the moment, which has been extremely useful with many people working from home in the current environment. Skype, Zoom and Microsoft Teams are some of the big names available – but did you know that Teams can also do much more than just video conferencing?
Here at IT Centre, we like to use it for all of our Microsoft apps and workflows. Meaning it’s the tech equivalent of a swiss army knife which can switch between different bits of kit at a moment’s notice. If you currently have multiple apps, workflows, inboxes and files all over the place… then Teams might just be the all-in-one solution you’re looking for.
If you are constantly trying to keep up with your inbox and struggle to find that important email, then you are certainly not alone. Many businesses are now using tools like Slack for internal comms which can drastically reduce email clutter, did you know that Teams has a similar function? It’s a quick way to communicate with your internal team or give them a call – some of us have gone so far we’ve eliminated internal emails altogether!
Having multiple locations for files, unorganised file structures, different file versions and not being able to find something is certainly not uncommon. Using Teams allows you to directly integrate with Microsoft’s file hosting service, OneDrive and have all of your files in one place, and also makes file sharing easy with external customers or suppliers.
Everyone has access to what they need in Microsoft Teams by setting your team and only having access to what’s important for you – split these up by department or otherwise as suits you. Then you can interact with your colleagues however you need to based upon the large array of apps and workflows available. For example, you might want to hop on a quick call with a member of the admin team, share some private documents with management or your marketing team might want to set up a quiz to share with your customers.
If that wasn’t enough, you can also use Teams to book your meetings, keep track of them in the calendar, run live webinars for up to 10,000 people and integrate CRM and customer ticketing apps. Basically it can be used as your one-stop-shop to replace the multiple different apps you are currently using, with multiple logins and varying integration capabilities.
If you feel disorganised, have files here there and everywhere and want to centralise it all to keep them in one place securely in the cloud – then Microsoft Teams might be the answer for you. It will help you centralise your files, communications, email addresses (across multiple domain names) to become more organised.
Small to medium size kiwi businesses are increasingly being targeted by unscrupulous hackers, and cyber-criminals which often leads to loss of confidential data, intellectual property and can result in considerable business disruption. Poor password security is one of the key methods these cyber-criminals use to gain access to your systems. We want to highlight some of the fundamental threats you’re facing and guide you through implementing a strong password policy for your business.
According to the 2020 Data Breach Investigations Report, over 80% of breaches within hacking involve brute force or the use of lost or stolen credentials. You can see the full report here. The problem is the vast amount of people still using weak or compromised passwords, leaving kiwi SMEs vulnerable.
Why are smaller organisations being targeted these days? Cyber-criminals are not just after big corporations with substantial funds. They are looking for the easiest hack which means focusing on smaller, easier targets is often the strategy. Sometimes smaller enterprises can be identified as not having strict policies in place across all aspects of the business. Larger corporations have entire teams working on policy and procedure or dedicated IT teams consistently managing potential threats. As a Managed Service Provider, we want to help make sure you’re just as covered as these larger businesses. We suggest you establish and implement a strong password policy that employees can refer to.
So, we all know we’re supposed to use “strong” passwords, but what does that mean? We’ve come up with the simple acronym ‘CLOUDS’ to help you remember the most important things to think about when creating passwords:
Characters – Use at least one of each of; lower case, upper case, number and a symbol (e.g. #) or a space
Length – A minimum of 8 characters and ideally 10.
Obvious – Ensure your password is NOT obvious like a birthday or your family and pet names. Hackers can find these details through things like social media.
Unique – Think of something new each time. Do not use a slightly altered version of old passwords. Your old passwords may have been hacked from a website and sold on the dark web.
Different – make sure you use different passwords for different accounts.
Set – The most basic rule; set your own passwords. Leaving the default set up by your IT support is unsafe. You’d be surprised at the huge number of passwords that are simply not set at all.
Your intentions are good when coming up with the most uncrackable of passwords but now you find yourself continuously hitting the ‘forgot my password’ button and going through the tedious and time-consuming process of a reset. It sounds all too familiar doesn’t it?
We’re moving towards a world where thumb prints and facial recognition technology will alleviate the need to remember a collection of passwords but until we reach that point, we need a reliable solution to remember our passwords. Considering a password manager program is a good option. This gives you the option to store all your passwords in one place and when you’re signed in, they can quickly populate your details when logging into various platforms. There are numerous safe and reliable password managers so ask your local ITA member which one they suggest to suit your needs.
Alternatively, some people use encrypted documents, for example, password protected Excel or Word documents, while others use the ‘remember password’ facility of their web browser. If you use your web browser, make sure it encrypts the passwords and remember you need to log-off if you share computers or leave it unattended. All of these are good options and can help you move away from physically writing down passwords which can be risky and affect business continuity if you lose access to the physical copy.
Most experts no longer recommend having to change your password every six months as it hasn’t proved to improve security. However, we do suggest if you have old passwords that you bring them up to date and change these every couple of years. Furthermore, always change your passwords immediately if there are any indications they may have been compromised.
The best thing you can do is implement a strong password policy for your employees. Have them use the ‘CLOUDS’ checklist when creating passwords and encourage using a password manager. Make it part of your policy that passwords are updated when an employee moves on to ensure your systems remain secure.
The trick to having strong passwords that pass the ‘CLOUDS’ test, is NOT having to remember them. Use one of the techniques above to do the heavy duty remembering for you. Copy and paste as required. Just remember your login password and your password manager password – don’t write those down anywhere!
Recent growth in remote work locally here in Central Otago as well across New Zealand and around the world has seen an increase in the number of these cyber-attacks and has left businesses vulnerable. Across the ITA we continue to see heightened targeting of clients which is why it’s critical to review or implement your password policy immediately. If you have any concerns in this area or want to find out more about keeping your business protected and secure, contact us or your local ITA member.
IT Centre is a founding member of the NZ-wide IT Alliance – www.ita.co.nz
Check out the links below for a contact near you.
The environment in which we operate has significantly changed over the last few months. Businesses have been driven to embrace remote working. There has been no better time to question the efficiency of your workflows and systems. A business simply needs to have online functionality and the ability for staff to continue to work remotely. The need for increased collaboration and file sharing amongst teams is essential, which is where SharePoint can offer an excellent solution. How? Read on..
Are your documents and folders in a bit of a mess? Don’t worry, it happens to the best of us! With the change of employees, each individual has different ideas on how to organise filing systems, so yours has likely evolved into a mix of conflicting folders and duplicates. Have you ever collaborated on a document, emailing it back and forth until you eventually find yourself so confused as to which document is the most up to date? Yes! We have all been there. Working remotely means that now, more than ever before, we have a huge need for collaboration. This means that the same mentality needs to be embraced with your document management system. SharePoint allows you to have one central location where your documents are stored, categorised, updated and backed up. You can set up permissions so that others can access and update. No more version 184.108.40.206, saved on everyone’s drive!
SharePoint gives you the ability to capture version history. You no longer have to spend time hunting for the latest version of the health and safety policy! This not only helps reduce the number of duplicate files but it offers a history of who has last worked on the document. Having access to older versions can sometimes be a lifesaver. This means that if a colleague accidentally deletes some information from an older version when updating, you can still gain access to the previous version with a click of a button.
Accessibility is key. You might be working from home, stuck up north or down south, or perhaps on a family outing and work suddenly needs urgent attention. SharePoint allows you to jump on your laptop, tablet or other device and instantly access all of your work files. Quick, easy access has never been so important and can ensure as little downtime as possible.
The strong need for collaborative tools has increased, especially with a workforce that is frequently operating online and remotely. SharePoint allows users to collaborate by working on the same document at the same time. Additionally, you can easily create and customise your own intranet. Fancy right? This provides the perfect platform where you can share and manage content, knowledge, and applications to empower teamwork, quickly find information, and seamlessly collaborate across the organisation. Not to mention, bring your team together!
One of the most common concerns about embracing cloud platforms is the security of your data. We need to change our perception about having everything stored onsite and having ‘physical’ control. A company like Microsoft has an entire team continually working on the safety of their platforms so perhaps it’s time to embrace cloud options which can give your business the leap forward. You do also have control. Backing up your data, and implementing multifactor authentication are two key steps to helping keep your data safe. What does this really mean? Backups: using a third-party provider to back up your data is essential as Microsoft only manages the security of its platform… not your data!. Multifactor authentication makes it harder for anyone to hack or steal your data. It is a simple system whereby you might, for example, be required to enter a password as well as a text message code using an authorising app.
The way we do business has dramatically shifted. The damaging effects of a worldwide pandemic means we need to embrace technology to help us ride this wave of change. If you’re ready to make the move to more efficient and collaborative and secure document management, we can help get you started. You can pop us an email or give us a ring. We would be more than happy to walk you through the process in plain English!
IT Centre is part the IT Alliance, a group of like minding companies working together around the country to bring better value and services to clients.
IT Alliance members near you!
It’s fair to say that within the Central Otago business community, COVID-19 has really pushed our business into the cloud. Whilst Microsoft provides powerful services within Microsoft 365, it is important to note that comprehensive backup of your Microsoft 365 data is not one of them. Of over 1,000 IT Pros surveyed, 81% experienced data loss.[i] This can be from simple user error to major data security threats like ransomware. The misconception that Microsoft fully backs up your data on your behalf is common and could result in damaging repercussions which is why it’s important to know what areas you are responsible for.
Have you thought about how your Microsoft data is backed up? “The scary reality is that even though sensitive cloud data is stored in Office documents, an estimated 76% is not being backed up[ii]. In fact, IDC states that 6 out of every 10 organisations still don’t have any form of Office 365 data protection[iii].” Microsoft’s core focus is on infrastructure and maintaining uptime to users but when it comes to data protection, this lies with you.
Users accidentally deleting files is all too common. If a file or email is accidentally deleted, Microsoft makes this recoverable for a short period of time. If you go looking for something a few months down the track and realise it may have been accidentally deleted, you’re unlikely to recover this. If you do not have your own automatic back up and the recoverable period has passed, your file will be permanently deleted.
An even greater threat, if you are made vulnerable by any hackers or viruses, again your data is at risk of being lost. Malware and viruses can do serious damage to your business. Not only is your company reputation at risk, but the privacy and security of internal and customer data as well. External threats can find their way in through emails and attachments and you can’t control users accidentally opening these. Having a reliable antivirus is essential but having back up is critical in the case of a serious breach. Regular or automated backups will help ensure a separate copy of your data is uninfected and that you can recover documents or emails quickly with limited downtime.
Microsoft runs under a shared responsibility model. But what does that really mean? Microsoft data backup will protect you from events such as natural disasters that affect their data centres, hardware or software failures on their part, power outages, operating system errors, etc. Their key focus is on availability and uptime, not your data. This means you are responsible for your Microsoft 365 data including email, OneDrive and SharePoint. It is your responsibility to ensure your data is protected from human error, malicious activity, misconfigured workflows, hackers, and viruses. Basically, Microsoft will ensure availability and access but your job is to protect your data with reliable backup systems and multifactor authentication.
The solution really can be so simple, cost-effective and provide you with ultimate peace of mind. You’ll need to set up a backup solution via a third-party system. With the move of more company data to being stored in cloud platforms like Onedrive and Sharepoint, this data is no longer covered by business local backup systems as they were when data was located on a file server. It is essential when moving to cloud-based storage systems and when investing considerable amounts in the cloud system setup, to have an automated backup.
Having a backup of your Microsoft 365 data mitigates the risk of losing access to important emails, documents and files for all your users. It is critical and will fill the gap between long-term retention and data protection. We can help in getting this set up for you. You send us a quick email here or you can give us a ring. We would me more than happy to chat this through with you in plain English.
[i] Veeam customer survey, September 2019 3 IDC: Why a Backup Strategy for Microsoft Office 365 is Essential, 2019
[ii] Veeam customer survey, September 2019 3 IDC: Why a Backup Strategy for Microsoft Office 365 is Essential, 2019
[iii] Veeam customer survey, September 2019 3 IDC: Why a Backup Strategy for Microsoft Office 365 is Essential, 2019
We are pleased to announce HP’s latest End-User Cashback available from 1st May – 31st July 2020.
Buy any of the following computers and then claim your Cashback from HP.
To read the full terms and conditions please visit hp.co.nz/cashback
Call Us Now for pricing and availability 03 443 5499
Upload a copy of your proof of purchase and serial number by 7th August 2020 to the HP website hp.co.nz/cashback
COVID-19 has created an abrupt shift to remote work, putting pressure on the IT infrastructure of many businesses. Although technology has allowed organisations to adapt quickly, usually this shift would require in-depth planning and risk analysis. The quick change to a virtual environment means potential weaknesses have encouraged cyber-criminals to see this as an opportunity to be out in full force.
How good is it that in a lot of cases, businesses have been able to continue their operations because of the ability to work remotely? Technology is awesome. But with it, does come risk. It’s great that businesses have embraced remote work, but we can’t stress enough how important it is to make sure your tech and business is protected. Remote workers don’t necessarily have the same firewalls and corporate levels of threat protection at home which means your business’s data is vulnerable at the click of a button. Also, working from home, Joe from IT isn’t one office away to save you when you’ve opened a dodgy email.
“But, … I’m password protected!”
Unfortunately, passwords simply aren’t enough to keep you secure. They are regularly shared and can be easily hacked. You need a second line of defense and this is where multi-factor authentication comes in.
Multi-factor (or two factor) authentication is a security mechanism that requires an individual to provide two or more credentials in order to authenticate your identity. For example, you may be required to enter a password as well as a text message code using an authorising app. Other forms of authentication might be a fingerprint or retinal scan. Yes, it can be a little more time consuming, but it can be a whole lot more time consuming and stress inducing if you end up with a major security breach on your hands.
In a lot of cases, it’s actually FREE and just needs to be set up! If you’re unsure if you have multi-factor authentication or you want to enable this function, call us and we can help 03 443 5499. If you’d like to email us, you can find our details on our contact page.
We understand this is a challenging time and you’re having to adjust the way you operate. The good news is that there are some excellent tools available that can help you – some you may already have! You can give us a call here in Wanaka on 03 443 5499 or reach us HERE. We know it’s a lot to take in but we’re here to help and guide you through with all things IT.
This Contact Tracking form is made possible by the power of Microsoft Forms which is part of Microsoft 365 (formerly Office 365). You can do similar things with Google forms.
Call us on 03 443 5499, or contact us here, if you want to know what else can be done with your Microsoft 365 subscription, such as using SharePoint for cloud based document management and sharing for remote working, enterprise class email and calendaring or using Teams for collaboration and remote team working.
It’s not clear what the exact requirements for contact tracking will be but this is a simple and cheap way you can start.
There are multiple ways of recording this sort of information and this may only be one way you use for your business for example you may have a manual register you use for people who don’t have a cell phone. Alternatively you could complete the form on their behalf.
You may want to print these instructions before starting
Step 1. Create a form
Step 2. Add some questions
Step 3. Optional Extras
Step 4. Click Send
Step 5. Good to GO!
If you would like more help with set-up or customisation click here to contact us (our normal charges & Terms and Conditions apply).
Thanks to IT Centre we have been able to make up a registry that requires no paperwork. Customers & Contractors can simply open up the camera on their iPhone or Android and it will redirect them to fill out our Contact Tracing Registry” “… thanks guys that is really cool will save us heaps of paperworkChris and Glenys Cowling, Tauranga ITM
Thanks team, that’s really easy. We’ll print it out on vinyl in reverse and stick it to the inside of our windowSean & Claire O’Connell, Wanaka Signs
Wow, that’s really easy, thank you!Sarah Burdon, The Camp, Lake Hawea