What kind of information are you storing in the VoIP system? Depending on the type of business you’re running, you could have anything from credit card information to client addresses, to proprietary information within the enterprise.
Imagine if all those got out. It would spell disaster for your enterprise due to lost trust and ruined reputation. Depending on the gravity of the situation, you may not be able to get back up again!
Plus, it could also mean exposing yourself to potential litigation from your clientele and even your staff. For these reasons, we strongly believe in only getting your VoIP solutions from trusted providers like Telnum.
But although reputable providers like that ensure basic protection from virtual intruders, taking security into your own hands is still necessary.
Keep all information safe and secure by keeping in mind these best practices when using your VoIP:
Only record what you need
One of the most popular benefits of local phone numbers is the breadth of information that you can store within the system. But does that mean that you should?
There’s no right or wrong answer. There are real benefits to recording everything that happens during office hours. For one, it can be a way to detect problems and improve the work efficiency of low-performing workers. It can also ensure that your staff is actually working when they should.
Moreover, there will always be a good argument for centralizing information in one space. It allows everyone to work on complete, reliable, and up-to-date information, which as a result reduces human error.
But the question here is at what cost? This is where you weigh the pros and cons. Perhaps this is also where you realize there should be compromises.
If you truly believe that having some info recorded is necessary, then go for it! Just know that you’ll probably have to take extra measures to keep them safe.
Also, consider the value of keeping some information saved. Would it have that much of an impact on productivity?
Create protocols on system usage
One chink in the armor can be all a hacker would need to get inside your VoIP system. That’s why it’s important that you leave no weakness for them to exploit.
And you can hire the most expensive security firm out there. But if your staff doesn’t know how to do their part in keeping their login credentials secure, the effectiveness of the other measures you employed would be diluted.
For example, is there a requirement on how strong the password should be? Also, do you make it clear the dangers of connecting to the VoIP system using public WiFi?
Because of the various concerns where carelessness could be a liability, it’s important that you have established protocols for them to follow.
This will prevent breaches in the system that could compromise the safety of the information within it.
Encrypt your WiFi
Any business worth its salt knows that not using WiFi encryption is a bad practice. Encrypting your WiFi is easy and free! Plus, it’s also one of the simplest ways to improve security and prevent anyone from listening to conversations made using the connection.
If you’re still using WEP, it’s very important that you change the settings right away. It’s an outdated protocol. Set it up to WPA2 or WPA3 combined with a strong WiFi password.
Are those options not available? Then, it’s time to buy a newer router. This small investment can go a long way in protecting the entire system. It’s definitely worth it!
Think about using a VPN
Encrypted WiFi is much easier to enforce if you’re all in the same office. Because at the end of the day, there’s no way for you to check what your staff is doing at the comforts of their home.
As trustworthy as you believe them to be, there’s no harm in taking a few steps yourself to make sure they’re doing their job.
If your team is located all around the world, it’s important for you to strongly consider encrypting the internet connection you’re using through a virtual private network or VPN. This not only hides VoIP addresses but also provides protection to VoIP calls that you’re making.
But don’t just go with any option. Make sure it’s business-grade. This will ensure that bandwidth is sufficient enough to prevent call lags and drops.
Securing your VoIP connection should be considered of utmost importance. Think of it this way: if you’re all in a physical building, you definitely don’t want just anyone going in. The same logic applies to your virtual network.
Taking the necessary steps to keep your connections secure is an investment that will prevent headaches, lost productivity, and even lost business deals in the long run.