Cloud VoIP is affordable and flexible and allows even the smallest teams to sound like professional call centres (minus the annoying hold music). They are available to everyone and have become the most popular option among small businesses in the UK. However, like all technologies, there are some internal risks. Insider threats can be unintentional, like your reception team clicking the wrong thing before their morning coffee. Small businesses should understand how to keep cloud VoIP systems secure, all while educating teams on digital security so that your business keeps clear of digital disasters.
Understanding VoIP and the Cloud
Voice over Internet Protocol (VoIP) allows you to make calls using the internet rather than a traditional landline telephone. When VoIP is cloud-hosted, it allows your phones to be smarter, more cost-effective and easier to scale. This is an ideal option for small businesses that want the features of an enterprise-grade phone system without the enterprise cost.
What Are the Concerns About the Security of VoIP Systems
VoIP has a lot of benefits, but if it is not appropriately secured, these system can be a playground for mischievous activities. Some common cyber threats to VoIP systems include eavesdropping, call interception, unauthorised access jumps and insider threats, more often than not occurring from simple human error.
Why are Insider Threats More Important Than you Think?
Someone might think insider threats come from in-house evil masterminds, when in reality, they are often well-intended staff trying to implement unique tactics. With managed cloud VoIP systems, insiders have the ability to access call logs, extensive data and call forwarding.
What Security Measures Can Help Reduce Privacy Risks When Using VoIP Services?
Here are a few simple no-brainer recommendations.
- Enable strong authentication.
- Reduce permissions to users. Not all of them need the all-access VIP pass.
- Make sure the configuration for calls and messages and other data are encrypted.
- Set up reviews of access logs to detect unusual activity.
Practical Ways UK Small Businesses Can Combat Insider Threats
There are some simple ways that small businesses can protect their sensitive data, from reducing access in the cloud and adequate employee training programs:
Employ Role-Based Access Control
Businesses can make access to VoIP features dependent on required functionality. There are no exceptions to ‘all users are given administrative access for ease of management.’ By reducing accessibility to certain files or features, a company can prevent users from accidentally (or deliberately) changing any parameters to gain access to sensitive data.
Train Employees
Well trained staff provides the best defence against cyber attacks. Just a few minutes of training can improve functionality and empower employees to avoid suspicious actions.
Activate Monitoring and Notifications
Monitoring functions allotters you to track who viewed which documents and at what time, reducing the risk of team members breaking your workplace rules. Automated notifications determine what behaviours are aberrant, such as call forwarding to unrecognised numbers, faster than the time it takes to say, ‘Who modified this setting?.’
Review Permissions Every Quarter
Every business changes and so do internal roles. No one should keep access to permissions they don’t need. A quarterly access review will also help find any inactive accounts, which reduces the risk of a data leak occurring.
Choosing VoIP Service Providers With High Standards of Data Security
Identify VoIP Providers based in the UK who are security conscious and include as a minimum the following features: Encryption, GDPR compliance and no downtime. A provider of this level will help manage some of your concerns and reduce your level of risk.
Promoting A Culture of Security
Develop a climate of trust and transparency where employees can report errors and report behaviours that appear unusual, so that your business can take corrective action before the problem escalates.
