7 Common Types of Cybercrimes Impacting U.S. Businesses

Posted on January 4, 2020August 17, 2021 by Alex Werner

In 2019, you likely heard about at least one major business that was impacted by cybercrime, and even if you’re using security software and taking other steps to keep your business safe, do you really know what the risk is? There are many different types of cybercrimes that can negatively impact businesses of all sizes and knowing about the types of attacks can help you invest in cybersecurity measures to protect your business, so yours is not the next business dealing with the fallout from cybersecurity breaches. From lost work hours and the cost of repairing the damage to ruined professional reputations, cybersecurity breaches can profoundly impact a businesses’ ability to be successful.

PBX VS VoIP – Is There a Difference?

Posted on December 27, 2019August 17, 2021 by Alex Werner

PBX and VoIP are two types of communication networks used to route phone calls, voicemail, and other types of business communication. In recent years, many business owners have moved away from analog PBX systems (landline phone networks) that require physical phone control systems either in the office or hosted offsite. Instead, more people are using cloud-based calling systems that route communication through online software using the internet. In addition to freeing up space in the office and cutting unnecessary costs paid to phone companies, VoIP systems also allow businesses to personalize and integrate unique software and technology to improve business communications. Whether your employees are all in one office, spread across several locations, or you have a mostly remote workforce, VoIP systems give you the flexibility to route calls, capture voicemails, conference in numerous callers, and even use voice menus and video conferencing tools. In most cases, your employees can even use their computers or their own cellphones, so you don’t even have to worry about traditional phone handsets. The possibilities are endless when it comes to the many ways that VoIP improves business communication.

What is PBX?

Private Branch Exchange (PBX) phone systems are the old-fashioned systems set up using landline telephones that are connected to terminal adaptors that move calls between individuals within a phone network. If you’ve ever watched a movie or TV show set in the early days of telephone use, you may have seen one of the original PBX systems that required employees to physically plug wires into connectors that routed calls to the correct recipient.

Modern PBX systems still use an exchange system like these old-fashioned solutions, but the new PBX systems are much smaller and more manageable. Using an on premise or remote call controllers or servers, calls are routed to your employee’s office phones. Housed within your phone’s handset, are the necessary tools that allow your employees to select extensions, make calls, leave voicemails, and perform a number of other tasks. Traditional or “analog” PBX systems are run through a phone line. They need to be plugged into these lines, and most phone services require monthly service fees and ongoing maintenance.

What is Hosted PBX?

Hosted PBX is a hybrid of the analog exchange systems and Voice Over Internet Protocol (VoIP) systems. Rather than using a call control center or onsite network (plugging your phones into a phone line), Hosted PBX systems use an internet connection to receive and route incoming calls and send outgoing communications through an offsite system that is typically still managed (hosted) using a traditional PBX call control center format. While you don’t have to deal with any of the physical PBX hardware on site, someone else is still hosting an analog PBX for your business.

Is there a Difference Between VoIP & Hosted PBX?

VoIP systems, which are also called IP telephone or cloud-hosted PBX systems, are entirely run online via cloud systems. Your internet network is your phone network. All of your calls, voicemails, conferencing, and other features are controlled through cloud-based software, so on-site hardware is virtually eliminated. All you need is a phone that has the capability to function within a VoIP system and an internet connection. Most devices that connect to the internet (cell phones, computers, tablets) can be used to make calls.

How Can I Switch My Business to a Hosted or Cloud-Based Phone System?

If you’re interested in switching from an analog or traditional hosted PBX system to a cloud-hosted VoIP system, the IT ArchiTeks team can help. We offer VoIP installation and maintenance services to help you make the most of your communication network. Still not sure that VoIP is the best option for your business? Give our team a call. One of our knowledgeable experts will be happy to talk to you about your options and help you find the ideal solution that works for your business needs.

Understanding Ransomware & Keeping Your Business Safe

Posted on December 18, 2019August 17, 2021 by Alex Werner

If you’ve seen any of the (MANY) recent reports about ransomware attacks on businesses and their profound effect on the business and its clients, you know that ransomware is a serious danger that your company needs to be prepared to combat. The best defense, as the old adage goes, is a good offense. This has never been truer than when it comes to ransomware. By understanding what ransomware is and creating a security plan in advance, you can save your business’ and clients’ data from a malicious attack.

Continue reading “Understanding Ransomware & Keeping Your Business Safe”

5 Essential Cybersecurity Measures for Small Business

Posted on December 3, 2019August 17, 2021 by Alex Werner

Imagine you’re a small business owner in a thriving marketplace, and you’re looking toward a successful future. Then, your network gets hacked, customer data is exposed, and you find yourself struggling to recover. You’re losing clients. You’ve lost money. Your business insurance is through the roof. This is becoming an all-too-familiar story. According to a 2018 survey conducted by the U.S. Small Business Administration (SBA), 88% of small business owners felt their business was vulnerable to cyberattack. According to the Federal Bureau of Investigation (FBI), the cost of cybercrimes in 2018 was more than $2.5 billion. With statistics like these, it’s no wonder national agencies are warning small businesses to take action. Investing in improved cybersecurity for your business now can save your company if it comes under attack by cybercriminals.

Why Should Small Businesses Make Cybersecurity a Priority?

In recent communications, the Department of Homeland Security and the Small Business Association have released information concerning the increasing risk of cybercrimes in small businesses. If you’re a small business owner, it’s essential to understand that those who perpetrate cybercrimes may be targeting you. Because small business owners tend to devote fewer resources to cybersecurity than larger businesses, these cybercriminals know they are more likely to access the information they want without being detected. The main types of security breaches that small business should be concerned about include:

Advanced, persistent threats – this means the network was accessed, information was extracted, and the cybercriminal continued to silently probe security limits and remove information over the course of an extended timeframe.
Password-based attacks – usually a one-off infiltration, the hacker uses a stolen or otherwise acquired password to get into your system and take information, drain funds, or do other damage.
Malware attacks – this form of attack may be singular or ongoing. It uses an outside software to infiltrate your company’s network. From there, the damage to your business is only limited by the creativity of the programmer.
Phishing scams – these scams use communications that appear legitimate, including emails, text messages, and social media messages, to access information from users. In your personal life, you may quickly delete suspicious messages without a second thought, but professionally, you may feel the need to further investigate messages (even if they look suspicious) to avoid losing potential business. Cybercriminals know this, and they will take advantage of this increased vulnerability.

1 – Provide Education for Your Team

A knowledgeable employee is much less likely to expose your business to threats from cybercriminals. Create a basic cybersecurity policies and procedures document and make sure it’s reinforced with training. These policies and procedures and training resources should include information like:

Appropriate internet usage
How to protect client information
Password strength
How to identify phishing scams
What to do if employees suspect a breach

2 – Create a Data Security Plan

In order to train your employees on cybersecurity policies and procedures, you need to have a plan in place. Your data security plan should defend against cyberattacks by:

Establishing and maintaining an internet firewall
Installing and updating antivirus and antimalware software
Creating password strength settings for new users
Requiring new passwords at least once a quarter
Protecting client data (especially payment and private information) with additional layers of security

3 – Secure Your Wi-Fi Network

In addition to an internet firewall, you need to secure your Wi-Fi network. Many businesses leave their network open to encourage customers to visit, but this can also encourage cybercriminals. Having a separate Wi-Fi network for your business functions that is hidden from broadcasting to outside users and password protected is essential. If you do have a Wi-Fi network open to customers, it should still be password protected. Many small businesses have fun with giving out the password in creative ways. Turn it into a puzzle for your customers to solve. Hide the password in your receipt text. There are many fun and creative ways to give patrons Wi-Fi access, and you’re still keeping your business protected.

4 – All Passwords Must be Strong & Frequently Changed

We know we’ve already mentioned passwords a few times, but many small businesses rely on passwords to protect their company information. It’s really important that every user who accesses your business network has a strong password that is changed frequently. There are many ways to establish settings that require complex passwords and prompt users to change them regularly. A best practice is to ensure employees change their passwords once a quarter.

5 – Limit & Monitor Use of Mobile Devices

Mobile devices are now used, almost constantly, as part of running a small business. In fact, research indicates that allowing employees to access company email and other systems via smartphones, tablets, and mobile devices can actually boost productivity. Unfortunately, this brings its own added layer of security risk. Make sure that your systems are protected with robust passwords that are changed often and consult with professionals about how to create increased security for mobile devices. You may also want to monitor mobile device usage (when appropriate). Specifically, if your employees use mobile devices that are owned by your business, you may want to monitor how these devices are being used.

Let IT ArchiTeks Provide Dedicated IT Services for Your Small Business

Many IT security firms offer big security packages that are way outside of your small business budget. At IT ArchiTeks, we do things a little differently. We work with businesses of all sizes to create customized network security, communication management systems, and IT service plans that fit your business needs – and budget. When you’re ready to get started, contact our knowledgeable team. We look forward to talking to you.

Does Your Business Need a Virtual Assistant?

Posted on November 14, 2019August 17, 2021 by Alex Werner

“Alexa, where’s my stuff?”

“Hey Google, when’s my next appointment?”

“Siri, do I have any tasks left before I can go home for the day?”

Can you imagine a workplace where your employees are chatting with their virtual assistants daily? Virtual assistants have become ubiquitous in homes, and almost every family uses some sort of virtual assistant, smart speaker, or smart home hub on a daily basis. While these devices continue to gain in popularity for home use, most businesses haven’t adopted them yet. There are a number of factors that come into play when determining whether or not to use a virtual assistant in the office, including the need for improved security and remote monitoring to ensure your business data is safe when employees use virtual assistants. In this blog, we take a closer look at the use of virtual assistants for business and how they can be incorporated to streamline and improve workflow, employee efficiency, and task management.

How’s Your Digital Literacy? Take the Quiz!

Posted on November 5, 2019August 17, 2021 by Alex Werner

How much time do you spend online? Most Americans spend 24 hours a week online, but a recent study conducted by the Pew Research Center indicates that most people in the U.S. struggle with understanding online privacy and cybersecurity. In fact, the majority of people polled answered fewer than half the questions in the study correctly. If you want to find out how your digital literacy compares to those polled, take our quiz below.

So, You’ve Had a Data Breach – 5 Steps to Turn a Fail into a Win

Posted on October 5, 2019August 17, 2021 by Alex Werner

You always go above and beyond to secure the private data of your clients and employees, but even the most conscientious network security measures can be compromised. Do you have an action plan in place if a security breach occurs? Taking the right steps after a security breach ensures you can protect your business reputation and keep your clients and employees happy.

Backup & Disaster Recovery 101 – Everything You Need to Know

Posted on September 25, 2019August 17, 2021 by Alex Werner

If you run a business in 2019, you need a backup and disaster recovery plan in place. This is not something you can do without. The odds are good that 99% of your company’s information and processes all happen through computers. That means you need an information technology (IT) infrastructure in place that allows you to save, share, and access your company’s workloads and data. What happens when something goes wrong within your IT infrastructure? That’s where a backup and disaster recovery plan comes in. In most cases, you’ll hear these two terms used together – because they, like peanut butter and jelly, are better together – but they are actually two separate things. In this blog, we take a closer look at what backup and disaster recovery are, why they matter for your business, and how to test your current system to ensure your business is ready if the unthinkable happens.

Can Regular Computer Maintenance Save My Company Money?

Posted on September 5, 2019August 17, 2021 by Alex Werner

The short answer is yes! Computers should be considered an investment that needs to be maintained to ensure they function properly and last for years. While it may seem like computers and technology in general are changing so quickly your business can’t possibly keep up, by updating your computer software, protecting from viruses and other security risks, and properly maintaining systems, you can keep a computer running as it did out of the box for years, giving you the opportunity to plan and budget for replacement.

Is it Safe to Use Cloud-Based Hosting?

Posted on August 27, 2019August 19, 2021 by Alex Werner

Cloud-based hosting for data is happening at record rates, and there’s no sign that this trend is going to change anytime soon. Business owners and office managers worry that storage and business processes hosted on the cloud may be at higher risk from hacking, malware, and ransomware, but for some businesses, cloud-based hosting may actually offer increased security. IT ArchiTeks offers managed hosting services. We can help you understand and migrate to the cloud or transition from an on-site storage and networking systems (read – large, noisy server rooms) to cloud-based hosting for business networking, storage, and content management. When used properly, the right cloud-based hosting solution can be just as secure (if not more so) than the traditional systems you’re used to. In fact, many cloud-based hosting solutions are held to very rigorous security standards that ensure your business’ information and processes are stored, shared, and accessed securely.

What is Cloud-Based Hosting?

Cloud-based hosting is, basically, subcontracted data storage, networking, and or specific business process that used to be maintained on-site through servers, physical (wired) connections, and other solutions. Instead, these data and processes are housed on cloud-based (internet-connected) servers without the need for your business to maintain or manage any of the equipment on-site. One of the most basic forms of cloud hosting is email. Every time you send an email, you are using a cloud to store and share your communication. As long as your device has an internet connection, there’s no need to download specific emails. You can simply use the internet to access them again later. Cloud-based hosting is like email on a much larger scale. Instead of just storing and accessing individual communications, cloud-based hosting allows businesses to store, share, and access all kinds of files, processes, and communications in a virtual environment. This is great news for the remote-worker business model that is only going to grow in popularity in coming years.

Here’s How Cloud Hosting Keeps Your Business Information Safe

Now for the long-form answer to the question about cloud-hosting security. Yes, cloud hosting is safe for your business – under the right conditions. You still need to do your research and find the right option for your cloud-based hosting needs, and IT ArchiTeks can help with that. Some of the specific ways that cloud hosting keeps your business safe and secure include:

Protection from Disaster

If you have all of your business information on-site in one location, a disaster can set you back weeks or months, or it can put you out of business completely. Flooding, fires, theft, and any other disaster could mean huge losses, but cloud-based hosting means your data is safe offsite. Most businesses can get back on track within days (or even hours) of a disaster by accessing their information through the cloud.

Redundancy

If you’ve ever talked to an IT consultant about protecting your business information, you’ve heard the word redundancy countless times. We talk about it so much because it’s really important. If you only have one copy of something, losing it means losing time and money. Cloud-based hosting platforms offer automatic redundancy protocols for most information, which means if a server goes down, there’s a backup and you don’t lose any information or time on task.

Security Standards

As more information is shared and stored online, many industries have set standards of expected security for data. It’s important that business owners and managers who work within these industries are familiar with the standards, it can be more difficult to determine how best to meet or exceed these basic security regulations. Most cloud-based hosting providers offer security protocols that meet or exceed those set by individual industries. For higher risk businesses like financial institutions and healthcare providers, there are cloud-based solutions that are made specifically to meet the more stringent standards of security in these fields.

Monitoring

Finally, cloud-based hosting services rely on active monitoring to troubleshoot and prevent problems before they start. If you’ve ever had a server go down, you know how long it can take to get everything back online, but with reliable monitoring, these server crashes and other common concerns can be avoided altogether.

Let IT ArchiTeks Help

While it can be completely safe to use the cloud for your business network, hosting, and storage functions, you still need to ensure you’re using the right resources with information security protocols that meet the standards in your industry. IT ArchiTeks can help you better understand your cloud hosting options, find products that make sense for your business, and maintain security and privacy for your company and employees. Call our team when you’re ready to schedule a consultation appointment to discuss security options for cloud hosting or help for all your IT service and security needs.

Category: Blog