Ways to keep your small- or medium-sized business’s (SMB) VoIP systems safe

Ways to keep your small- or medium-sized business’s (SMB) VoIP systems safe

A fully managed VoIP system is everything an SMB owner could ask for: advanced phone features, scalable service plans, and cost-effective prices. But like any other IT component, internet telephony systems need to be properly secured.

As a trusted provider of VoIP systems for SMBs in Brandon, Florida, we implement various security measures, like installing intrusion prevention systems, firewalls, and more to keep your phone systems secure. You can help keep your communications data safe too by following these tips.

Review call records

The volume of calls in your organization probably fluctuates every month. There may be a sudden increase in call volumes in one month and fewer calls thereafter, due to changing business needs. Nevertheless, it’s possible to identify normal call activities and determine a possible security breach based on call records alone.

Reviewing call records allows you to spot unusual call destinations, call lengths, and irregular spikes in VoIP traffic. These data can show irregularities in your phone system, and let you take action immediately in case you suspect a breach caused the abnormalities in call data.

Disable international calling

One example of irregularity in your call records is an unusually high number of international calls. Hackers may use your business’s phone system to make international calls at your expense. This practice is called VoIP fraud, and it typically occurs at times when your company’s phone usage is at its lowest (i.e., at night or during non-business hours).

VoIP fraud is characterized by an excessive number of overseas calls you don’t normally make. VoIP providers may offer fraud monitoring, but as a business owner, you need to be aware that this can happen to your company. Businesses that don’t regularly make long-distance calls would be better off disabling this feature and considering options such as purchasing a calling card for international calls.

If you make international calls regularly, watch your call records closely and inform your IT support team immediately for unusual call patterns.

Protect phone system credentials

Cybercriminals will exhaust every available means to hack into your systems, including your VoIP devices and network infrastructure. Whether you’ve just purchased a new business phone or are resetting an existing phone’s factory default settings, change the password on both the device and its web interface right away.

Although a recent study questioned the practicality of creating alphanumeric passwords as well as changing them every 90 days, it’s still necessary to create ones that aren’t easily cracked. So you should still avoid using easy-to-guess passwords like “password,” “123456,” and the like. Regardless of how you manage your organization’s passwords, you should still follow good security habits like creating 12-character passphrases (e.g., assd-lkgj-asda-mvnx) and avoiding the use of common words and easily identifiable personal information like your birthdate.

Consider regulatory policies

VoIP systems are chock-full of features, but that doesn’t mean you should use all of them. This is a particularly important point for organizations in regulated industries like finance and healthcare, which need to adhere to strict data privacy rules.

For instance, VoIP users in healthcare organizations must avoid using certain features like voicemail to email, voicemail to text, and voicemail transcription to comply with HIPAA rules. Unlike voice calls in a traditional telephone system, these VoIP features transform communications data (i.e., voicemail) into data that may be stored for a long time, and may therefore be compromised.

If making adjustments to your VoIP systems proves to be challenging, you can get in touch with a dependable managed IT services provider to handle it for you. inrsITe’s IT support team is more than capable of modifying your VoIP system and guiding you and your staff in keeping your phone — and entire IT system — secure. Talk to us today!