Guide to Best Practices for Cloud PBX Security
Legendary communication technologies like PSTN and on-premise PBX systems shaped the digital communication revolution that we are witnessing today. However, the time has come to embrace something more advanced and ensure that the ever-growing needs are met efficiently. For this reason, we are witnessing a swift transfer from an on-premise PBX system to a cloud PBX system. This new technology has revolutionised the business communication segment, and it provides a reliable and fully secure office phone system powered by an Internet connection.
The biggest feature of switching to a cloud PBX system is that no server maintenance is required, and the costs are very low compared to traditional solutions like PSTN or on-premise PBX phone systems. However, security has always remained a concern for cloud PBX users and this is why we have come up with this post to understand cloud PBX security and steps to mitigate the risks completely.
WHY IS IT IMPORTANT TO KEEP CLOUD PBX SECURE?
Regardless of what communication solution you are using for your business, all the robust cyber security measures must be implemented to protect your data from potential threats, data breaches, hacking and unauthorised access. This damage or data loss can harm your business's reputation. It is essential to have advanced security measures to safeguard your business's reputation and data. Now the question emerges: what is the more secure solution: cloud PBX or on-premise PBX? Let us find the answer below.
IS CLOUD PBX MORE SECURE OR ON-PREMISE PBX?
The safety and security of communication solutions, regardless of whether it is cloud PBX or on-premise PBX, depends on several factors like communication needs, budget, the selected service provider and the expertise of the in-house IT team. The server's location is the main difference between cloud PBX and on-premise PBX. In the cloud PBX system, the entire server and infrastructure are hosted by a third-party service provider, and you enjoy these services with the help of a high-speed Internet connection. Since it is a hosted technology, the service provider is responsible for maintaining, updating and securing the system. It is a convenient technology, a very cost-effective one, and easily accessible. But if not secured well, it can easily become a victim of fraud, breaches, unauthorised access, and similar disruptions.
This is where on-premise PBX emerges as a better solution, as the entire server or communication infrastructure is at your office and connected to your internal network. You are responsible for running, managing, handling and securing the system with the help of an experienced in-house IT team. This means you have more control over the system, and you can keep it as secure as you want. However, the downside is that this comes at a cost and managing an in-house server involves a lot of stress, investment of time and money and so on.
BEST PRACTICES FOR COMPLETE CLOUD PBX SECURITY
Cloud PBX services and cloud PBX business are necessities of modern organisations. They are a cost-effective solution that can revolutionise business communication and boost employee productivity significantly. With some simple steps and implementing best practices, you can ensure the complete safety of your cloud PBX system. They will ensure complete resilience against potential threats and attacks from the Internet. Here are the top steps to take to protect your cloud PBX system.
PASSWORD FORTIFICATION
Experts in cloud PBX services recommend keeping long and complex passwords for your cloud PBX system. These passwords should be updated regularly, and you should also change the default admin and guest passwords to something uncommon. This will help you avoid frequent attacks, and your data will be more secure than usual.
MULTI-FACTOR AUTHENTICATION
Your service provider should provide multi-factor authentication instead of two-factor authentication to guarantee the complete security of your cloud PBX system and data. There should be verifications like 'code sent to their email, along with the password to get into the account. This way, even if an attacker gets the password somehow, they cannot log in without entering the verification code. Enabling all these defence measures will be an added layer of security to protect your server and data from breach, unauthorised access and hacking.
REGULAR SOFTWARE UPDATES
You should choose a service provider for cloud PBX services that is known to keep the entire server safe and updated. This involves updating all the software regularly and fixing bugs and security concerns without delay. Timely software updates come with various security patches to enhance the server's security. With timely software updating, you will be able to address potential vulnerabilities and enhance security.
CONTROL THE ACCESS
Features should be available to control and decide who can access the server and from what location. This way, you allow only the right people to use and manage the cloud PBX system and access the sensitive information present in the server. By assigning specific permissions and restrictions, you can mitigate the risk of unauthorised access and cyber-attacks. This proactive measure makes the overall system more robust and secure against data theft.
IMPLEMENTING TECHNICAL MEASURES
The service provider chosen for cloud PBX services should include the highest-grade intrusion detection systems and the best firewalls to monitor and block any suspicious activity or attempt of unauthorised access. This also involves implementing continuous threat exposure management systems that systematically identify, prioritise and address vulnerabilities before the server gets exposed. You should also ask them about encryption to shield communication data related to VoIP calls, video calls, text messages and other communication methods. This encryption is vital as it converts data into a secret text that is impossible to decrypt or convert back into the original form to prevent data from unauthorised access.
Educating and training users on dos and don'ts related to cloud PBX server security best practices will play a significant role in enhancing server's safety and security. They should be trained to change passwords regularly, conduct service checks and perform other necessary steps and procedures. Apart from this, they should know the importance of security and safety measures to keep the cloud PBX secure from unauthorised access, breach and hacking. There are other threats as well, like Denial Of Service and Distributed DOS attacks, eavesdropping attacks, malware attacks, phishing and social engineering attacks, etc.
They all will lead to data breaches, identity theft, loss of consumer trust and most importantly, damage to your organisation's reputation. At any point in time, the confidentiality of the server should not be compromised, and the leakage of sensitive information should be protected at any cost to prevent interruption in business communication and operations. This data breach can also have some serious consequences locally, like call interception, fraudulent calls, data theft, leakage of sensitive information and harm to your business's strategies and reputation.
