Unfortunately, headlines like we see every week where an organization’s phone system was hacked and received a bill for $181,000 in fraudulent long distance calls is all too common of an occurrence. No matter what type of business you have, it’s imperative that you take the proper steps to protect your organization from circumstances like this.
The first step is to ensure that the business phone system that your organization utilizes has sophisticated fraud detection systems and protocols in place. A commonly reported scam within business phone systems results from hackers calling into a phone system’s voicemail, trying different passwords until one works and making outbound calls via one of the voicemail menu options. This calling capability is not secure, so you want to be sure that your provider does not allow this functionality within your voicemail options.
In addition to the security and sophistication of your system, there are important steps that all administrators and users need to take to prevent hacking.
1. Review Call Permissions
Phone systems today offer the ability to set call permissions and define user profiles based on an individual employee’s role within the company. Calling permissions should be reviewed carefully for each employee. Most likely, only a few employees require the ability to make international calls. We recommend that international calling is blocked for all employees who do not and should not be making international calls to help reduce the risk of any unnecessary charges.
2. Change Passwords and Pins
Password security measures must be taken for your phone system just as you would for any other business system. Having a unique password that is changed a few times a year is one of the best ways to combat hacking threats. Every pin number should be reset from the default pin assigned for every new phone that is installed. Pin numbers that are more than 6 digits, non-sequential and non-repetitive in numbers are highly recommended so they are harder to guess and more secure.
3. Set Business Hours
The most advanced cloud phone systems offer the ability to set call rules and permissions based on different hours of the day through their Business Hours feature. To prevent non-employees like cleaning crews or other vendors from making international calls after hours, we recommend that customers restrict international and long distance calling when your business is closed.
Security measures for phone systems are often overlooked, but are not something that should be taken lightly. It’s important that you not only utilize a secure phone system, but that your company implements an internal security process. Business phone system hacking is something that can be prevented when the proper controls and procedures are in place.