A new look for EOS

IT security for beginners, this affects all businesses, large and small. Cyber criminals are out there, trying to take advantage of security weak spots. The damage can be devastating.

Prevention is better than cure, as the saying goes. So, in this article we introduce three key elements of cyber security for your business.

Reduce the risk of a cyber attack by taking the following steps to protect your:

• Employees
• Network
• Devices and Files

Employees

Your workers are crucial for IT security. Raise awareness and implement simple best practices to protect your business as a team.

1. Use Strong Passwords: they should be more than 12 characters and a mix of letters (upper and lower case), numbers and symbols.
2. NEVER reuse or share passwords
3. Limit the number of log-in attempts to prevent password-guessing.
4. Most importantly, make your team aware of what to do when they get a suspicious email (e.g. those that might contain ransomware or viruses, could be phishing scams, or imposters). Consider using email authentication software. Build a security-conscious culture with training and briefings. Consider making training mandatory.

Network:

1. Set up your router with security in mind: change the default name and password, turn off remote management and log out when you are finished.
2. Make sure your router in encrypted: Use a router with WPA2/WPA3 and make sure encryption is turned on. This will mean that information sent over your network can’t be read by anyone outside the organisation.

Devices and Files:

1. Passwords. Make them mandatory. On ALL devices – phones, tablets, laptops and PCs. This may seem obvious, but don’t overlook it and make your business an easy target. Remind staff to NEVER leave their devices unlocked and unattended, particularly if they are in public.
2. Use Two-Step Authentication. This requires something more than logging in with a password, such as a code sent to a pre-registered mobile phone or email address.
3. Regular back ups. Make sure anything business critical has an off-network back up. Options include in the cloud, on paper, on an external hard drive, etc. If you choose to use a paper back up system, make sure they’re in a secure location and protected against fire, flood and theft.
4. Keep your software up to date. This means ANYTHING that’s connected to your network (e.g. apps, web browsers, operating systems). Updates often have security patches. You can even schedule these to happen automatically overnight or at the weekend to minimise disruption to the working day.
5. Use encryption. Encrypt any devices with access to potentially sensitive or personal data (e.g. laptops, tablets, smart phones, flash or external drives and cloud storage solutions).

What else?

Keep your remote access secure by protected devices and training staff.

Plan for the physical security of your data – whether its on paper, hard drive, flash drive or on your laptop.

Regularly review your web hosting service and make sure that’s up to scratch.

Consider where – outside of your business – your data goes. Speak you’re your vendors and find out how they keep your data safe. Use this in your procurement processes going forward.

Take out a cyber insurance policy to help you recover from any financial impact of a data breach.

Have a disaster recovery plan in place. Whilst it sounds daunting, setting this up simply means you are prepared if the worst should happen. A typical disaster recovery plan includes what to do about saving/recovering data, how to manage business continuity and letting your clients know. If you do experience a breach, the FTC’s Data Breach Response: A Guide for Business lays out the steps you can take.

Next Steps

It goes without saying that IT security is important. But it needn’t be intimidating or complicated. Start by compiling a list of best practices (like those in this article) and implement what you can.

If you need someone to take a look at your IT infrastructure and show you where you can improve, EOS conduct free-of-charge IT audits that give you a clear overview of where you stand. Get in touch to find out more.

If you haven’t heard of the great 2025 BT switch off, you’ll need to look at it. Firstly, don’t panic, it’s not until 2025, but you need to start looking a switch as soon as possible. 

Why is this happening? 

Simple! Our current lines are copper and date back to the Victorian era. Just like our television services going from analogue to digital about ten years ago, we have to move away from old technology to new digital technology.  

How do the digital lines work? 

The old system we have now is known as PSTN which stands for public switched telephone network. Countries that have already gone through this process are Estonia and the Netherlands. France, Germany, and Japan are all in the middle of moving across.  

The new system is known as VoIP which stands for voice over internet protocol, this can also be known as IP voice or digital voice. The simple explanation of how it works, is the VoIP converts your voice into a digital signal so it can be sent between computers. This is the same technology that services like WhatsApp, FaceTime and Skype use. 

What other services use phone lines? 

Our voice calls (landlines) are not the only thing we use the lines for. Companies use them for burglar alarms, card machines, tills etc, as well as them being used for healthcare services, ATM’s, traffic lights, motorway signs, railway signals, home monitoring systems etc. Again, we need a reliable service for all these of which the old system isn’t. 

All sound confusing? Again, don’t worry about the switch if you have any questions were here to help. Our consultants are trained to navigate you through this process. 

To book a free consultation give us a call on Norwich 01328 854221 or Fakenham 01603 423333

Why EOS (Electronic Office Solutions) work with Epson.

People often ask how we choose the manufacturers we work with. Here’s why EOS work with Epson.

Firstly, when Epson approached us to join them on their journey. We looked at how environmentally friendly they were, and how their machines were. Epson certainly ticked all the right boxes. From the manufacturing process to how heat-free low energy machines run, using few consumables.

What people don’t realise is that Epson started back in 1942 as Daiwa Kogyo Ltd, and then in 1956 became Seiko Marvel producing watches. Their first miniture printer was the EP-101 in 1968,followed in 1969 by the worlds first analogue quartz watch. It was 1975 that Epson became what we know today. You may ask “how does a watch maker tie in with printers?” Easy, they use micro piezo technology the same that’s in their watches.

It was obvious that Epson have the same commitment to business growth and the how they feel about their ever-growing commitment to the environment and customer service, the same values as us at EOS.

Epson celebrates 80 years this year (2022) Here’s a short video about their journey. Click here

Why and how does it work? Click here

Kyocera and EOS are a perfect match, with both companies concentrating on environment and eco issues.

Companies are now being asked about their business practices, such as social and environmental issues. In 1991 Kyocera group introduced the 'Kyocera Environmental Charter'. Kyocera is also a signatory of the UN Global Compact since 2011. Publishing their corporate social responsibility goals and priorities. Setting out to reduce Kyocera machines environmental impacts across the whole life of the machine.

The paperless office ?

For many years we've been told by the media that the paperless office is on it's way.....! You've been told to stop using paper, save money, save the trees and save the environment, everything will be electronic.... Computer's have become the main fixture of the office, letters have been replaced by email, and still only 1% of offices in Europe are paperless, 99% of companies still use paper. With this in mind it's very important to get the right supplier that you can work with to work with you in the most sensible sustainable way. EOS partner with Kyocera because they are serious about their corporate social responsibilities, they care about our environment.

ECOSYS (stands for Economy, Ecology System)

Kyocera's ECOSYS range of machines provide a print solution that incorporates long life parts, these reduce waste financially and environmentally.

TASKalfa MFP (Multifunctional printer) range

Like the ECOSYS range, the TASKalfa machines are built with all the same long life parts, these also include a toner lock system that only release once all the toner is used. And a black toner that once it is empty it can be used as a waste toner tube, once again reducing waste and cost.

At EOS we also offset carbon that we and our machines produce. We also recycle any cartridges from our machines.