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Cybersecurity in the Remote Workplace

Cybersecurity in the Remote Workplace

Cybersecurity issues have been around for quite some time. Most organizations have put in place security layers to reduce or eliminate the risk of data breaches. But all of that was when offices used to function in the traditional way – unlike in the “new normal” world that COVID-19 brought about, in which many employees now work from home.

Yes, the coronavirus pandemic has turned things upside down. It is not as if remote work is a new concept. Companies were flexible with remote work set-ups, but were certainly not prepared when a majority of the staff needed to work at home.

Making home a remote workplace is a challenge from several standpoints. And security – or cybersecurity, to be more precise – is one such challenge that needs addressing.

Pandemic Affects Security Needs

As a business, you need to understand how the pandemic affects security needs. Businesses need to factor in the security issues that are imminent with telework and mobile security. With the current situation unlikely to change in the near future, it is in your interest to implement security measures to keep your company’s data – and that of your customers’ – secure, while maintaining the productivity of your employees at the optimum level.

It is, therefore, crucial that business take into account the rising risks of security breaches. To create continuity plans, businesses need to put in place security measures for mobile and remote computing to reduce or eliminate the threat.

How to improve cybersecurity for remote employees?

A strong company policy that covers every risk area needs to be drawn up and distributed to every employee in your organization. To ensure that everyone understands the measures and to enforce compliance, you should schedule teleconferences for training. There can be no compromise on content security, especially when it comes to your proprietary data. 

Here is how you can improve cybersecurity for your remote employees:

Make sure your remote employees use a VPN – People working from home should use a virtual private network (VPN). Using a VPN not just bypasses geographic restrictions, it also helps improve online privacy. A VPN can encrypt your internet traffic. Therefore, even if someone intercepts your data, they cannot read it. Ask your employees to use a VPN when they are accessing company information.

Tell your employees to use secure Wi-Fi connections only – Most of our home Wi-Fi systems are secure. Ensure that your employees know that it is not safe to use public Wi-Fi networks while accessing company information. Most of the cyberattacks emanate from these places. Make sure your employees don’t use public Wi-Fi while accessing company information. Our blog post – “Is It Safe to Use Open Wi-Fi Hotspots?” – covers this important issue in detail. Spoiler alert: No.

Change the password of your home router – Ask your employees whether they have changed their home routers password after installation. Many people don’t bother to change the password, which makes their home network vulnerable to cyberattacks. Also, ask your employees to install firmware updates to patch security vulnerabilities.

Make sure your employees use strong passwords – Tell your employees to use strong passwords. Many people still use the same password for several accounts, although it leaves their devices vulnerable to hacking. Also tell your employees not to use the “remember password” feature while accessing company data.

Make sure your employees use two-factor authentication – Some cyber attackers are smart enough to break strong passwords. That is why adding a second layer of security like two-factor authentication and a two-step verification process can help avert many cyberattacks. You can opt for email or text message confirmation, or use facial recognition or a fingerprint scanner.

Back up your important data – Make sure you back up all your important files. In case of an attempted breach, you need to have your data secure somewhere, and the best and most cost-effective place to keep your data safe is the cloud.

Make sure you have firewalls – Writing for Cybereason, Sean Mooney recommends the following

“Firewalls act as a line of defense to prevent threats from entering your company’s system. They create a barrier between your employees’ devices and the internet by closing ports to communication. This can help prevent malicious programs’ entry and can stop data leaking from employees’ devices. Your employees’ device operating systems will typically have a built-in firewall. In addition, hardware firewalls are built into many routers. Just make sure that they are enabled.”

Ensure your employees have antivirus software in place Ensure antivirus is in place and fully updated. Although a firewall can help, threats will inevitably get through. A good, advanced antivirus software can act as the next line of defense by detecting and blocking known malware. Even if malware does manage to find its way onto an employee’s device, an antivirus may be able to prevent it.

Go for end-to-end encryption Make sure your employees share sensitive company information in an encrypted form. Your employees’ devices should have up-to date-encryption tools. The messaging service you use for communication should have end-to-end encryption.

Have a data security policy in place It should be the responsibility of your employees to keep their devices safe if they are working in a public space. The content on their devices can remain secure until the time someone enters the password. You should have a policy in place so that your data remains safe and secure.  

Teach your employees about phishing attacks Train employees how to identify and handle phishing attacks and other forms of social engineering involving remote devices and remote access to company information systems. Employees should be warned to be suspicious of emails from people they don’t know — especially if they are asked to click on a link or open a file. Even emails sent from people they know, but asking for unusual things, should be suspect. Instruct your employees to double check with a phone call when in doubt.

Using personal internet-connected devices for work – The bring-your-own-device (BYOD) trend was gaining in popularity even before COVID-19. However, as covered in our blog post – “What You Need to Know Before Your Company Adopts BYOD” – there are significant security risks that can leave companies vulnerable to data theft and other cybercrimes. Before your company goes BYOD, be sure you take the necessary risk mitigation measures.

Ask your employees to report security issues Your employees should report suspicious security incidents on a priority basis so that your IT team can act quickly and avert any potential breach.

Don’t forget mobile security

Everyone owns a smartphone or other type of mobile device – at least, those who are part of the working world. Therefore, it is crucial to give due attention to mobile security. According to Wandera, there were 455,121 mobile phishing attacks, 1.9 million Wi-Fi incidents, and 32,846 malware attacks in 2018. Mobile security is crucial, and you need to do everything you can to thwart possible threats. Our blog post – “Mobile Security Threats – Present and Future” – cover this in greater detail.

Here are steps that you can take to improve mobile security:

Endpoint security detection to ward off sophisticated attacks – Hackers these days use sophisticated methods to steal information. Mobile phishing, whaling, pretexting, and baiting are some of the methods that hackers use these days to steal information. 

To prevent these threats, you need to implement endpoint detection. Endpoint detection alerts you about unknown or unauthorized devices that are present on the network. You can then get the matter investigated and bar the device from accessing your network.

Monitoring user behavior – The Wandera report states that 1 million smartphone or tablet lock screens got disabled in 2018, making the job of hackers easy. Moreover, many users don’t even implement lock screen protection on their devices.

If your employees lose any of their devices, it can increase the risk of data theft. Monitoring user behavior is important because it can tell you when the user usually uses the device. And if you see unusual activity on your employees’ devices, you can lock the device out of your network to avert a data breach.

Bar user access to those who don’t need it – People often change jobs. The moment someone leaves your organization, make sure you remove them from your network so that they cannot access your company information. Leaving these endpoints open can increase your chances of data theft.

Educate your employees – If your employees are using mobile devices of their own, teach them best practices for mobile device security. When you educate your employees, they are more likely to keep their devices protected. Teach them about strong lock screen codes, facial scanning and why they need to update their devices. You can also consider using Mobile Device Management (MDM) and Mobile Application Management (MAM) as these solutions can keep your employees’ mobile devices secure.

Solid Cybersecurity Solution for Today’s Work Environment

Fortunately, adapting to the new normal of remote work need not leave your organization vulnerable to cybercriminals and data loss – not to mention the substantial loss in revenue and reputation suffered after successful data breaches. DocuServe has the industry experience and solutions to protect company data, keeping employees productive without risking data loss. Our eServe encryption solution provides content security in the cloud, mobile access, security at rest and in motion, encrypted data security, remote wipe and much more.

Contact us to learn how DocuServe can be the ideal solution for your company’s move to the brave new normal world.


Remote Employee Training and Development

The ongoing COVID -19 pandemic has disrupted life in profound ways. It has changed the way we interact, shop and work. It has also changed how businesses conduct their activities. With social distancing norms in place, many companies have asked their employees to work from home. Although a trend toward working remotely had been growing even before COVID-19, companies had to quickly make arrangements for their employees to move out of the main office into the home office.

Among the numerous logistical issues for companies to address has been remote employee training and development. Remote training is not an easy fix. It is crucial to understand that remote working presents a lot of challenges – technology, distractions, staying organized and various other factors. However, remote working offers several benefits.

To make remote training effective, we will look at how you need to train remote employees, the benefits of remote training and why you need to document everything.

How to train remote employees during COVID-19

Unless you give your employees the requisite training, it could be difficult for them to adapt to the work-from-home model. To ease the transition for your workforce, it is crucial to know how to train remote employees. HR Daily Advisor provides some valuable tips.

Provide advanced training to your employees – While it may seem too late if your employees are already working from home, the current crisis is not likely to be the last or only time companies need to shift staff to remote work arrangements. Advanced training while employees are still on-site can give them the tools and skills they need to succeed in a remote environment. For those now working remotely, providing a broad overview of available online tools and strategies will set them up for success with subsequent training programs.

Teach your employees time management and how to organize themselves – Everyone can’t excel in the work-from-home model. Time management and staying organized are the two main challenges that remote workers face. Some who are good at this in the office might struggle when they work from home – especially when they deal with such distractions as children and day-to-day domestic demands. Provide any necessary resources and support to help them cope.

Share remote communication etiquette with your employees – You need to make your employees understand that dealing with people virtually is no different from in-person dealings in the office. Establish etiquette standards for video conference calls – such as not shouting, and the need to dress appropriately.

Make sure training resources are accessible remotely e-learning is an extremely potent tool for remote workers. According to Kimberly Cassady, chief talent officer at Cornerstone, companies should provide online access to learning and development materials. Your L&D materials should also include how to make remote learning more effective.

“For example, if your organization has adopted a more flexible work from home policy, a learning course on how to stay productive when working remotely can help employees manage their tasks and stay engaged. Meanwhile, online courses about stress management and mindfulness can help employees navigate worrisome situations – while simultaneously equipping them with important soft skills for the future of work.”

Look after the emotional health of your employees – You do need to train your remote employees on technology, logistics and adapting their work ethic. But it is important to understand that you should also address their mental and emotional well-being.

According to Peter Jackson, CEO of software company Bluescape, “Loneliness and depression are major pain points for remote workers, and those that are new to working from home can be negatively impacted by the sudden drop-off in social interaction. This can lead to a breakdown in collaboration and productivity, especially as those who are used to face-to-face meetings struggle to identify how to establish those same connections virtually.”

To overcome this hurdle, you need to focus on building team culture. You can start your virtual meeting by interacting with your team members on a personal note. For example, you can ask how they feel about the remote work environment, or simply general day-to-day questions. When you interact with them on a personal level, you can get to know how they are feeling, and address early signs of burnout or disengagement.

Benefits of remote training

You can conduct remote training in various ways, such as e-learning courses, instructor-led face-to-face training over the web, webinars, customized podcasts, etc. There are several benefits of remote training, which include the following:

Affordability In traditional training, you need the instructor as well as the trainees to be present in the same room. You either need to bring all your employees to a particular geographical location or pay the instructor to visit your office or any other preferred location. However, that is not the case in a remote training setting. Employees and instructor/s can join in from wherever they are, making remote training more affordable.

Availability of resources Regardless of your location, you can get the best trainers in the world to instruct your employees. You don’t have to bother about visa issues and programming conflicts. In traditional training, you have to call the trainer to your physical location

Convenience – In traditional training, you need to follow a strict routine because you have to meet the trainers face-to-face. External problems like travel issues, inclement weather or any other emergency can hamper the training schedule.

The need to document everything

There is no doubt that remote training can prove to be useful for the development and growth of your employees. However, when it comes to remote training, make sure you document everything.

If your organization has only one person in charge of training, that person’s knowledge about your training programs leaves when they leave your organization. Documentation is essential to keep your programs and materials accessible to subsequent employees who fill that position.

Document all your training processes and store them in a centralized place where more people from your organization have access to your training materials. Make sure all your documents, slide presentations and videos are marked so that people other than your primary trainer can assume the duties if necessary.

When it comes to training documentation, security is always a priority. After all, training materials comprise your company’s valuable intellectual property. As most training materials and programs are now in digital format, you need a robust solution to keep them secure from theft or compromise by disgruntled former employees, competitors and cybercriminals.

DocuServe is a cloud-based digital data protection company providing services that include cloud-based document management, content encryption and distribution, and digital media replication and encryption to businesses in every industry. Contact us today to learn about our full range of solutions. 


Docuserve Product vs Project Management (1)

The Key Responsibilities Between Project and Product Management

An organization has many verticals, and each of them has a well-defined role to play in its smooth functioning. For example, you have salespeople looking after selling, HR personnel working as administrators, account people overseeing the financial aspects, and learning and development staff taking care of corporate training.

Likewise, an organization can also have project management and product management verticals. We’ll walk you through the difference between these roles, their demand in today’s company structure, and the keys for success between project and product management.

So, what is the difference?

Product managers and project managers often work in tandem, but their roles are different. One is responsible for building the product, while the other is responsible for executing the project.

Product managers work in close association with marketing, sales, and customers, and are responsible for the research and evolution of the product. They set the direction of the product. However, project managers take their cue from the product direction and execute the vision. They ensure that the product is delivered on time and meets the product’s goals.

Put simply, product managers are accountable for the “why” and “what” of developing a product, and project managers are accountable for the “when” and “how.” Their roles are different, but they work closely to make sure that the product develops and reaches the market on time and within the set guidelines of the company.

The scope of work is another major difference that sets product managers apart from project managers. While project managers have to start and finish their given project in a fixed timeframe, the product managers stay with the product throughout the product’s lifecycle. From the developmental stage and launch of the product to client feedback, updates, and improvement, product managers stay with the product at every stage of the product’s lifetime.

Product managers also have to coordinate with other teams – such as sales, marketing and customer service. They are also responsible for networking with potential beta and trail users to take valuable feedback. Conversely, project managers mostly work internally and ensure that the project remains on track.

As for the educational qualifications, it is not essential to have a technical or engineering background to become a product manager, but project managers mostly come from a technical background, such as engineering, development or design to oversee the projects effectively.

To have a successful product team, you need to ensure that your product and project teams work together harmoniously. When they work in unison, you can expect to get a better product.

Both are in demand

Both product managers and project managers are in demand. According to the Project Management Institute (PMI), the demand over the next 10 years for project managers is growing faster than demand for workers in other occupations. Organizations, however, face risks from this talent gap.

In the 11 countries studied by Anderson Economic Group (AEG) for the PMI-commissioned talent gap analysis, they found that excellent jobs and career growth opportunities exist for project managers. The project management-oriented workforce in seven project-oriented sectors is likely to grow by 33 percent for a projected total of 22 million new jobs through 2027.

The report also points out that project managers are valuable contributors to productivity. In case there is a talent shortage in this profession, it can create risks of around USD208 billion in GDP by 2027 in the 11 countries analyzed.

Key to success between project and product management

As mentioned earlier, if you want great results, your project and product teams should closely work in tandem. The key to success between project and product management lies in coordination.

According to Chris Bolick, Northeastern University assistant academic specialist for project management, successful project managers should have the following qualities:

High emotional intelligence – “This is a critical skill for project managers, who need to be able to handle interpersonal relationships judiciously and empathetically. Emotions drive our behavior and the emotions of those whom with we’re interacting. Recognizing emotions and actively engaging with others is the key to building effective project teams.” 

In emotionally-charged scenarios like handling challenging personalities, dealing with setbacks, or taking and giving feedback, an emotionally intelligent project manager can help resolve most of the issues positively as well as productively.

Should have a nimble mind – “Project management involves dealing with ambiguity, such as translating a grand idea without a lot of details behind it into a real plan. Project managers need to be comfortable communicating with everyone from company leaders to colleagues to indirect project contributors. For example, they may interview stakeholders and need to go back to ask for clarification, and can’t be afraid to ask for that from a senior-level executive.”

Project managers need to be ethical – “Another key element of project management is learning to manage ethically within an organization. Project management is all about ethically delivering on expectations. At times this may not be the easiest path, but it is important for project management practitioners to do what is right and honorable; this will establish trust and credibility within the organization.”

They need to be great listeners –“Most projects that fail do so because of poor communication. There is tremendous value in having people who are mindful of how to be an influencer and communicator and how to deal with ambiguity. Those skills are critical, particularly for large-scale projects where many of the details have not yet been fleshed out. People often think communicating is only about talking, yet listening is just as important.”

They need to be persistent – “The project management field isn’t for someone who is timid. You’re responsible for pulling together resources, motivating team members, addressing conflicts, engaging stakeholders, and maintaining control of the project plan. Hardly a day that goes by where there is a routine schedule. Most of the day is spent communicating with others and problem-solving.”

How it all comes together – the need for content distribution security

For the product manager and project manager – as well as everyone in your organization – keeping your company’s valuable data secure is essential. Our blog post – “What Are Document Management Systems Used For?” provides a good introduction to the benefits of digitally organizing your office records.

Again, organizations succeed based on the efforts of multiple teams. Cloud-based collaboration tools, digital file transfers, and email are all relied upon to bring teams together in order to communicate and complete projects. In addition to this type of information sharing, companies frequently need to share information with partners, customers and suppliers across town and around the world.

However, the information that is being shared isn’t always for public consumption. For many companies, their proprietary systems and plans are their most valuable assets. From trade secrets to product designs to product launch information, this digital content needs to be secure.

DocuServe is an industry-leading cloud-based document management system that can keep your digital content safe. We can help you improve the productivity and efficiency of your employees and streamline your processes. Contact us today to learn more.


Docuserve Management for

What Are Document Management Systems Used For?

In the not-so-distant past, businesses had to dedicate a substantial portion of their office space for storing office records and documents. Archiving and storing paper records was the only option available to keep their business processes organized. But with the advent of digitization, companies now have the option of organizing all of their records and documents properly, systematically and painlessly.  

With a document management system (DMS) in place, you don’t have to put up filing cabinets throughout your office. You can store all your paper records and documents safely and securely in one single space digitally in your document management system. A DMS not only organizes your office records, but also improves the accessibility of every single document in your organization.  

So, what are document management systems used for? We’ll look at what a DMS is, its main components and its numerous benefits.

What is a document management system?

Managing records efficiently is a prerequisite for companies of every size. You either have the option of manually filing your paper documents or use the modern technology of a DMS. While manual record-keeping is costlier, time-consuming and cumbersome, digital record-keeping is simpler, efficient, systematic and more cost-effective. Document management software can solve most of your record-keeping woes.

Simply put, a DMS is an electronic filing cabinet that can organize all your digital and paper documents. It is a system that allows you to receive, track, monitor, manage and store documents and reduce the use of paper. The system allows you to keep records of various versions created and modified by different users.

You can scan and upload hard copies of your documents directly into your document management system. Users can enter metadata and tags into their document management systems to organize the stored files.

Typically, document management systems have a built-in search engine that makes accessing files easy, even from the most extensive document libraries. Storing and sorting documents is not the only benefit a document management system offers. A DMS also helps you keep all your sensitive company information safe and secure because it has permission settings, which means only authorized persons can access the information.

Important components of a document management system

The traditional form of capturing and storing paper documents is costly because it requires manual processing. In addition, needs for storage space increase over time, with some organizations requiring warehouses to free up office space in the main building. Other issues include the following:

  • Human error – such as misplaced documents
  • Retrieval issues
  • Risk of physical damage to the documents – such as fire, flooding, accidental disposal or deliberate malicious destruction

DMS software was developed in the 1980s. With scanning technology established, organizations could digitize paper documents and store and track them easily online. However, much has changed for DMS since its creation. It has now evolved and expanded to include such additional features as security, workflow and auditing.

Around the world, organizations are taking advantage of online document management tools. Apart from cost reduction, the biggest advantage a DMS offers is the storage capacity of the server. You don’t need physical space to store your important documents – no warehouse or filing cabinets required. You can store all your documents online and retrieve them whenever needed.

Here are some of the important components of a document management system.

Metadata – Metadata is assigned to each document in a DMS. Metadata includes all the relevant information about the document – when it was stored (date), title and description of the document.

Indexing, retrieval, and search – These features allow users to locate documents and information with the help of document identifiers, metadata and content.

Security – The security features protect your information, and also supports compliance. Administrators can put in controls in place so only those who have permission can access documents.

Workflow – Administrators can create rules that determine the flow of documents within the organization.

Collaboration – A DMS allows multiple users to view and modify documents simultaneously. The system monitors document changes and history.

Versioning – Most DMS solutions allow users to retrieve the previous version of a document. The system also allows users to continue working from a designated point. Versioning is a vital feature that allows you to change and update documents as needed.

Benefits of a document management system

The benefits of document management software include optimized document handling, improved data accessibility, streamlined file searches and lower document management costs. Such tools will allow you to better control the security of your company’s files while improving collaboration by making data sharing easy.

Here are some of the major benefits of a document management system.

Cost reduction – When you can locate, update and collaborate documents from a centralized repository, it simplifies the process, reduces manual intervention in locating the document, minimizes human errors, decreases space requirement for storing documents and saves a significant amount of time, thereby reducing your overall costs.

Improves data security – Most DMS solutions provide robust security. You get configurable access options that you can set up according to your security needs. Highly regulated businesses need to especially protect their data for a number of reasons – including protection of end-users and from company liability.

Improves collaboration – A DMS brings all of your departments and stakeholders on one single platform. When everyone is on the same page, it eliminates data silos and supports teamwork, thereby improving collaboration. When people work as a single unit, it increases their productivity, which is bound to enhance your profits.

You can make your office paperless – Using paper is neither good for the environment, nor ultimately beneficial for the financial health of your organization. So, if you want to become a paperless office, DMS can help you achieve your goals. A DMS allows you to transform all of your paper documents into electronic assets. It not only makes sorting, storing and accessing these documents easier, but also means that you can use your office space for more meaningful – and profitable – purposes.

If you are looking for a secure content distribution and protection solution, DocuServe is an industry-leading cloud-based document management system that can keep your digital content safe. We can help you improve the productivity and efficiency of your employees and streamline your processes. Contact us today to learn more.


Developing a Smart Strategy for Mobile Security

Developing a Smart Strategy for Mobile Security

With work from home and social distancing becoming the new normal during the COVID-19 crisis, businesses have turned to mobile apps to meet the needs of their customers. Businesses, both large and small, are now introducing new mobile apps, or more heavily promoting existing ones. With the rise in mobile app downloads throughout the United States, companies need to make sure their apps are secure – to protect their own business, as well as their customers.

As cyberattacks increase on a global level, it is crucial to pay attention to mobile security. If you don’t take the necessary precautions, your company can suffer loss of data, revenue and – of course – reputation.

This is why it is vital to develop a smart strategy for mobile security. Let us, therefore, take you through how apps have surged during COVID-19, why mobile security is crucial, and some ways to keep your business safe.

Apps have surged during COVID-19

Having a mobile app to serve your customers better is a smart strategy that has paid rich dividends during the COVID-19 pandemic. As more and more people in the U.S. began sheltering in place, demand for home deliveries, video conferencing, in-home entertainment, and telework collaboration tools have seen a steep rise.

No wonder that apps have surged during the COVID-19 pandemic – as evidenced by the following statistics.

  • According to a mobile marketing analytic company, AppsFlyer, there has been a 36% increase in global consumer spending in apps from mid-March to early May, while the U.S. use of shopping apps rose to 45%.
  • With work from home on the rise during Q1 of 2020, business app installs surged 70% globally. As compared to last year, user sessions also increased by 105%.
  • According to venturebeat.com, installations of entertainment apps like streaming services have jumped sharply by 132%, and food and drink app installs rose by 21%.
The mobile app categories that have increased in popularity due to COVID-19

Shopping apps – Most supermarkets, specialty markets and major retailers offer shopping and in-store/curbside pickup or home delivery.

Banking and finance apps – While banking and finance apps were increasing in popularity before the pandemic, they are now even more so. Users eliminate the risk of exposure incurred when banking in person. Also, most physical bank locations now have reduced hours, making them less convenient to visit even when a customer wants to bank in person. According to App Annie, the use of finance apps increased by 55% from December 2019 to April 2020.

A J.D. Power survey found that 36% of customers plan to continue using mobile and online banking tools. 20% of those surveyed plan to minimize their visits to the branches, and 18% plan to cut down their visits to the ATM.

Health and fitness apps – When gyms were closed during the first phase of lockdown, health-conscious people turned to fitness apps to keep their workout going. A few of the fitness apps have upgraded their services to meet consumer needs. According to Forbes, downloads for the Tone It Up fitness app increased by 95% during the quarantine.

Collaboration apps –  With remote working and school instruction on the rise, demand for video conferencing and collaboration apps such as Zoom, Microsoft Teams and Google Meet has skyrocketed. People also use these apps to stay in touch with each other to combat isolation.

Mobile security is crucial

With cyber threats on the rise, technology providers need to do everything they can to protect customers. Mobile security is crucial because mobile devices are even more susceptible to cyberattacks than desktop computers. Mobile technology evolves at a rapid pace. That is why it is crucial to keep evaluating its security preparedness. Built-in mobile protections are not always sufficient to mitigate the security challenges of mobile devices.

The security threats to mobile devices have seen a significant jump in recent years. In 2014, Kaspersky discovered around 3.5 million pieces of malware on over one million user devices. However, the figure rose to 360,000 malicious files per day by 2017. Of those, 78% of files were malware programs, which means more than 280,000 malware files were detected every day.

Here are the top mobile security cyber threats that you need to watch out for in 2020:

Spyware Companies in certain industries are at high risk for industrial espionage by competitors after proprietary information. Employing a comprehensive anti-malware and virus solution will help protect mobile devices.

Phishing attacks Because most people leave their smartphone on, they can be vulnerable to phishing attacks in which scammers target individuals by sending a malicious link with a mail or text message that takes control of your device when you open it. That is why it is advisable not to open links from unknown sources. Even if it has the email address and name of someone you know, always contact that person to confirm that the email is legitimate.

Data leak As Cybersecurity Insiders notes, “Many users tend to download apps and games from unknown resources which can not only infect their devices with malware but can also lead to data leakage. So, to avoid any such risks, make sure that you keep a note of permissions your downloaded apps are taking and better download such apps from trusted resources like Google Play Store.”

Unsecured Wi-Fi Public Wi-Fi connections are not secure. Hackers can access such personal information as banking details and other sensitive data. Only use secure connections. Our blog post – “Is It Safe to Use Open Public Wi-Fi Hotspots?” examines this issue in greater detail.

Network spoofing – Hackers can fool you in many ways. They often set up fake access points that resemble legitimate accounts in high-traffic public locations such as coffee shops, libraries and airports. As Kaspersky reports, cybercriminals give the access points common names like “Free Airport Wi-Fi” or “Coffeehouse” to encourage users to connect.

“In some cases, attackers require users to create an “account” to access these free services, complete with a password. Because many users employ the same email and password combination for multiple services, hackers are then able to compromise users’ email, e-commerce and other secure information. In addition to using caution when connecting to any free Wi-Fi, never provide personal information. And whenever you are asked to create a login, whether for Wi-Fi or any application, always create a unique password.”

Some ways to keep safe

Exercising caution at all times is the best way to prevent falling victim to a security breach. Take these basic steps to keep safe.

Make sure you keep your security software updated – If you want to avoid vulnerabilities, it is crucial to keep your mobile software and operating system up-to-date.

Use antivirus software – Authenticated antivirus software protects your mobile device from viruses, malware, spyware, botnets and ransomware – and also informs you if the device has been breached.

Deleting apps that you don’t use There is no point in keeping apps you no longer use. Take some time to “houseclean” and delete old apps.

Use strong passwords Make sure you use strong passwords to open your mobile device. If you have a strong password, it can keep your device safe from unauthorized usage. Also, if your device gets stolen, a strong password can keep your data safe. It is also advisable to use biometrics locks on your device.

Use security and privacy settings Always use security and privacy settings on websites and applications to set the parameters of information and data that they can access. 

Turn off Wi-Fi and Bluetooth It is always advisable to disable your Wi-Fi and Bluetooth when you are not using them because scammers can use them to track your movements.

Device tracking application Mobile devices come with a tracking system. When you turn it on, you can track your device remotely. In case of theft, you can delete the data from your device so that no one else can access it.

We can help your business meet today’s mobile security challenges

DocuServe is a cloud-based digital data protection company providing services that include cloud-based document management, content encryption and distribution, and digital media replication and encryption to businesses in every industry. Contact us today to learn about our full range of solutions.


Docuserve Management for

What Are Document Management Systems Used For?

In the not-so-distant past, businesses had to dedicate a substantial portion of their office space for storing office records and documents. Archiving and storing paper records was the only option available to keep their business processes organized. But with the advent of digitization, companies now have the option of organizing all of their records and documents properly, systematically and painlessly.  

With a document management system (DMS) in place, you don’t have to put up filing cabinets throughout your office. You can store all your paper records and documents safely and securely in one single space digitally in your document management system. A DMS not only organizes your office records, but also improves the accessibility of every single document in your organization.  

So, what are document management systems used for? We’ll look at what a DMS is, its main components and its numerous benefits.

What is a document management system?

Managing records efficiently is a prerequisite for companies of every size. You either have the option of manually filing your paper documents or use the modern technology of a DMS. While manual record-keeping is costlier, time-consuming and cumbersome, digital record-keeping is simpler, efficient, systematic and more cost-effective. Document management software can solve most of your record-keeping woes.

Simply put, a DMS is an electronic filing cabinet that can organize all your digital and paper documents. It is a system that allows you to receive, track, monitor, manage and store documents and reduce the use of paper. The system allows you to keep records of various versions created and modified by different users.

You can scan and upload hard copies of your documents directly into your document management system. Users can enter metadata and tags into their document management systems to organize the stored files.

Typically, document management systems have a built-in search engine that makes accessing files easy, even from the most extensive document libraries. Storing and sorting documents is not the only benefit a document management system offers. A DMS also helps you keep all your sensitive company information safe and secure because it has permission settings, which means only authorized persons can access the information.

Important components of a document management system

The traditional form of capturing and storing paper documents is costly because it requires manual processing. In addition, needs for storage space increase over time, with some organizations requiring warehouses to free up office space in the main building. Other issues include the following:

  • Human error – such as misplaced documents
  • Retrieval issues
  • Risk of physical damage to the documents – such as fire, flooding, accidental disposal or deliberate malicious destruction

DMS software was developed in the 1980s. With scanning technology established, organizations could digitize paper documents and store and track them easily online. However, much has changed for DMS since its creation. It has now evolved and expanded to include such additional features as security, workflow and auditing.

Around the world, organizations are taking advantage of online document management tools. Apart from cost reduction, the biggest advantage a DMS offers is the storage capacity of the server. You don’t need physical space to store your important documents – no warehouse or filing cabinets required. You can store all your documents online and retrieve them whenever needed.

Here are some of the important components of a document management system.

Metadata – Metadata is assigned to each document in a DMS. Metadata includes all the relevant information about the document – when it was stored (date), title and description of the document.

Indexing, retrieval, and search – These features allow users to locate documents and information with the help of document identifiers, metadata and content.

Security – The security features protect your information, and also supports compliance. Administrators can put in controls in place so only those who have permission can access documents.

Workflow – Administrators can create rules that determine the flow of documents within the organization.

Collaboration – A DMS allows multiple users to view and modify documents simultaneously. The system monitors document changes and history.

Versioning – Most DMS solutions allow users to retrieve the previous version of a document. The system also allows users to continue working from a designated point. Versioning is a vital feature that allows you to change and update documents as needed.

Benefits of a document management system

The benefits of document management software include optimized document handling, improved data accessibility, streamlined file searches and lower document management costs. Such tools will allow you to better control the security of your company’s files while improving collaboration by making data sharing easy.

Here are some of the major benefits of a document management system.

Cost reduction – When you can locate, update and collaborate documents from a centralized repository, it simplifies the process, reduces manual intervention in locating the document, minimizes human errors, decreases space requirement for storing documents and saves a significant amount of time, thereby reducing your overall costs.

Improves data security – Most DMS solutions provide robust security. You get configurable access options that you can set up according to your security needs. Highly regulated businesses need to especially protect their data for a number of reasons – including protection of end-users and from company liability.

Improves collaboration – A DMS brings all of your departments and stakeholders on one single platform. When everyone is on the same page, it eliminates data silos and supports teamwork, thereby improving collaboration. When people work as a single unit, it increases their productivity, which is bound to enhance your profits.

You can make your office paperless – Using paper is neither good for the environment, nor ultimately beneficial for the financial health of your organization. So, if you want to become a paperless office, DMS can help you achieve your goals. A DMS allows you to transform all of your paper documents into electronic assets. It not only makes sorting, storing and accessing these documents easier, but also means that you can use your office space for more meaningful – and profitable – purposes.

If you are looking for a secure content distribution and protection solution, DocuServe is an industry-leading cloud-based document management system that can keep your digital content safe. We can help you improve the productivity and efficiency of your employees and streamline your processes. Contact us today to learn more.


How Can Just-in-Time Management Work for Your Business?

Inventory management is a critical function for businesses in many sectors. If businesses are unable to manage their inventories properly, it can cause numerous problems. From financial losses to unsatisfied customers, improper handling can have far-reaching consequences. Therefore, to make your supply chain effective, businesses need to find ways to manage their inventories efficiently. 

That is where just-in-time (JIT) inventory management comes into the picture. Developed in Japan as a response to the country’s limited natural resources, JIT inventory management ensures minimal wastage.

Just-in-time inventory management is a business model that allows businesses to follow a lean methodology to streamline inventory handling. JIT inventory management is not only used by many companies, but also influences other lean inventory management technologies, such as Continuous Flow Manufacturing (CFM).

What is just-in-time inventory management?

The JIT inventory management model was introduced by Toyota – which is why it is also called the Toyota Production System (TPS). JIT works on the principle in which raw material orders are aligned directly to the manufacturer’s production needs and schedules, thereby significantly reducing the costs associated with holding inventory. What it means is this – you receive the raw materials only when you need them during the manufacturing process. There is no need to stockpile goods. 

For example, an automobile manufacturer that uses a JIT system can efficiently produce cars even on a low inventory because it relies on its suppliers that provide goods on an as-needed basis. Just-in-time inventory management is diametrically opposite to the age-old just-in-case strategy. In the just-in-case model, manufacturers keep enough inventory of goods at all times to meet the anticipated market demands.  

Advantages and disadvantages of a just-in-time system

When you get your JIT right, it can have many positive effects on your operations. But like any other model, it also has some drawbacks. When you don’t execute a JIT in the right manner, it can cause serious supply chain disruptions. SPS Commerce provides the following advantages and disadvantages of a just-in-time system.

Advantages

  • Lowered inventory costs Keeping less inventory on hand equals lower labor and storage expenses that were once necessary to store and manage inventory.
  • Larger Open-to-Buy Budget – Ability to spend on other items you might not have the budget for without a JIT approach.
  • Fewer markdowns: Reduction in need to offload unsold products using markdowns. Resources can be re-allocated to pursuing growth-oriented opportunities.

Disadvantages

  • Late Deliveries resulting from poor communication – For JIT to work, deliveries need to arrive ‘just in time.’ This level of synchronization and communication requires tightly integrated systems and active vendor/partner management.
  •  Imprecise forecasting risk – JIT inventory needs accurate forecasting of expected customer demand, but if these calculations are wrong, as in the case of a stock-out, you could risk losing sales.

Examples of companies that have put JIT into action

Businesses across all verticals use JIT inventory management to streamline their operations. The following companies represent the best-known examples.

Apple – The consumer electronics leader keeps very little inventory on hand. Because Apple maintains minimum inventory volumes, it is at a lower risk of overstocking. According to Apple CEO Tim Cook, “Inventory is fundamentally evil. You kind of want to manage it like you’re in the dairy business. If it gets past its freshness date, you have a problem.”

Kellogg’s – The world’s leading cereal manufacturer uses a just-in-time inventory management system to efficiently manage its stocks. It manufactures strictly to meet orders and maintain limited stocks because its products are perishable. 

Zara – Zara is a “fast-fashion” chain that owns its supply chain and is capable of quickly bringing in new items to the market. The brand believes in maintaining low inventory supplies, manufacturing only 15% to 20% of a season’s line six months in advance. By the start of the season, they lock in only 50% to 60% of their line. In the case of an unexpected spike in demand in one or a few of its styles, they quickly design new styles and get them into stores to meet the demand effectively and cash in on the changing customer preferences.

DocuServe – your experienced, trusted partner in supporting JIT solutions

At DocuServe, we have been dedicated to the just-in-time manufacturing philosophy for over 20 years. In fact, we developed a content delivery platform called eServe just to address the need for the additional e-learning solutions that making the transition to JIT demands.

Since 1994, we have developed strong and supportive partnerships with our clients worldwide-helping them streamline their operations, their training and (in turn) their profits. Contact us if you want to know how we can do the same for you.


A man on a computer that is on public wifi. The wifi is a trap

Is It Safe to Use Open Public Wi-Fi Hotspots?

With data breaches increasing by the day, it is imperative to keep business and personal information safe and secure. Those who don’t take the necessary precautions risk losing their proprietary and personal data to criminals. Loss of proprietary and personal data can have far-reaching consequences, both for individuals as well as businesses. Apart from financial losses, businesses also risk taking a hit to their reputation.

There are several aspects to data security, and one of the growing areas of concern is mobile security. With the mobile device use prevalent and the practice of bring-your-own-device (BYOD) to the workplace becoming more prominent, it is vital to understand the risks associated with mobility.

Is it safe to use the internet from open public Wi-Fi hotspots?

If you are using an open public Wi-Fi hotspot, you need to be careful. We will take you through what you need to do if you have to use an open public Wi-Fi hotspot – why IT security experts consider public Wi-Fi risky, how to stay safe when using public Wi-Fi, and how a virtual private network (VPN) operates.

Why is public Wi-Fi considered risky?

You don’t think twice when using the internet from your home or office because you know the connection is secure. But that is not the case when you use public Wi-Fi. Therefore, before you start surfing the internet from an open public Wi-Fi hotspot, it is important to know why public Wi-Fi is considered risky.

When you access the internet from public places like airports, hotels, restaurants, shops, etc., you are using public Wi-Fi. We are so used to using these hotspots that we don’t even think twice before connecting to them. While it is fine to connect to public Wi-Fi for checking your social media accounts, you need to think twice before checking your emails or accessing your bank accounts.

There are numerous risks involved if you are using public Wi-Fi. While it might be necessary to brief your team in the office or provide prompt service to your customer, it is vital to understand that these networks offer almost negligible security. That is the reason you need to be careful.

Here are some of the risks of public Wi-Fi, as covered by Norton:

Man-in-the-middle attack –One of the most common threats on public Wi-Fi networks, a man-in-the-middle attack is similar to eavesdropping. When you connect your device to the internet, data from your computer goes to the website or service you access, and it is here that a third person can exploit the vulnerabilities in-between. That means, your private connection is no longer private, and a third person can access your data.

Unencrypted network – When you opt for encryption, the information you send from your computer to the wireless router gets encrypted. It means, the information you send gets coded, and only those having the key to deciphering the code can read the information. In most cases, as a default setting, the encryption is turned off when the router leaves the factory. To enable the encryption, you need to turn it on during the time of the network setup. But if a non-IT person sets up the network, there is no guarantee that he or she turns on the encryption. So, you don’t have a way to find out whether the public Wi-Fi you are using has encryption turned off or on. And, this is again dangerous as the information you share on unencrypted networks is not safe.

Malware distribution – By exploiting the software vulnerabilities, attackers can slip malware on to your computer. A security vulnerability is a security loophole that exists in an operating system or software program. It is easy for hackers to exploit this weakness. They can write a code to target a particular vulnerability and inject the malware on to your device. Your data is at risk if your device gets infected with malware.

Snooping and sniffing – Snooping and sniffing is again a very common risk on public Wi-Fi. Hackers use special software kits and devices that allow them to eavesdrop on Wi-Fi signals. With this technique, hackers can access all your online activities. From the websites you visit and the information you leave on the webpages to getting hold of your login credentials and hijacking your accounts, the attackers get every bit of information they want.

Malicious hotspots – Malicious hotspots are rogue access points that can trick you to connect to them because their name is almost similar to a reputable brand. For example, if you are staying at a Holiday Inn and want to connect to their Wi-Fi network, but you accidentally connect to HoliDay Inn, which is a malicious hotspot. When you connect to this rogue hotspot, attackers can view all your sensitive information.

Staying safe when surfing public Wi-Fi

There are occasions, however, when you have to use open public Wi-Fi.

So, what should you do?

Here is what you can do to stay safe when surfing public Wi-Fi.

Always try to use a trusted Wi-Fi network – It is vital to understand that it is difficult for any public Wi-Fi network to provide foolproof security. That is why it is important to try to connect to a trusted entity like Starbucks. Public Wi-Fi networks like Starbucks are less suspect than an unknown entity. As Wired observes, they’re already profiting from your presence there. Avoid connecting to an unfamiliar network, and when traveling to a new place, always try to connect to known and trusted networks.

Follow Google’s advice – use only HTTPS sites – Google Chrome tells you whether the site you are visiting uses an unencrypted HTTP connection or an encrypted HTTPS connection. For HTTP sites, you can see “Not Secure” on the search bar. Be aware that Chrome is the only web browser that provides this warning.

Try not to use HTTP sites from an open public Wi-Fi network because these are not secure. On secure sites , it is difficult for attackers to access your data that travels between your computer and the website’s server. 

Don’t share too much information – If you have to use an open public Wi-Fi network, make sure that you don’t share all your details. Try not to forget the first rule (using a trusted network), but in case you have to use an unknown network, don’t share all your details, such as email address and phone number. Also, avoid signing up for multiple public Wi-Fi networks. It is better to connect to a network that you are already registered with.

Make sure you limit file sharing – While using an open-public Wi-Fi network, ensure that you turn off the seamless file sharing option on your device. For example, if you are using a PC, go to the Network and Sharing Center, then to the Change Advanced Sharing settings, and then turn off the File and Sharing option. If you are using a Mac, go to System Preferences, then go to Sharing, and then unselect everything. After this, go to Finder, then click on AirDrop, and then select Allow me to be discovered by: No One. And, in case you are using iOS, go to the Control Center and find AirDrop, and then turn it off. If you do this, you can keep your files safe because attackers will not be able to get hold of your files, nor can they send you unwanted stuff.

Read the terms and conditions of the network you are signing for – Not an easy thing to do, but if possible, you should check for red flags. When you go through their terms and conditions, you can get to know the type of data they collect during the session and what they intend to do with it. You can do a web search for terms you don’t understand. However, make sure that you don’t promptly install any software the open Wi-Fi network suggests.

Always use a VPN – The best way to protect your data on an open public Wi-Fi network is to install a VPN on your device. When you use a VPN, it encrypts data that you receive or send through a secure server, which means people on the network cannot spy on your data.

How does a VPN work?

Using a VPN is the best way to protect your data on an open public Wi-Fi network.

A VPN disguises your actual IP address and location. It uses encryption and establishes a private, secure channel for your internet use. If you use a VPN, all of your information moves securely from your location to the VPN, your original IP address is masked, and your data exits to the public internet through the VPN server. The use of a VPN makes it extremely difficult for the attacker to trace the data back to you.

The use of a VPN is particularly of help to businesses that need to give their employees remote access to the company server. You can get access to the software and company resources even when you are not in the office.

So, to answer the question, you can safely use Wi-Fi hotspots if you exercise caution and common sense — as well as add the extra layer of protection that a VPN affords. Be aware that this is a less-than-ideal situation, but if it can’t be avoided, we’ve hopefully provided the information you need to identify sketchy hotspots and protect yourself as best as possible. As we always say, knowledge is power!

No matter what platform your company uses to meet its unique needs, DocuServe specializes in offering industry-leading solutions for keeping your digital content safe. Our secure document and rich media sharing app can reduce the risk of data exposure. With DocuServe, you can easily control content distributed to employees, vendors, and potential customers. Contact us to learn more.


Costly Data Breach

How Costly Could a Data Breach Be?

A data breach can have wide-ranging consequences for businesses of all sizes. Data breaches not only affect your company’s reputation, but can also cause you substantial financial losses.  With regulatory fines, remediation costs and lost business opportunities, data breaches can prove to be a costly affair to handle.

But how costly could a data breach be?

Let us look at data breach statistics. According to the 2019 Cost of a Data Breach Report, the average total cost of a data breach is $3.92 million, with the United States being the most expensive country – $8.19 million and healthcare being the most expensive industry at $6.45 million.

That is why businesses these days rely on content security to keep their proprietary content, customer information, financial data, research, corporate training materials, and other crucial information safe from compromise.

But as a business owner, it is important to know common reasons for data breaches, and steps you can take to prevent them.

Common reasons for a data breach

It is generally presumed that only outside hackers cause a data breach. But that is not always the case. A data breach can occur due to many reasons, including the following:

An unintentional insider – If an employee uses their colleague’s computer and reads files without proper authorization and permission, it is a kind of a data breach. In this case, the intention of the user is not malicious, and the employee does not share or pass on the information, but it is a breach nevertheless.

An intentional insider – If the information is accessed with the intent of sharing or using it for nefarious means, it is an intentional data breach. The person may have the authorization and permission to access the information, but they are planning to use it to harm the company or an individual, the intent is malicious, and could lead to a serious data breach.

Stolen or lost devices – If a device (laptop or hard drive) that is not encrypted or properly locked is stolen or lost, it could result in a data breach. If a hacker or malicious user gets hold of such devices, they can misuse the information. 

Hackers or outside malicious actors – When people intentionally use various methods to steal sensitive information from a company or an individual, it is a data breach. Such people are known as hackers – outside malicious actors who intentionally cause a data breach.

Preventing data breaches

With data breaches on the rise, it is important to know how to prevent one. Here are some effective ways to prevent data breaches:

Focus on asset inventory – If you want to improve your organization’s security, you need to have a clear understanding of what software and hardware assets you use in your network and physical infrastructure. You can also use an asset inventory to prepare categories and ratings so that you are in the know about threats and vulnerabilities your assets might face. When you are aware of the threats and vulnerabilities, you can better prepare your infrastructure for possible attacks.

If you need to tackle data breaches, you need to focus on endpoint protection. You cannot avert a major data breach with just an antivirus. Relying on antivirus alone can leave your endpoints like desktop and laptop vulnerable. Vulnerable desktops and laptops can cause major data breaches if not secured properly.

You can use encryption to prevent data loss and leakage. Encryption also helps you enforce unified data protection policies across all your endpoints, servers and networks.

Do a vulnerability assessment or, better still, use a vulnerability and compliance management tool – If you want to identify the gaps and weaknesses in your physical and virtual landscape, you need to use a vulnerability and compliance management tool – or at least complete a vulnerability assessment. Vulnerability and compliance management can monitor your infrastructure and keep your IT security in top condition

When you use a vulnerability and compliance management tool, it allows you to understand the security threats and things that need remediation. It also allows you to prepare an action plan to tackle security vulnerabilities and take appropriate actions.

Complete regular audits on security posture – If you want to identify the potential gaps in compliance or governance, you need to ensure that you complete regular audits. Regular audits help you validate your security posture. A security audit is a thorough assessment of your security policies, vis-à-vis your preparedness to head off threats. A security audit will let you know how you handle information security in your organization.

A security audit can bring out the following:

  • Your organization’s documented security policies and their effectiveness.
  • Your organization’s management process, escalation profiles, and the procedures you follow in case of incidents and breaches.
  • The network security mechanisms you have in place in your organization – IDS/IPS, ERP, next-gen firewalls, etc.
  • Your organization’s security and log monitoring setup.
  • Your organization’s encryption and password policies.
  • Your organization’s disaster recovery plan and business continuity roadmap.

A security audit will also bring out whether you test your applications for security flaws or not – as well as whether you have a change management process in place for the IT environment. You also learn how you back up your files and media, and who can access them. It also sheds up light on your restore procedure testing.

You also get to know whether you review your audit logs or not, and if you get them audited, when they are reviewed.

Keep your staff educated and trained on data privacy and security issues – Once you are through with the security policy audits, you can implement an employee policy that deals with data privacy and security issues. But it is important to provide regular training to your employees so that everyone in your organization is aware of their responsibilities. Make sure that you train your employees on the following points:

  • The principle of least privilege – end-user access and privileges.
  • The importance of creating and using unique passwords for computers and other devices in the workplace.
  • Recognizing and avoiding a phishing attack.
  • The documented system for those who leave your organization, be it your employees, vendors or contractors.
  • Immediate reporting of any data compromises and breaches.

You also need to ensure that you have a policy in place on how your employees should retrieve, handle, dispose of and send data. Designating a person to conduct regular training on information security issues is a good way to ensure that ongoing education and training is consistent.

With such precautions in place, it is possible to avert major (and minor) data breaches in your organization. But as mentioned earlier, if you want to keep your company information safe and secure, you need to apply a content security solution.

DocuServe is a cloud-based digital data protection company providing services that include cloud-based document management, content encryption and distribution, and digital media replication and encryption to businesses in every industry. Contact us today to learn about our full range of solutions.


Iowa Caucus App

Lessons of the Iowa Caucus: Why Is It Important to Test Software?

The Iowa Caucus is usually synonymous with launching the presidential campaign. Yet the evening of February 3, 2020 will be one that many will not forget, nor should they. Whether or not one is politically minded, there is a lesson to be learned here. 

That Monday night’s Iowa caucuses started out as a politically charged event with all the ballyhoo of political speeches and delegates making deals. Unfortunately, it will likely be associated with the mistakes that were made that led to no clear Democratic winner being declared that night. 

The New York Times reported that part of the reason behind this was a mobile app that was designed to add up and report the caucus votes of each precinct. Some questioned if the app not working was the result of hacking or sabotage. It turns out that it was a lot more mundane, and more frustrating, to boot. 

In their haste to get the app running on time, it was reported that the company that built it haphazardly put it together in two months; including not testing it properly. Furthermore, poor connectivity and bottleneck bandwidth were also to blame. To make matters worse, when several county chairs attempted to call tech support, they were on hold for upwards to two hours. NPR News reported that the Iowa Democratic Party doubled down, and refused to initially answer questions about the creator of the software or even what measures of testing, or security protocols it went through.

What Lessons Should We Learn From Iowa?

Even if you don’t require software that could decide the leader of a country, there are a lot of lessons to be learned here. One big one is that if your company is designing anything new, it’s important to make sure that proper testing and training is conducted to make sure your employees know how to use the application and minimize potential problems should they arise. 

It’s also important to make security protocols are properly being followed and allow for encryption of secure documents. Mobile and cloud content security is also crucial for any operation to run smoothly. It’s also important that such security is able to run across multiple devices. 

Finally, being able to provide a scalable support team is important in case something goes wrong on the day of launch. Improving business communication is crucial, and being able to connect your end user to a support specialist is of the utmost importance. This also allows hold times, as well as worry, to be kept to a minimum. 

DocuServe is a cloud-based digital data protection company providing services that include cloud-based document management, content encryption and distribution, and digital media replication and encryption. Contact us today to learn about our full range of solutions.


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