Just because a company has chosen a reputable cloud software provider for storing data and applications doesn’t mean it can neglect information security. STEVEN COHEN, MD for Sage One Accounting AAMEA provides ten tips for keeping cloud data secure.
If you choose a credible cloud software provider, it will host your accounting or payroll applications and data in a secure data centre underpinned by world-class technology. This will free you from doing backups, buying and installing new versions of the software, and fencing your data behind high security software.
Yet that doesn’t mean you can neglect information security in your business. You’ll still be using your own devices to access the cloud, so there are some security vulnerabilities you need to take care of on your side. Here are a few ways to protect your business from data security threats.
1. Choose the right provider
Buy cloud services only from reputable software vendors and Internet service providers. These companies will have put a range of processes and policies in place to secure their infrastructure and your data from information security risks. For example, our online solution, Sage One Accounting and Sage One Payroll, is hosted with Internet Solutions, who run one of the country’s most secure data centres.
That means our clients can rest assured that their data will be secure, backed-up, and accessible – safe from hackers, weather disasters, theft, Eskom and all the other challenges you need to manage if you run the software on your own computers.
2. Educate your end-users
Educate your end-users about the basics of information security – for example, make sure they know why they need to choose strong passwords and that they’re alert to the dangers of phishing emails designed to persuade them to give their log-in details to people with criminal intentions.
3. Install antimalware software
You should install antivirus and antimalware software on your laptops and desktop computers, and then keep it up to date with the latest definitions. This will help to protect you from malicious software programs such as Trojans and keyloggers. Such software can be used to steal information such as your log-ins for online banking or cloud applications.
4. Enforce strong passwords
Cloud services can usually be accessed through any device connected to the public network. You will authenticate yourself to the service with a username and password. Protect yourself by choosing a strong password that is difficult to guess, but easy for you to remember. It is just as important to change your password periodically. You must also take care not to let your password fall into the wrong hands.
5. Get serious about mobile security
It’s great that you can access your accounting software or payroll through your smartphone or tablet, but there’s also a risk attached to this. If you save your passwords on the device, anyone who steals your device or finds it if you lose it will be able to access your information.
Thus, be sure to lock your device behind a PIN code or password when not in use. Also, most mobile devices today allow you to track their location or remotely wipe data. It’s a good idea to enable this functionality just in case the device goes missing.
6. Keep software up to date with security patches
When it comes to desktops and notebooks, be sure to keep your operating systems and browsers up to date with the latest security patches. These close off known vulnerabilities in the software, making your computer more secure.
7. Apply two-step verification
Where your cloud provider allows it, enable two-factor authentication. For example, you could set your account up to ask for a code sent to you by SMS when you log in or use a fingerprint in addition to a password. Thus, even if someone steals or guesses your password, they won’t be able to access your sensitive data.
8. Be careful about where you log into cloud services
If you sometimes log into your cloud applications using public, borrowed or shared computers, make sure that you opt to not save your password and ensure you log out of your account after you are done. Also, if you’re working with particularly sensitive data, be aware that public wireless networks are usually not secure.
9. Keep your passwords secret
Look after your passwords. Don’t keep them in an easily accessible file on your computer or scribble them on sticky notes that you paste on your screen where everyone can see them.
10. Check the security certificate
Get in the habit of checking that any cloud sites you use have a security certificate in place. The certificate should be valid for the vendor providing the cloud service, should not be expired, and must be issued by a reputable certificate company.
On Sage One Accounting or Sage One Payroll, data is encrypted and utilises a Verisign security certificate. This certificate is fully authenticated and verified, encrypting your data with up to 256-bit encryption (browser dependent).
Cape Town not so calm – if you’re a driver
Cape Town drivers lose on average 162 hours a year to traffic jams, so will need some tech and a few tips to stay calm
Cape Town drivers lose, on average, 162 hours a year stuck in traffic jams, and the city is ranked 95th out of around 200 cities, across 38 countries surveyed globally, in terms of congestion issues.
That’s according to the latest INRIX 2018 Global Traffic Scorecard, which is an annual analysis of mobility and congestion trends. The study provides a data-rich evaluation of information collected during peak (slowest) travel times, and inter peak (fastest point between morning and afternoon commutes) travel times. Together they provide a holistic account of congestion throughout the day, delivering in-depth insights for vehicle drivers and policy-makers to make better decisions regarding urban travel and traffic health.
Of the further five South African cities surveyed:
- Pretoria drivers lose, on average, 143 hours a year stuck in traffic jams, ranking as the 64thmost congested city
- Johannesburg drivers lose an average of 119 hours annually, ranking 61st
- Durban drivers lose 72 hours, ranking 141st
- Port Elizabeth drivers lose 71 hours, ranking 75th
- And Bloemfontein drivers lose 62 hours, ranking 165th
If these hours sound horrific, spare a thought for the poor drivers in Colombia’s capital city of Bogotá who lose, on average, a whopping 272 hours a year stuck in traffic jams!
On average, drivers’ commutes increase by roughly 30% during peak versus inter-peak hours. And the reality is that congestion issues aren’t going away anytime soon. Not here in SA, or anywhere else in the world. So what can we, as drivers, do to make the situation easier to cope with on our daily commute?
Change of mindset
Stressing about the unavoidable, the inevitable, and all the things that are out of our control – like congestion caused by accidents, faulty street lights, or bad weather – is a waste of energy. We should try finding ways of using that time in our cars more productively, to create a less tense, more positive experience. Learning to change our perspective about this challenging time, and associating it with something enjoyable, can drastically alter our reaction to and engagement with it. Rather than expending all our energy on futile anger and frustration, we can channel our focus on things that relax or energise us instead.
Just one more chapter
Being stuck in traffic usually aggravates us because it feels like a huge waste of valuable time. But like a wise man once said, time you enjoy wasting is not wasted time. Listening to a podcast or audiobook can not only be entertaining, but also educational, which is a brilliant use of your time. Ifyou think of your car as a ‘learning lab’, a mobile university of sorts, and your time spent inside as away to exercise your brain and grow intellectually, you may even find yourself wishing for bad traffic so you have an excuse to carry on listening to your podcast or audiobook.
Tame your inner Hulk
Pulling up a playlist of your favourite, feel-good songs can do wonders to combat stress levels. Downbeat music has been proven to have a mellowing effect on drivers. Making a quick switch to downbeat music shows measurable physiological improvements, with drivers calming down much sooner, and making fewer driving mistakes. So the next time you feel your inner Hulk emerging, crank up the volume on your favourite tunes.
The power of ‘caromatherapy’
There are numerous studies on aromas and their impact on human emotion, behaviour, and performance. Researchers have found that peppermint can enhance mental and athletic performance and cognitive functioning, while cinnamon may improve tasks related to attentional processes and visual-motor response speed. A study from Kyoto University in Japan revealed that participants reported significantly lower hostility and depression scores, and felt more relaxed after awalk through a pine forest. It makes sense then, to incorporate some ‘caromatherapy’ into our lives. There are plenty of off-the-shelf car diffusers available, or you could add a few drops of essential oil to DIY felt air fresheners. Citrus scents like orange or lemon can provide a boost of energy, while rosemary can relieve stress and anxiety. Take care not to hang anything that might obstruct your field of vision though, and always make sure to test out essential oils at home first, in case a scent makes you dizzy or overly relaxed, which could affect driving focus.
Contemplate your navel
The mind is a powerful thing, and simply willing yourself to relax might be the most effective method of all. While we don’t recommend meditating while driving due to safety reasons, breathing exercises can help you stay focused and feeling calm. One useful practice is the one-to-one technique – breathing in and out for the same count with the same intensity. Deep, measured breaths facilitate full oxygen exchange, helping to slow down the rate of your heartbeat and stabilise blood pressure, as opposed to shallow breathing, which doesn’t send enough air to the lowest part of your lungs, causing you to feel anxious and short of breath. Just always keep your eyes on the road, and take care to ensure you’re not so busy counting breaths that your concentration is compromised.
Not all those who wander are lost
Some of our best ideas come in those moments where we’re alone with our own thoughts, able to really reflect on the ideas we have without having something immediate that needs our attention. Allow your mind to wander, and do a little brainstorming. Alternatively, use the time to simply day dream. Remember, downtime is not dead time. It is both necessary, and important for your mental health. Use this time as an opportunity to take care of yourself.
In-built vehicle tech
“As we spend more and more time commuting, cars are being designed to accommodate longer periods behind the wheel,” says Kuda Takura, smart mobility specialist at Ford Motor Company of Southern Africa. “Ford uses human-centric design to deliver vehicles that are inviting, accommodating, and intuitive. For example, our SYNCT infotainment system offers nifty, hands-free functions, like allowing drivers to listen to their texts, change music or climate settings, and make phone calls easily with voice control. Our range of driver-assist technologies, like Adaptive Cruise Control, Pre-Collision Assist with Pedestrian Detection and Semi-Auto Active Park Assist, are also designed to take some of the stress off city driving. If our lifestyle means that we might be spending more time in our cars than we do on holiday, then we should make sure we make the most of that time.”
Vodacom exits Africa biz services
Vodacom Group has sold Vodacom Business Africa’s operations in Nigeria, Zambia and Cote d’Ivoire to Andile Ngcaba’s Synergy Communications. The two entities are in the process of concluding the acquisitions, which are subject to the approval of the regulatory authorities within these markets.
Vodacom says the transaction supports the Group’s enterprise strategy in Africa, which has been refocused to grow and strengthen its core business. It will no longer directly service global enterprise customers in these three markets but will rather continue to operate as a pan African telecommunications networks provider through local relationships, like the one with Synergy Communications.
This acquisition represents a significant milestone in Synergy Communication’s quest to be a leading provider of cloud and digitally based services in key markets across sub-Saharan Africa and provides key additional assets in its build out of a regional footprint. Synergy Communications currently has operations in Botswana, Malawi and Mozambique.
Andile Ngcaba, Chairman of Synergy Communications said: “This is an exciting landmark transaction for Synergy Communications, providing us with additional momentum in the delivery of our strategy as a pan-African enterprise digital Services Provider. Synergy Communications will partner with major global cloud providers and deliver platform-based services to both multi-nationals and local enterprises.”
Shameel Joosub, CEO of Vodacom Group, said: “Vodacom has a clear vision for strengthening our position as a leading pan-African business and will work with local service providers like Synergy Communications to grow in these markets. Crucially, Vodacom is not exiting any of the territories related to this transaction and remains focused on continuing to deliver exceptional service to our global and multinational clients in these markets through long-term commercial agreements.
“To support the sustainable growth of pan African digital economies and building connected societies, Vodacom will, via local service providers, continue to service clients in each market. We seek to leverage the collective strengths of Vodacom and Synergy Communications to meet the changing requirements of clients across each of these markets.”