Monthly Archives: July 2017

4 Office Security Issues You Didn’t Know Existed

Security is essential for maintaining trust in a company or business. When most people think about office security, they probably imagine hackers getting into the office’s main servers. Oftentimes, security issues that offices face are much more nuanced than this. Below are four examples of security issues you may not know about and how to help stop them.

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  1. Printers and copiers

Did you know that multifunction printers (MFPs) can hold data on their hard drive? Documents can potentially be retrieved directly from the hard drive or through Wi-Fi if not properly protected. Thankfully, if your MFP is from Konica Minolta and Caltronics, they have taken numerous steps to ensure that these types of threats will never be an issue for your office. Two such steps are the ability to auto-delete older print jobs and password protection.

2. Social media use

Let’s be honest – every employee with social media accounts has logged onto Facebook or Twitter while on their work computer. These sites, however, are becoming increasingly popular for phishing attempts. And if hackers gain access this way, they may be able to get access to office documents. Make sure that employees are made aware that if they choose to use social media, they should not be clicking any questionable links. Or, you can block access to these sites from office computers.

3. Paper filing

 It may appear to be safer to keep confidential documents in paper form rather than online, considering all of the talk lately about hacking. But when papers are filed without proper precautions, they can just as easily fall into the wrong hands. Paperless solutions, like the ones offered by Caltronics, can be a secure alternative that ensures these important documents are not vulnerable to being physically taken.

4. Using mobile devices for business

It is becoming common practice for employees to bring their own devices to work. This practice needs to be supervised, however, because of the security risks involved. Smartphones and tablets can be vulnerable to hacking and phishing attempts, sometimes even easier than computers.

This is especially the case when office computers have standardized security measures in place. If people are accessing secure information via their mobile device, whether in the office or at home, it is necessary to have a cloud server with strong encryption, and the employees should be made aware of the risks.

When you use Caltronics, we can help you reduce your risks and simplify your document usage.

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How to Stay Focused in a Freezing Cold Office

As summer comes, so does the heat. For many offices, this means an overabundance of air conditioning use. Every office has that one guy who complains if it’s above 65 degrees. Sometimes the A/C will be accidentally left on all night and you will feel like you are entering an igloo.

Being cold is associated with a drop in focus and productivity, and this does not help anyone. Below are some tips to stay warm no matter how cold the boss makes the thermostat.

How to Stay Focused in a

  1. Keep warmer clothes in the office. It seems crazy to wear a sweater to work when it is 90 degrees outside. But do not let this stop you from wearing warm clothes altogether. Bring a sweater or light jacket and keep it in the coat closet or on the back of your chair.
  2. Move around! Walking around and staying active not only keeps you warm. It also helps improve focus. Staring at the computer screen for hours at a time may feel more productive, but without taking a break, you probably are not getting as much done as you could. It also will help spark your creativity.
  3. Get new technology. For those who enjoy any excuse for tech upgrades, you can find great USB hand warmers, heated chairs, or even a heated keyboard.
  4. Bring warmer foods for lunch and snacks. You can even use the cold as an excuse to grab that second cup of hot coffee. Bring some soup or leftover pasta to keep yourself warm during the midday when focus can wane.
  5. Consider greener alternatives. For someone who is environmentally-conscious, blasting the A/C can be even more painful than just the loss of focus (and the feeling in your fingers). If there is just one person in the office who keeps the temperature down low, suggest a personal fan that will both take less energy and stop hampering others’ productivity. And if that doesn’t work, consider making your office greener in different ways to make up for the wasted electricity! Reducing paper use by using email and cloud computing more will help a lot.

Regardless of your personal office situation, communicating the issue in a constructive manner can sometimes make all the difference.