Monthly Archives

June 2017

ISO9001 Document Management System

Does your business need ISO9001 compliant records or document management? Digitalquill’s Document Management System (DMS) can be used with your company policies and procedures to make ISO9001 compliance easier.

ISO9001 Document Management System

ISO9001 Document Management SystemThe standard says that the indexing and filing of records must ensure easy retrieval and they must be capable of being protected from unauthorised revision or disposal. When you use our DMS, you upload your documents to a central repository that stores every version of the document and makes them accessible only to the users you want. There is a simple search facility, and you can manage distribution lists within the software itself.

When it is time to review or approve documents you can send links to managers rather than have multiple copies of the file – all with different notes on them. Because a new version can be created every time you update the file, you have a handy history of every revision that has been made, and unauthorised users cannot edit documents without access to the system.

Document Control in a Quality Management System

ISO9001 requires companies to ensure that relevant versions of applicable documents are available at points of use. This is controlled in the Digitalquill DMS because master documents are all stored together in the cloud. You can even upload external documentation in any format into the system and treat it as if it were generated by your own organisation. Quality Management is a cinch when your systems and processes are supported by appropriate software tools.

If you want to prevent the unintended use of obsolete documents, you need to use our Document Management System. Call today to find out more/

Digitalquill – Experts in Document Management

Digitalquill has been working with Document Management for 15 years. We can help to make you ISO9001 compliant with our Document Management System. For more information call us on 01482 424402 or email office@digitalquill.co.uk.

 

Lone Worker Monitor

Do you employ workers who inhabit buildings alone? Did you realise that you have a duty of care for their health and safety? Lone Working Monitor is a tool to help you keep on the right side of employment law.

Lone Working MonitorLone Working Monitor

UK lone worker regulations require that companies must put in a process to ensure the safety and well-being of staff who are in a building alone. Many do this by scheduling an hourly telephone call, but that involves the need for a second person also to be involved in the process. In addition, this may well involve waking managers unnecessarily during overnight shifts when all is well. Lone Working Monitor provides an ‘exception’ only system which only alerts management when a check-in is missed, and allows for more efficiency and saves management time.

Adaptable Lone Worker Management System

It is possible for a lone worker to ‘check-in’ by a number of different means: from an RFID staff card to a mobile phone app – or even an automated telephone system. You configure how often you need them to check in, and Lone Working Monitor does the rest. So, as long as check-ins take place then management will not be bothered. In the event of a missed check in, a nominated person can be contacted immediately. Notification can be by email or text message. As a result, the system can give you total peace of mind and because it can be linked up with our Staff Time Monitor system it can be used to record working time in addition to its main function.

Key Features

  • Supports automated telephones, RFID systems and mobile phone apps
  • App can automatically prompt staff to check-in
  • Peace of mind: management are alerted when a check-in is missed
  • All data securely stored for reporting purposes
  • Can link to Inspection Monitor, Staff Time Monitor and other Digitalquill products

Digitalquill: Experts in RFID Systems

Call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

Parliament Cyber attack

Parliament Cyber attackA “sustained” cyber attack took place on Friday night, with hackers attempting to use “brute force” to identify 90 MPs passwords. Officials were forced to disable remote access to MPs, peers and their staff as a result. The “determined attack” took place on all user accounts, according to officials, “in an attempt to identify weak passwords”. The National Cyber Security Centre is investigating.

According to the Telegraph, the attack took place over a period of 12 hours. It is believed that blackmail could be a motive, as well as the potential risk of espionage or terrorism.

Passwords Being Sold Online

International Trade Secretary Liam Fox commented: “We have seen reports in the last few days of even Cabinet ministers’ passwords being for sale online. We know that our public services are attacked so it is not at all surprising that there should be an attempt to hack into parliamentary emails.”

“And it’s a warning to everybody, whether they are in Parliament or elsewhere, that they need to do everything possible to maintain their own cyber security.”

Password Security Best Practice

How can you stay safe online? First, it’s essential to change your password regularly. Never use the same password on multiple sites: if one of them is compromised then it will put all of the rest of your data at risk. Don’t ever use the same passwords at work as at home. Security experts recommend a password manager program to store your passwords. With such software, you can use one password, but the software generates random passwords to be sent to the websites themselves.

  • Never use a password that can be guessed – kids’ names name, your date of birth or town of birth are definite no-nos
  • Never share your password with anyone – even your IT department
  • Make sure your password is at least ten characters long
  • Use at least one uppercase character and one symbol (!@£$%^&*)

Digitalquill: Experts in Cyber Security

Do you more advice on how to keep your business data safe from hackers? Call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

Virgin Media Hack

Virgin Media HackVirgin Media has urged its users to change their passwords over a hacking risk. 800,000 customers have been affected after an investigation by Which? found that hackers could access the company’s Super Hub 2 router, and gain access to smart appliances including CCTV cameras.

Although Virgin Media claim the risk is small they have advised all customers using the default network and router passwords to immediately update them.

Smart Devices at risk in Virgin Media Hack

This news follows last year’s attack on internet routers from the Zyxel brand. That attack was linked to Distributed Denial of Service (DDOS) attacks which took down some major websites. That was the first time devices connected to the ‘Internet of Things’ were used in a malicious cyber attack.

Always Change Passwords

You should never leave your router with the default admin username and password. If you do then anyone could connect to it over WiFi or the internet and access every device on it. Hackers could install malware onto your system that records your passwords on banking websites or even spy on you through cameras on your connected devices.

Replace Insecure Routers

We advise that businesses use enterprise standard Draytek routers. Digitalquill can supply, and configure these routers which also have added security because their enhanced firewalls allow connections and networks to be secured to the standards needed for PCI DSS and credit card processing.

Digitalquill: Experts in Security

Even if you were not affected by the Virgin Media hack, it gives you yet another reason to take security seriously. Cyber Security is not simply a an IT support issue: it can have serious consequences for the viability of your whole business. If you need advice on how to keep your business secure or then call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

Business VPN service

Business VPN serviceIf you have staff working from home then they will need access to your corporate network. Simply opening up your business servers to the internet is not safe. You may expose your network to hackers, or put your business at risk of corporate espionage. The solution is to use a Virtual Private Network, or VPN.

What Are The Risks?

If you do not protect internet-facing servers, hackers could access your data. This recently happened in the USA, where the personal details of 200 million voters were lost.

What is a VPN?

A VPN lets you create a secure connection to another network via the Internet. Your staff devices connect to the VPN and it then forwards all your network traffic to your network over an encrypted SSL connection. Because it is encrypted, your data is secure from prying eyes, even if the WiFi network is compromised. The computer behaves as if it’s connected directly to the business network. This allows users to securely access local network resources even from the other side of the world.

Virtua Private Network: How Can We Help?

We offer VPN systems that will allow your employees to connect back into office based systems via a secure VPN connection over the internet

  • Access file servers, remote desktop, printers and other office services from any location with an internet connection
  • Our virtual private networks are simple to setup
  • A VPN is the most secure way to allow external connections into the office
  • Your business routers can be configured to only open ports to specified addresses for added security

Digitalquill – Experts in VPNs

Digitalquill have many years of experience in cyber security. We can supply anything from a low-cost business VPN service up to a complete network design and installation. Your business data is valuable, so do not put it at risk by exposing it to hackers on the internet. For more information on our VPN or any of our other services, call us on 01482 424402 or email office@digitalquill.co.uk.

 

 

Inspections with RFID Systems

Inspections with RFID SystemsDigitalquill’s NFC Grabber app is an affordable RFID solution to help you integrate RFID systems into your inspection processes. If you have a hotel, food outlet or you need to complete regular inspections of items or locations, then HF RFID systems can make your life easier.

NFC Grabber uses the NFC reader built into an inexpensive Android device to read the unique HF RFID transponder codes from embedded tags. It allows them to be accessed from another app, placed into the cursor’s location (for example to add them to a spreadsheet or other document) or sent to a configurable server via the internet.

By using a number of NFC transponders at specified locations, it is possible to require them to be scanned to prove that a location has been visited. RFID scans cannot be done remotely, and the transponder IDs cannot be duplicated. You can then use the scans to prove that Inspections took place for legislative requirements. This is ideal for fire safety or food hygiene inspections.

Monitoring Inspections with RFID systems

Digitalquill’s Inspection Monitor system uses RFID technology to track assets or locations you need regularly inspect – and it informs you immediately when a check has been missed or failed. This frees up time for managers and provides irrefutable evidence that checks have been done.

RFID transponders cannot be scanned remotely, cloned or copied. Your staff member has to have physically visited the location or asset the transponder is affixed to. You can relax in the knowledge that the work has been done. You will only need to review reports or system messages if something goes wrong.

If an exception does come up during a check, Inspection Monitor can automate the generation of tickets for repair teams: broken windows, missing bulbs and damaged doors can be corrected immediately. Because it is totally silent when all is going well, Inspection Monitor vastly reduces the amount of paperwork your managers need to sign off each day. You have complete flexibility to create checkpoints and group them into any number of inspections.

You can require checks to be completed in a specified sequence – for example for security patrols – or allow the flexibility for staff to manage their own workflows. So long as every HF RFID transponder scanned in the relevant timescale, you can give them the freedom to work as they wish. Every scan is safely recorded in a secure cloud server. You can show inspectors an audit trail and generate reports at the click of a mouse.

Digitalquill – Experts in RFID Systems and NFC

NFC Grabber is available from the Android Play Store. It can run on any Android device with a built-in NFC reader. We also produce an Inspection Monitor system that integrates with the app and can supply all of the hardware you will need. For queries about bulk-purchases of licences or for more information call us on 01482 424402 or email office@digitalquill.co.uk.

ransomware cyberattack

ransomware cyberattackUniversity College London, one of the UK’s leading universities, has been hit by a major ransomware cyber-attack. It follows last month’s attack when the National Health Service was subjected to a ransomware cyber-attack.

The university’s staff and students risk data loss, and the attack has caused substantial disruption. Ironically, University College London (UCL) is a “centre of excellence in cyber-security research”, having been awarded that status by GCHQ.

The attack is believed to probably originate from a “compromised” website, where clicking a pop-up page might have spread a malware infection.

Ransomware Attack? Here’s What To Do

It is terrifying to be presented with a demand for money. Your first instinct might be to make the payment – particularly when the malicious software alleges you have visited websites or downloaded files that could be embarrassing or illegal. Some ransomware even imitates Police services, showing an official looking logo. Don’t pay: No law enforcement agency operates in this way, and you should never enter your credit card details on a ransomware screen.

Probably the best way to stop ransomware is to prevent it by:

  • avoiding clicking links in emails,
  • never open attachments you are not expecting,
  • stick to known websites

If you see a ransomware prompt, what you must do is:

  • Stop using the computer immediately
  • Disconnect network cables and unplug your router to stop the infection spreading
  • Call an expert

Digitalquill Experts in Ransomware Prevention

Digitalquill are here to help you prevent and recover from ransomware attacks. We also help you to put systems in place to make an attack less likely. The best approach is a combination of antivirus software, backups and security policies because there is not a one-shot solution.

Don’t put your business at risk. Do not risk losing your sensitive or important data: act today. Call Digitalquill on 01482 424402, email suppor@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

 

Proof of Delivery

Proof of DeliveryAre you looking for a proof of delivery system? If you deliver or collect items from customers, then you no longer need to struggle with a paper-based process. Large couriers manage deliveries with hand-held terminals and RFID technology. It is now possible for businesses of any size to benefit from the technologically advanced RFID systems enjoyed by the huge delivery companies and multi-national conglomerates. This is all possible thanks to PODMonitor from Digitalquill.

Proof of Delivery and Proof of Collection

PODMonitor is a powerful Proof of Delivery application that can manage collection, deliveries and rentals – including stock management, picking and packing. It fully integrates with Digitalquill’s other products including AssetMonitor to give a truly integrated service with powerful reporting tools and market leading ease of use.

The main application operates through a browser, so system overheads are low. Your drivers can use your existing mobile devices, so you do not ned a large capital investment. And the affordable monthly subscription plans means that you can probably afford a high tech system for less than you think.

Proof of Delivery with Barcodes or RFID Systems

Whether you require proof of delivery as a signature, a photograph, a scan of a 2D or 3D barcode or even even an RFID read: PODMonitor can handle it. Arrange and rearrange deliveries using an intuitive click and drag interface, and track your vehicles in real-time using GPS. You can even automatically inform your customers when their delivery is due or delayed.

Because we use secure third party cloud storage you need not invest in expensive servers, and the client application can be run on your drivers’ existing mobile devices. Whatever your business needs, the system is fully configurable to meet your requirements and help you become more efficient.

Key Features:

  • Integrates with Android and iOS devices
  • Manages deliveries and collections
  • Create tickets to pick and load stock
  • Issue receipts on-site with a mobile printer or via automated email
  • Secure cloud data storage

Call Digitalquill today on 01482 424402, email support@digitalquill.co.uk or visit www.digitalquill.co.uk for more information.

 

Public Free WiFi

Free public WiFi. It’s a blessing for those with a need to connect on the go, and with low mobile data allowances. However, it can also be a curse. There are many dangers when connecting to a public network. How can you keep yourself safe?

Public Free WiFiFree Wi-Fi: The Risk for Users

We recently visited a tourist attraction in the UK and connected to the unsecured free WiFi. By using freely available tools on a mobile phone, we were able to identify all the users on the network and could easily have scanned their devices for open ports or other vulnerabilities. We interrogated a printer to avoid compromising anyone’s privacy, but hackers could have easily exploited the many devices connected to the network

Every time you connect to public WiFi you run the risk of your data being intercepted. Some unscrupulous criminals even create fake WiFi hotspots with the same names as real ones, so you actually connect to their data logger and not the internet. Imagine the consequences if your card data or personal information were to be stolen. Hackers can even install malicious software or ransomware onto your machine over free WiFi.

Digitalquill – Experts in Cyber Security

If you connect to public WiFi, then there are some simple precautions you can take.

For more information call us on 01482 424402 or email office@digitalquill.co.uk.

Document Management

Time is money, so the less your team spend creating, reviewing, distributing and printing out business documents, the better. Operating a document management system is relatively inexpensive but yields huge rewards in time saved. We all know that time is money, and when your documents are under control, so is your business.

How Does a DMS Save Time?

Distribution – you can quickly email a link to a document to an individual, a group of users or a predefined group. Sending new policies and procedures out to all staff becomes a doddle, and you can amend and alter distribution lists to suit your needs.

Duplication – You reduce duplication of documents when you use a DMS. Instead of every staff member’s hard drive being filled up with multiple, uncontrolled copies of documents – many of which are out of date – they always have access to a single copy of the document, which you know is the right one.

Control – You don’t lose documents in filing cabinets, or have staff referring to old versions they stored on emails. Take back control of your file storage, your email system and your filing cabinets. Store everything digitally with a DMS.

Searching – Think of the time people spend searching for documents. If you keep them all in one place, then this wasted time is spent far more productively.

Version control – Don’t worry about people referring to old versions of policies or making edits to a document that is out of date. When you store your files in Digitalquill’s Document Management System, you can ensure that you have control over the versions of a document. You also always know which one is the current version.

Digitalquill – Experts in Document Management

Digitalquill has 15 years’ experience with Document Management Systems. We can help to save your valuable time through our Document Management System. For more information, call us on 01482 424402 or email office@digitalquill.co.uk.