Invoice fraud still a major threat

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In December 2018 Safe4 published an article highlighting the increasing instance of invoice fraud in the UK. This is not just a UK issue – criminals across Europe are defrauding businesses of huge sums by intercepting emails and changing the bank details on invoices.

Invoice fraud remains a major problem

Further evidence of invoice fraud was published yesterday on the BBC website. Again, the use of email was highlighted as one of the most prevalent means of getting a customer to pay the funds rightfully due to their supplier into a fraudulent bank account. in 2018 3,280 cases were reported, although it is likely that the actual number was higher. In total at least £93 million was stolen through invoice fraud.

There is a solution …

Safe4 provides a secure means of transferring information of any kind between businesses of any size and type. Use of UK-only data centres accredited to ISO 27001, comprehensive audit trails, and industry-leading encryption techniques radically reduce the risk of fraud, and thus the potential for incurring significant financial losses.

Please get in touch with us if you would like to ensure that your business does not suffer from invoice fraud – we will be delighted to assist you.

Document signing in Safe4 is now available – version 6.0 is released

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The need for documents to be signed electronically in accordance with the requirements of HMRC and Companies House in the UK has been highlighted by a number of Safe4 customers. Consequently Safe4 have now added a document signing facility to their highly secure information delivery and storage service, without the need for any external technologies.

How the signing function works

There are a couple of prerequisites for this facility: the document must be held in Safe4 in PDF format, and the required signatories must be users of Safe4 and have access to the folder in which the document is located.

Single or multiple documents can be issued for signature, and if required multiple users can be requested to sign. In the case of multiple documents being selected, there is an option to create a “pack”, so that all of the documents can be signed in a single action. Requested signatories will receive an email with a link to the document/s requiring signature. When this is clicked they will be presented with an option to sign or decline the document, after having entered their Safe4 password and PIN. When all documents have been signed and all users have actioned the signature request, a new version of the PDF file will be created with an added page – this will show a complete list of all of the signatures, together with a verification code, made up of a hash of the user details, the document ID, and the date and time of signature. This functions in a similar way to blockchain, being an immutable record of the signing event.

Other enhancements

In addition to the document signing function, a setting has been added to the provider administration screen, allowing Safe4 Common Folders to be disabled. If selected, this will prevent users uploading files into the Common Folders area of a Safe4 vault in error.

Significant changes have also been made to the Safe4 server architecture, enhancing security and performance, to ensure that the class-leading safety and availability provided by Safe4 is maintained in line with industry best practice.

If you would like any further information on how these enhancements can add value to your business, please contact us at Safe4. We will be delighted to hear from you.

Record of 100% availability of Safe4 continues – but not for all service providers

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Safe4 recorded another month of 100% availability in December 2018, to continue a remarkable record of availability in excess of 99.99% that stretches back to October 2017. In addition to providing the highest standards of security in managing customers’ documents and data, Safe4 also ensures that information is always available when needed.

Not all service providers are able to claim such a record, as published today. As well as utilising UK-only data centres accredited to ISO 27001 and being fully compliant with the Solicitors Regulation Authority guidance for cloud computing, Safe4 has been able to ensure that customers’ business activities are not curtailed or interrupted by the system being unavailable.

For more information on how Safe4 can help your organisation to improve security, reduce costs and enhance client service, please contact us. We will be very pleased to assist you.

Evidence of increased threat of email intrusion

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Online fraud and theft have become widespread in recent years. Email in particular presents a growing risk as criminals identify ever more devious methods of persuading individuals and businesses to expose their confidential information.

The risk is highlighted in an article on the VaultConnect website, please click here for details. VaultConnect are partners of Safe4, and are working to reduce the risk of email intrusion for professional practitioners and other businesses across the United Kingdom. This article refers to 5 scams, of which number 3 is the particular case in point. Safe4 have stressed the importance of avoiding the use of email for some years, although in many sectors it is still used routinely to transfer confidential information in spite of the potential consequences of a breach under the terms of the Data Protection Act.

For more information on how the use of Safe4 can help your organisation to reduce cost and improve regulatory compliance and governance whilst enhancing customer service, please contact us.

Password strength checker improvements for Safe4

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One of the challenges of enforcing strict rules about the strength of passwords is how to make them secure and still easily usable by people who perhaps utilise a system occasionally and often need rapid access to share or obtain important information.

Safe4 has now been updated to make it easier for users to select passwords in the first place, by listing each of the strength requirements and showing visually when these have been satisfied. Because Safe4 is used in many countries around the world and by speakers of many languages, it can be difficult to prevent users from choosing a password that is a common word in one language but not in another. Using sequential characters on a keyboard is also potentially an issue, as in several European countries different keyboard layouts are utilised. Beyond Europe, in countries where alphabets may also differ, keyboard layouts are often radically different from those familiar in Anglophone regions.

Keeping it simple without sacrificing security

Safe4 has become established as one of the most secure sites on the Internet, and consequently enforcing strict password requirements is essential given the presence of brute-force attack systems that can crack simple passwords very quickly. Whilst setting a strong password is the responsibility of each individual user, applying specific rules governing this, as well as limiting the number of unsuccessful login attempts within a single browser session, makes it easier to prevent unauthorised access to the system. The changes made by Safe4 will inform new users of the strength of their password as each character is chosen, and show any discrepancies visually.

Please contact us if you would like any further information on the security measures that are taken by Safe4 to protect the integrity of information that we hold, and the protection that this offers for our customers.

Safe4 is going large – version 5.20 is released

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October 2018 has seen the release of Safe4 version 5.20, which contains some important enhancements to the highly secure information delivery and management service. “Safe4 is going large” is a fitting way to describe some of the changes introduced in this release.

As in all new releases, Safe4 have improved a number of the fundamental security features of the system. In order to make sure that customers’ data, as well as that of their clients, is managed in the most secure way possible, changes have been made to the way in which information is stored so that the risk of penetration is reduced. This includes some changes that will make it easier for clients to comply with the Data Protection Act, following the introduction of GDPR in May 2018. For example the Subject Access Request report, which is available at the press of a single button, has been expanded.

Large file management

However, the most significant element within this release is the ability to upload files of up to 800 megabytes per individual file. This is an interim step, with the short term objective being 2 gigabytes per individual file. The fundamental security approach of Safe4 has always meant that uploading documents was more than just moving a file from one location to another, and consequently the upload process involves a number of server-based functions such as virus-checking, content scanning, encryption, transferring the file into cloud storage and updating the database and all of the audit trails. These functions have now been separated and will be performed sequentially, so that the server-based processing is carried out after the client interface has been refreshed. Very large files will be shown on the file list immediately, but with a “Processing” indicator until the server functions have been completed.

As well as virus checking and encryption, Safe4 also performs a series of content checks to ensure the integrity of the data that is being uploaded. If the file fails one of these tests, or is found to contain a virus, a reference will be shown on the file list even though the file itself has been removed from the server. This will cover the whitelisting and blacklisting scans, as well as the ability to check for any files that have been protectively marked.

More significant developments to come

There is a lengthy list of enhancements in the pipeline for Safe4. The next release will feature the ability for files held in Safe4 to be signed digitally in a way that allows them to be submitted to both HMRC and Companies House in the UK. This important development will be a major time-saver for any organisation that needs multiple signatories to approve documents, and will be carried out entirely within Safe4, without the use of any external technology.

If you would like any further information on how Safe4 can help your business to improve client service, reduce costs and enhance regulatory compliance, please contact us. We will be delighted to assist you.

Cyber crime is still soaring – and insecure email remains the weakest link

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The scourge of email scams and phishing continues to rise relentlessly. Whilst some organisations have taken steps to protect themselves, many still use email to transfer confidential information to recipients both within and beyond their own domain. A recently-published article highlights this, and the risks to corporate governance that are involved.

Professional practitioners are among the worst offenders. Much of the information that they generate on behalf of their clients is highly confidential and is sent by email as an attachment. Not only does this expose their clients to the loss or theft of the data, it is inefficient and can ultimately lead to serious difficulties for the practitioners themselves. In the UK it is estimated that more than 70% of law firms, for example, still use open email to carry confidential client information.

Sometimes the clients themselves are a problem …

Accounting firms, for example, provide services for a wide range of different clients, everything from global corporates to the local butcher, baker and candlestick-maker. At the smaller end of this scale many clients are resistant to using secure information sharing services as they find it easier to simply receive financial information as an attachment to an email. Sometimes it is securely stored away, but often it is not, leading to repeated requests for the information to be re-sent by the accountant, multiplying the scale of the risk.

VaultConnect, partners of Safe4 Information Management, have expressed the consequences of these “can you just …” requests for information. Typically they result in an interruption of approximately 23 minutes to stop a current task, go and find the requested information, respond to the client, and then try to resume the task that has been interrupted. And the result of this is to expose both the client and the accountant to increased risk.

There are better and safer options

The Safe4 service has been designed explicitly to protect any organisation that needs to share confidential information with external or internal parties, whether it be in unstructured form (such as documents), or structured (data held in columnar format, similar to spreadsheets and simple databases). Manningtons, an accounting firm in Sussex, have recently chosen to significantly expand their use of Safe4 in order to protect themselves and their clients from loss or theft of sensitive information. Read about their experiences here. The result of this approach has enabled Manningtons to enhance their compliance with both the Data Protection Act (which now embodies the recently-enacted European General Data Protection Regulation), and with the guidance issued by the Institute of Chartered Accountants of England and Wales. This strongly advises accounting firms not to send confidential information to clients by email, even if the client has actually requested that they do so.

Safe4 utilises a highly secure vault to hold information relating to each client. This can be shared with the clients themselves, allowing two-way transfer of confidential documents and data. The very granular permissions provided by Safe4, as well as comprehensive audit trails and reporting functions, add further levels of protection to the professional practitioners as well as their clients.

Contact Safe4

For more information on how Safe4 can help your organisation to achieve enhanced levels of security and compliance with regulatory frameworks, please get in touch. We will be delighted to assist you.

Safe4 has been registered as a G-Cloud supplier

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A new round of updates to the UK Government’s G-Cloud Digital Marketplace has been announced today, and Safe4 Information Management has been successfully registered as a G-Cloud supplier. This will allow public sector organisations in the UK to purchase Safe4 through G-Cloud without having to go through the OJEU (Official Journal of the European Union) process.

New opportunities as a G-Cloud Supplier

Safe4 has been supplying its highly secure information delivery and storage service to public sector organisations in the UK for some years. Registration as a G-Cloud Supplier will enable further public sector opportunities to be pursued with a simpler purchasing process, thus reducing the delay and cost of procurement. The relevant page within the G-Cloud supplier list can be viewed here.

There are many potential applications for Safe4 in the public sector. Both local and central government organisations manage and share large volumes of information about citizens, much of which is shared between departments or with the individuals themselves. Safe4 provides a highly secure and robust way of supporting a wide range of public services. Hosting of all data in the UK in ISO 27001 accredited data centres helps to reduce risk, as does the fact that all Safe4 operations are conducted under English Law.

Unique Architecture

The architecture of Safe4 allows individual citizens to receive information from multiple providers through a single login, thus permitting the concept of the “single view of the citizen” to be achieved. Making use of the mature and robust Safe4 Application Programming Interface will enable the capabilities of Safe4 to be embedded seamlessly into other business applications. Many individuals prefer to interact with providers on mobile devices – Safe4 is ideally suited to information being provided and consumed in this way.

For more information on how Safe4 can enhance the information delivery of private and public sector organisations, please contact us.

More good news for Safe4 customers – outstanding availability record

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Safe4 has achieved outstanding availability in the last 7 months.  Since 1 October 2017 the highly secure information delivery and storage service has achieved 100% uptime, with not a single second lost through system outages of any kind. This represents a stark contrast with other cloud-based information management services, many of which report outages almost weekly. Availability of the Safe4 service is monitored independently, and reported on every month.

This outstanding availability record for Safe4 underlines the quality of service that is the basis of the way the system functions. During the period from 1 October 2017 to date, Safe4 has undergone 4 major upgrades, none of which interrupted access to the system. This process of enhancement included the changes associated with enabling Safe4 to support customers’ GDPR compliance programmes, many of which went deep into the core of the software.

Safe4 delivers value

An exceptional level of availability is just one of the significant benefits that Safe4 offers. Safe4 has been independently assessed among the most secure 0.8% of sites on the internet, out of millions tested. Other benefits include automated upload notifications, comprehensive audit trails and reporting facilities, and UK hosting in ISO 27001-accredited data centres. Extensive customer branding and white labeling, granular permission and content controls as well as a unique and flexible architecture allow Safe4 customers to derive a wide range of financial and operational benefits.

Maintaining a strong commitment to a high quality of customer service is one of the key objectives of Safe4, together with providing class-leading levels of security. For more information on how Safe4 can provide benefits for your business, please get in touch with us. We will be delighted to assist you.