Wednesday, March 19, 2014

Don't Stop at Password Protection: Encrypt

It is very normal for an individual to assume that once they have password protected their smartphone, or computer, and tablet, that there data is safe and no one can gain access to it. In fact, somewhere on the streets of Nairobi there is a clueless fellow walking with a swagger feeling all so proud precisely because of this false security of password protection.  Surely no one can get past that password, it was complicated enough for him to come up with and to remember so there is no way anyone will be able to crack it and gain access to his private data or the sensitive company files stored therein. Right? Wrong! 
 
Unlike your average pick pocket or petty thief whose main objective for stealing your smartphone is to resell it for the money…there is a new brand of thief who is tech savvy and after so much more than just the few bobs he can get from reselling you device. He wants more. He wants your entire life - you bank accounts, you family members’ contacts, your car, your house, your wife - in fact if he can just have your entire identity then he will be sorted for life.  

So while the average thief will steal your smartphone, format/wipe it and resell it, the real value for the tech savvy thief is what  is stored  within and he is sharp enough - or knows someone who is - to get it.  

So how do you protect yourself against this smarter-than-average thief, how do you move beyond simple password locking of your devices and into a more secure space which will have this guy scratching himself bald? 

How about encrypting your data? Encrypting your data makes it so much harder for someone to access your data and could mean the difference between a minor inconvenience and you spending countless hours on the phone, in traffic and shuttling from one government office to another trying to restore your identity, not a nice experience in Kenya believe me.

Encryption has been around since ancient Egyptian times in the form of non-standard hieroglyphs, which was a method of symbolic substitution for words and phrases. It has since evolved over time and grown more sophisticated as technology has evolved bringing with it threats in the form of viruses, hackers and identity thieves and the need to shield against them.  Encryption does not prevent hacking but it reduces the likelihood that the hacker will be able to read the encrypted data.

Again, please note that encryption is not the same as password protecting your device, encryption unlike standard password protection alters your data into an unreadable format that can only be decrypted and read by someone who has the key.  Standard password protection leaves the data as is and someone only has to crack the password or bypass it and they will have access to all your data. When encrypted, your data in basically rendered useless and not worth a dime to the unauthorized eye.

For portable devices like your Smartphones, tables and laptops, encrypting is critical because these devices are easily lost or stolen and thus highly susceptibility to unauthorized data breaches.  If you use your phone to do online banking and shopping most likely you have also stored on it sensitive personal and company information to allow you easy access to this services. You would not want that information falling into the wrong hands would you? Protect you device! Protect yourself and your family!

Different phone makes and models have different procedures and requirements and that is why you need to consult your phone manual.  For the Android users, OS 3.0 and above, the encryption feature is available but the user needs to enable it. Once this feature is enabled (To turn on go to Settings > Security) you will need to enter a passcode into the phone every time you power it on. Be warned however that the process of encrypting and decrypting will affect the general performance of your device because it uses resources on the device.  Depending on how much data you have on the device, when you turn on your phone with encryption, it will take quite some time to decipher all your information before you can use it.

For iOS users, in order to protect your sensitive data, you need to have a passcode turned on. With this on, your phone encrypts your information using the built-in iOS encryption. For further protection, you can have your phone delete all its content if the passcode is entered incorrectly 10 times in a row.

Almost all other smartphones including Blackberry and Windows phones have an encryption feature built into their OS and if not, there are applications available online that you can download to help you do this.   

Don’t put yourself in a vulnerable position by living your data unprotected when there are a combination of protective security measures readily available to you, Encryption being one. 


Thursday, March 6, 2014

7 Must Have Mobile Apps For Small Business Owners in Kenya


Apart from a cellphone being your daily organizer, music player, camera, GPS system and a news source – there is so much more you can do with that gadget and the possibilities are increasing with each new day. The phrase “there is an app for everything” has never been more real than it is today, with apps being developed to cover every bit of life. Would you believe there are even apps for things like rejection, quitting your job and motivation, you name it. 

But for us small business owners, what is in that gigantic box of tricks for us, what can we pull out of it that can turn our smartphones into a business productivity tool.  Below are just 6 of the many apps that I have found helpful…there are so much more but that is for another time another blog. 




1.       CamCard
CamCard will come in handy for those who network a lot and need to follow up with the people they meet. This app uses the built-in camera on the smartphone or tablet to take a photo of the business card and uses OCR (optical character recognition) technology to identify and populate the relevant fields in your contact list. With cloud storage and synchronization capability, you are able to upload scanned cards into a free online Camcard account.  

The app is available across the board – iOS, Android, Blackberry 7, Blackberry 10 and Windows 8 Platforms - and supports multiple languages. It can be downloaded for free at the iOS App Store and Android Google Play Store.  

COST:  FREE


2.       Expensify
Expensify is an expense account management app that allows you to snap photos of receipts and which the app then scans, logs, and creates meticulous expense reports from.  Frequent business travelers and field staff will appreciate this app because it helps them keep track of their receipts as well as classify and categorize them ensuring that you get to submit accurate reports to the accounts department for reimbursement. 

The service is FREE to join and has both a web version and an app version.  Expensify is available for iPhone/iPad, Android, WebOS, and BlackBerry devices.  Get it at expensify.com  

ALTERNATIVES:  Xpenditure, Shoeboxed, WebExpenses

3.       Evernote
You know those ideas that pop into your mind and you wish you had a pen and paper to jot them down because just as first as they came, they might evaporate into thin air.

Evernote ensures that you can hold that thought, by enabling you to store your ideas, notes (via text or voice), web clips and images all in one place for later use.  You can sync these entries between your mobile and desktop for access anywhere.  This app makes planning and doing research much easier for the mere fact that you can do both on the go.



4.       TurboScan
TurboScan turns your phone into a scanner allowing you to quickly scan multipage documents – receipts, notes – into high quality PDF’s,  store them or email them as multipage PDF or JPEG Files. TurboScan uses the camera functionality on your device to take pictures of the documents you would like to scan. One of the coolest things about it is that it uses advanced fast algorithms to auto-detect document edges, straighten the documents; has instant one-tap brightness, rotation, and color controls and you can copy pages to clipboard and paste. 

COST: $2.99


5.       QuickBooksMobile
QuickBooks the accounting software of choice for many small businesses also has a mobile app. With QuickBooks mobile app you can easily manage your business accounts while away from your office.  You can view and edit customer information, send invoices, receive payments, create estimates and record sales receipts on your mobile device.  

The app has a payments feature with which you can mark invoices and bills as paid, track your payments and record sales and manage accounting and bookkeeping. You can also manage customers by viewing and editing customer accounts from mobile CRM, manage outstanding customer balances and CRM. 

For those who already have subscription to QuickBooks Online the Mobile apps are included free. For the available plans (start at $9.99) visit http://appcenter.intuit.com/quickbooksconnect
 
ALTERNATIVES:  Xero, Saasu

6.       Drop box
Dropbox is a cloud based data storage service for your docs, photos and videos. With this app you can sync your files across various devices including PC, Tablet and Mobile making it easy to access your data anywhere.  You can share these files with other users for collaboration. The app allows you to schedule automatic backups and control bandwidth usage and configure email notifications.
All new Dropbox accounts and downloads are totally free. The accounts start with 2GB of free space. You can earn more free space by i.e referring your friends to Dropbox. If you run out of space you can upgrade your account with a monthly or yearly subscription to a Dropbox Pro 100GB, 200GB or 500GB

Dropbox is available on Google Play