For many companies, the last holdout in the race for the effectiveness of the office was handling phone messages. For years it has been customary to record telephone messages on a pink “While You Were Out” message blocks. The messages are then held or delivered to the recipient – perhaps when he returns to the office or request for messages.
You’ve probably experienced this mistake-prone process, it can be. Messages can be lost or misplaced by the person taking the message in the process of hand delivery, or even by the recipient himself. Unfortunately, these messages often contain information of sensitive or important reminder of the costs of the company lost time and lost revenue.
With the advent of applications “cloud computing”, the possibility exists to get control of telephone messages at no cost and hassle of buying, installing and maintaining software in-house product. In addition, a cloud-based system provides additional flexibility in making available messages rapidly to recipients who are out of the office, but have access to the Internet on a mobile device.
The cloud-based systems
System “cloud” can be defined broadly as a computer system in which the software and data reside on a server and accessed via the Internet. The cloud service provider manages the system so that end users are freed from the pain of installing and maintaining the system head. Because the end user accesses the system using a web browser, the software can run on any device connected to the Internet.
There are many advantages to this provision when applied to the treatment of telephone messages. Message delivery, complete with email and / or text message notification to the recipient of the message is immediate. The result is faster and better tracking customer satisfaction. When the call message is taken and entered into a management system secure message, and is available for the recipient to access both message. Messages can be read by the recipient where he has access to an internet connection – on a PC, Mac, tablet or smart phone.
Paper messages are not secure; anyone with access to the paper for the same time has access to its content. Then a phone message may contain some sensitive information openly, the fact that the appellant made the call in the first place can often be considered sensitive. The message body often contains additional information that must be protected.
Cloud-based systems eliminate the security problem with a completely paperless solution. Only the person who took the call and the message recipient must have access to the message. Encryption end-to-end ensures messages are read only by authorized personnel. As there is generally no need for a hard copy, bounces are not a security threat.
A “closed” system
Closed systems are those in which the parties have designated access, and access is limited to roles. This can be contrasted with the email, which is an “open” system allowing anyone to send an email to someone else. Opening the email provides an opportunity for the proliferation of spam, viruses and other malware.
Using a messaging system closed well designed, these undesirable threats are eliminated.