1. Introduction
Welcome to the Tupicoffs online security education site. Here, Managing Director, Neil Kendall, will take you through a number of brief information sessions about how we can all ensure our security as we start to operate in a more digital world.
Online Security in the Digital Era
Since Covid and its ongoing effect on the community it has been less convenient to meet face-to-face, and less convenient to post documents. We also know that many of our clients, when asked to sign a document, need to print the document out, sign it, scan it, and send it back, which can be cumbersome and difficult.
Fortunately technology has moved forward rapidly and we have more effective ways of sending documents and information to you. Ideally this is going to make life simpler and quicker for you, understanding these things and being able to use them enables us all to keep on top of things more easily.
The following series of videos is about making sure that we've got a source of information for our clients so they can understand the technology that we're using and how to use it safely and effectively.
It’s important with internet usage that we are taking reasonable steps to manage risk and we'll be talking to you about the sort of things that we've done at Tupicoffs. As well as what we recommend for you in terms of making sure that your information and that your finances are secure.
It makes our processes more accurate and it future proofs advice delivery as we go forward. Of course it also means that we can continue to provide our services to you with minimal interruption from unavoidable external events.
There are three key pieces of technology that we have embraced in terms of dealing with this.
Zoom video conferencing
Zoom enables us to have meetings with clients without concern for distance or other unavoidable circumstances like flooding or lockdowns that may mean clients are unable to come into the office.
It means you don't need to travel, particularly for briefer meetings, and we can have face-to-face interaction without the travel costs and inconvenience. It is a secure platform and it's easy to use on either your phone or computer. Clients can simply click on the link that is sent out and the meeting will start.
Please note - For efficient meetings and use of Zoom we recommend that clients ensure that audio and video are enabled before starting the process.
Docusign
Docusign is a great system that allows documents to be signed securely online, no need to print scan or post documents. Tupicoffs can email a copy of a document and clients can sign it legally and securely.
To sign a document with docusign;
Open the email and click, review document.
Select the signature disclosure box to continue, and fill out the required fields. (There is also space to add information if the sender has requested any.)
To sign a document and make it official you'll be asked to adopt a signature, you can select one of the predefined styles or add a personal touch and draw your own.
Select adopt and sign to confirm your signature.
Select finish to complete the documents.
Docusign will email both sender and signer a copy of the completed document for efficient record keeping.
Calendly
Calendly enables clients to schedule appointments with us whenever it suits them. It will only show times that we're available so it doesn't matter if we send it out and it takes clients a few days or even weeks to get to it. Whenever suits our clients they can look at it and it will show times that are available.
It also automatically adjusts for different time zones and daylight savings so if clients are interstate or overseas it will book for the clients local time. Bookings on Calendly can be made 24 hours a day, seven days a week, and on weekends, the system is always available to make a booking.
Clients can also choose the sort of meeting they would prefer, an in-person meeting, a phone or video meeting, and if they require a car park then that can also be selected.
Of course some clients prefer not to use the Calendly system, and we are always happy to take phone calls and schedule a meeting for you.
One of the things that we worry more and more about, is online security and protecting clients information and assets online. The most effective way of doing this is for the data to be protected at both ends. We work incredibly hard to keep all of our client data secure all the time at Tupicoffs, and we want to provide our clients with the tools to keep their information secure at their end.
The following series of videos will talk about what you can do to ensure that you're taking the best steps to protect yourself. We also strongly recommend that you do this before you have an issue rather than afterwards.
Future videos will go into specific information about how to protect your online assets and make sure they are secure. Between steps taken by us at Tupicoffs and steps taken by our clients we hope to ensure ongoing online security for as many people as possible.
