One Size does not Fit All when it Comes to Business Phone Systems

No two businesses are the same, and neither are their phone requirements. Two choices you may want to consider are   hosted or on-premise Private Branch Exchange (PBX) systems, both of which can save you a great deal of money over a traditional landline.

What Is Hosted PBX?

Hosted PBX is a type of VoIP phone system in which the service provider houses the Private Branch Exchange, and is also responsible for handling the technology that is required to operate it. With a hosted PBX system, you simply need an Internet connection and you will have desk phones that plug into the network at your location. All of the calls, signaling, and other features are handled at the provider’s location. You are then billed monthly for the ongoing service. You may sometimes be charged more for additional features as well.

What Is On-Premise PBX?

An on-premise business phone system is housed at your location rather than offsite at a provider’s. Most typically plug into your network for accessibility. A traditional phone company or a VoIP service provider can both be used to connect calls. Gateway cards are used to connect the on-premise system to a traditional phone company, or a Session Internet Protocol (SIP) trunk can be used when connecting to an Internet Telephone Service Provider (ITSP).

Benefits of Hosted PBX

Hosted PBX systems are recommended for businesses with fewer than ten employees, because there is no equipment to buy or lines to upgrade. There is also no need to install patches, as the provider is responsible for making all upgrades. Small businesses that use a hosted PBX system have access to all the resources their provider has, making it possible to obtain upgrades much sooner. A loss of Internet service will not affect operations, because calls can be routed to voicemail or a cell phone by the provider. In the event you need to move your phone system, all you have to do is simply plug your handsets it into a broadband connection wherever you are.

Benefits of On-Premises PBX

You will likely need an on-premise PBX system if your business has more than ten employees. With an on-premise system, you have greater control when it comes to adding and deleting users, and can also in some cases add new open-source feature sets without any additional licensing fees. Owning your own server will save you money over time, and VoIP phone trunks can even be added to help you save even more on your calling costs. You can also route calls to voicemail or a mobile phone in the event of a catastrophe.

Both hosted and on-premises PBX systems can provide your business with some incredible benefits, allowing you to save money without compromising call quality. The one you choose will largely depend on the size of your business, call volume, and the type of features you most often use.

June 17, 2025
Meeting IT security compliance standards is crucial for businesses that handle sensitive data, particularly in industries such as healthcare, finance, defense, and e-commerce. Regulatory frameworks such as HIPAA, CMMC, PCI-DSS, and GDPR exist to help ensure businesses protect customer information and maintain robust cybersecurity practices. Unfortunately, many organizations fall short of these requirements, often due to common, avoidable mistakes. These gaps can result in costly fines, data breaches, and reputational damage, which can significantly impact the business's bottom line and customer trust. 1. Failing to Conduct Regular Risk Assessments The Pitfall: Many businesses overlook the importance of conducting routine risk assessments. Without these, it’s challenging to identify vulnerabilities or evaluate whether your current cybersecurity controls meet compliance standards. How to Avoid It: Implement a regular risk assessment schedule. Work with a qualified IT provider to evaluate your systems, identify weaknesses, and document remediation plans. These assessments should be performed at least annually, or whenever significant changes to the system occur. 2. Inadequate Employee Training The Pitfall: Your employees are your first line of defense—and often your most significant vulnerability. A common compliance issue arises when businesses fail to train staff on cybersecurity best practices or on handling sensitive data appropriately. How to Avoid It: Invest in ongoing cybersecurity awareness training. Ensure employees understand how to recognize phishing emails, create strong passwords, and report any suspicious activity. Training should be updated regularly to reflect current threats and compliance requirements. 3. Improper Data Handling and Storage The Pitfall: Storing sensitive data in unsecured locations, failing to encrypt information, or retaining data longer than necessary are significant compliance risks. These practices are often flagged during audits. How to Avoid It: Adopt data classification policies that define how different types of data should be handled; encrypt sensitive data both at rest and in transit. Establish clear data retention policies and ensure that obsolete data is disposed of securely. 4. Lack of Incident Response Planning The Pitfall: When a security incident occurs, time is of the essence. Many businesses lack a documented incident response plan, or their existing plan hasn’t been thoroughly tested. This can lead to delayed responses, increased damage, and regulatory penalties. How to Avoid It: Develop a formal incident response plan that includes roles, responsibilities, communication protocols, and steps for containment and recovery. Run simulated breach scenarios with your IT team to ensure everyone knows how to respond effectively. 5. Using Outdated Software or Systems The Pitfall: Running outdated operating systems, software, or firmware is a common issue that can lead to compliance failures. Unsupported technologies are more vulnerable to exploitation. How to Avoid It: Keep all systems and applications up to date with the latest patches. Use automated tools to track software versions and receive alerts about end-of-life technologies. Schedule regular maintenance windows to apply updates and upgrades. 6. Insufficient Access Controls The Pitfall: Allowing too many employees access to sensitive data—or failing to revoke access when it’s no longer needed—can lead to data breaches and non-compliance. How to Avoid It: Implement role-based access controls and follow the principle of least privilege. This principle means that each user should have the minimum level of access necessary to perform their job. Regularly audit user accounts and permissions to ensure access is current and appropriate. Use multi-factor authentication (MFA) to add an additional layer of protection. 7. Neglecting Third-Party Vendor Risks The Pitfall: Businesses often overlook the fact that their compliance responsibilities extend to third-party vendors. If a vendor mishandles your data, you could still be held accountable. How to Avoid It: Vet third-party vendors carefully. Ensure they meet the same compliance standards as your business and include security requirements in your contracts. Conduct periodic audits or request compliance certifications from your vendors. 8. Failing to Document Policies and Procedures The Pitfall: Even if your security practices are strong, failing to document your compliance policies can result in audit failures. Regulators want to see evidence that you have formal processes in place. How to Avoid It: Create and maintain clear documentation for all compliance-related policies, including data protection, access control, incident response, and employee training. Make these documents easily accessible for audits and regularly review them to ensure updates are current. Conclusion Compliance with IT security standards is not a one-time project—it requires ongoing attention, regular updates, and a proactive approach to maintain effectiveness. By understanding and addressing these common pitfalls, your business can stay ahead of regulatory requirements, strengthen its security posture, and reduce the risk of costly incidents. This ongoing attention is crucial to maintaining your business's security and audit readiness. If you’re unsure whether your business is meeting current IT compliance standards, professional support can help. Contact SDTEK today to schedule a compliance assessment and learn how our IT services can keep your business secure and audit-ready. With our support, you can navigate the complex landscape of IT security compliance with confidence.
April 9, 2025
In today’s digital-first world, cybersecurity isn’t just a luxury—it’s a necessity. Whether you run a small startup or a growing enterprise in Fort Wayne , protecting your business’s data, systems, and clients is essential for long-term success. From ransomware attacks to phishing scams, cyber threats are evolving every day, and the best way to stay ahead of them is by partnering with a reliable IT services provider that understands the unique needs of local businesses. Here’s why investing in professional business IT support is one of the smartest decisions Fort Wayne businesses can make—and how working with SDTEK helps protect your operations, your data, and your reputation.