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5 Red Flags of Phishing Emails: Think Before You Click

October 25, 2022 by Matthew Schulz

A single click can be the difference between maintaining data security and suffering massive financial losses. From the moment just one employee takes the bait in a phishing email, your business is vulnerable to data breaches and extensive downtime.

Quickly spot the red flags and put phishing emails where they belong:

1. Poor spelling and grammar

While occasional typos happen to even the best of us, an email filled with errors is a clear warning sign. Most companies push their campaigns through multiple review stages where errors are blitzed and language is refined. Unlikely errors throughout the entire message indicate that the same level of care was not taken, and therefore the message is likely fraudulent.

2. An offer too good to be true

Free items or a lottery win sure sound great, but when the offer comes out of nowhere and with no catch? There’s definitely cause for concern. Take care not to get carried away and click without investigating deeper.

3. Random sender who knows too much

Phishing has advanced in recent years to include ‘spear phishing’, which is an email or offer designed especially for your business. Culprits take details from your public channels, such as a recent function or award, and then use it against you. The only clues? The sender is unknown – they weren’t at the event or involved in any way. Take a moment to see if their story checks out.

4. The URL or email address is not quite right

One of the most effective techniques used in phishing emails is to use domains which sound almost right. For example, [microsoft.info.com] or [pay-pal.com].

Hover over the link with your mouse and review where it will take you. If it doesn’t look right, or is completely different from the link text, send that email to the deleted items folder immediately.

5. It asks for personal, financial or business details

Alarm bells should ring when a message contains a request for personal, business or financial information. If you believe there may be a genuine issue, you can initiate a check using established, trusted channels.

While education is the best way to ensure phishing emails are unsuccessful, a robust spam filter and solid antivirus system provide peace of mind that your business has the best protection available.

Give us a call or fill out our contact form today to discuss how we can secure your system against costly phishing attacks.

What Hackers Target in a Small Business

October 20, 2022 by Matthew Schulz

Hackers today have many ways to attack small businesses and business owners. Many attempt to use technology to send malware, viruses, or phishing attacks; or use information to con owners and employees into handing over more information than they should.

One or more of these techniques can be combined with gaining physical access to steal from vulnerable firms. Identifying precisely how criminals target businesses and what they deem most valuable can help to protect from the most devastating attacks out there.

Remaining vigilant and informed is one of the most vital things you can do as a business owner to protect your assets and reputation.

Extortion

Different types of attacks tend to rise and fall in popularity. Fifteen years ago, computer worms were the most common attack that businesses faced. Security software wasn’t as advanced or as widely used at it is today. Computer worms were, at the time, an exceptionally low-cost and efficient way to inflict the maximum amount of damage for minimum cost.

Today ransomware has seen an unfortunate boom in popularity. This technology aims to encrypt the target’s files on their personal computer. This technique denies the victim access and charges a large fee in exchange for the key to retrieve the victim’s own data.

The attack has worked so often because it requires minimal effort and can be used again and again. Many businesses have no option but to pay because the data is worth far more than the ransom demand the hackers have made.

The best defense against ransomware attacks, in addition to strong online security, is an up-to-date offsite backup — one that is tested to work reliably.

Targeting Customer Records

One of the most important things for your firm to take care of is your customer data records. Records which include names, dates of birth, and other personally identifying details. These details are extremely valuable to hackers or criminals who, either use them personally or sell them on to someone who will.

Many regions have strict laws and guidelines about how this information must be stored, accessed and protected. Failing to follow these can result in severe penalties that could devastate any company.

Targeting Financial Information

Like personal information, a small business must take extreme care when storing customer financial information. Sensitive details such as credit card or banking information are a key target for hackers looking to steal money fast.

The impact on your business reputation following a breach of financial data will be severe and devastating. Even a simple mistake can require years of advertising and great PR to repair. Many firms have failed to recover after losing the trust of their customers.

Social Engineering

Most firms today run good IT security packages to protect against online attacks and other forms of malware. Attackers often know to take their methods offline to achieve the best results.

Whether posing as a supplier, customer, or interested party; attackers can seek to gain information that you may be less than willing to hand over to a stranger. Small businesses can often be used to gather information on vendors and suppliers they do business with in order to attack them too.

Be particularly cautious of the information you provide when discussing business with individuals you haven’t spoken to before.

Keeping Small Business Safe

Each of these targets and attacks are just some of the most popular and hard-hitting attacks out there now. The list is forever changing, and the methods we use to protect against them always needs to change too.

Some can be defended against with great security, backups, and software. Others, such as social engineering, need you and your staff to stay up-to-date and remain vigilant about the major attacks affecting small business today.

If you need help tightening your businesses security, give us a call at 470-236-2584 or fill out our contact form to learn more today.

LetMeIn101: How the Bad Guys Get Your Password

October 15, 2022 by Matthew Schulz

Passwords are essential to your cyber-safety. You know it, but if you’re like the rest of the digital society, you probably have dozens of passwords to remember. It’s a lot. So, you might take shortcuts. Taking advantage of your laissez-faire attitude is one way bad guys access your passwords.

Incredibly, there are still people out there using “password” or “123456” in their access credentials. Some people don’t change the default passwords on their devices. So, anyone can pick up a router, look at the sticker identifying the password, and access that network.

Tip: Avoid the obvious passwords! When you have to create a password, make an effort. When it’s time to update a password, do so. Steer clear of simple, easily guessed patterns.

Cybercriminals can also guess your password. With a little bit of research about you online, they can make some informed guesses. Common passwords include pet names, birthdays, and anniversaries. These are all easy to find via your social media accounts.

Tip: Be careful what you share on social media! Don’t befriend strangers, as you are giving them access to a goldmine of info for personalizing an attack on you.

If that doesn’t work, criminals may try brute force. They might script an automation bot to run thousands of password permutations until they get a hit. The software will try a long list of common passwords and run through dictionary words to gain access.

Tip: Use a complex password with numbers, letters, and symbols or a passphrase. A passphrase is typically at least 19 characters long but is more memorable, as it unique to you.

The criminal may also be working with info from a data breach. In early 2019, a security researcher found more than 2.7 billion email/password pairs available on the Dark Web. Criminals accessing that database could use the data as a starting point, as many people duplicate their passwords across accounts.

Tip: Use a unique password for each site. Yes, that’s overwhelming to remember, and that’s also why you should use a password manager to keep track of it all for you.

Criminals can also access your account if you’ve used a hacked public computer. The bad guys may have installed a key logger on the computer. The logger records every key you press on the keyboard. Or they might have compromised a router or server to be able to see your information.

Tip: Be cautious about your online activity on computers or networks you don’t trust.

Of course, there’s one more method of getting your password that we haven’t addressed yet. It’s the familiar phishing attack. For instance, you get an email that looks like it was sent by your bank. Phishing typically has an urgent message and a link that directs you to what looks like a credible page.

Tip: Pay attention to who is sending the email and hover the mouse over the link to see where it goes. If you are concerned about your bank account, for example, open up a browser and type the URL manually rather than clicking the link.

These tips can help you to protect your valuable passwords. Still, setting up a password manager and amping up your internet security can help too. Need support getting ahead of the cybercriminals?

Contact us today! Call us at 470-236-2584 or fill out our contact form to learn more today!

Is Misconfiguration Making Your SMB Vulnerable?

October 10, 2022 by Matthew Schulz

Cybersecurity attacks on big-name brands or governments are familiar headlines these days. Millions of access credentials are breached, and millions of dollars are lost to ransomware attack. You may think you’re protected, but a single undetected misconfiguration could mean trouble.

If you’ve been paying attention, you know no one is immune from cyberattack. Your business has been proactive by:

putting firewalls and antivirus protection in place;
establishing a bring-your-own-device policy;
educating employees about password strength, social engineering, and cyber hygiene;
updating software promptly;
upgrading end-of-life hardware and software.

The threat landscape is evolving rapidly, the number of devices connected to a business network is exploding, more employees work on their own devices, and a greater number of people are working remotely. Plus, connected devices are all different types. If your wireless is unsecured, you could end up with devices you don’t know at all connected to your network. Yet it’s difficult to manually monitor every single configuration for security.

Push notifications advising us to update software come in fast and furious, but we’re busy. We have other things on our mind, we don’t get around to it right away, or, having clicked “never show again” on that popup, we forget the notification altogether. No action is taken.

At least no action on the business side. Out in cyberspace, bad actors actively seek out unattended or unpatched vulnerabilities.

What You Can Do About It

Think of the risk this way: you wouldn’t install a steel door and assign guards at both the front and back entrances, then leave a side window open.

Of course, an open window is something you can detect with the naked eye, but misconfigurations are more difficult to detect. A vulnerability scan helps detect insecurities in your systems and software. Sometimes a file share is configured incorrectly: you think the connection shares to one person, but instead it’s 100% open to the public.

An automated scan proactively identifies network, application, and security vulnerabilities. This process aims to find any points of entry. A scan also predicts the effectiveness of any countermeasures you may have in place.

The scan detects and classifies system weaknesses in networks, communications equipment, and computers. It then compares details about those vulnerabilities with a database of known exploits. This includes known flaws, coding bugs, packet construction anomalies, default configurations, and more.

A thorough managed service provider takes several scanning approaches. To scan your external exposure, they’ll look at all applications, ports, websites, services, networks, and systems facing the internet. An internal scan identifies system and application security holes that cybercriminals might exploit once they get in. Environmental scanning considers any IoT devices, websites, cloud-based services, and mobile devices.

Securing your business assets is critical. Identify the system security holes with vulnerability scanning before the bad guys find them.

Partner with us to review your security posture. We can scan your network for misconfigurations, malware, known exploits, or open reports. We’ll produce a report that outlines any vulnerabilities, and recommend what you can do about them.

Call us at 470-236-2584 now or fill out our contact form to learn more today!

What’s That Weird Noise Coming from Your Computer?

July 7, 2021 by Matthew Schulz

New computers are whisper quiet, seeming to run on pure magic, but after a while computers can start making some pretty weird noises. Clicks, clunks, and about-to-take-off jet noises are the most common, but when should you worry? Your computer has a number of moving parts and even some stationary parts that can make noises. If you’re listening, your computer might be telling you about its current health and how you can help it run smoother, for longer.

When you hear a clicking noise: This could be normal if it’s more like a soft tick. Mechanical hard drives work a bit like a record player with a needle and platter, so you might simply be hearing it spin up and move the needle around. When it starts sounding like a loud click it’s usually the needle hitting the platter too hard or bouncing around. If your hard drive has started making alarming noises, you should bring it in as soon as possible. Just like a record player, scratches that ruin your data are possible, and if ignored for long enough, it doesn’t just skip and have trouble reading the drive, the whole thing can become unusable.

Our technicians can copy the files onto a new drive before it gets to that point, but retrieving data from a destroyed hard drive is rarely achieved without CSI-level expenses. It’s easier and much cheaper to replace the hard drive at the first sign of failure.

When you hear a clunking noise: Unsurprisingly, this one causes certain alarm. Computers aren’t meant to go clunk! It may be a simple matter of a cable having shifted into the path of a fan and getting clipped during the spin. Remember when you pegged a card between your bicycle spokes? It might sound a little like that, skipping every now and then as it’s pushed away and drops back again. If that’s the case, our technicians will quickly secure the cable back where it belongs.

When you hear a jet-engine noise: Most computers and laptops have fans to keep them cool. The fans have to spin to move the air around, and the faster they’re spinning, the more noise they make. We start to worry when the jet-engine noise gets out of hand and it’s not just while you’re playing a resource-intensive game or doing some video editing. Constant jet-engine noise indicates your computer is struggling to cool itself down, perhaps because the fan vents are clogged with dust, your computer is in a poorly ventilated space, or the fan itself is worn. Each fan has ball bearings inside that wear out over time, making extra noise while it does the best it can. Our technicians can replace individual fans quickly and give your system a checkup to make sure nothing else has been affected.

When it’s beep city: Your computer’s friendly beep as you switch it on actually has multiple meanings. It’s not just saying hello. The single beep you normally hear indicates that it’s run a self-test and everything is fine. When your computer is very unwell, you might hear more beeps than usual. This is because each beep combination is a code to technicians, letting us know what’s gone wrong.

Certain beep combinations mean the memory is loose or damaged, others that the video adapter has a problem, etc. If your computer has started beeping differently, let our technicians know so we can decode it and repair the problem for you.

Some noises your computer makes will be normal, others a sign of deeper issues. Even if your computer seems to be operating correctly, a sudden onset of weird noises could mean failure is just around the corner. Taking early action ensures problems don’t escalate, costs are kept low, and your files remain where they belong.

Got some weird noises coming from your computer? Contact us today!

Decide Between In-House Or Hosted VoIP

December 29, 2020 by Matthew Schulz

Compare Upfront Costs, Unique Benefits & More Before Diving In

On-premises VoIP systems have been around for quite some time, but with the increase of cloud-based technology offerings, managed and hosted VoIP solutions are becoming viable alternatives. Self-managed on-premises systems give companies full control but often have a higher upfront cost, while managed on-premises or hosted systems often have a lower cost but give businesses much less managerial control. Choosing one of these solutions can be difficult. But if you look at your infrastructure capabilities, compare costs, and weigh the pros and cons of each system, you should be able to find a VoIP solution that will meet your needs without exceeding your budget.

Analyze Your Infrastructure

Before you start examining the unique features of on premises, self-managed VoIP or hosted VoIP solutions, you should look at the capabilities of your existing infrastructure, including your network bandwidth and cabling. According to Brett Femrite, director of business development at Rackmount Solutions (www .rackmountsolutions.net), you have to ask yourself, “Do I have the appropriate cabling infrastructure in place to support the VoIP solutions? Are there dual CAT 5 drops to each workstation, or am I having to daisy chain my workstation PCs into the phone and the VoIP into the jack?” Depending on your answers, your infrastructure might not even be able to support in-house VoIP, which will limit your choices.

On top of infrastructure, you also have to analyze your work force. You may have employees that are familiar with using VoIP solutions but don’t have the expertise to manage them. If this is the case, you would have to hire new employees or bring in an outside expert to train members of your IT department, which all adds to the upfront costs related to setting up an on-premises, self managed VoIP system.

Upgrade Or Make The Move

Some companies may already have an on-premises VoIP system in place but are looking at either upgrading it or switching to a hosted alternative. There are a few signs that it may be time to upgrade, including failing equipment, expensive maintenance, or staff complaints about the current low-tech offering, says Daniel O’Connell, research director for the Enterprise Service group at Gartner. Depending on the state of your infrastructure and current VoIP solution, a simple upgrade may be enough to meet your changing VoIP needs. In some cases, however, it may be more cost-effective to switch over to a hosted solution that can provide faster speeds and better overall performance at a lower price. O’Connell says that hosted solutions may be more beneficial for SMEs or highly distributed businesses that have difficulty managing an in-house VoIP system. Instead of spending money upgrading your existing systems or hiring more personnel, you can pass the management responsibilities on to a third party vendor and focus on using the system, instead of controlling and managing it.

Key Points

Look at your infrastructure capabilities and make sure you are even in a position to manage a VoIP solution. If you already have one in place, decide whether to upgrade it or move to a third-party alternative.
Compare the total cost of ownership of in house, managed, or hosted VoIP systems and consider the long-term and short-term costs of each option.
If you choose a third-party VoIP solution, choose wisely between an on-premises managed solution and a fully hosted one. Determine how much control you want over the system.

Action Plan

The following steps were provided by James McCloskey, senior research analyst at Info-Tech Research:

Inventory your existing telecom services, including circuits, users, functionality, capacity, and workload.
Understand near-term and future growth needs in terms of users, advanced features, and related capabilities, such as unified communication, videoconferencing, or mobility.
Identify your options. This includes upgrading or extending your current system, replacing it with a new on premises or managed system, or moving to a fully hosted version.
Understand the capabilities and lifecycle costs associated with the various options.
Make your selection and implement it, taking great care to ensure it is flexible enough to keep up with your company’s changing needs.

Get Started

Look at the size of your company and the number of employees that will need to access the VoIP solution. If your company has fewer than 250 employees, you may be able to put an on-premises VoIP system in place that will perform well and be easy to manage. However, if your company has more than 250 employees or is spread out over multiple satellite offices, then allowing a third-party provider to manage every facet of your enterprise’s VoIP system may be a less expensive alternative as well as a headache reliever for your IT department.

Managed On-Premises vs. Hosted

If in the end you decide that a third-party managed solution is the answer to your problems, you then have to decide between a managed on-premises approach and a hosted alternative. With managed on-premises VoIP solutions, you are responsible for purchasing or leasing hardware and software for the VoIP solution and implementing it. The service provider is simply responsible for managing your VoIP solution and helping with any issues along the way. With a hosted solution, you still have phones and other communication tools onsite, but the actual network connection and VoIP system are managed and hosted by the third-party vendor. In the short term, hosted VoIP is one of the least expensive and most adaptable choices, because “capital expenditures are minimized and subscription pricing provides substantial flexibility for adding or changing services,” says James McCloskey, senior research analyst at Info-Tech Research. Both of these options will counteract the need for in-house personnel with VoIP management experience and help lower the costs associated with implementing a VoIP solution, whether it be through leasing or hosting. In the end, it depends on how much control your company wants over the system and determining whether a fully hosted solution would better fit the needs of the organization.

Compare The Costs

As with any major IT-related purchase, you have to consider the overall cost and what functionality you will receive for the price you pay. “With an in-house solution, you typically will have more upfront acquisition costs, but more control over your system for moves, additions, and changes,” Femrite says. “With a hosted solution, be sure to carefully examine the agreement and its response times for both standard charges and emergency situations, such as system outages.” Femrite says there are many financial factors related to choosing a VoIP solution that go beyond the cost of hardware, software, or hosted pricing. He recommends looking at the accounting aspects and tax advantages of each type of system and to calculate the total cost of ownership related to each type of VoIP solution. “A fixed monthly operating cost for a hosted solution can be desirable,” he says. “But the TCO over the life span of the system could in fact be less with an on-premises VoIP system.”

Make sure a third-party VoIP vendor fully meets the current needs of your company as well as any that might arise in the future. Have a good idea of what direction your business is going and how quickly. This will help you choose a VoIP solution that is flexible enough for your company and has all the necessary features.
Know the strengths of your workforce. Build a cost-benefit analysis of whether it’s worth it to train employees on how to manage a VoIP solution. If not, a managed or hosted VoIP system may be a better alternative.
Consider system availability. With an in-house, self-managed VoIP system, you have more control over uptime and downtime. If a third party vendor has an outage, no matter how large or small, it could negatively affect the productivity of your employees.

If you decided that you need to migrate to a VoIP service, check out our UCaaS Management service page under the Services menu here on our website to learn more about what our VoIP service offers. Fill out our contact form on either our home page or on our Contact page to reach out to us to get started with this service for you and your business.

“That will never happen to me. It’s a risk I am willing to take.”

June 15, 2020 by Matthew Schulz

Small- and medium-sized businesses (SMBs) are the prime target for attackers because they tend to be easier targets. They’re often less secure and unprepared for attack. Think about burglars that go after houses where they know no one is home. With more cybercrime automation and the rise of hacking kits, the cost and time it takes to launch a successful attack have decreased, increasing the amount of cyber-attacks executed.

You, like many SMBs, may not think you are a target

82 percent of SMBs say they’re not targets for attacks as they don’t have anything worth stealing (Towergate Insurance).

However, 55 percent of SMB respondents have experienced a cyber-attack in the past year, and another 50 percent have experienced a data breach involving customer and employee information (2016 State of SMB Cybersecurity).

You may underestimate the value of your information

It doesn’t always seem like it, but every business has data worth stealing. Did you know that the average cost per lost or stolen record is $158? It may not seem like a lot, but this number grows quickly once these records are stolen by the hundreds (Cost of Data Breach Study).

This means you might not be prepared to defend yourself

Did you know that 79 percent of small businesses do not have an incident response plan? Without one, you may never be able to fully recover when a security incident becomes a reality (Nationwide Cyber Security Survey).

However, the consequences are significant and often business-crippling.

An IBM and Poneman Institute study found that the average cost of a data breach has increased to a staggering $3.79 million (Cost of Data Breach Study).

Similarly, 60 percent of companies that lose their data due to an attack or disaster will shut down within six months (Boston Computing Network).

Work with an MSP to receive the data protection you need.

Invest in an outsourced cybersecurity solution to protect against the expanding cyber threat landscape, and mitigate damages inflicted upon your business. Gain the expertise, technology and support you may be lacking, and grow your IT budget without growing your payroll.

Work with us today!

5 Tech Travel Tips You Can Use

January 20, 2020 by Matthew Schulz

Traveling soon? For most people, this also means making sure your tech is packed and ready for the adventure. Smartphones, ebook readers, tablets, laptops and smart watches are now so light and portable that you’d never think of leaving them behind, plus they can add a ton of value your experience.

Here are a few tips to consider before you hit the road.

Backup to the cloud

While you’re jet setting around, relaxing on a beach or hiking your way to freedom, your tech is always going to be exposed to a level of risk. This might range from accidentally leaving your laptop at a cafe to having it stolen from your bag, but either way the problem is the same – your data is now gone. If you’ve backed up your devices to the cloud (eg Evernote, Microsoft OneNote or Google Drive) you’ll be able to access your files easily and securely from anywhere.

Hot tip: Scan or save important documents like itineraries and passports to the cloud.
Pack the right cables

Begging random strangers for a loan of their cable isn’t much fun, so remember to bring the exact cables and chargers you’ll need. Most smartphones and tablets use universal plugs like Micro USB, USB C or Apple Lightning, so you can get away with only packing one cable. Many locations now offer powered USB ports but be sure to also pack the right charger as well, it’s a convenience you’ll appreciate. If you’re travelling overseas and the socket is different, remember to pack a plug converter, and depending on your destination, you might even find the voltage is different. It’s a good idea to check whether you also need a voltage converter before you try and charge.
Download offline data

It’s no secret that global roaming can give nasty bill shocks. The easy access data you normally use over Wi-Fi or get included in your cell plan has us all accustomed to being connected. While travelling, you might find yourself in a location where data costs a fortune or it’s not available at all. Download any files you might need, including important documents like itineraries and bookings, so that you can access them even without a connection.
Update and scan

Just like you’d make sure you’ve got the right vaccinations and travel gear, make sure your technology devices are ready to travel too. Set aside a few minutes to run updates for your operating systems and apps, as well as your anti-virus. Go one step further and run a manual anti-virus scan too. The last thing you want to deal with one your trip is a cyber attack! While you’re doing your pro-active thing, turn on password protection for all devices so that only you can unlock them.

Hot tip: Use a complex password that is hard for thieves to guess.
Mark your territory

Almost exactly the way it sounds, let everyone know this tech belongs to you. Write your cell number on portable devices in case you get separated so whoever finds it can give you a quick call and save the day. Don’t want to use permanent marker on your shiny tech devices? Grab some sticky labels you can peel off when you get home.

You can also get little Bluetooth tracking tags to stick to your gear, so that if you ever lose something you can chase it down. Similarly, you might like to consider enabling the ‘find my feature on Apple devices. Having this feature switched on also means you can disable your device remotely, an excellent security option if it’s been stolen.

Need help preparing your tech for travel? Contact us at today!

3 Microsoft Office Hacks You Never Knew You Needed

January 12, 2020 by Matthew Schulz

Edit PDFs – Your PDF files open by default in Adobe. But, what if you want to edit them? You cannot do that within Adobe Reader, and the Adobe software that does let you make changes to PDFs is not cheap. Microsoft Word to the rescue!Launch Microsoft Word. Attempt to open a document like you normally would by selecting File and then Open. On the bottom right of the window that pops up, click the drop-down menu. Choose PDF, and then browse to the file that you wish to edit. Once you open it, you can make your edits. You may lose some of the formatting in the process, but it’s nothing that you cannot overcome.
Collaborate in Real Time – With Microsoft Office, you and a colleague can edit the same document or spreadsheet at the same time. This feature is actually built into Office 2013 and later. No magic needed. It’s a little bit of a process, but will pay off once configured.First, save your document, spreadsheet, or presentation – whatever it may be within the Microsoft Office suite – to OneDrive. Once the document is saved, select File, Share (on the left side of the screen), and then send out your invites.If all goes accordingly, your colleague on the other end will now be able to review and edit your work in real time. You may need to adjust your Microsoft Office settings in order to do this, but you can always request help from your IT department or an IT services company, if you have any trouble.
Ignore Reply-All Email Annoyances – Have you ever been included on one of those spam email threads that have absolutely nothing to do with you, but someone (or multiple people) keep on hitting the reply-all button? Ignore these frequent annoyances with Outlook!
Select the chain of messages. Then, in the top of the Outlook window, to the left of the Delete button, you will see Ignore. By choosing this command, any future messages will now be sent straight to the Deleted Items folder, helping you cut down on inbox clutter.If you use Microsoft Office at home and at work every day, these time-saver tips may be just what you need to kick productivity into high gear!

If you don’t have Microsoft Office or need assistance with managing Microsoft Office for you and your business, don’t hesitate to contact us today by filling out our contact form on our home page or on our contact page. We will be happy to assist you and your small business.

10 Hidden IT Risks That Might Threaten Your Business

January 12, 2020 by Matthew Schulz

Your business depends on intelligence. But can you count on your technology?

You may not be in the intelligence technology business, but it’s probably impossible to imagine your business without IT. Today, computing technology plays a vital role in the way you serve, work with, and communicate to your clients. Thanks to advances that have made technology more powerful yet less expensive, even the smallest practice can enjoy capabilities – in everything from marketing and sales to delivery and fulfillment – that were once the sole domain of large enterprises.

But today’s big IT advantages come with major risks. Your networks and systems serve as your silent partner in operations. Should they fail – and when they do, it’s usually without warning – you’re exposed not just to an IT problem, but to a potentially large business problem.

This post exposes 10 silent threats that might be quietly undermining your operations now – and proposes one quick, easy and FREE way to bring these threats under control, fast.

Risk #10: Wrong keys in wrong hands

It’s just common sense: you restrict crucial information, such as bank accounts and inventory access, to carefully designated employees. Yet many businesses have lost control of their network’s user level access privileges, exposing vital company and client data to people without authorization. One of the first steps toward security is to be sure the right people have the right level of access to appropriate applications and data.

Risk #9: Bring your own headache

On the one hand, new devices such as smartphones and tablets can increase employee productivity – and when employees use their own devices, save the company money. But this new “bring your own device” (BYOD) environment brings new headaches, too. These devices are easily lost and stolen. When they are, any information available to the device – including confidential practice and client data – may be vulnerable to illicit access. Yet fewer than 50% of businesses report the ability to use data encryption and/or remote data wiping to protect their assets. Take stock of your data inventory: you need to share permissions reports that reveal which devices and users have access to which files and applications.

Risk #8: Who’s knocking at your backdoor?

Your business isn’t limited to your own systems. Thanks to access to outside servers and systems, you can leverage potent tools like Gmail and Dropbox to communicate with customers, share files and more. While these cloud services increase your capabilities without busting your IT budget, it’s important to remember that every connection that reaches out from your network may open an opportunity for someone else to reach in. Protect your portals: run an external vulnerability scan that reveals every “backdoor” through which an intruder might break into your network.

Risk #7: Weak Passwords

Your password protections are only as strong as the passwords themselves. Having no passwords – or using obvious passwords such as “12345” – undermines the very protection you seek. Yet employees often fail to establish passwords or, when they do, frequently use ineffective ones. Review your passwords’ strength to identify weak spots any unauthorized user could punch through.

Risk #6: Whoa, back up

If you lost a significant chunk of your data right now, how much business would you lose as well? Too many businesses run without sufficient policies, plans and procedures for backing up critical data essential to their ability to operate. If your business depends on manual procedures that are executed inconsistently, you’re exposed to unnecessary losses; it’s time to look for automated backup solutions that are always at work – even when employees might be forgetful.

Risk #5: Show me the compliance

Sensitive data demands special attention. In many businesses, the law obliges you to preserve client confidentiality – and demonstrate that you have processes in place to ensure compliance. The best way to prepare for a regulatory audit is to run regular compliance audits of your own that allow you to take corrective actions before your operation is called into account.

Risk #4: Print (lost) money

Despite high hopes for the “paperless” office, the reality is that businesses spend lots of money printing, faxing, copying and scanning paper documents. Consider the math: paper plus toner plus maintenance plus employee time, etc. It’s possible to bring these printing costs under control, but the first step is to discover who prints what, how often, and why. By monitoring your multi-function printers, you can limit access to authorized users, discourage unnecessary or wasteful usage, and encourage less-expensive options – such as scan to email or scan to file directories – that save time and money.

Risk #3: “Ghosts” in the machines

There may be “ghosts” haunting your networks – inactive users or inactive computers that remain part of your system, even if they are no longer contributing to your productivity. While the threat may not be immediately obvious, defunct computers represent an expense you don’t need to carry. Worse, inactive users may reflect open accounts (perhaps of people who are no longer employed by your business) that could present security holes for unauthorized access. Run audits that show you what’s active or not, then clean house – and close security loopholes – by burying the “dead” devices and accounts.

Risk #2: When IT can’t keep up, your business goes down

Smart businesses and wise managers protect their critical networks with redundancy: backup servers and routers that are designed to kick in should the main system go down. But the contingency plan is only as good as the processes and practices behind them; should these be inoperative, your business will not maintain continuity in an emergency. To safeguard your business, analyze your network before disaster strikes to be sure that your contingency technologies – such as your backup designated router or alternate domain control – are online and ready for action.

Risk #1: Hiding in the dark

You want to run your businesses, not an IT department. While IT may not be top of mind, it should never be out of sight. Lack of vision into the true status of your technology, and the quality of your defenses against attack or failure, may leave your business vulnerable to disruption, legal consequences and loss of revenue. By implementing regular monitoring and review procedures, however, you can anticipate challenges before they become problems, and take adequate measures to ensure the smooth conduct of your firm.

Consider the Massachusetts model

Effective March 1, 2010, Massachusetts law M.G.L. c. 93h imposed the most comprehensive confidentiality requirements yet for the safeguarding of “personal information” such as Social Security numbers, driver’s license numbers and other means of individual identification. Among the requirements are these:

Encryption of all transmitted records and files containing personal information that will travel across public networks, and encryption of all data containing personal information to be transmitted wirelessly; and encryption of all personal information stored on laptops or other portable devices.

To ensure compliance, law firms should consider implementing practices that can:

Enforce strong password policies on all computing devices
Automate backup and restore functions for all systems
Restrict data, devices and applications to authorized individuals
Deploy remote lock and wipe capabilities for all lost and/or stolen devices

Are you sure your IT is a sure thing?

We all depend on IT. Given the stakes, it’s important our confidence is well placed. Are you sure the technology you rely upon is adequately protected? In our experience, nine out of ten companies have undetected vulnerabilities that could lead to data disaster.

Take a moment to complete this quick self-analysis. If you cannot answer yes to every question, request our FREE network assessment to give yourself – and your business – the confidence you deserve.

Have you assigned appropriate access levels and authority to restrict data and applications to the right people?
Can you create and review permission reports that tell you which devices and personnel have access to which data and applications?
Are the connections you use to access online services protected against backdoor invasions by unauthorized intruders?
Are your data and applications password protected, and are your employees using sufficiently strong passwords to ensure security?
Do you use automated backup programs for data protection, rather than random and irregular manual backups?
If the regulators arrived at your door, are you confident you comply with legal and regulatory mandates for your data?
Can you monitor and control printing, faxing, scanning and copying to lower costs?
Is your system cleared of ghosts users and computers that waste resources and expose your network to unauthorized access?
Can you verify that your data recovery and network restoration plans are operative and ready to work in an emergency?
Do you have timely and actionable visibility into your IT status, so that you can intercept problems before they interrupt your business?

Give yourself, and your business, a “yes” vote of confidence by requesting our FREE network assessment! Your network assessment will give you insight into the true status of your IT system, and point the way to appropriate corrective actions you can make to secure your business effectively and efficiently. To get your FREE network assessment, contact us today.