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April 1st, 2015

Security_Apr1_AIn today’s technology-driven world, everyone uses email as the central hub for their personal internet activities, whether it’s communication, forum registration or newsletter signups. Email is one of the most useful tools the internet has made possible. But as emails become more prevalent, the importance of email security becomes more significant than ever. Applying these email management tips will protect your email account from hackers and viruses.

Use separate email accounts

Most people use a single email account for all their personal needs. As a result, information from websites, newsletters, shopping deals, and messages from work get sent to this one inbox. But what happens when someone breaks into it? There’s a good chance they would be able to gain access to everything else.

Having multiple email accounts will not only boost your security, but also increases your productivity. You can have a personal account to communicate with your friends and family, another solely for receiving emails from work, and one recreational account for various website registrations and getting newsletters. Wise email users never put all their eggs in one basket!

Set strong passwords

Too many email accounts have predictable passwords. You might be surprised to learn that email passwords like ‘123456’, ‘qwerty’, and ‘password’ itself are still the most common around. For the sake of security, be a little more selective with your passwords. Spending a few moments on coming up with a good password will be beneficial in the long run. Mix upper and lower case letters, numbers, and special characters to form a unique password that makes sense and is memorable to you, but no-one else. Also, never use the same password for all your email accounts. This way, if someone hacks one of your accounts, all of the others are still safe.

Beware of links and attachments

When you see a link in an email, don’t click on it unless you’re expecting the link from a known source, such as from your friend or a confirmation link for your game account registration. The truth is that you never know where those links might lead you. Sometimes they can be safe, but other times they can infest your computer with viruses and malware.

Similarly, if you’re expecting a file from your friend or family, then go ahead and open the attachment. It’s always good to know the person sending the file. But be wary of attachments in emails from strangers. Even if the file name looks like a JPEG image, you should never open it. File names can be spoofed, and innocent files may be a clever virus in disguise, ready to latch itself onto your computer the moment you click on it.

Beware of email phishing

Phishing is a type of online scam when malicious users send you an email, saying that they’re representatives from high-profile websites like eBay, Facebook or Amazon. They claim that there’s a problem with your account, and that you should send them your username and password for verification. The fact is that, even if there was a genuine issue with your account, these companies would never ask for your password. You should ignore these phishing emails and sweep them into your spam box.

It all comes down to common sense when you’re dealing with email security issues. If you’re looking to secure your business emails, give us a call today and see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Security
March 31st, 2015

BusinessIntelligence_Mar31_ARegardless of the size of your company, chances are you’ve heard of data warehouses, but perhaps are unsure exactly what they are and how your organization can benefit from them. Successful companies all have one thing in common - they make the best decisions based on the data at hand, which usually lead to good business results. A data warehouse is a business intelligence tool designed to manage huge volumes of data from multiple sources. Here’s what you need to know about data warehouses and the advantages they offer for your business.

Data warehouses defined

A data warehouse is a centralized store of all data generated by the departments of a large organization. It is specially designed for data analysis, generating reports, and for other ad-hoc queries. A data warehouse extracts the huge streams of data from a company’s operational and external databases and turns them into meaningful data, so business decisions can be made based on this information.

Differences between data warehouses and databases

The purpose of a database is to record and store current data from users. A database is suitable for the traditional type of data storage method. For instance, a bank ATM uses a database to record their customers’ money transactions in real-time. A data warehouse, on the other hand, is a type of database but specifically designed for data analysis. It is used to store and summarize large volumes of historical data.

Benefits of data warehouses

A goal common to all businesses is to make better business decisions than their competitors. Once a data warehouse is implemented into your business intelligence plans, your company can benefit from it in many ways.
  • Better decision-making - Corporate decision makers will no longer have to make important business decisions based on limited data and hunches. Data warehouses store credible facts and statistics, and decision makers will be able to retrieve that information from the data warehouse based on their personal needs. In addition to making strategic decisions, a data warehouse can also assist in marketing segmentation, inventory management, financial management, and sales.
  • Quick and easy access to data - Speed is an important factor that sets you above your competitors. Business users can quickly access data from multiple sources from a data warehouse, meaning that precious time won’t be wasted on retrieving data from multiple sources. This allows you to make quick and accurate decisions, with little or no support from your IT department.
  • Data quality and consistency - Since data warehouses gather information from different sources and convert it into a single and widely used format, departments will produce results that are in line and consistent with each other. When data is standardized, you can have confidence in its accuracy, and accurate data is what makes for strong business decisions.
A data warehouse is essential for any business that wants to profit from sound business decisions. If you’re looking to implement a data warehouse into your business, give us a call today.
Published with permission from TechAdvisory.org. Source.

March 24th, 2015

164 BizV_AYou’ve been using your break/fix contractor for years. For the most part, he’s been reliable and helped your business run a smooth IT operation. But you’ve been hearing more and more about Managed Services, and it’s peaked your interest. If you’re thinking about making the jump from break/fix to Managed Services, here are a few compelling ideas to consider.

The ultimate break/fix nightmare

Your business is running smoothly. Profits and staff productivity have been up, and you haven’t had a single IT expense in months. Times are good. You kick back in your leather chair and break out that Cuban cigar you’ve been saving for just such an occasion.

But then the BIG ONE hits. Your servers crash. No, not just one - all of them! Your business comes to a grinding halt. None of your staff can work. You call your go-to break/fix IT provider, but he’s overloaded with work and can’t make it out to your offices till next week. Next week?! In a panic, you call the first IT contractor you find on Google. Thankfully he’s available. But since you need this work done immediately, he charges an unbelievable fee for a last minute fix. You have no other choice, you hire the contractor. You’re left hoping he fixes everything properly and none of your crucial data is lost in the process.

This is the precarious nature of break/fix IT services. And while this is a worst case scenario, situations like this can and have happened. So let’s look at the reasons why it pays to to hire a Managed Services Provider (MSP) instead.

MSPs prevent problems. Break/fix profit from them.

Think about the relationship dynamics of Managed Services compared to break/fix. If you’re a business owner who currently use a break/fix contractor, when your IT goes down your contractor gains profit. Your problem equals his reward.

How motivated do you think he is to do an effective job of fixing your issue? If that problem pops up again later, it equals more reward for him. Now that’s not to say all break/fix contractors aren’t fixing your IT to the best of their abilities. But think about the basic mindframe of a break/fix contractor: problem=profit.

The MSP system works differently. You pay a set fee every month to your IT provider. So the reward for the MSP comes every month. If something goes wrong during that month, you don’t pay anymore. Yet it costs the MSP more money, and therefore affects their profit margin. Because of this, the MSP is rewarded for taking preventative measures to ensure your IT is working as effectively as possible, always.

That’s not to say problems won’t happen with an MSP. But when they do, they’ll end up costing the MSP provider, and they certainly don’t want that. So for an MSP, the basic mindframe is: healthy IT=profit.

MSPs extinguish budget surprises

Everyone likes surprises, except when it comes to losing money. And when you have a break/fix IT service provider, big surprises can and do happen - and not the good ones, either.

An MSP is working to prevent problems from happening in the first place. You pay a monthly flat fee, so you always know what you’re paying. You can plan and predict your budget accordingly.

With break/fix, it’s true that some months you won’t have any IT expenses from your contractor, which is great. But other months, you could have bills that are astronomical. So you never know just what you’ll be paying for your IT budget in any given month. And if you don’t have that money set aside, then what?

MSPs might just make you happier

Yes, as silly and simple as it sounds, with an MSP you’ll probably be happier. The main reason is you won’t have to deal with the frustration of unexpected IT problems eating away at your budget and the downtime that comes with it. Your IT will run more smoothly (which will create a foundation for your business to do the same) and your budget will be predictable.

Even better, you’re more likely to have a fruitful relationship with your MSP provider since you both have the same goal: effective smooth running IT for your business. What business owner doesn’t like the sound of that?

Want to learn more about Managed Services? Contact us today to learn more about this effective alternative.

Published with permission from TechAdvisory.org. Source.

March 23rd, 2015

BusinessContinuity_Mar23_AA business continuity plan (BCP) is often defined as a method of putting businesses back on their feet in the event of a disaster. With this in mind, companies are increasingly concentrating their efforts on developing a BCP so that, when unexpected disasters strike, they can minimize damage and continue to function as normally as possible. But with many abbreviations and terms that may sound unfamiliar to average employees, or even business owners or managers, understanding these common BCP terms is vital.

Battle box - a tool box where necessary equipment and vital information are stored. These objects and pieces of information should be useful in a disaster. Typical items include a first aid kit, laptop, protective equipment, and communication devices.

Business impact analysis (BIA) - a process to evaluate the impact that a disaster may have on a business. The BIA shows what a business stands to lose if some parts of its functions are missing. It allows you to see the general picture of your business processes and determine which ones are the most important.

Call tree - a comprehensive list of employee contacts and their telephone numbers. Call trees are used to notify out-of-office employees about a disaster. Companies can use a software program to contact people on the call tree by sending automated emails and text messages. In order for a call tree to work, employees should provide alternative contact options and their information must be up to date.

Data mirroring - a duplication of data from its source to another physical storage solution or the cloud. Data mirroring ensures that crucial information is safe, and companies can use the copied data as backup during a disaster.

Exercise - a series of activities designed to test a company’s business continuity plan. When an exercise is carried out, there will be an evaluation to decide whether a BCP is meeting standards or not. An exercise can identify gaps in, and the drawbacks of, a BCP and is therefore used as a tool to revise and improve a business continuity plan.

Hot site - an alternate location equipped with computers, communication tools and infrastructures to help a business recover information systems affected by the disaster.

Plan maintenance - a process of maintaining a company’s business continuity plan so that it is in working order and up to date. Plan maintenance includes scheduled reviews and updates.

Recovery time objective (RTO) - a period of time in which companies must recover their systems and functions after a disaster. This is the target time for a business to ideally resume its delivery of products and services at an acceptable level. RTO may be specified in business time (e.g. one business day) or elapsed time (e.g. elapsed 24 hours).

Business continuity plans can be a hassle to design and implement without proper understanding of their requirements. If you want to learn how you can protect your business from disasters, give us a call today.

Published with permission from TechAdvisory.org. Source.

March 19th, 2015

Virt 164_ATo migrate to the Cloud or virtualize your machines? That is the question. Both Virtualization and Cloud Computing have benefits. But figuring out which one is right for your organization is another story. If you’re having trouble deciding which technology is the best choice for the future of your business, this article will help you figure it out.

The difference between Cloud Computing and Virtualization

To understand which technology you need, you first need to understand the role of that technology in your business.

Virtualization is basically using virtual hardware or software stored off-site, instead of the actual physical asset being in your office. A common asset many organizations choose to virtualize is a server. So if you’re thinking about buying a new server, you may want to consider investing in a virtual one instead. The advantage of this is that you’ll free up office space and save money on the upfront expense of an in-house server as well as its maintenance costs.

Cloud Computing, on the other hand, is not about individual assets, but instead is an operational model. Your business will run through the Cloud, where employees can create documents, interact with each other and customers, and even store files and data. The main advantage of the Cloud is that it increases operational efficiency and boosts organizational productivity.

Arguments for virtualizing

If you’re considering either the Cloud or Virtualization and have done neither, it makes sense to think about Virtualization first. With both Virtualization and the Cloud, you’re essentially changing the architecture of your business - from physical to virtual. Virtualization, however, is a small change, while Cloud Computing is a more dramatic one. If you opt for going all in with the Cloud right away, it may be a bit mind jarring for some of your staff as they get used to the new technology. And this could slow down their productivity. Virtualizing a few technology assets, instead of your entire workflow system, is an easier way to get a grasp of working with virtual technology for the first time.

A more fundamental reason to choose Virtualization is that you’re just looking to create more office space. In this case Virtualization is a no-brainer.

Arguments for the Cloud

If your organization gets to the point of needing to add virtualized machines or servers quickly, the Cloud can automate this process. However, your IT department must be ready and willing to hand this process over to your end users.

Also, if your organization has been using virtualized machines for some time or is simply ready to overhaul its workflow and operational process altogether, then the Cloud is likely a better fit for your business.

Which is the best choice for your business?

What it comes down to is operational efficiency (Cloud Computing) or saving money and space on individual assets (Virtualization). What’s more important to you?

And do you have a progressive organization and staff that are ready to adapt to using virtual technologies? If not, then Virtualization may be the initial step you need to start changing your organization’s infrastructure to compete in the modern business world.

Want to learn more about Virtualization and Cloud Computing? Contact us today.

Published with permission from TechAdvisory.org. Source.

March 18th, 2015

Security_Mar18_AWe all know that it’s important to maintain high security vigilance across whole spectrum of your IT, from changing your email password regularly to locking your work computer when you are away from your desk. But there are few areas where it couldn’t be easier to score an own goal and make life easy for fraudsters than in the realm of financial services. From your online banking system to mobile payment platforms, these are accounts where it’s absolutely vital to be on your guard against possible intruders. Peer-to-peer payment provider Venmo just made it a little easier to do that.

The Venmo platform is known for its convenience and ease of use, and is commonly used to split the cost of drinks, dinner, taxis and the like. The app is now adding a raft of new security-focused features, in response to criticism of its record for ensuring the security of its customers and their financial transactions.

Back in February, a Venmo user discovered his account had been hacked and used to withdraw almost $3,000 from his credit card. The intruder had also thought to change the email address associated with the Venmo account and to disable notifications of payments, but Venmo did not tell the genuine user about the changes that had been made. Venmo was decried for letting basic lapses in security exist in its trendsetting platform.

Now the service is doing what it can to pick up the pieces and up the ante on the security front. The most obvious change is to incorporate automatic email notifications when changes are made to the basic personal details associated with a Venmo account - a feature which many believe should have been built in from the word go. But the app will also add multi-factor authentication, another name for the two-step verification that can be enabled within Google Apps and other services. This feature makes it more difficult for would-be intruders to gain access to your account, even if they manage to get hold of your password.

Multi-factor authentication works by requiring not only your password for login, but also a second piece of information such as a one-time code - often generated on-the-spot and sent by SMS to the user’s cell phone - or the answer to a pre-set security question. Insisting on two phases to the sign-in process allows another opportunity to stop potential fraudsters in their tracks. The changes being implemented by Venmo also reflect the growing awareness on the part of technology companies for the need to get serious about security and protect the integrity of their systems and their users’ data.

You can put multi-factor authentication to use in your IT systems to keep your business protected. Get in touch with us and we’ll show you how.

Published with permission from TechAdvisory.org. Source.

Topic Security
March 17th, 2015

BusinessIntelligence_Mar17_ABusiness intelligence is all about taking valuable raw data from your company’s operations and turning it into useful, understandable insights that help you understand what you are doing well, what you need to improve on and where your company is headed. Insights gleaned from business intelligence can also help you to identify new opportunities for further growth. But if you’re just getting started, understanding business intelligence can be a headache in itself. Here are three terms to get under your belt as you make your debut.

Reporting

Whether simple or more sophisticated, reporting forms the foundation of business intelligence and is key to knowing how your company is doing - and how to make it do better still. No matter the size of your company, financial reporting helps you to understand your position in terms of revenue and expenditure. Typical reports you might produce on a regular basis include balance sheets, cash flow statements and profit and loss accounts. Business intelligence tools like Enterprise Resource Planning applications can help you get a hold of these reports and customize them to suit your needs, to a level of detail and usability that most of us just aren’t going to manage with a spreadsheet alone.

Data Visualization

Having access to reams of business data is all very well, but in reality it’s not of much use if it doesn’t mean anything to everyday humans. You and your colleagues are business focused and, while you might know your way around a bit of data analysis and your IT systems, you don’t want to spend your lives with your head buried in sheet after sheet of formulae. Frankly, you’ve got better things to be doing than that - like getting on with the day-to-day management of your business.

That’s where visualization comes in. Just what it sounds like, visualization is about taking your raw data and presenting it in a way that’s instantly understandable and meaningful to its audience - whether that’s you as business owner, your boss or your company’s investors. Visualization can help you to convey a high-level overview of business performance, before you drill down to consider more specific areas of your products and services. Some business intelligence tools also offer interactivity to allow you to get exactly what you need from complex data.

Corporate Performance Management

The performance of your business depends on a huge number of factors, and if you are properly preparing for the future then you are considering a multitude of scenarios depending on how those factors play out. That can leave you with multiple versions of your budgets and cash flow statements but, without effective business intelligence software, you’re likely to have that information stored in a messy tangle of spreadsheets.

A better solution is a business intelligence application that allows you to import data from various locations, and adjust your reporting output according to variables in the numerous factors you are forecasting. With speed that those clumsy spreadsheets just couldn’t replicate if they tried, you’ll have at your fingertips a set of responsive, adaptable reports that enable you and your team to spend more time on analysis and making plans for the future.

Want to learn more about using business intelligence to propel your company to greater heights? Get in touch with us today.

Published with permission from TechAdvisory.org. Source.

March 16th, 2015

HealthcareIT_Mar16_AMedical institutions rely on their healthcare systems to facilitate the needs of their patients, whether through electronic medical records, prescription management or data entry software. Unfortunately, most healthcare service providers don’t realize how vulnerable their IT systems are to cyber attacks. One of the contributing factors to data breach is digitization. While there are several benefits of converting medical data from paper records into electronic files, there is no denying that it increases the risk of data theft. And since stolen healthcare information can be used to commit identity theft and financial crimes, securing healthcare data has become more important than ever.

According to healthcare security experts, healthcare data breaches are on the rise due to the high prices the data can command on the black market.

From financial information to medical information

In the past few years, cybercriminals’ focus has been on stealing financial data, including credit card numbers and personal information. But things are taking a turn, the result of financial institutions fortifying their database and raising client awareness of the problem. This is making it more difficult for hackers to steal financial data, let alone use them. Banks do their bit to protect their customers, too, by quickly identifying and canceling compromised credit cards.

Stronger data protection measures have forced criminals to turn their attention to medical data, which is typically much less secure. Patient data includes an individual’s date of birth, medical and physical records and social security number - information that can’t be easily reset, and that is significantly more valuable than credit card data.

Securing healthcare data

Healthcare data has become more attractive to criminals, and it’s crucial that medical institutions take necessary precautions to secure their patients’ information from data thieves. Here are some best practice measures to secure healthcare data.
  • Protect the network and Wi-Fi - As hackers use a variety of tools to break into IT systems and obtain medical records, healthcare organizations need to invest in secure firewalls and antivirus software to deploy on their healthcare devices. Network segregation is also a wise move so that, in the event that a breach does occur, the attacker can’t instantly access all of your organization’s information at once.
  • Educate employees - Staff members need to receive lessons about information security, including setting passwords, spam filters, protection against phishing, and other kinds of data breach methods.
  • Data encryption - Encrypting data is one of the safest ways to secure it. Healthcare institutions can encode patients information in such a way that only authorized users can access it. Multi encryption is also an effective way to keep out intruders.
  • Physical security - Most healthcare institutions still retain their patients’ records on paper, stored in cabinets. Ensure that all loopholes are covered by installing surveillance cameras and other physical security controls, such as electronic door locks.
It is of crucial importance for healthcare providers to secure sensitive information, in order to gain and retain the trust of your patients. If you want to know how your organization can better protect your patients information, give us a call.
Published with permission from TechAdvisory.org. Source.

March 12th, 2015

BusinessIntelligence_Mar10_AIn today’s fast-paced business environment, companies need to adapt to stay in the game. Interpreting and utilizing data has become more important than ever, and small business owners are turning to business intelligence (BI) to gain an edge over their competitors. BI systems were once very expensive. Nowadays however, advancements in technology have pushed prices down, and small businesses are taking advantage of BI’s many benefits.

What is business intelligence?

As a business owner, you may have come across business intelligence at some point in your research for efficient business tools. Business intelligence is a term that sounds intimidating, but it’s actually really easy to understand.

BI is a set of tools and techniques that transform raw data into information that companies can actually use for business purposes. You can use BI tools to collect data from internal systems and external sources. That data can then be analyzed and compiled into text or visual reports for corporate leaders, assisting them in making important business decisions.

Benefits of BI for small businesses

When it comes to analyzing data, business intelligence is a cut above other methods like simply pulling data from Excel spreadsheets. Businesses can use BI for many purposes. Here are some benefits.
  • Boost sales - Business intelligence tools can create and analyze data to improve sales. You can send an email to your clients, inserting a link to your website, then monitor their behavior with an analytical tool to subsequently target your emails more successfully. You can also use BI for sales forecasting and to decide on the best method to reach your sales target.
  • Identifying opportunities - BI tools allow you to assess your company’s capabilities and compare your strengths and weaknesses to your competitors. You can also identify market trends in order to respond quickly to change.
  • Better customer service - Customers are the lifeblood of any small business, and you should take customer service seriously. There are BI software programs that collect post-service customer feedback. Your customer service team is informed when they receive low feedback scores, so they can follow up and resolve any issues.

Implementation

After you’ve researched the benefits of BI to your business, the next step is to implement it in your company. The first thing to clarify is your need for business intelligence. Do you want to improve your sales? Are you looking for new customers? It’s important to be clear on this, so that you can choose a BI tool that will provide the best solutions to your problems. Once your objective is clear, it’s time to determine what resources you already have to get the job done. In some cases, your existing tools may be sufficient.

There are lots of BI options to choose from, and you should pick the one that best suits your needs. Want to know how to adapt business intelligence to your company? Give us a call and see how we can help.

Published with permission from TechAdvisory.org. Source.

March 12th, 2015

Office_Mar12_AIt’s been a long time coming, but Microsoft has finally unveiled its latest version of the Office for Mac suite of productivity applications. The first refresh that the package has seen since 2011 takes it closer to delivering the experience enjoyed by users of its Windows sibling, and it brings Office 365 and the power of cloud computing to the masses. Best of all, the whole thing is free of charge for a limited period - here are some of the features to look out for in Office for Mac 2016.

Cloud power

Office for Mac 2016 takes the power of the cloud and puts it to full use, bringing the advantages of its cloud-oriented Office 365 applications to its flagship package. As a result, you can now access your Office documents whenever and wherever, and no matter which device you are using. Aside from Office 365, the new software is also integrated with OneDrive, OneDrive for Business, and SharePoint.

It’s now possible to jointly author Word and PowerPoint documents with colleagues, and to make challenges simultaneously. Much like Google Docs, you can run a chat conversation alongside the document, in order to discuss the changes you are each making. Word and PowerPoint automatically flag up updates to the document that you might not have spotted already. These features are already available to Windows-based users of Office.

Sharing documents also becomes simpler, with a dedicated sharing button in the applications’ top right corner that allows you to invite colleagues to collaborate on the document you’re working on. It’s possible to share a document either as an attachment or as a link, and of course to control access rights for each person to whom you give access. You can open others’ Office documents right from your email account and get straight to editing.

Ribbon refresh

Until now, there have been differences in the options available on the ‘ribbon’ of icons that appear beneath the File, Edit and other menus at the top of the screen. You might see one thing on your Mac but another on your PC, and another still on your tablet. With Office for Mac 2016, Microsoft has taken the opportunity to fix those inconsistencies, so you’ll now find the options you need in the same places across all the platforms you use. A new task pane is also intended to help simplify graphics editing.

Email grouping

The updates to Outlook, and OneNote too, were actually released in 2014 and so are technically not new with this release. But one such useful update that is carried through to Office for Mac 2016 is the organization of Outlook emails by conversation, as is the case with Gmail. Emails can be sorted using a variety of other criteria, too.

Presentation aids

Office for Mac 2016 makes life a little easier for those presenting using PowerPoint slides. While your audience is shown the final product on your big screen, you can benefit from having ‘presenter view’ open on your monitor. This dedicated view gives you access to all of your presentation’s slides, any associated notes and also a timer to help you keep pace.

The entire suite of Office for Mac 2016 applications - including Word, Excel, PowerPoint, OneNote and Outlook - is available for free upgrade during Microsoft’s preview period, which runs until later this year. Once that comes to an end, you’ll need an Office 365 subscription or perpetual licence in order to keep making the most of the package’s features.

To find out more about boosting your company’s productivity with Microsoft Office applications, give us a call today.

Published with permission from TechAdvisory.org. Source.