Microsoft 365 Streamlines Business and Reduces Spend

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When doing business online, you have many options for available software and systems. You might turn to one solution to handle online meetings, another to drive collaboration, and yet another to manage your content and workflow. It can get confusing. Plus, when you are duplicating tools, IT spend can mushroom unnecessarily. Microsoft 365 aims to offer a single, all-in-one solution. This article highlights the benefits of streamlining your software needs.

Formerly Office 365, Microsoft 365 is for home, business, enterprise, and education users. Microsoft touts that the software helps businesses reimagine the way they work.

Consolidating many business apps can encourage productivity, support collaboration, and cut costs. Doing away with the fragmentation of many different vendor apps your business can:

  • save time;
  • manage projects, communications, calendars, and more in a unified platform;
  • simplify deployment;
  • cut tech support and IT management challenges;
  • budget better with one invoice for the one solution.

Microsoft 365 Replaces Your Many Apps

There are many online business tools you can replace with Microsoft 365.

Communication

First, there’s Business Voice to replace your traditional phone systems. This secure and cost-effective VoIP service enables users to make and receive calls from any device. You can use a laptop, mobile, or desktop, while continuing to use the same number as the desk phone. You can dial in numbers for call conferencing, AI voicemail, transcription, and real-time captioning help, too.

Microsoft 365 also lets users pop into meetings immediately within their Teams channels. They can easily start a phone or video meeting, and during the meeting, they can also share files and PowerPoints. Plus, integrating Outlook contacts and calendars helps efficiency and scheduling.

Collaboration

Microsoft users are already relying on Word, Excel, and PowerPoint files. With Microsoft 365, these files are easy to use and share online. Collaborate in a shared document, in real-time, with version control.

Within Microsoft Teams, users have a whiteboard and screen, too. Custom backgrounds and the Together mode are particularly useful during the pandemic. Blur the background on a video call or choose a custom setting. Or sit in a shared digital background to feel as if you’re all actually in the same space together again.

This can replace GoToMeeting, Zoom, and WebEx, as well as document management software, Box, or an on-premises file server.

Apps and Services

Integrate bots, automate workflows, or manage data with more than 700 productivity, project management, industry-specific, or business department apps.

Businesses can connect data to improve agility with Power automate doing repetitive tasks. Power BI makes it easier to discuss and visualize data.

Emails and Planning

Microsoft Exchange does away with on-premises email, Web hosting provider email, or Gmail. Plus, people can stay better organized with integrated notes, documents, and calendars.

Instead of tracking things in Trello, Basecamp, or another project platform, use Planner to stay on top of progress.

Backup storage

Your Microsoft 365 subscription includes 1 terabyte of OneDrive cloud storage. That’s equivalent to 6.5 million document pages (such as Office files, PDFs, and presentations). Plus, your workers can share, locate, and collaborate in SharePoint.

Cybersecurity

Microsoft 365 also offers secure messaging and multi-factor authentication. The “1,000+ security and privacy controls” help meet industry and regulatory standards. That’s without needing Proofpoint, Mimecast, or Barracuda, or other advanced threat protections.

Simplify your IT infrastructure with Microsoft 365. Reduce software duplication, cut back on software licensing costs, and regain storage capacity.

Find out more about this secure, current, unified platform solution. Microsoft 365 can benefit your business. Our IT experts can answer your questions. We’ll help you make the most of your Microsoft subscription. Contact us today at (515)422-1995.

What to Do If Your Data Is Included in a Leak

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Data breaches are now daily occurrences and can happen to any business. The April 2021 leak of 533 million Facebook records was one of the largest known data leaks, but even if you weren’t affected by that one, you may still be at risk.

There is no easy way to know if your information has been leaked. When a business is hacked, it typically sends a notification letting you know, but this isn’t guaranteed. And you can’t go in and check the Dark Web. It is difficult to find and dangerous to access, and that is why the bad guys like it.

It’s a good idea to navigate to https://haveibeenpwned.com to see if your email address or phone number is on any data breach files. This isn’t conclusive, but it can help.

Even, if you’re not sure if you’ve been a victim of a data leak, you’ll want to take action.

There are several smart strategies to follow immediately.

#1 Limit your social sharing

It is simple to share on social media – that is part of the fun. You share the pictures of your wedding day or anniversary, or your new house with its address. You’re filling in family and friends in your life, right?

Well, if you are using any of that information to create access credentials, you are sharing too much. Someone with a beloved cat called “Petunia” in every photo who uses the feline’s name as a password gives hackers an edge.

You might think you are sharing harmless information, but those birthday party photos posted on the big day are a clue to your identity that hackers can exploit.

#2 Use Unique Passwords

Would you believe people still use “12345678” and “password” as their passwords? If you are one of them, stop now. We’ve said it before, and we’ll say it again and again: use unique passwords for every one of your accounts. Yes, it is more to remember, but it helps cut the risk of a data breach at one site snowballing to disastrous consequences for you.

You might use a password keeper such as 1Password or LastPass to manage your many passwords. This is more secure than the password manager offered by your Web browser, although those are better than revising passwords or trying (hopelessly) to memorize them.

#3 Add Two-Factor Authentication (2FA)

Enabling two-factor authentication (2FA) makes it more challenging for the bad actor. Now, they will need to obtain access not only to log in credentials but also to your personal device. However, since phone numbers are often included in a data leak, this isn’t the best solution. If the hacker has your name, address, and birthdate from the Dark Web, they can take over your phone number, too. They call the company and say, “I lost my phone. Can I get another SIM card.” Then, they are the ones to get those verification codes via message, not you.

Better still, use a 2FA app to confirm your identity. Authy or LastPass are good authenticator apps. After you attempt to log in, you will need to enter a time-sensitive code generated by the app to complete access.

#4 Stop Signing into Other Sites Using Social

Sure, it is convenient to use your Facebook or other social media account to sign in to connected applications, because you have fewer passwords to remember. Some of your data is automatically transferred, so signup is streamlined, too. Yet you are increasing the risk of account compromise.

The hacker may access the third-party application and use that as a stepping stone to get into your social account. That’s where the trove of data is.

#5 Develop an Alternate Ego

It all sounds super spy, but you might have one email account you open to be a burner account for social media. You could also use a fake birth date, a fake alma mater, and other alternative facts to fill out the social profile.

Don’t fabricate personal details for an employer, or a financial or educational institution. But you might use a fake identity for entertainment, gaming, and social sites that bad guys may mine for personal data.

Need help securing your social media or other online activity? Our experts can help. Contact us today at (515)422-1995!

Is Your Instagram Account Safe?

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Why would someone want to target your Instagram account? You share what you ate, maybe the books you read, the shoes you bought, or that really cool image of the sky above. How is that going to help a hacker? Read on to learn more.

OK. Your obvious love of chicken and waffles isn’t going to mean a lot to a cybercriminal, not unless your password is “chicknwaffles.” But there are people who make a living from Instagram. Influencers can make millions by posting a pic of their latest smoothie or the new pair of socks they love. Their IG accounts are their business. A hacker gaining access could destroy an influencer’s reputation, their livelihood.

Businesses, too, are moving to IG as a way to reach a targeted audience with vibrant visuals. They can’t afford to have their accounts taken over by an ill-intentioned hacker. That could lead to lost customers and brand damage.

Then, there’s you, the “average” IG user. Yes, the cybercriminal might still target your Instagram account. For one, they might use your IG handle to reach out to your friends and say, “I’m stuck overseas. I need some money.” Caring friends, not knowing it’s not you, could end up a victim of a scam.

How to Protect Your Instagram Account

#1 Go Private

Instagram lets individuals, influencers, and businesses show creativity. However, you want to control who sees what you post. You may not want everyone to see your photos. Limit your content visibility to friends and family in the Instagram profile window:

  • Click on the three dots in the right corner.
  • Scroll to the bottom of the options.
  • Turn on the Private account setting (the button should turn blue).

You can also block followers you don’t know. Click on your Followers list, and tap on the users you don’t recognize. Tap on the menu button and choose “Block User.”

#2 Disable cross-app sign-ins

Using your IG account to sign in to other applications is convenient, because you have to remember only your IG access credentials. Still, by streamlining your sign-in you are also making it easier for a hacker to compromise your accounts. Now, they can get access to one account and use that as a way into the other connected accounts.

Log in to your account and review all connected applications. You can do this by visiting the Authorized Applications tap under the Edit Profile tab.

#3 Don’t overshare

Sure, that’s the golden rule of social media. Still, we’re talking here about reviewing personal information you share on Instagram. Take a look at your profile information and review whether all those details really need to be there. A hacker could use anything specific you write in your Bio to verify your identity elsewhere. Reconsider posting your birth date, alma mater, anniversary, favorite sports team, etc.

#4 Turn off location services

Instagram’s location services can let you check in at a particular place. But by doing this, you’re giving thieves extra information they can use against you. Instead, go into your phone’s Privacy settings and turn off location services for IG.

You also don’t want to cue criminals that you’re away for a vacation with posts from the beach. You might want to share that sunny sand pic. Then, you regret it when you come home to a burgled home.

#5 Enable two-factor authentication

Of course, the starting point is to pick a strong, unique password for your Instagram account, but Instagram has added two-factor authentication for an added layer of security.

In Instagram’s mobile app you click on the Options icon at the top right to get to a menu offering this option. You will get a short link to click on. Do so, and turn on the two-factor authentication. You’ll set it up using your mobile phone. Then, in the future, you’ll have to log in with the added security of a unique code sent to your phone via text message.

#6 Review your login activity

Keep an eye out for illicit use of your account by reviewing Login Activity. This is under Settings on the desktop app and shows a list of locations from which you’ve logged in. So, if you’ve never been to Thailand, but your IG account has, that would be a red flag. If you do spot locations you don’t recognize, log out from your device, and change your password.

Need help securing your Instagram account or other social media channels? Our helpful IT pros have the expertise you need. Contact us today at (515)422-1995.

What Is Shadow IT, and Why Is It an Issue?

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An old-time radio show used to start with the promise “The Shadow knows!” Yet when it comes to shadow IT, the problem is the exact opposite. Shadow IT is the stuff employees download onto a business system that IT doesn’t know about, and it can be a big problem.

You may have an IT policy telling employees not to download unsanctioned applications, but they want to boost their productivity, or perhaps they prefer to work with an app they already know and love. So, they get a tool or service that meets their needs without telling IT.

The employee may have the best of intentions. They want to work better for your business. They don’t see the harm in adding that convenient app to their computer. Or they don’t think it’s a big deal to use their own device to complete their work (even if unsanctioned). Maybe they want to be efficient, so they use a personal email account to conduct your business.

Any of these examples are part of Shadow IT, and it’s running rampant. In Frost & Sullivan research, 80% of employees admitted they had used non-approved software. Even 83% of IT workers were using non-vetted Software as a Service (SaaS) applications. So, what’s the big deal? We’ll cover that next.

The Potential Pitfalls with Shadow IT

First, if your business is in a regulated industry, Shadow IT could put you at risk of noncompliance. That unsanctioned device may not be encrypted. Sharing business data over a personal email would be a big no-no in a healthcare or banking space. Shadow IT certainly undermines audit accountability.

It can also drive up IT costs. Say accounting doesn’t know that the business has already paid to use certain software. So, they pay for it again out of their own budget.

If IT is unaware of the Shadow applications or devices, they can’t manage the vulnerabilities. The business doesn’t know customer data or personal identification information about employees is at risk.

And there is greater threat of a data breach or ransomware attack. Employees downloading a third-party app could inadvertently give a hacker access to your network.

Additionally, the business risks losing productivity. The work someone does on a shadow app, for example, could be lost to the company if that employee moves on. IT wouldn’t have access to that account to retrieve the information or files. They don’t even know it is out there on that unknown app or device.

Shine a Light on Shadow IT

Because this IT lingers in the shadows, it can be challenging to coral. Still, there are several steps you can take.

Educate employees about cyber policies.

Create and communicate acceptable use guidelines, and make sure your workers know what your policies are regarding:

  • SaaS downloads;
  • use of personal devices (e.g. mobile phones, laptops, USB flash drives, portable data storage devices);
  • emailing from personal accounts or using messaging apps;
  • online document sharing;
  • online voice or meeting technology.

Establish clear information classifications distinguishing between public, private, and confidential data. This can help employees recognize they are putting important data at risk when they disregard use policies.

Do a dive to discover Shadow IT.

IT needs to get to know what technology is in use at the business (both on- and off-site). This is more challenging now with people working from home due to COVID-19. Still, a survey of employees and their devices can help gather information about unknowns.

Determine the value of IT discovered.

Don’t overreact. You don’t want to necessarily ban all Shadow IT that you discover. Some of the services could have value. Vet the applications or devices found or reported. Review their connection to private or confidential data or essential network systems. If several employees use an unsanctioned app, you may want to invest in it. With a professional version, your IT team can safely manage the app.

Deliver the IT your people need.

Why are people circumventing your IT policies? Are they are under pressure? Are they are looking to meet an unmet need? Are they are more comfortable with a familiar app or device? It’s important to understand what the employee is aiming to accomplish or why they’ve turned to shadow IT. This can help you identify IT needs and areas where you need to improve.

Shadow IT is data or applications that are outside your business protection. IT can only watch what it knows about. Shadow IT is unsafe and unpredictable.

What You Need to Know about Web App Security

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There’s an app for that! Even for business purposes, you can bet this is the case. Yet a small business may be using online applications without understanding the risks. Here’s help.

Most businesses no longer have all their technology and software solutions on-site. The old cybersecurity perimeter around the IT premises is no longer going to be enough, not with so many applications available to you online and in the cloud.

Think of it this way: a firewall perimeter is like a moat around your business castle. No one could get in without crossing the drawbridge. That worked well before to secure your locally hosted server and desktop computers. Now, though, companies are relying more on cloud vendors and Software as a Service (SaaS), which means hackers could get in without using the drawbridge or crossing the moat. It’s like an alien invasion: cybercriminals teleport in without you even knowing it.

This is a big challenge for cybersecurity. Web apps are different from what you host in your secure company environment. Information is transmitted online. The solution itself is often hosted in the public cloud.

The big breaches so far of 2021 are examples of this threat:

In Ubiquiti’s cloud service for networking equipment and IoT device vendors, a data breach risked untold numbers of usernames, emails, phone numbers, and passwords.

A Microsoft Exchange server breach left more than 30,000 American companies scrambling. The computer giant had to hurry to patch an exploit believed to have originated in China.

An exploit of SolarWinds’s network management platform, Orion, is attributed to Russia. The breach targeted the U.S. Secretary of State and the government departments of Homeland Security and Commerce, plus the Treasury. Microsoft, Intel, Cisco, and Deloitte were also affected.

How to Amp Up Your Web App Security

Step 1: Inventory Your Web Apps

You need to know what you are using to fortify your defenses. This can also mean surveying employees about their use of unauthorized apps (known as Shadow IT). They likely mean no harm, but by downloading third-party apps IT doesn’t know about, they put your protection at risk.

The size or type of Web app doesn’t matter. IT needs to know every application the company and its employees are using.

Step 2: Enhance Security Measures

Turn on multi-factor authentication (MFA). Two-factor authentication (2FA) or similar provides an added barrier for the bad actor. Done right, you can cut the user experience friction and stymy the cybercriminal.

Step 3: Backup Your Data

If the worst does happen, you want immediate access to a backup of your important systems, as it can reduce your downtime. A current backup can also reduce the risk of your having to give in to a ransomware demand.

With cloud-based apps, business owners forget to backup data that was generated in the cloud. You will either want a third-party service to back up the data on your cloud services or to download a copy to a local computer.

Step 4: Track Third-Party Vendor and Cybersecurity News

With the inventory you completed in step 1, you’ll know what apps to follow. You might set an alert for announcements about those brands and “breach.” Also, make sure that your contact information with the third-party vendor is current. That way, you are sure to get any notifications they might make. Plus, immediately install any patches and security updates they provide.

Working with an IT company can help you beef up your security measures. Consider us the brave knights on the barricades helping to keep an eye out for attackers. A managed service provider can inventory your apps and make sure you are working safely. Contact us today at (515)422-1995.

Doing Business in Microsoft 365? Backup Your Data

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Many business tools are moving to the cloud. One popular option is Microsoft 365, formerly known as Office 365. This unified platform consolidates Excel, Word, and PowerPoint with collaboration and communication tools. Added apps and services help streamline operations, too. Simplifying your IT infrastructure can also cut costs and reduce duplication of effort. Still, when you’re leveraging the convenience of Microsoft 365, data backup is your job.

When all software was on-site on business servers and machines, you had complete control. The IT team kept the systems up to date, virus-free, and running smoothly. They built in redundancy to ensure data recovery. They planned for natural disaster, human error, malicious attack, ransomware, or hardware misconfiguration.

Now, though, IT doesn’t have the same control. With the transition to Microsoft 365, the job has changed. Microsoft makes sure its users can continue to access SharePoint or Teams in the event of a disaster, but this doesn’t mean they are responsible for backing up your data – that’s your responsibility.

As do many cloud-based vendors, the company says you own and control your data. They ensure service availability, but you need to set up your own data backup in case of a hack, employee error, or failing to install a security patch.

What does Microsoft 365 Backup?

Reducing downtime is a big reason to backup data. Resilience in the wake of a data breach helps establish credibility with customers, investors, and employees. You may also need backups for compliance with legal guidelines and industry standards.

Yes, you can restore some data within Microsoft 365, but only in the short term. For instance, you can recover information from your deleted-items folder. When something is deleted from that folder, an administrator can often recover it from a system-wide recycling bin.

The thing is, Microsoft 365 doesn’t hold data for that long. It can range from two weeks to a month, depending on your configuration. Plus, you’re not in control of when data is purged, from which there is no recovery.

Microsoft’s datacenter redundancy and data replication efforts support service uptime. It won’t matter if your data is breached, encrypted, or irretrievable due to a hardware failure, flood, or fire.

You need your own data backup. We recommend that you have “snapshots” of your data in three places: one is on-site on a local, protected computer or device; another would be on a remote device; and the third would be in the cloud with a reputable third-party backup provider.

Test Your Backup

Having a backup of Microsoft 365 data offers reassurance that your business can bounce back. Still, don’t get complacent just yet. Along with having a process in place to back up your data, also plan on testing backups.

Testing helps you learn how effectively you can recover following data loss. Plus, testing backups saves you from finding out in a crisis that something has been wrong all along.

Protect your business from data loss and lengthy downtime with your own data backup. We can offer you backup services and help get your company up and running again if the worst does happen. Contact us at (515)422-1995 for help today!

Why We Should Build Your Next CAD Computer

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Manual drafting is so old school. Engineers, architects, and construction managers have all moved to computer-aided design (CAD). CAD can provide 2D and 3D visuals of designs and streamline plan development and modification. Yet not every CAD computer is the same. Here’s why we should build your next CAD computer.

CAD software is at work in many industries. Using this technology has many advantages, including:

  • saving time;
  • increasing productivity;
  • improving accuracy;
  • helping stakeholders understand;
  • supporting collaboration.

Still, choosing the right computer for CAD can be challenging. For one thing, computers are always evolving, plus, the CAD program requires a desktop with real power. When you’re working with large design files, it can put your computer to the test. Building your own CAD computer workstation makes sense.

Why Customize Your CAD Computer

Of course, there are many places you can go to buy your next computer. You can go online or walk into a big-box store and buy a generic desktop for your design work, but you’ll soon find that most standard builds are not optimized for CAD functionality. And you don’t want to risk having a sub-par computer when it comes to a core piece of your day-to-day work.

Finding the right computer to run CAD requires knowledge of how CAD software uses the hardware. Some might recommend that you buy the fastest central processing unit (CPU); however, you have to understand how you get that speed. Some computers these days have multiple CPU cores. This means they can spread the workload across many processing units. This gets the task done faster (think of it as having team of eight complete a task instead of one speedy person).

The thing is, that team of eight cannot do the job of CAD. Many CAD apps and functions will work only on a single processing core. So, you could have those many cores, but the software will use only one of them. What you need to look for when customizing your CAD computer, then, is a fast single core speed.

At the same time, if you can have a high CPU speed and many cores, you’ll be even better off. The many cores can speed up rendering, simulation, or other processing tasks you don’t have to sit and attend.

The Right CAD Computer for Your Needs

In having us building your CAD computer, you can also select the best graphics card for your needs. The video card handles the display of 2D and 3D models on the screen. If you’re primarily working with 2D models, you may not need to boost your graphics processing unit. You could put your budget towards the solid-state drive (SSD) or random-access memory (RAM).

Many CAD machines have specific video cards installed in them, such as NVidia’s Quadro series. Still, gaming GeForce GTX or RTX cards are faster than almost all Quadro offerings. However, the Quadro series still offers some benefits depending on the work you do.

Building a computer for CAD can also help with software developer support. Some CAD developers support only professional-level CPUs (such as Xeon), which means you’d be on your own with a mainstream desktop CPU. Keep in mind, though, that Xeons cost more and run slower.

All these decisions require you to balance your needs with what the computer can do. You know how to tweak a balustrade or soffit, and we know how to customize the best CAD computer build for you. Work with us to get the most bang for your buck and make the most of your next CAD computer.

Contact us now at (515)422-1995!

Increase Productivity with Microsoft Power Automate

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Productivity is the great goal of business. If you’re a Microsoft 365 user, you have access to a tool that can easily increase your process efficiency. Here’s what you need to know about Microsoft’s Power Automate.

Power Automate is a cloud-based product available to Windows 10 users. The tool, formerly known as Microsoft Flows, brings intelligent automation to business processes. Harness the benefits of artificial intelligence developing workflows and creating data dashboards.

Power Automate hands over mundane tasks and manual processes to robotic process automation (RPA). With RPA you can:

  • understand bottlenecks;
  • map and analyze processes;
  • identify time savings opportunities;
  • capture institutional knowledge;
  • track important metrics;
  • make data-driven decisions;
  • empower users to share processes and collaborate;
  • break down internal business silos moving data between departmental systems on a schedule.

Power Automate is available online, as a desktop client, or as a mobile application, and for both iOS and Android devices. Best of all, it’s included in your Microsoft cost.

How Does Power Automate Work?

In Power Automate you build time-saving workflows using a low-code or no-code experience. The software offers templates or step-by-step guidance to help create automated workflows.

The secure and scalable technology connects with other Microsoft products, of course. It can also link new and legacy systems and allows users to integrate or create their own connectors.

You might set up a notification in Teams when a new Microsoft Forms response comes in, or when a Microsoft Planner task updates, or configure workflows to move documents between different SharePoint folders, or hand over Excel calculations to the AI.

Don’t trust RPA to do the work on its own? You can set up attended or unattended workflows. Attended workflows need humans to start the task or provide Yes or No feedback at workflow sequence stages.

You might use unattended for boring, time-consuming tasks. Think of the time saved in accounting with Power Automate:

  • printing an invoice hard copy;
  • creating a new Outlook task to follow up on that invoice in 30 days;
  • forwarding the submitted invoice to the next person in the operations chain.

Is Power Automate for Us?

RPA can help any business save time and reduce operating costs. Plus, Power Automate doesn’t work solely in the Microsoft environment. You might connect a Customer Relationship Management tool. Then, you could automate appointment scheduling and trigger file sending from One Drive.

The uses of RPA abound across industries. You might use Power Automate to:

  • process forms;
  • extract information;
  • perform sentiment analysis;
  • read business cards;
  • classify files;
  • track mailboxes;
  • orchestrate your pipeline;
  • automate auditing;
  • manage inventory levels.

Create workflows using templates or design your own with what Microsoft touts as “point-and-click simplicity.” Don’t find it that simple? We can do it for you.

Streamline repetitive tasks and operational processes with Power Automate. Turn your attention instead to areas that grow business and boost innovation. Need assistance setting up the workflows in Power Automate? Our IT experts can help. Contact us today at (515)422-1995!

How to Protect Your Proprietary Information

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Proprietary information makes your business special, whether you’re a tech startup with a smart algorithm or a food manufacturer with a secret sauce. Regardless of industry, business gains a competitive advantage from distinct practices or unique data. The last thing you want is someone with ill intent getting their hands on your differentiators. Here’s how to protect your proprietary information.

We all know cybercriminals are trying to gain unauthorized access to your computers. Most attention is on hackers stealing personal data, or malware attacks that render computers useless unless a ransom is paid. Other prime reasons bad actors seek out technology vulnerabilities are for corporate espionage or to make a buck selling your proprietary information to the highest bidder.

Trade secrets, business strategies, or product designs could all be at risk. The very future of your business could be at stake if you don’t control and protect your proprietary data. These strategies can help.

#1 Limit Access on a Need-to-Know Basis

It sounds very cloak and dagger: “you don’t have clearance for that.” Still, limiting access based on roles builds a stronger perimeter around proprietary data.

The front receptionist doesn’t need the same level of access to technology or data as the founder. Keep accountants and product development team members on their own systems, too.

This cuts the risk of inadvertent exposure or insider threat, plus, it contains possible damage. If one person’s access credentials are compromised, a hacker will only get so far.

#2 Educate and Audit

Check your control over proprietary data, and regularly audit what critical information you have and who has access to that data.

Also, vet employees to prevent bad actors from getting inside your security perimeter. Ongoing education can also help, as it will keep best practices top of mind with your employees.

#3 Limit Personal Device Usage

Many employees have powerful computers they can’t live without, or they may prefer to use their smartphones, laptops, or tablets. If you’re going to allow Bring Your Own Device (BYOD), you need to establish strict guidelines.

The business should:

  • ask employees to register any personal devices used for work;
  • segregate personal devices from the business network;
  • install remote monitoring to allow you to audit device access and ensure best practices;
  • require up-to-date software and vulnerability patching;
  • create a separate, encrypted drive on those personal devices for work data.

Also, ban the installation of hardware or software on office computers without involving IT. This can avoid someone downloading and installing a program that provides third-party access. The employee or department didn’t mean to cause a security breach, but you want to be safe.

#4 Protect Multifunction Devices, Too

Even with businesses doing more in the cloud, we still use printers, scanners, and copiers. Any of these could have internal storage that stores the data your users send to them. These devices are also attached to your network, and you may never have even changed the default password from the manufacturer.

Shore up security. Give these devices their own network separate from the main system.

#5 Destroy Any Hardware Properly

When you upgrade to new hardware, what do you do with the old technology? In many instances, it will sit unattended in a closet somewhere, or get boxed up and sent to an auctioneer without first clearing the hard drive. Work with a certified data destruction company. They can wipe your technology clean before resale or destroy them effectively.

Plus, keep in mind that paper remains a threat, too. Your employees need to be aware that a messy desk can mean documents go missing or get mixed up, and it is that much easier for a visitor to see and take an important document.

The ways to handle your proprietary information will evolve. Control and protection are key. Our IT experts can help you keep up with the threats and cut your risks. Contact us today at (515)422-1995 about securing your business’s lifeblood information.

5 Tips to Protect Your Laptop from Physical Damage

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A laptop can hold your life. If you’re working from home, it’s essential to your income. For students, it’s where you keep all your notes and essays. Plus, there are personal photos and videos. And you sometimes use it to stream your TV shows, or to video chat with friends and family. You may even make music, create art, or be writing the next bestselling novel on your laptop. So, you want to keep it in great shape. Here are five tips to protect your laptop.

#1 Don’t drop it

Or throw it, or stand on it, or expect it to withstand any serious impact. OK, that’s pretty obvious. You also don’t want to use your laptop in the bathtub or at the pool. Even a simple water spill on a laptop can damage the circuitry. If you do get your laptop wet, immediately turn it off and unplug everything attached to it.

#2 Open carefully

Laptops are getting thinner in every iteration. Some now even have foldable screens. The thinner and more flexible screen may look sleek and cool, but it’s also less rigid, which makes it more prone to damage. Especially on lower-cost laptops, the screen can flex if you open the computer up from just one side.

Yet, many of us hold a laptop in one hand and open the lid with the other. This can cause the screen to twist. Use both hands to open the laptop. Or get into the habit of opening your laptop from the center to avoid flex.

#3 Don’t bedazzle your keyboard or screen

Alright, maybe you weren’t planning on putting faux rhinestones on the screen or keyboard. Still, reconsider any decorations you have thought of adding. Even a keyboard protector (to prevent dust or spills from getting into the circuitry) or camera privacy sticker could damage some of the new super-thin laptops. It’s just that there is now so little clearance between the keyboard and the screen.

If you really must have your stickers, put them on the protective sleeve that you get for your laptop.

#4 Disconnect carefully

Your laptop needs a consistent power source. If you damage the power cord connection, you’re done. So, make sure you pull the power cord out straight. Yanking it out sideways could damage the port.

Also be aware of where your power cord is connecting to the wall outlet. If you leave the cord trailing along the floor, someone could trip over it, or it could get caught on a rolling chair. This could not only damage the charging port but even pull the entire laptop onto the floor. That brings us back to #1, don’t drop the laptop!

#5 Keep it cool

No, you don’t have to store it into a refrigerator (please don’t!), but heat isn’t good for your laptop. You’ll want to keep your computer away from external sources of heat.

Again, as the laptops get thinner, they are more vulnerable to internal overheating. Ensure that the laptop’s intake ports are unblocked so that air can flow through and cool the circuitry. You might also blow dust out of the vents using canned air.

Also, avoid placing your laptop on very soft surfaces. A soft, uneven surface is more likely to block the internal fans. This leaves your device unable to regulate its temperature. You could even buy a laptop cooling stand, which provides extra fans to improve air circulation.

The average laptop lifespan will vary between two to five years. Keep your laptop on the longer side of that by taking these tips to heart.

If something does happen to your laptop, give us a call at (515)422-1995. Our IT experts are here to help you find the best laptop for you, upgrade and secure your laptop, or fix your laptop when you need it.

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