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Your business is at a higher risk for security breaches and data when you don’t utilize a managed IT services company. A managed IT service company is more affordable than you realize. Managed IT service can be priced as a flat monthly fee, a per-user fee or a per-device fee. Then your business has a fixed line-item on your budget, and the assurance that your risks are managed by a professional service 24/7.

Not convinced? Let’s look at the realities of not have a managed IT service company.

Uncontrolled Spending.

Have you looked at what your IT department is costing every month? You may be surprised at how much you’re spending, and yet, you are still unsure at how well your company’s data is protected. Unless someone within your company is monitoring your IT department, you might not even be aware of what they are doing.

Have they ensured that your data is backed up in a cloud or are they developing a new app that may or may not help your business grow? Is your firewall up to date? Are your employees well-informed on cybersecurity threats that come via email? An unsupervised IT department could be investing in hardware and software that doesn’t protect you or help grow your business.

Add in the cost of recurrent training to keep your employees up to date with the latest security threats and emerging technology, and your business could experience uncontrolled spending. Managed IT service companies offer different pricing modules so that you can pick the plan that best suits your company yet allows for growth.

Unsecured Network and Uncertain Data Back-Up.

No matter what type of business, your business is responsible for the secure storage of employee records, customer data or patient information, which is protected by HIPAA regulations. A cybersecurity breach has the potential to put your business out of business.

Besides employee and client information, your business has a considerable volume of transactional data and customer/patient history. Are you sure that your IT department could have you back up and running after a natural disaster, ransomware attack or network failure?

Speaking of natural disasters which seems to be happening more often and are more severe, do you have a disaster recovery plan? Has your IT department developed and implemented a disaster recovery plan? It’s not enough to have your data backed up to a cloud. Your business should have a plan of where you’d relocate and how you’d get back up and running again.

The Federal Emergency Management Agency estimates that 40 percent of the businesses hit by natural disasters do not reopen and 25 percent of those who do fail within the first year. The Small Business Administration found that 90 percent of businesses fail within the first two years after a disaster. Data loss is catastrophic when coupled with a natural disaster.

A managed IT services company will provide you with a disaster recovery plan that protects your data to help prevent business failure should a natural or man-made disaster occur. The recent Paradise, California fire is a prime example of what could happen to your business should the worst scenario happen. Could your business recover?

Qualified IT employees are in short supply.

According to the George Mason University School of Business, IT jobs have increased by 13 percent while graduates in IT have decreased by 11 percent. Recruiting and retaining qualified IT personnel is expensive and challenging.

If you contract for managed IT services, you don’t have to terminate your entire IT department. You might decide to have a managed IT services company oversee the complex jobs while allowing your in-house IT personnel to focus on new projects or new business initiatives instead of responding to IT crisis resolution.

Most likely, a managed IT service company is able to hire the most qualified IT professionals. Why not get these people to oversee the most complex parts of your business?

Timing of new technology purchases.

Your company could be operating with outdated technology that can’t be upgraded to new security and/or operating systems. Restoring data might become impossible with obsolete technology.

Personnel from managed IT services companies regularly attend the major technology shows and can easily spot potential problems in your existing technology systems that could create significant problems in the future.

A managed IT services company starts to work for you on the first day that you contract with them. They’ll evaluate your entire IT system and make recommendations for updates to ensure the best performance and longer operating cycle. An added plus is that your managed IT services company can recommend new products specific to your industry or business type.

Minimize risk.

Savvy businesses know that minimizing the risk of security breaches, ransomware threats and data loss is one of the best ways to ensure the continuity of the business. A managed IT services company is more than just an IT “guy” that someone recommended to you. They become a valued partner of your business ensuring that your files and data are protected and that you can focus on your business operation.

Ask any small or medium-sized business owner and they’ll tell you the same thing: They’re terrified of a data breach. Sure, their fears might not exist on the same plane as, say, a Target or a Wells Fargo, but that doesn’t mean they’re not real and quantifiable.

The average numbers are pretty scary, in fact. According to MarketWatch, citing a study by IBM Security and Ponemon Institute, “the 2018 Cost of a Data Breach Study found that the average cost of a data breach globally is $3.86 million, a 6.4 percent increase from the 2017 report.”

That’s just the average, mind you. Things get much more frightening on a large scale: “the study also calculated the costs associated with ‘mega breaches’ ranging from 1 million to 50 million records lost, projecting that these breaches cost companies between $40 million and $350 million respectively.”

These numbers become even more heart-stopping when you consider that a data breach’s costs don’t end at the financial. There are some hidden costs of data breaches that you may not yet have considered. While no one likes to conjure more bogeymen than necessary (isn’t the world scary enough?), it’s critical to take data breach extremely seriously.

Here are seven of the most notable – and the most frightening – hidden costs of data breaches.

1. Loss of Intellectual Property

One of the most significant losses associated with a data breach is intellectual property. This can include:

• Blueprints for setting up a factory
• Specs for a project
• Code for a piece of software or another product
• Proposals for new products or services
• Recipes for proprietary dishes or ingredients (think “secret sauce”)
• The means of replicating patented products

If an attacker gets their hands on this information, you might suddenly have a competition where before you owned a niche. This is bound to decrease your profits and impinge upon your success.

2. Disruption of Operations

Data breaches cause a lot of panic and havoc, and unfortunately, this means suspending normal daily activities in favor of dealing with the crisis. This can put your standard timelines behind by days, weeks or even months … which is time and money you can’t get back.

3. Destruction of Property

We tend to think of data breaches as a one-way flow of information out of the formerly secure system. This includes client or customer information, intellectual property, company figures and documents, or other pieces of information customarily kept private.

However, some data breaches also include an element of cyber attack, information flowing in that is harmful to the system. Perhaps the attacker sends through the malicious code to damage it. They may also attempt to shut it down while withdrawing the data, with the intent of making it more difficult for the company to protect itself. In some cases, these attacks leave long-term damage behind, and it takes thousands or millions of dollars to pick up the pieces.

4. Loss of Customer Relationships

For obvious reasons, your customers aren’t going to be thrilled to learn that their credit card information, medical records or private purchase histories are now out in the world. While some may forgive you, especially if you take the right steps to fix the problem as soon as possible, others will not. The loss of their business can majorly cut into your margins.

You may even face canceled contracts. Money that was already factored into your budget on a monthly or yearly basis is now gone, and it will take time to replace it through new clients and customers.

5. Disrupted Vendor Relationships

It’s not just customers you have to worry about. Most people don’t want their names associated with an accident or leak that gets their end users in trouble. B2B companies still worry about what consumers will think, especially when they’re products are used as-is and branded. They may pull out as well, forcing you to find new vendors for your goods.

6. Disappearance of Important Information

Client and customer information is precious to your company. Not only do good records allow you to keep serving your important people well, but they also form a valuable basis for your business in the future. In addition to creating acrimony between yourself and your clients, losing that information can cost you considerably.

For instance, consider a breach of your customer relationship management (CRM) software. You keep a lot of valuable information inside that system, such as:

• Customer details, including their personal information
• Records of past interactions with clients or customers, such as medical history or purchases
• Contacts made with the customer
• The nature of contact made, such as phone or email
• Financial information
• Personal notes regarding the relationship you’ve forged with each client or customer

… and additional information that helps you to relate to your VIPs day in and day out. Starting from scratch does more than failing to impress them; it can ruin all the hard work you’ve put in so far.

7. Increased Cost of Loans

Data breaches, despite your best intentions, send the signal that your company can’t be trusted. Usually, we assume that it’s consumers whose good opinion we’ll lose, but banks and other lending companies also tend to become a little cold.

Post-data breach, it’s very likely that your company’s credit score will drop. The results of this vary:

• You might have a harder time getting loans or extending lines of credit
• You may have to pay higher interest rates when you do get loans
• You might not be able to get loans at all

Any of the above may hamper your growth and limit your ability to produce new revenue, which can cost just as much in the end as losing money you’ve already made.

Bottom line? You can’t take data breach seriously enough, so if you haven’t yet done a risk assessment and put a security plan in place, make that a top priority right away. Otherwise, you’re a sitting duck just inviting breach and attack, and that’s no way to run a business.

Making an Ultimate Technology Plan for the New Year

Times are changing. Apparently, this is the case considering we’re about to head into 2019. How is your current technology holding up at your company? If you feel like there are certain things that you need to change up to stay competitive, it might be time to confront this challenge head-on with an ultimate technology plan.

You may not be familiar with how to implement one, but once you learn the basics, which we are going to show you here today, it’s a smooth process that will have you on the road to an overall improvement in every aspect of your offices’ technological needs.

Let’s get started with how to create a technology plan for your company or small business so that when you head into the new year, you’ll be thoroughly prepared to be on the cutting edge tech-wise.

Step #1: Look Over Your Existing Technology

When you look around your small business or office setting, what do you see? Do you see old computers, old printers, and another dinosaur related tech that you aren’t even using anymore? Part of your plan should be to clear out old and outdated tech stuff that you probably aren’t using anymore.

Now is the time to recycle all of that and remove it for good from your workspace. It’s like a breath of fresh air when you clean out old technology this way. The beginning of the new year is the perfect time to do this. You’ll be pleasantly surprised at how much this can help to improve the overall attitude of an office or another work setting.

Step #2: Create an Ideal Budget

Mention the word budget and it always feels a little bit “heavy.” What can you afford? What can you really really afford? Sometimes what you need and what you can afford are two different things.

Create an ideal budget in mind that fits in with your revenue plan. You don’t want to overspend, but you do want to achieve your ultimate technology plan with the right budget in mind. Do the best you can with this.

It may require some research to figure out how to afford the technology items you need, but with the right focus, you should be able to obtain great technology that fits into your set budget.

Step #3: Plot Out What You Need

Figure out everything you need tech-wise and the cost for each item. Put all of it into your plan so that you can visualize having the full scope of your new tech at your disposal.

Don’t leave anything out to figure out later. Make this ultimate technology plan as detailed as possible so that you know exactly what you will end up with to ultimately suit your needs.

Step #4: Implement a Realistic Timeline (3-6 Months)

Most of the time you are going to want to get your new technology purchased over a few months. If you can afford it all at once, fantastic. If not, it’s okay to set up a realistic timeline to obtain everything you are going to need to have updated gear that works for you.

Many companies look for a timeline that extends around 3-6 months. If you need it to be shorter or longer, according to your individual company’s needs, that’s fine too. It all goes back to your budget and what you can afford to do at any one time. Or over a few months if need be. Your finance department will be able to assist you with this part of the technology plan.

Step #5: Write Your Plan Out in Detail

Your plan is known as your “technology vision statement.” Sounds pretty fancy, right? This is going to help you achieve your mission to be updated entirely going into the new year with your brand new technology in place.

You’ll be amazed at how much fresh tech will energize your team. Don’t underestimate the power of renewed vigor and the new year is the right time to have your technology planning accomplished. Set out and do it right so that you are ahead of the game in your industry.

It just makes everything you need to get done go a lot smoother for you and your team. After all the last thing you want as a cutting edge company is to look like you are lagging behind tech-wise. Your clients will pick up on your overall image and tech that isn’t up-to-date looks like an eyesore.

If the frightening headlines about massive data breaches were not warning enough, upwards of 60 percent of all small and mid-sized businesses, reportedly shutter within six months of a systems hack.

The leading causes of nefarious systems incursions are reportedly caused by about 25 percent of valued employees repeating the same username and password across multiple platforms. But what remains even worse is that fact that as many as 95 percent of all small businesses lack adequate protocols to safeguard important company or customer information.

In the coming months and years, cyber threats are expected to continue to pose a grave danger to the health and well-being of small and mid-sized organizations. The question business leaders may want to ask themselves is . . . will you join the 60 percent of companies that did not recover from a data breach?

Strengthen Your Business Defenses

Many of the toppled 60 percent may wish they knew then what many know now. That is, the key to cybersecurity does not solely depend on having the best software protections. According to the National Cybersecurity and Communications Integration Center, and Department of Homeland Security, nefarious email remains a primary trap used by cybercriminals and DHS recommends the following safety procedures.

“Never click on links in emails. If you do think the email is legitimate, whether from a third party retailer or primary retailer, go to the site and log on directly. Whatever notification or service offering was referenced in the email, if valid, will be available via regular log on.”

“Never open the attachments. Typically, retailers will not send emails with attachments. If there is any doubt, contact the retailer directly and ask whether the email with the attachment was sent from them.”

“Do not give out personal information over the phone or in an email unless completely sure. Social engineering is a process of deceiving individuals into providing personal information to seemingly trusted agents who turn out to be malicious actors. If contacted over the phone by someone claiming to be a retailer or collection agency, do not give out your personal information. Ask them to provide you with their name and a call-back number. Just because they may have some of your information does not mean they are legitimate.”

As you can surmise, these cyber safety measures do not necessarily rely on the latest antivirus software or systems protections. Hackers continue to take advantage of human oversight and error to infiltrate organizations and pirate valuable personal data and intellectual property. Homeland Security also recommends that business leaders implement the following employee training and protocols to protect against data breaches via email.

• Maintain Secure Passwords: Change passwords regularly and never share them or provide co-workers with access.
• Verify Sources: Make certain that emails originate from people and companies within your network by contacting them directly for verification.
• Nix Auto-Download: Never use automatic download options for email attachments.
• Never Click On Links: Embedded links are a primary method used by hackers to trip up team members through ransomware and malicious viruses.

Strengthening a company’s defenses begins with employee training and awareness that data breaches are not reserved for significant organizations and Fortune 500 corporations. Hackers continue to troll for low hanging fruit and unsuspecting employees who make innocent mistakes.

Employee Cyber Security Training is Job One

Although ransomware attacks reportedly declined from 638 million in 2016 to 184 million in 2017, according to Statista, this method has been used to target a tremendous number of small and mid-sized outfits.

The common attitude among cybercriminals is that decision-makers will ultimately weigh the cost of paying the ransom against potential profit losses and do the math. Hackers understand that poorly defended organizations are likely to negotiate and pay up. That’s why valued employees must remain vigilant and be a sort of human firewall if you will.

Proactive industry leaders are tasked with training employees and also determining which team members could be considered at risk. An IT support team can utilize training videos, create a cybersecurity policy and implement it by working with groups and individuals. But once the hands-on work has been completed, it’s imperative that companies conduct ongoing cybersecurity evaluations. These are logical methods to consider.

• Identify team members who could be best targeted by hackers.
• Deploy unscheduled mock cyber attacks.
• Create and release convincing but harmless mock ransomware links via email.
• Require employees to complete cybersecurity training modules.
• Require advanced training for those who are tripped up by mock cyber attack drills.

We may be living in a golden age of technology, but our everyday fallibility remains the threshold that cybercriminals use to break into our business systems and rob our valued customers and us of critical data. One of the primary ways to avoid joining the 60 percent who are out of business is to make team members aware of cyber dangers and provide them with the skills to combat cybercriminals.

Is someone out there pretending to represent your business to make money? Don’t laugh. It happens. Business identity theft is a growing concern for many companies across the US. According to a recent study by Dun & Bradstreet, business identity theft, also called commercial or corporate identity theft, was up 46 percent in 2017.

The CEO, Mary Ellen Seale, of The National Cybersecurity Society (NCSS) said, “Small business identity theft – stealing a business’s identity to commit fraud, is big business for identity thieves.” However, too few businesses, especially smaller businesses, are aware of the issue. In 2018, the NCSS published “Business Identity Theft in the US” to help publicize the problem, and to provide guidance on how companies can help protect themselves.

Which Types of Businesses Are Targeted by Business Identity Theft?

Corporate identity theft is not just a problem for large corporations or companies operating in a particular industry. It is a crime which can affect any-sized business from tiny Mom and Pop shops on Main St. USA to multinational companies who are involved in any commerce:

• Small companies are usually the initial victims of identity theft since these companies tend to have more lax security in place and are less likely to realize their information is at risk. However, that doesn’t mean that larger companies are immune from having a criminal steal their identity. Plenty of larger businesses have their identities stolen each year.
• Corporate identity thieves use the name and legitimate business information of customers of large vendors’ customers to trick them into fulfilling orders. Busy vendors who fail to put into place procedures to verify whether an order is genuine can end up losing millions of dollars a year to these scams.
• Criminals masquerading as a legitimate business deceive financial institutions to open credit card accounts, establish lines of credit, send or receive wire transfers, and secure loans.
• The list of victims of corporate identity theft even extends to the US government when criminals use stolen company credentials to claim tax refundable tax credits or to exploit other government benefits for corporations.

How Do Thieves Steal a Corporation’s Identity?

Criminals who steal the identities of businesses have a wide range of methods ranging from very simplistic to highly sophisticated. Many lower level identity thieves focus on email phishing scams which target employees of the company in an attempt to gain confidential information such as database passwords or HR records. Other simple scams use spoofed email accounts of company executives to trick vendors and clients of a company into believing they are communicating with someone from the company. Slightly more advanced scams can include setting up an unsecured WiFi network in near a company in hopes that employees will use it to conduct business and then stealing the data.

More sophisticated scams can include dozens of people, building fake websites, using shelf companies, social engineering and even renting office space at the same location as the targeted company. The goal of these higher level scams is typically to create a plausible “Proof of Right” which the thieves can then use to secure fraudulent loans, masquerade as the company in a business deal, or even sell company assets.

How Can You Protect Your Company From Identity Theft?

While there is no way to protect your company completely from identity theft, you can make it harder for cybercriminals by maintaining proper data protection procedures.

• Train your staff. Teach your staff how to recognize phishing scams and how to verify when an email is from a legitimate source. Establish procedures on how to handle data correctly, and have a data loss prevention plan in place including a ‘clean desk’ policy.
• Secure your network. Add additional security to your networks and ensure that everyone is using secured servers. Avoid using a ‘master account’ which allows access to your entire network to limit data breaches. Require two-factor authentication.
• Monitor your financial information. Check your company’s credit report regularly to ensure that there aren’t any unexpected changes such as credit applications or new accounts.
• Consider hiring a company to help prevent corporate identity theft. An outside security company is one of the best ways to protect your corporate identity from scammers.

No one wants to go through the stress of firing anyone, but sometimes you need to let one of your IT techs go. This can leave your company wide open for data breaches. Before starting the off-boarding process of an employee who has access to your entire computer network, having a proper procedure in place can help protect your data. Use these six tips to create a process you can use to safeguard your company’s private information when severing ties with a member of your IT team.

Tips to Terminate an IT Employee Without Risking Your Company’s Information Security

Eliminate the employee’s company network access. It is perhaps obvious fired employees should no longer have access to company computers, but a recent study found that surprisingly almost 9 out of 10 former employees’ credentials were still active for some time following termination. Your business can prevent potential issues by disabling, but not deleting a person’s business account and passwords before firing. You should pay particular attention to blocking any applications which allowed the employee to access your company data remotely.

Prevent access to third-party applications. Access to third-party software connected with your company can be more difficult to contain than access to in-house computer systems. If your former IT employee had access to third-party applications such as Dropbox, Outlook, Sharepoint, Trello, or Facebook, remove the person’s access immediately. This is where the importance of good record keeping is beneficial. Remember to leave your former employee’s email accounts and cell phone number open for a time, but forward emails and incoming calls to another member of your staff to maintain seamless communication.

Recover company-owned property. Before the former employee leaves your premise, take back the person’s company ID, access cards, keys, fobs, cell phones, laptop computers, and any manuals. Your HR department should always maintain a list of anything you give your employees to make it as easy as possible to verify the person returns everything.

Back up the former employee’s work computer. In the rare event that a former employee misuses your company’s data, it is essential for you to have a record of everything the person had access to while employed. Before reformatting the terminated employee’s computer or company cell phone, make a complete backup of the data and maintain the information for a few years just in case the worst-case scenario occurs.

Inform people that the person no longer works for your company. Make sure that all of your employees know that the person left the company and that their former coworker should not be in the office at any time. Ask your employees not to discuss company information with the person in the future. Contact any vendors which the former employee did business with and give them a heads up in case the person tries to contact your vendors for any reason.

Change access codes and locks for your most sensitive areas. If the terminated employee was able to access highly restricted areas in your company, replace locks and create new PINs and door codes. Look into the possibility of upgrading your security to use biometric or individual passcodes to make the process as easy as possible.

In a survey by Osterman Research, Inc., over 75 percent of former employees who retained credentials admitted to at least logging into company computers. Hopefully, your former employee is the rare exception, but the risk is far too significant to do nothing.

How Much is Spent Worldwide on IT Costs?

Worldwide IT costs in 2018 hit an estimated $3.7 trillion, up 4.3 percent over the prior year, according to the Gartner, Inc. With so much at stake, it’s essential for all companies that utilize IT to consider the pros and cons of a traditional IT approach versus moving more and more functionality to the cloud. Finance considerations are one of the top considerations, but control over assets and data security are also vitally important. Therefore, it’s essential that the CIO is prepared to talk about the differences in language other executives can understand.

Why It’s Difficult to Explain Cloud Costs to the C-Suite?

CIOs sometimes have a hard time explaining the difference between cloud services (typically a SaaS with monthly operating expenses) and traditional healthcare IT models that may involve paying cash for software and equipment to own them outright (a capital expenditure). This comparison needs to factor in the monthly cost to run on-premise data centers, as well as the allocation of capital expenditures, such as hardware, licensing, etc. Non-financial factors include company policies that favor ownership versus rental models for IT hardware and software. Unless the cloud expense is much higher, the C-suite should lean toward cloud economics as a more strategic approach. It governance policies may also need to be revisited to support cloud computing trends.

Moving from a Cost Center to Strategic Partnership Model?

Healthcare organizations deliver healthcare services but are also digital companies. Cloud computing is now a critical component that brings the latest technology to the table, perhaps improving outcomes. It’s essential to help the C-suite understand this. One analogy that works is comparing it to another service based on consumption. Just as the utility or electric bill varies based on actual consumption, cloud computing cost varies based on changing usage. Building an accurate forecast prepares the leadership team for the hit to OpEx and the P&L. It may still be a tough sell, and the IT team might need some finance talent to track and adjust usage trends to keep the cloud cost forecast up-to-date.

How Can a Flexible OpEx Model Help Healthcare IT?

If a healthcare company needs to change directions fast to incorporate new diagnostic tools, therapies or IT innovations, an OpEx model is the fastest way to respond. Many times, the CIO is seen as someone holding fast to a traditional CapEx model or as someone rushing change before the organization is ready. Instead of letting the decision point be a source of contention, a mix of CapEx and OpEx could be the best answer. In this hybrid model, the decision to use a cloud-based approach versus a traditional on-premise solution would hinge on individual decisions about risk management and financial requirements, resulting in a variety of local and managed private cloud services as well as public cloud services.

What are Some Convincing Tactics for other Executives?

The difference boils down to buying software and hardware at once or paying a subscription. To show healthcare executives the advantages of the cloud, CIOs must demonstrate the benefits of the OpEx (or hybrid) model in a quantifiable way. For example, consider the CapEx model for buying a piece of hardware. The hardware has to be secured and configured, and the terms and conditions must be approved by the legal team before software can be installed. You put out a lot of hard-earned cash and wait months to actually use the product. The process takes months and ties up precious resources. In the cloud model, new solutions are available quickly without the headache of in-house configuration and maintenance. It also gives organizations the ability to scale down as well as up. This agility is something that’s easy to forget because most people associate cloud migration with scaling usage up.

How Can Cloud Solution Be Included in ROI?

Include the following in the calculation of ROI: increased productivity (concentration on core functions), cost reductions, security, network, data storage, and transfer improvements. In a healthcare organization, access is key to improving patient outcomes. It’s important to show how each of these items translates to the ROI. If you can do this effectively, the rest of the C-suite is likely to fall in line with a cloud model.

What Preparation is Needed Before Talking to the C-Suite?

Before speaking to a C-suite individual, the CIO should prepare a model showing the ROI. The presentation should include technical data on cloud-based models that are clearly understood. Documenting a cloud strategy defines the outcomes sought by the CIO, and it’s the beginning of a road map to get there. The CIO’s roadmap should describe how the cloud model will save cost and add efficiencies while improving security and networking reliability. It also has to conform to HIPAA regulations.

Downtime, compromised data, security breaches, and slow-running technology cause big headaches for today’s accountants. After all, you need your technology, and when it’s not working, every hour that goes by costs your firm money.

You can’t afford to sit idle—when your technology doesn’t work, neither do you. If your competitors use more efficient IT solutions, they’ll blow right past you and take your clients away. Or worse, your reputation will suffer.

Technology helps you carry out essential tasks, exercise professional judgment, engage with clients, provide advice, and settle tax issues. If you view technology as an opportunity rather than a threat, your firm will prosper and reap the rewards of your efforts. If you don’t, you’ll fall behind the competition.

You use technology now more than ever—at least, you should. Today’s technology is invaluable, and with time it will become even more so. In the past, the accounting profession lagged behind others in the adoption of new technology. They relied on paper-based filing and printed accounting forms that were time-consuming to process.

Accounting firms like yours have now embraced new technology. Just like other businesses, you need to streamline your services to save time and process accounting information. With modern technology like cloud-hosted accounting software, you and your clients can access data directly and simultaneously. The days of shuffling papers back and forth are over.

However, along with technology-provided benefits come some challenges.

Failed backups, slow-running email, application problems, and operating-system crashes create headaches that set up barriers to your success.

Downtime is a threat—it results in a significant loss of productivity. You can’t afford to be faced with server failures, poor systems performance, accidental file deletions, or software application crashes. Without access to your data, you and your employees can’t do your jobs. Money goes out the window, and you can’t meet your filing deadlines.

Data security is another issue that can cause significant headaches. Client confidentiality is your most important duty. But with hackers and intruders who want to infiltrate your technology for their own financial gain, your technology landscape is like a minefield unless it’s adequately protected.

As a Chartered Accountant, you are governed by Rules of Professional Conduct that always have and will continue to guarantee the privacy and confidentiality of your clients’ personal information. If their financial data is stolen, you’ll face penalties, fines, and possibly civil prosecution. You can’t take that chance.

THE ANSWER IS TO CONTRACT WITH THE RIGHT IT SERVICES PROVIDER.

To prevent IT headaches, you need service and support from an IT provider who understands the Line of Business (LOB) applications you use including your financial preparation and planning software and billing systems that keep your operations efficient.

The right provider can ensure these seamlessly incorporate with other applications you use like Microsoft Office or Office 365. When you have access to expertise from an IT Service Provider who truly understands your needs, you can effectively leverage these powerful tools.

Look for an IT Service Provider who has been serving the needs of accounting firms and corporate accounting departments for years. The best choice is one who can cover a broad range of technology requirements through both professional services and Managed IT Services and who can grasp the complexities your accounting firm faces.

They should be able to help you avoid IT headaches when automating routine accounting processes, sharing financial files, deploying mobility solutions, and capitalizing on tools like electronic filing.

Your accounting practice requires a complete technology management solution including data protection and proactive monitoring of all critical functions on your network, servers, and workstations. Plus, you should insist upon a fixed-cost solution with predictable budgeting. Just as your accountants are committed to your clients’ success, your IT Service Provider must be dedicated to making you successful and view themselves as an extension of your practice.

Your IT Service Provider should be adept with:

• Cloud Technologies that improve your productivity, efficiency, and security
  With cloud solutions, you can eliminate the cost of paper and the hassle of sifting through files, store massive amounts of information (Big Data), share important files in real time and secure your clients’ information offsite in high-security data centres.
• Accounting Practice Management Software that helps you run day-to-day operations including the centralization of client data, tracking due dates, staffing, workflow management, automated billing, and time tracking
• Tax Preparation and Filing Software designed explicitly for accounting firms, so you can analyze different income tax scenarios and have access to the reporting tools you need for fast, easy reconciliation

THE WORST HEADACHES RESULT FROM IT SECURITY BREACHES.

Data breaches are increasing exponentially. Cyber mafias have set up in towns like yours, operating from legitimate-looking offices. Hackers are no longer kids in their parents’ basements working on a few computers. Cybercrime is an international and sophisticated business with cartels operating around the globe.

Your data is valuable, and your accounting firm is a target. You need the expertise of an IT Service Provider who stays up to date on the latest threats. It’s imperative that you protect client information. But IT security best practices change so rapidly that accounting firms often find themselves falling behind the curve. If you do, your firm is at risk of viruses, network vulnerabilities, and data breaches. This results in more than a headache; now, you’re looking at a migraine.

Criminals have many ways of stealing your data.

Internet Exploits

Your employees use connected devices to interact with, track, monitor, and simplify just about every area of their work and personal lives. However, these technologies also provide access to sensitive, confidential information and present a wide variety of new security issues for attackers to exploit.

Third-Party Attacks

Cybercriminals have learned that contractors and other third-party providers aren’t as secure as large vendors, and lower security provides a pathway into otherwise-secure networks. Examine who can connect to your network and access confidential information, even if you believe appropriate security measures are in place.

Social Media Attacks

Social media presents two main security headaches:

1. A website you visit or service you use can be infected with malware that spreads until your network is ripe for a data breach. Malicious social media content is expected to grow 400 percent as attackers continue to distribute their malware and steal client data.
2. A determined hacker or team can scrape social media sites to assemble a surprising amount of personal data very quickly. This data can be used to engineer an attack.

Social Engineering Attacks

Human nature is easily the weakest link in any security chain. Was that really a utility-company employee you held the door for this morning? Are your office painters propping open a secure entrance to make their task more manageable? Did your receptionist just give all your passwords and hers to someone who called claiming to be from tech support on another floor? Will your colleague’s curiosity causes him or her to insert the USB key “found” in the parking lot into a computer connected to your systems?

Mobile Malware Threats

Security experts have been warning us about mobile malware threats for a long time, and users have grown immune to these warnings. Mobile-device use is increasing, as is the sophistication of attacks. At the risk of being the boy who cried, “Wolf,” every year a major mobile malware attack is more likely to occur. Attackers typically select the most significant number of potential victims. So, they will target mobile devices, specifically Android and jailbroken iOS devices.

Sophisticated DDoS Attacks

Distributed Denial-of-Service attacks don’t directly steal your information. Instead, they overwhelm your site or service with so much traffic that it prevents legitimate users from connecting. These attacks have evolved beyond simple flooding of traffic. They probe and then morph, based on the defences in place on your network. Such advanced and sophisticated attacks can seriously impair your accounting firm’s operations.

TO PREVENT THESE SECURITY HEADACHES, YOU NEED A SECURITY PLATFORM WITH REMOTE-ACCESS MONITORING AND RELIABLE BACKUP AND DISASTER-RECOVERY SOLUTIONS.

Be sure your IT Service Provider implements innovative, up-to-date security measures to protect your accounting firm against intruders, malware threats, and disasters. And ensure they can do the following things

Ensure:

• You comply with accounting and confidentiality requirements when using technology.
• You use appropriate technical means to minimize the risks of disclosure, discovery, or interception of communications.
• Data and email are encrypted to protect your sensitive information.
• You adopt management practices that offer protection against disclosure or discovery of electronically transmitted messages.

Prevent:

• Unauthorized access to your electronic data
• Computer viruses from damaging your data
• Natural or manmade disasters from affecting your IT operations

Confirm:

• Your files are reliably backed up and recoverable.
• Both offsite and onsite data backups are maintained.
• Data is restorable by performing ongoing testing.

Provide:

• Systems Analysis
• Mobile Device Management
• Up-to-Date Security Solutions
• User Support and Training

Your IT Service Provider should implement a security platform with multiple layers of protection, with 24/7 remote monitoring to detect infections and intrusions, and block them before they get in and steal or hold your data hostage. Many accounting firms are unaware that this goes on. Your IT provider will keep you informed and train your staff to recognize threats, so you know what to do if one comes across your computer screen.

Your very most basic security solution should include barriers with virus and malware detection at the firewall level and DNS (Domain Name Server) controls to ensure your users don’t visit hijacked websites. Your employees should also utilize two-factor authentication access practices to prevent criminals from getting into your network.

Nothing is more important than protecting the information on your network and the peace of mind that comes from knowing you can fully recover if a disaster hits your firm. Your IT provider must ensure your business continuity and disaster recovery solutions will meet your objectives and must implement a robust backup and secure off-site replication solution.

While computer systems can easily be replaced, the intellectual property and sensitive information stored on those systems cannot. Computer hard drives can fail, laptops can be stolen or lost, and data can be erased due to human error or viruses. It’s important for your accounting firm to have a backup system to keep data safe and avoid data loss.

Ask your IT Service Provider if they employ system virtualization and a private cloud with a fully redundant system that can be replicated across multiple data centres. If your data is compromised or damaged, a new clone of your system and data can be spun up with a new, fresh image in a manner of seconds.

Be sure your IT provider uses an Intrusion Detection System. This will catch anything that may have bypassed your firewall. They can either be used to find a break-in attempt in progress or detect one after the fact. In the latter case, it’s too late to prevent any damage, but at least you’ll be aware of the problem.

If an intruder gets into your system, the first thing they typically do is install a “rootkit.” A rootkit is a script or set of scripts that can make changes to your IT system and hide in common system utilities. They function in the background without your knowing they are there. Criminals can easily obtain these on the Internet. This is one reason you must have reliable backups of your entire IT system. If rootkits are discovered, you’ll need to re-install your system and data and start over from scratch.

Your mobile devices also require monitoring and management. If a phone or laptop is stolen, you must be able to remotely wipe your confidential data. Mobile Device Management also prevents disgruntled employees from leaving with your confidential or proprietary data.

Your IT Service Provider should also employ encryption to protect your confidential data. They should encrypt both your emails and data files to ensure the security of information. Encryption can protect your data at rest, such as on laptops or portable servers, as well as data in motion, such as over wireless networks or the Internet.

One of the most overlooked security aspects in accounting firms is their creating and retaining policies regarding email and data. You are accountable for instituting and employing a strategy that details the duration over which your client data and emails will be stored and deleted. Ensure your IT provider can implement automated solutions to handle this.

IN CONCLUSION

You understand the unique challenges and technology demands your accounting firm faces. Whether your IT headaches come from the security risks of handling and storing confidential information or the difficulties of keeping up with new, innovative Line of Business Solutions, you need an IT Service Provider who can ease your struggles and your IT headaches.

As businesses add more layers of cybersecurity to their arsenals, cybercriminals are finding new ways to attack system, networks and devices. There is a constant stream of emerging threats that can mean trouble for companies of any size.

Why Is Data Security a Major Challenge Going Forward?

Businesses today are realizing the vast opportunities that come from leveraging, monetizing and collaborating on their collected data. That means companies need to protect their data not only from privacy breaches but also from data misuse, data manipulation and loss of intellectual privacy.

Data validity, for example, is one particular area of cyberattack emerging. Data need not be stolen to hurt the business reputation. Instead, hackers could alter data such that it becomes invalid or inaccurate in such ways to delegitimize business outcomes and partnerships.

Industries need to identify and deploy new technologies that protect data while it’s at rest and in transit. Privacy risks related to data in use are hindering the full realization of data collaboration, limiting the opportunities available to companies.

Here are 8 other cybersecurity challenges that businesses need to combat now or shortly.

1.  Chatbots at Risk

Artificially intelligent chatbots have become commonplace, helping to answer questions and guide web visitors to required information and action. Hijacked chatbots, however, could mimic existing tools to drive victims to click on links, download malicious files or share private information.

Web application flaws could also be exploited to insert malicious chatbots into sites that don’t have one.

While these intrusions will likely be text-based bots for now, shortly, speech-enabled bots could lead to further victimization over the phone or other voice-enabled technologies.

2. Artificial Intelligence Mean Powerful Malware

The rise of AI, the Internet of Things and machine learning means more opportunities for business transformation. They also invite more smart attacks using intelligent malware. Cybersecurity providers need to develop new means of detecting these threats and training personnel to recognize and prevent them. Many of these preventative measures need to be automated to provide continuous detection and prevention.

Part of the challenge is the sophisticated tools hackers are using. Updated exploit kits, artificial intelligence and natural-language algorithms have allowed hackers to automate convincing emails. Simple processes allow for the generation of emails to millions of stolen addresses with compelling phishing attempts.

3. Data Exposure

AI-enabled applications rely on data pools to power advanced functionality, both for smaller companies and giants like Amazon and Facebook. The increasing use of data pools means more potential for developers to expose information, often customer data. These data aren’t necessarily subject to hack, but instead are vulnerable and accessible to anyone who can find the vulnerabilities.

4. Cyberwarfare

Bad actors are no longer content on ransomware and phishing attempts. Technology advancements provide new opportunities for targeted and individualized attacks.

These attacks may leverage artificial intelligence to target individuals or corporations. Data integrity attacks, for example, could force organizations to completely replace computer hardware. Physical assaults could use drones and other tools for physical assaults.

5. Infrastructure at Risk

Nation-states will continue to wage cyber attacks on enemies with state-sponsored attacks on infrastructure. Attacks on national security, emergency communications, public health and financial systems could cripple governments and create spiraling consequences for the private sector.

Smaller conflicts could also be used as testing grounds for nation-states to assess new tactics, procedures and technologies that could be used in more significant geopolitical conflicts.

6. Data and Privacy Regulation

In 2018, the launch of GDPR, covering privacy issues for European Union citizens, forced companies to reevaluate their privacy and disclosure procedures. Similar privacy laws were approved in Canada and California. These new regulatory mandates are likely the first wave of protections that will force companies to spend more on cybersecurity, data transparency and reporting. As control of data begins to shift from institutions to individuals, companies are going to need better ways to monitor and report on compliance from multiple jurisdictions.

7. Connected Devices in the Crosshairs

With connected refrigerators, stoves, thermostats, doorbells and washing machines becoming the mainstay in many homes, the possibility of exploits is grave. Hackers will begin to identify and exploit vulnerabilities in these smart devices. Manufacturers will need to build in additional safeguards and architecture to meet growing consumer demand while keeping bad actors away.

8. Industrial Control System Risks

While there are more automated systems to allow for greater control of buildings, utilities and factories, there are inherent risks of exposure. Many of the players providing the technology in this space are new, making high-value targets all the more enticing to hackers.

Each year brings with it new technical innovations sure to drive better business outcomes. At the same time, hackers will find more sophisticated means to create more effective intrusions.

In October of 2018, the San Diego Unified School District in California — the state’s second-largest school district — became aware of a severe data breach. As of now, the hackers are unknown, but officials are aware that through criminal means, the hackers were able to obtain the full names, addresses, and Social Security numbers of hundreds of thousands of students and staff at the San Diego Unified School District.

What Caused the Data Breach?

Officials investigating the San Diego school district data breach know that the breach was caused by a phishing scam. They are unaware of exactly when or how the phishing scam occurred, but in some way, hackers were able to obtain access to internal programs and systems in the school district (using a legitimate student or teacher’s login), and from there, they accessed and downloaded the personal information of over 500,000 students and staff members.

What Is a Phishing Attack?

A phishing attack or phishing scam is an illegally engineered attack that aims to obtain personal user data using fooling the target. A hacker will usually find out an account that a target or user group has.

For example, Hacker A might know that their target (an innocent civilian) has an account with Happy Bank in Smithsville. Hacker A will then create an email that looks almost exactly like a real email that would be sent out from Happy Bank. The email will be directed to the name of the target and say something like, “Hi, you need to update your account with Happy Bank. Please login using the following link.”

If the target decides to follow through with the email, they will likely click on the link provided, which will take them to a site that looks almost like the real site of Happy Bank. They will log in using their personal user data (email address or username and password), and probably after that, they will encounter some sort of error message.

By this time, the hackers will already have the user data or personal login information they need from the target. This user data is generally not the endgame for hackers, however.

This user data will merely be used by the hackers to access portals of a larger institution. Although some hackers may use personal login information for a bank, for example, only to steal funds from that person’s bank accounts, other hackers will take things to the next level and attempt to gain broader access and more personal and financial information. Sometimes, these tactics help hackers steal money directly; other times, hackers hold information ransom, extort cash with it, or blackmail individuals or companies by leverage things they know about them.

And remember that the Happy Bank example is just one example of a phishing email scam. Phishing emails and scams can come in many forms, and there are also phishing phone calls that can trip up many people and cause them to divulge personal and financial information willingly.

When Did the Security Breach Happen?

Unfortunately, as of now, the school district does not know exactly when the breach happened. Spokespeople for the school district say that the hack could have occurred anywhere between January 2001 and November 2018 (although the school district did not become fully aware of the breach until October 2018).

This is often the case with phishing attacks. Hackers first need to obtain access to a sensitive information system. To do this, they need login emails and passwords, and phishing emails are the ideal way to achieve this information.

What Information Were the Hackers Able to Obtain?

The San Diego Unified School District is the second largest school district in the state of California and currently serves over 121,000 students.

In this data breach, hackers were able to obtain a large amount of personal information from hundreds of thousands of students in the San Diego Unified School District. Select staff members were affected by the security breach as well, and of those affected, some were even students and staff going back to the 2008-2009 school year. Approximately 50 district employees had their login information taken or compromised.

According to officials, here is some of the additional information that was taken by hackers:

• Staff and full student names, Social Security numbers, addresses, email addresses, personal information, and ID numbers
• Emergency contact information from students and faculty, including full names, addresses, phone numbers, and email addresses, and employment information
• Benefits information for staff members
• Compensation and payroll information for staff members, including deduction and tax information, financial institution information (account numbers and routing numbers), and salary and paycheck information
• Enrollment information about students, including their schedules, any legal notices, and transfer data on file, records of attendance, and health data
• State ID numbers from staff and students

All of the staff members, district employees, and students who were affected by this data breach where notified. Accounts were reset, and cyber-security measures are being taken to prevent any additional breaches of data at the San Diego Unified School District.

How Can You Protect Your Business From Phishing Scams?

Phishing scams are the most notable (and unfortunately, the most effective) modern-day swindle in existence. Whether you own a business, manage or run an organization, or simply want to protect yourself and your family members from hackers, it is essential to learn about phishing emails and how to prevent them.

According to the VP of product management and strategy at Tripwire, Tim Erlin, “The best way to counter this technique … is to have complete and comprehensive logs from all systems.”

It is also vital that everyone in your business knows about phishing emails and how to spot them. Never click on emails or links that look suspicious or slightly “off.” If you are asked to go directly to a website to login via a link in an email, avoid doing so, and instead go directly to the website on your own to log in. Check your messages there for whatever was referenced in the email, or give the institution a call directly to inquire about the email.

Finally, if you own a business or run an organization, always employ the professional services of a high-end IT services provider who specializes in cybersecurity. They will put into place some strong security measures that will help you prevent any sort of security breach, including phishing scam breaches.