Category: Uncategorized

With TV shows like Black Mirror captivating audiences around the world, it’s no wonder this addiction to technology is also reflected in the marketplace. This theatrical fiction became true when it revealed the vulnerabilities in technology. The press named them Meltdown and Spectre.

Both Spectre and Meltdown allow attackers to access data. The difference between the two is that Meltdown gives an attacker access to data in programs that only administrators should have access to, and Spectre makes a program reveal data that should have been kept confidential. While both are worrisome, numerous patches for Meltdown have been deployed. Spectre, on the other hand, is a bit more complicated to contain.

Spectre affects modern processors and operating systems, including chipsets from Intel, AMD, and ARM. It also affects other systems such as Android, Chrome, iOS, and MacOS. Therefore, Microsoft advises customers to seek guidance from these respective vendors. News of this broke on January 6th when Google released this comment:

“Variants of this issue are known to affect many modern processors, including certain processors by Intel, AMD, and ARM. For a few Intel and AMD CPU models, we have exploits that work against real software. We reported this issue to Intel, AMD, and ARM on 2017-06-01 [1]. So far, there are three known variants of the issue: Variant 1: bounds check bypass (CVE-2017-5753), Variant 2: branch target injection (CVE-2017-5715), and Variant 3: rogue data cache load (CVE-2017-5754).”

Spectre is responsible for variants 1 and 2 and Meltdown for variant 3.

What devices can Meltdown and Spectre affect? –Workstations, laptops, in-house servers, smartphones, and tablets. While this can be overwhelming, there is good news. Microsoft and other systems like Android, Chrome, iOS, and MacOS have already put updates in place that can effectively protect and secure your devices. The key to keeping your devices safe, after updating, is to continue to monitor and detect for any first-warning signs such as phishing emails or browser-based exploits. Spectre and Meltdown use these as vehicles to obtain your confidential data. If you limit their transport capabilities, you can effectively protect your data.

It’s terrifying enough that this could affect personal devices, but now they are far more dangerous and could possibly enter your home or business via smart-home devices. This year at CES, tech companies, such as LG and Samsung, doubled down on connected platforms built on user data. In one year, we witnessed a jump from 29% to 35.9% in smart-home device use like Alexa and Google Assistant. With this latest threat and deep infiltration of technology, it’s more important than ever for companies to ensure their smart-home platforms and servers are secure. On this note, Google, Amazon, and Microsoft all say they’ve patched their servers against known exploits.

So how do we protect ourselves from these threats? The first step is to the make sure your systems are up to date. Microsoft released several updates to help mitigate these vulnerabilities. They also took action to secure their cloud services. Microsoft says these vulnerabilities haven’t been used to attack customers at this time. They continue to work closely with industry partners including chip makers, hardware OEMs and app vendors to protect customers. It’s recommended that you use available protections, including hardware/firmware and software updates. This includes microcodes from device OEMs, and in some cases updates to antivirus software. In addition to these operating systems updates, look for firmware updates that eliminate the vulnerabilities introduced via Meltdown and Spectre.

Microsoft goes on to say that antivirus updates should be installed first. Then make sure your Windows automatic updates are turned on. (If automatic update is turned on, the updates will be automatically installed.) Also, install hardware (firmware) updates from your PC manufacturer. You may need to proactively check with the device manufacturer for updates. This could require going to a device driver update page on the manufacturer’s website.

While updating helps to secure and protect your data, it has a downside. It’s important to note that you will see a difference in your device’s performance by installing this update. This can be as high as 42 percent but is dependent on the device and its use. For example, an article in PC World states:

“Here’s how much the Meltdown and Spectre fix hurt my Surface Book performance… the sequential read and write performance doesn’t change much…But…4K performance ain’t pretty. While 4K read performance was similar, the write performance dropped by 26 percent. Far worse, though, 4K read and write with high queue depth take a performance hit of 42 percent and 39 percent, respectively. Ouch.”

The age of an Intel chip can impact the effect of the patch. Navin Shenoy from Intel, explains:

“On 8th generation platforms with SSDs it’s small…the expected impact is less than 6 percent.”

Some users have experienced a much more noticeable impact with web applications that rely on JavaScript operations. The good news in all of this is that companies have bonded together to fight these common adversaries, e.g., Meltdown, and Spectre. This united front against these bugs has resulted in shared patches. Similar to the U.S. military’s war on terror, companies like Netflix and Amazon have developed a united plan of attack. This collaboration gives researchers the upper hand on Spectre and Meltdown for the first time since this technological chaos began.

 

 

Google is the number-one search engine. It’s the one people go to when they have a question they need to be answered or are looking for a business to serve their particular needs. Google, like the terms Kleenex and Clorox, has become part of our daily vernacular. When you search for something online, you’re “Googling” it.

What is SEO (Search Engine Optimization)?

It’s the multi-discipline process of optimizing a website to rank high in organic search results.

Organic search results are those you don’t pay for.

Typically, when people search for companies or information on Google, the first few results they get are those that a business has paid for. If they say “Sponsored” or “Ad” that means someone has paid for them to be ranked at the top.

If you don’t pay for an ad, you must practice good SEO to be listed near the top of a Google search.

What constitutes good SEO?

This is difficult to pin down because It’s often-changing and always updating. Google updates their algorithms and the way that they rate and rank content hundreds of times a year. It’s impossible to keep track of every single change. However, practicing good SEO strategies, in general, will result in better search rankings.

Although it’s easy to understand, SEO is challenging to execute effectively. Here’s some information that should help.

On-Page Optimization

Optimize your entire website as a whole:

• Increase the page speed and load times. Google will penalize your website if it loads slowly. Keep this in mind when purchasing web hosting. Make sure they have plenty of uptime, and you have enough bandwidth. If you don’t, Google will penalize you.
• Ensure your site can be found using mobile devices. More people browse via mobile today than they do with desktop computers. Take this into account with every element of your website’s design. From your home page to your landing pages, to your contact page–Everything must be optimized for mobile searches. If your website looks great for desktop but isn’t accessible for mobile use, Google will penalize you in your search rankings.
• Use HTTPS in your URL even if you’re not selling anything. Just having a secure website immediately gives you a boost in Google search rankings.
• Include Social Sharing Links. Pick the social networks that are most relevant to your audience, like LinkedIn, Facebook and Twitter. Use the icons for the links on your webpage so people can find you easily and share your content. The more people share your content, the more Google finds you relevant, and the higher they will rank your business in their search results.
• Use tools like Woorank, Yoast to test your overall website performance. These and other tools like them will scrub your page much like Google will, and tell you what your results are based on your current level of search optimization. If there are things you need to improve, these tools will let you know what they are, so you can up your search ranking.

Know your keywords and how to use them:

• Make a list of topics relevant to your business and your intended audience. These are called Head Terms–words that are used in your industry or line of business.
• Get specific and use Long-Tail Keywords. Think of this as the problem you want your customers to bring to you that you can solve. If you’re an attorney, this might be, “How can I save money on a divorce?” or “How do I fight a traffic ticket?” etc.
• Do your own search for other keywords and observe user intent. See what problems people are having and which ones you can solve. The more you can solve, the better chances you’ll be a credible authority in their eyes and Google’s.
• Scope out the competitor’s keywords. There are some paid tools you can use to do this. Or, do this on your own by visiting your competition’s website and looking at what they’re promoting, what media they use, the headlines they use, and the phrasing they publish. By doing a search for your competition, you can also see where they rank.
• Use your keywords within the first 100 words of any of your web pages, including blog posts and videos. The first 100 words are used most heavily when Google scrubs information from your webpage. This is where you want to include your specific long-tail keywords.
• Don’t keyword-stuff. You want to use your Long-Tail Keywords throughout the rest of your web pages, but don’t overdo it. Keep your language natural-sounding. If you keyword-stuff, Google will penalize you.

Use headers correctly:

• H1 headers are for article or page titles. These are most important for SEO because this tells Google what your page is about. This is where you want to use those well-constructed Long-Tail Keywords.
• H2 headers are for your sections. You should use Long-Tail Keywords here as well but be creative with your phrasing. Don’t repeat phrases over and over.
• Include your keywords here but be creative with phrasing

Label your images correctly:

• Include your keywords in your image file names. These will be your shorter keywords and Head Terms–terms that are broad in scope.
• Include your keywords in your image alt text. Include your specific Long-Tail terms here as well.

Test it out.

• You can get an optimization check at seo-browser.com.

The Right Content

Write for your audience:

• Think of questions that your target audience would ask. Think of what people will be searching for. Think of the problems that they are looking to you to resolve.
• Let your keywords be your guide. Phrase them as a question, then write the authoritative answer.

Go the distance whenever you can:

• Word count matters. Aim for at least 1,000 words as often as possible. This may not always be possible for things like video descriptions or info-graphics. Don’t worry. Do the best you can.
• Don’t sacrifice quality for word count. If you don’t have anything worthwhile to say, don’t just write a bunch of needless content. Google will pick this up and penalize you. Google wants quality content.
• Some industries will need more quality content to compete online. If there’s a lot of competition for your service or product, you’ll need to step up your game to differentiate yourself from the others. You’ll need to come up with content that is better and more creative than what your competitors are posting.

Mix it up and keep it fresh:

• Share more than just written articles. The broader your library, the more people you will appeal to. Blog posts are great but don’t neglect other options.

Repurpose your best old content:

• Rework your old content that performed well into a new format like an infographic, video, e-book, and or blog. Take an e-book that was popular and write an article about it. Take an article and make a video from it, etc.

Don’t forget your Meta Descriptions:

• Meta descriptions are the “flavor text” that shows beneath the link in a search result.
• Google says that meta descriptions aren’t a ranking factor. However, the text that shows in SERPs can compel people to select your search result. If it gives you an edge, why not use it.
• Write conversationally and aim to catch the viewer’s attention. Use 300 words max for your meta descriptions.
• Use them on every page of your website.
• Try plugins like Yoast if you are using WordPress for assistance writing great meta descriptions. It will rank the meta description and tell you whether or not it will be a positive influence.

Links and How to Use Them

Internal Linking:

• Link to other pages, articles, or media within your own site. If you are the authority in your area of expertise, one article you write will surely have relevance to others on your site.
• Try to get 2-3 internal links per page. This gives people a reason to stay on your site. It will give them a reason to stay on your page and click thru to other pages. This is important for good ranking results.

External Linking:

• Link to authoritative, quality pages outside your website that have relevant information. Use links to news articles, Wikipedia, or other well-known websites. Be selective. Don’t link to blogs. Remember, anything you link to reflects the quality of your website. If you link to reputable sources, Google will consider your site reputable as well.
• Be selective as the links you choose as this will reflect on the quality of your site.

Backlinks

• These are the “Holy Grail” of links, and the most difficult to obtain. Backlinks are where you link to an outside page, and they link back to you. Here are some of the things you can try to get quality backlinks:
• Write case studies on the products or services you use, especially if you’ve had spectacular results. Share these with your vendors and partners.
• Write reviews for the companies and products you would recommend to others.
• Build genuine relationships online and off.
• Become a resource for the media.
• Volunteer to speak to groups in your area.

How to Gain an Edge

Reviews, Reviews, Reviews:

• Positive user reviews influence SEO ranking. Google Business and Yelp are the most popular and widely used.
• Search for your business type in your location to see what other review sites are used by your target audience. Some of these might include Nextdoor, Angie’s List or TripAdvisor.
• It’s okay to ask happy customers to leave a positive review, but don’t overdo it.

Location, Location, Location Reviews (and other ways to be relevant):

• Don’t forget to include your location in your keywords if you serve local clients. If people are searching for businesses like yours in your location, Google will be able to find you and post your information in their search. Even if the person doesn’t include your city in their search, Google knows where they are and can find you to answer their query.
• Consider other ways to signify that your information is relevant and current. Include the year in your title when relevant. If you’re talking about products, consider using a title like “The 20 Best Products in 2018.” People will see your post as relevant, and Google will see that your posts are current and give you a better ranking.

Be the Expert in One Area:

• If you find a keyword that gets lots of search action without a lot of competition go deep with your strategy. Be the authority on it and use your internal links to your advantage. When doing your research on your keywords, if you find one that gets a lot of search activity, but there’s not much competition, use those keywords and write in-depth on the subject. You’ll rise the top of Google searches very quickly.

Optimize for Mobile:

• This is worth repeating because the percentage of non-desktop searching is going to continue to increase. If your site isn’t easy to navigate on mobile devices, you’ll lose business.

Optimize for Voice Search:

• The #1 thing that will set websites apart in the future is the ability to have your web properties appear in voice searches. We are using more Artificial Intelligence functions on our computer devices like Siri and Cortana.
• Think of the questions people will ask via voice search and answer them. Again, if you serve local customers or businesses, make sure that you list your location in your keywords.

Use These Great SEO Tools:

• The Google Search Console provides great insight into how your site is performing in Google searches. You do have to take some steps to enable access, but it’s very user-friendly. You can see which keyword searches on Google were used most often that lead to your site, and what your click-thru rate was of these listings. It will tell you what people are searching for, when your site came up in their search and how often they are clicking on your link as opposed to others. (It’s free)
• SpyFu spies on your competitors. Use this to see what keywords they are using and how well their site performs.
• SEMrush provides valuable insight into the world of search. It will show your competitors’ best keywords, help you find competitors you didn’t know about, and reveal how much money your competitors are spending on search advertising. It’s one of the best resources for this.

Utilize Great Resources:

• Neil Patel (neilpatel.com) provides great daily information on SEO and search in general.
• MOZ (moz.com) has a wealth of great information for businesses that want more from their SEO.
• Search Engine Journal (searchenginejournal.com) is loaded with great free SEO resources.

Advanced SEO

Schema.org:

• Schema –The semantic web, is the next frontier for SEO. Schema.org defines the best-used terms to use for keywords. This is a definite list of codes that should be used for best practices. If Google sees you using old codes, this will hurt your ranking.
• Rankings reviews, ratings, product descriptions, and schedules are now starting to influence rankings.
• Speak with your website developer or SEO company to ensure schema.org elements are part of your website.

Rich Snippets:

• Rich Snippets are search results that include ratings, reviews, images, video content, and more.
• They stand out from all other search results because the search engine has more data about the site. It uses images, ratings, and reviews that can be pulled into the search results.
• Setup using structured data found in the Google Search Console.

People Also Ask:

• This is often featured with popular search terms. If Google gets the same requests over and over again, they post additional sites with information. The more expert advice you provide for frequently asked questions, and your content answers these very specifically, Google will consider adding your site you to their “People Also Ask” prompt. So, again, think of the questions most people will ask about your product or service and answer these in your website content.
• Searches can get immediate answers here and may never visit your site.
• It reinforces the need to ensure your website and content solves people’s problems, answers, questions, and offers advice.

Social Media:

• Social media does play a role in SEO, and social content will affect your ranking.
• The more shares or “social indicators” found, the more relevant Google will consider your content. When someone shares an article from your website, this is called a social indicator. This tells Google where the poster found this information and how many times it’s been shared. The more you get shares, the more Google will find your website valid and increase your rankings.
• Reviews from social sites matter.
• Social media channels are their own search engines.
• Extended reading: “Social is the New SEO” by Neil Patel. This will tell you more about SEO and how important it is in Google rankings.

In Conclusion

The Most Important “Take Aways”

• The days of a long list of your services are over. Optimize your page and your content for today’s audience.
• Solve people’s challenges
• Answer their questions. Use keywords intelligently and accurately, so you’re answering people’s question.
• Become a valuable resource online and off.
• Become more social.
• Find a great web marketer who can help.

Questions? Send an email to us!

The digital revolution has changed our world in unimaginable ways – and for the better! Tools and applications like Microsoft Word and Microsoft OneNote aim to make our lives easier, in one simple step.

Have you ever stopped to think about Microsoft’s naming convention? It’s probably not something that crosses your mind as you open a Microsoft application, like Word or Excel or Outlook. There are teams and departments at Microsoft whose roles include the creative scope for brainstorming names for new products in the Microsoft line-up. If you look deeper, there are not only subtle references to what each does within the name, but there are also psychological implications – like subliminal messaging – within the product names.

Microsoft Word is a word processor, but has a vast array of built-in tools to help users improve their finished written product, like a wordsmith! Its thesaurus feature aids users looking for just the right word when the typed word is close but not “it”. The spelling and grammar check gets many a student through assigned papers – and, more importantly, helps prevent professionals from making expensive errors, like errors that affect professional reputations and can impact revenue and profit. Microsoft Word can perform a mail merge, so users can send letters to clients with just a few clicks – after using the app to perfect their letter, of course. Contracts and agreements depend on accuracy!

Microsoft Excel is a bit of a double entendre. To excel is to show an exceptional skill or quality in a particular activity or subject. Within the word “excel” is “cel”, a homonym of “cell” or the individual areas within a spreadsheet where data can be entered. Lots of dry, technical information in that sentence, but the meaning is the same: a database tool that is superior to other database applications for the professional user base. Here is where Microsoft Excel outshines the competition – and why its previous competition, Lotus 1-2-3, is no longer used. Aside from being a spreadsheet application, Excel offers users an endless variety of tools to really make Excel the go-to platform for data analysis. Including charts, data manipulation, and tools like creating pivot tables in Excel was Microsoft’s act of establishing their superior position with this app.

In the list above, we also mention Microsoft Outlook. Outlook reigned king of email for a very long time in the professional kingdom, but Google’s G Suite is a strong competitor for small and medium businesses (SMBs). Outlook, again, tries to be an all-in-one package for professionals, with email communication but also a calendar feature, a reminder system, user-friendly meeting tools and a variety of user settings to customize the experience.

These applications speak to Microsoft’s dedication to being the full professional package for businesses – and their full Office 365 suite is proof. Included are products like OneDrive, SharePoint, and OneNote. OneNote is one of the most underutilized products in the Microsoft line-up, and with new features being added all the time, we think this is because users aren’t aware of the full extent of what OneNote has to offer.

Microsoft designed OneNote as the digital solution for those who grab the nearest sticky note or doodle pad – or open a new Note on their iPhone – to jot down a quick scribble to remember for later. OneNote helps users gather notes, thoughts, and ideas, all in one centralized and organized location. Users can store everything from quickly-jotted notes to meeting minutes, to lengthy details about projects for home or work, in the same place. What’s even cooler about OneNote is that Notes are searchable and sharable.

• Did you see where we mentioned the iPhone? That’s right – iPhone users rejoice! OneNote is also available for Mac.

To clarify, OneNote is part of the subscription-based Office 365, but OneNote is free as a stand-alone product. To get Microsoft OneNote, follow these steps:

• From a desktop or laptop computer, open a web browser window
• Enter OneNote.com
• Download the latest version for free

New users will be excited to see that Notebooks stored in multiple locations (SharePoint, OneDrive, etc.) show up within the application the same way, simplifying the user experience. These same users will become experts in no time with the classically straight-forward way Microsoft presents the tools at your disposal.

Cool features inside OneNote for users underscore the built-in ability to share your information across all your devices and with other people. Check out some of these:

Email to Yourself

Set up your email from any email service provider supported, like Yahoo or Gmail, and of course, Outlook, within OneNote and you can send any email in your mailbox to your OneNote with a simple one-step task: forward the email to me@onenote.com, and you’ll see it in OneNote!

Office Lens

This handy little tool lets you capture documents and photos with the camera on your phone, and then send that photo to OneNote – try the Email to Yourself trick we just talked about! OneNote and Office Lens will add some filters, adjust lighting, crop out backgrounds, etc., and show up clearly in OneNote. This is great for receipts you’re afraid you might lose, or other situations you might forget about later.

Clipper

This one helps users integrate OneNote with their web browser.

• Go to OneNote.com/clipper
• Click on the button to download the extension to your web browser

Now users can “clip” a page into OneNote, like clipping a coupon from a physical newspaper, except it’s now forever stored digitally in OneNote (until a user deletes it). Text on these pages is searchable within OneNote, too, which is very helpful if a user can remember the context of the page clipped but not necessarily when or exactly what was clipped. This is true of words within a picture on the clipped page, too.

OneNote boasts a number of partners that allow users to integrate with featured apps so that the apps can be used conjointly. A few of these partner apps include:

News360

This is a news reader, offering users news stories much like on a news website. Users can click on a story, and with OneNote integration, the story will show a “Save to OneNote” button. As long as a user is signed into their account in OneNote, the story will save in OneNote. Again, words in the story are searchable.

Feedly

Feedly is a website aggregator, bringing together all the pages a user wants to see in a centralized location and updates the pages as they update. This works similarly to RSS feeds and has the same “Save to OneNote” button that News360 has, as well as the words in the story remaining searchable.

Doxie

This one is for users of Doxie portable scanners. If you have one of these lightweight and portable gadgets, you’re going to love saving your scanned documents to OneNote! Any of the text can still be found with a simple search.

Integration is wonderful! Technology is amazing! With OneNote, Microsoft welcomes developers to make their own services with which to integrate for OneNote and share with users. Make OneNote your new best friend today.

Check Out These 20 Key Cybersecurity Tips To Help You Stop Stressing Out.

Small businesses are often unprepared for the latest cybercrime tactics used by hackers today. The FCC recently published a helpful Cybersecurity Tip Sheet to help small business owners strengthen their defenses. 

The U.S. Federal Communications Commission (FCC) reports that “theft of digital information has become the most commonly reported fraud, surpassing physical theft”. Hackers are constantly working to break through cyber defenses. Even worse, your small business is attractive to them because you’re an easier target than larger organizations.

Here are some shocking statistics:

• 43% of cyberattacks target small businesses.
• 60% go out of business within six months of a successful cyberattack.
• 48% of data breaches are caused by malicious acts. Human error or system failure are the cause of the remaining 52%.

While small business owners worry about cyberattacks, many aren’t allocating money in their budgets towards risk mitigation. Unless you take precautions to block hackers and computer viruses, you’re opening the doors of your business to cyber theft.

The FCC produced a one-page Cybersecurity Tip Sheet with the following advice for securing your small business:

Train employees in security principles.

Establish basic security practices and policies for employees, such as requiring strong passwords, and establish appropriate Internet use guidelines that detail penalties for violating company cybersecurity policies. Establish rules of behavior describing how to handle and protect customer information and other vital data.

Protect information, computers, and networks from cyberattacks.

Keep clean machines: having the latest security software, web browser, and operating system are the best defenses against viruses, malware, and other online threats. Set antivirus software to run a scan after each update. Install other key software updates as soon as they are available.

Provide firewall security for your Internet connection.

A firewall is a set of related programs that prevent outsiders from accessing data on a private network. Make sure the operating system’s firewall is enabled or install free firewall software that’s available online. If employees work from home, ensure that their home system(s) are protected by a firewall.

Create a mobile device action plan.

Mobile devices can create significant security and management challenges, especially if they hold confidential information or can access the corporate network. Require users to password-protect their devices, encrypt their data, and install security apps to prevent criminals from stealing information while the phone is on a public network. Be sure to set reporting procedures for lost or stolen equipment.

Make backup copies of important business data and information.

Regularly backup the data on all computers. Critical data includes word processing documents, electronic spreadsheets, databases, financial files, human resources files, and accounts receivable/payable files. Backup data automatically if possible, or at least weekly and store the copies either offsite or in the cloud.

Control physical access to your computers and create user accounts for each employee.

Prevent access or use of business computers by unauthorized individuals. Laptops can be particularly easy targets for theft, and can also easily be lost, so lock them up when unattended. Make sure a separate user account is created for each employee and require strong passwords. Administrative privileges should only be given to trusted IT staff and key personnel.

Secure your Wi-Fi networks.

If you have a Wi-Fi network for your workplace, make sure it is secure, encrypted, and hidden. To hide your Wi-Fi network, set up your wireless access point or router so it does not broadcast the network name (known as the Service Set Identifier, or SSID). Password protect access to the router as well.

Employ best practices on payment cards.

Work with banks or processors to ensure the most trusted and validated tools and anti-fraud services are being used. You may also have additional security obligations pursuant to agreements with your bank or processor. Isolate payment systems from other, less secure programs and don’t use the same computer to process payments and surf the Internet.

Limit employee access to data and information, and limit authority to install software.

Do not provide any one employee with access to all data systems. Employees should only be given access to the specific data systems that they need for their jobs and should not be able to install any software without permission.

Strengthen passwords and authentication.

Require employees to use unique passwords and change passwords every three months. Consider implementing multi-factor authentication that requires additional information beyond a password to gain entry. Check with your vendors that handle sensitive data, especially financial institutions, to see if they offer multi-factor authentication for your account.

In addition to the FCC’s Tips above, be sure to do the following:

POS and Payroll

Any devices that handle sensitive information like payroll or point of sales (POS) devices should be on a separate network from computers that access web pages or check email.

Strictly enforce your cybersecurity policies and practices.

Regularly review your cybersecurity practices and policies as to how your employees should protect your sensitive data and personal information. Be sure to include the consequences of violating your cybersecurity policies and practices and enforce them. Your employees must be held accountable for any infractions.

Administrative rights.

Admin rights should only be provided to the most trusted of your IT staff or contracted out to a professional IT Managed Services Provider (MSP).

Web pages

Protect all the pages on your public-facing websites – not just the sign-in and check out ones.

Never leave your business phones, laptops, tablets or other computer devices unattended. Don’t leave them out in public or even in a locked car.

These devices contain your sensitive business information and could fall into the hands of a thief.

Password protect and encrypt all of your devices. 

Encrypt the data on all of your computer devices. Consider using full-disk encryption as well. This will lessen the risk to your sensitive business information.

Use encrypted websites when providing sensitive information.

Only trust websites that use encryption to protect your information being sent from your computer to their server. An encrypted website will use https at the beginning of the web address – look for this indicator on every page of the website, not just the page where you log in.

Routers

Make sure your router is set up securely. If you don’t, cybercriminals can gain access to your sensitive business information on your computer devices. Always change the name of the router to something else rather than the default it came with. Furthermore, change the router’s pre-set password to your own long and complex one. Ensure your router software is up to date by visiting the manufacturer’s website for new versions. Don’t use any remote management features – if enabled, disable them, and always log out as an administrator. (When it comes to setting up your network you should consider using an expert IT Managed Services Provider.)

WIFI Hotspots

When accessing WIFI Hotspots in airports, hotels or other public places only send information that’s encrypted. Be sure to avoid access mobile apps that require your personal, business or financial information.

If your business is compromised, make sure you take the necessary steps to inform the authorities. The Federal Trade Commission advises that you contact them as well. You can access their Data Breach Response Guide by visiting: https://www.ftc.gov/tips-advice/business-center/guidance/data-breach-response-guide-business

For more information about cybersecurity for your business, or a complimentary assessment of your overall IT security, contact the experts at {company} at {phone} or {email}.

 

 

Weather is unpredictable, and this is clear every time a meteorologist gets the forecast wrong! Do you have a contingency plan in place for your organization to be ready on a moment’s notice?

Ah, the weather. The weather decides the fate of so much of what we do. Going to a backyard BBQ this weekend? There’s a good chance of rain, so you may want to check if it’s still scheduled. Heat wave coming? Better re-think that marathon and consider a movie marathon instead. Planning an outdoor wedding – maybe on the beach – in June? You probably want to have a backup plan in case of a hurricane!

But seriously, major storms happen. The reality is the projected path of a storm isn’t set and can shift at any time, putting any of us right in its path, whether a hurricane, a tornado, a nor’easter, flash flooding, or anything in between. With every inch of the globe susceptible to major storms, emergency preparedness is important.

Are you prepared?

Businesses along the coastal United States are aware that hurricane season is predictable. Every year from roughly May through the end of November, though the actual timing varies, it’s expected that a handful of hurricanes will impact life, and force us to consider everything from emergencies to contingencies.

• Each year, an average number of 13 major storms, like hurricanes and tropical cyclones, impacts the North American coastal regions. Some storms, like Hurricane Katrina in 2005 and Hurricane Sandy in 2012, or more recently Hurricane Harvey in 2017, cause tens of billions of dollars in damage.

There are also storms that aren’t classified as major based on environmental impacts, but these still have the potential to impact daily life, especially with damage, power outages, and even temporary flooding. Some cities essentially shut down for days, or even weeks, after the winds calmed, the waters receded, and the sun shone again.

Insurance companies are quick to estimate damage regarding losses, including homes, cars, furniture, and personal items like clothing. Cities and utility companies can speak to the time estimated for restoring power to communities, and critical needs like clean drinking water and medical care. Organizations like the American Red Cross are quick to assist with food and clothing and personal care items like toothpaste and other hygiene help like mobile showers. The list goes on!

There is no “average cost per storm” because the number can’t be quantified. The cost of infrastructure damage is estimated for each instance, yes, but how can you determine the average impact of an occurrence with so many variables and so little that can be predicted?

If a storm or natural disaster affects the power grid, utility companies try to offer estimates until power is restored, yes, but the outage is felt with much deeper impact. Without power, a family loses lighting inside and out (from the bathroom overhead light to the streetlamps that offer guidance in the dark), but also the power to the refrigerator and stove for basic needs like meal preparation. From the commercial standpoint, a business losing power faces the same issues with the refrigerator in a break room, but much more critical items that may be impacted are digital elements like computer servers, email, and communication, as well as file access and data storage.

Even “low-tech” companies feel the crunch. Grocery stores that lose power have to dispose of all frozen and refrigerated items, representing thousands of dollars in revenue lost. When can power be restored? When can deliveries be made to replenish? When can petroleum stations resume fuel sales? When can families shop refill supplies for home? When can electronic payment transactions resume? Those “low-tech” companies are the same companies that supply resources to “high-tech” firms, like basic office supplies for daily operations. Everything is mutually reliant!

Preparedness is key. What can businesses do to protect themselves in case of a situation like this?

• Know your risks.
  • Floods, lightning, hurricanes, tornados, extreme heat, tsunamis, landslides, fires and wildfires…a few of these may seem highly unlikely, but the more detailed your list is, the better prepared your business will be. Don’t wait until the flood waters are at your door, or a tornado watch has been issued, or a wildfire is encroaching and emergency services are banging on your door with evacuation orders and it’s too late!
• Know your warning systems.
  • Local news and weather stations will be the most likely places to inform the immediate community, but these aren’t always the most accurate or reliable sources for information. A “weather radio” is a great investment, and preferably one by NOAA: The National Oceanic and Atmospheric Administration, a nationwide network of radio stations that broadcast continuous weather information from your closest National Weather Service station. Think about this: hurricanes give notice, but tornados don’t!
• Have a communication plan.
  • If your organization is more than just you, have a plan in place with multiple methods to contact each person so that everyone can be reached. Is everyone safe? Does everyone know what is needed and expected of them, and if the workforce needs to be completely distributed until the eye of the storm passes?
• Have a backup plan.
  • While more and more brands are moving to the cloud for data and file storage if any files or records are stored on-site or at a location where storms or natural disasters may impact operations, have a backup plan in place. By this, we mean have a plan to back up your data with a plan in place to safeguard this data. This plan could potentially eliminate your brand’s downtime, which directly translates to minimizing loss of revenue and maintaining continuity of processes.
  • Whose responsibility is it for maintaining these back-ups and contingencies, and what methods are in place for data or access restoration?
• Protect yourself.
  • What safeguards do you have in place for both physical and digital protection during times of extreme situations? Nobody enjoys spending time worrying about the safety of an office or if their network is secure. Now is the time to assess these safeguards and update to minimize your overall risk.

Storms and natural disasters are not the only dangers we face that require contingency plans.

• Did you know that cybercriminals have attempted to gain control of major infrastructure elements in the United States, like the power grid, systems that control water supply, aviation communication and control, and more? These threats give no warning but require equal efforts on your part for safeguard measures. What can you do in situations like this? The same list above applies!

Don’t wait until cybercriminals, weather, or a natural disaster is looming; make a plan now to be prepared IF something should happen and stay ahead of the proverbial storm. Steps you take now may well be the difference between survival and suffocation. Your contingency plan may just save your professional life!

Believe it or not, the primary purpose of technology is to improve our lives. Making your tech work to increase productivity and efficiency is the ultimate goal of every CEO – so take your first step today!

Technology can be fantastic! With the push of a button, the average person can:

• Make a single cup of coffee
• Toast bread or warm something in a microwave
• Wash an entire load of dishes in a dishwasher
• Adjust the temperature in a room or a car
• Call someone on the telephone
• Power a television on or off, and the list just goes on.

The push of a button can turn on a computer or smartphone, and the push of mouse or trackpad button can open an Internet browser or desktop application. You get the idea.

Microsoft wants to help and has pushed boundaries in technology over the last few decades. Today’s Microsoft is a far cry from the company that “started in a garage” in 1975. Based on the idea that technology could make using technology easier, Microsoft designed the predecessor to current-day operating systems. Since then, Microsoft has brought us the Microsoft Office Suite and a myriad of productivity software applications, as well as numerous desktop and laptop computers, tablet and smartphone devices, and gaming platforms for the consumer market – but you already know this. Today’s Microsoft is responsible for revolutionizing the workspace and mobilizing workforces around the globe. So long as we can connect to the Internet, we can connect with each other and communicate. Professional continuity is now 24/7, and productivity doesn’t stop.

From Word to Excel to Outlook, the staples of global professionals, Microsoft has brought us software applications that offer a promise of improving our lives with technology. The word processor replaced the typewriter, and the spreadsheet replaced the adding machine. Fast forward to Microsoft Office 365, the subscription-based service that supports absolute continuity with access to files from anywhere, unlocking professionals from their physical workspace or office-with-a-desk and opening up endless possibilities.

Enter OneDrive, SharePoint, Teams, Flow, and the variety of other applications that Microsoft has introduced in the last decade or so, and we think you’ll agree that Microsoft’s position has truly solidified into simplifying our lives with technology.

Have you tried OneNote?

Microsoft OneNote is a handy app that caters to the crowd that makes scribbles on little slips of paper or the corners of sheets in a notepad during meetings or while on calls. If your desk, wall, or any flat surface is covered with sticky notes, Microsoft OneNote was designed just for you. The simplistic nature of the app is deceptive – the app is designed to function in one way: collect your notes in one place for organized and cohesive thought collection. But what’s really cool is the open environment which Microsoft encourages! There are about 100 add-ins that OneNote users can access, or users can create their own add-in.

One of the developers over at Microsoft, in his spare time, created a cool add-in called Onetastic. Onetastic is a free add-on for Microsoft OneNote that extends – or adds – functionality for users in OneNote. What we now call add-ins would be considered hacks just a few years ago, but because they are designed with usefulness in mind, rather than malice, add-ins are a welcome addition to an application.

In the case of Onetastic, the add-in was designed by a Microsoft developer as a side project outside of the Microsoft realm. To get the Onetastic add-in, follow these steps:

• Check for the most recent update of OneNote 2010 or OneNote 2013
  • You must be using the PC desktop version
• Verify which version of Office you’re running:
  • Click “File” -> “Account” -> “About OneNote”
  • The first line of text, at the far right, will indicate 32-bit or 64-bit
• Visit https://getonetastic.com/ and download the corresponding version of Onetastic
  • Documentation for this application add-in is currently available in about ten languages to support global productivity
• Once the add-in has fully downloaded, restart OneNote
• Users will see the add-in in the upper right of the ribbon

If you’re interested in Onetastic, there are several features that are favorites highlighted throughout the Onetastic portal. From calendars and quick tools to macros and shortcuts, here are a handful of features we think you’ll like best.

OneCalendar

The Onetastic add-in scans all of your Notes and organizes them for you in chronological order, and in a calendar view. Users can hover over each entry, and a modal will pop up with additional information and details about each Note.

This is an especially handy feature if you’re trying to remember a specific Note but can’t recall the exact date of the Note. Yes, you can search for the Note, but if you don’t have the search string to help you hunt the Note down, this is another way to discover it.

Pin to the Desktop

Ah, Pinterest – the innovative invention that digitized the concept of “pinning”. In OneNote, with Onetastic, users can pin a Note to the desktop or a Favorites list.

Custom Styles

OneNote doesn’t have the out-of-the-box built-in functionality of Styles or customization. Users have one set of Styles for headings and page titles, etc., but with Onetastic, users can create Styles very simply:

• Select text
• Save as “Custom Style”
  • Name the Style
  • Choose the attributes and formatting you’d like applied with the Style

Universal Adjustments

One item of caution with universal adjustments is that users will get a pop-up message with an alert that you won’t be able to undo a universal change or edit across multiple Notebooks. Universal adjustments will only apply to open Notebooks, and the user can select which Notebooks for these universal adjustments to apply.

• One cool trick of Onetastic is the ability to slightly increase or decrease every font size on the page at one time. This is helpful and saves time given a user’s only other option is to select each section of text, one at a time, to increase or decrease the font size.
• Users can search and highlight or replace text across pages or Notebooks.

Images

Microsoft gives users lots of tools and options for images in Word and Outlook, but extremely limited functionality in OneNote for images. Onetastic helps users with manipulation options.

• Users can re-size an image by a percentage
• Right-clicking on an image gives the user more options
• A cool feature for users is the ability to select text from an image, copy just the text, and paste the text – for other documents, emails, etc.

Macros

What is a macro? A snippet of code or programming that takes adds on to an existing application by taking existing functionality or a series of existing functionalities within an application and perform these tasks very quickly.

“Super” users – users of any application that are very experienced with advanced tools – love macros. Users in OneNote have likely experimented with tables and other advanced functionalities, but the macro options that users have with the Onetastic add-in offer an entirely new universe of options.

• Click the “Download Macros” button
• Users are taken to a part of the Onetastic website called Macroland
• Search and discover pre-made macros

Popular macros include:

• Insert Monthly Calendar – create a quick calendar with a table in OneNote that adds a 7-column table with just a few options and the macro inserts a perfect calendar. Users can customize the physical size of the calendar.
• Add a Table of Contents in the current Notebook, and your tabbed screen will have links to each page so you can quickly click from one OneNote to another using hotlinks for every tab in the Notebook
• A macro called “Where Am I?” adds breadcrumbs, which are helpful in large Notebooks

Microsoft certainly tries to make all our dreams come true by simplifying our lives with technology, but where they leave gaps there are add-ins to help out. Check out the free tier of Onetastic today and try the features we list – and discover your new favorite ways to use OneNote!

A ransomware attack has left Atlanta officials with no choice but to shut down their municipal courts while they determine the best course of action. The hackers responsible are demanding $51,000 worth of bitcoin in ransom.

In late March, the city of Atlanta’s IT systems were hit by a ransomware attack that is still affecting them today. Described by Atlanta Mayor Keisha Lance Bottoms as a “hostage situation”, the ransomware attack has crippled their municipal court’s IT systems and is preventing residents from paying bills online. The cybercriminals have demanded a ransom of $51, 000 to be paid in bitcoin.

Since the ransomware was first discovered, the city officials, along with members of various law enforcement agencies, such as the FBI and Department of Homeland Security, have been working hard to determine what type of information was compromised and whether it could affect citizens directly.

The SamSam malware in question hunts for critical files and uses AES 256-bit encryption to lock them up, offering a key to decrypt them only if a bitcoin ransom is paid. If the victim doesn’t pay, they erase all the data.

What makes SamSam different is in the way the attacks develop. SamSam scans for open ports and uses a brute force attack until it gets in. A brute force attack means that they’ll constantly hit the port with credentials until one works. Once the hacker group succeeds, they’re inside your system.

The ransom note left by hackers said that refusing to pay the $51,000 would result in deletion of all the information. This particular group of hackers has successfully collected $850,000 since last year.

This wasn’t the first time SamSam paralyzed a government – it also infected offices in Colorado, North Carolina, Alabama, and Maryland. Governments’ operations are mission-critical, and so hackers like this know that they often pay the ransom.

What about your business? Could you wait more than a week after a ransomware attack to start turning your computers back on? How long could you hold out before the loss of business and downtime would cause permanent damage to your bottom line?

How Ransomware Works and How To Defend Against It

In a ransomware attack, a hacker gains access to an organization’s computer systems. Typically, an unsuspecting employee clicks on an emailed attachment that appears to be a bill or other official document. In actuality, the attachment installs a malicious software program (malware) onto the computer system. Once embedded, the malware allows a hacker access to critical systems, often giving complete remote control data and access.

Hackers are getting more sophisticated. Today, the malicious code may be placed on a website. When a user with an unsecured or unpatched software program accesses the site, the malware slips inside that user’s computer.

Protecting your business

The FBI recommends that organizations continue to be vigilant when it comes to safeguarding systems and educating employees. The two areas that the FBI recommends that organizations focus on are:

• Creating and frequently reviewing a robust business continuity plan that can be deployed in the case of a ransomware attack. Data should be backed up regularly. The backups should be inspected to verify that they maintain their integrity. Backups need to be secured and kept independent from the networks and computers they are backing up.
• Ensuring employees receive proper awareness training and that prevention controls are in place and comprehensive.

Tips for keeping systems secure

The FBI has released the following tips that are applicable to organizations, employees, and individual computer users:

• Be sure that employees understand what ransomware is and what role they play in keeping the organization’s data and computer network systems protected.
• All software, firmware, and operating systems should be patched on desktop and digital devices (including smartphones, tablets, and laptops). A centralized network patch management system can make the coordination of these efforts easier in large organizations.
• Confirm that anti-malware and antivirus settings are deployed to automate all updates and to continually conduct system and device scans.
• Have very clear access and authorization procedures in place. Do not provide administrative access to employees unless absolutely necessary. Administrator accounts should be used sparingly.
• Access controls should be configured so that shared permissions for directories, files, and networks are restricted. The default settings should be “read-only” access to essential files, with limited permissions for write access to critical files and directories.
• Macro scripts in Office files should be disabled when sent over email.
• Software restriction policies should be created or other controls implemented that prevent execution, especially in the common locations where ransomware lurks, such as temporary folders used by the most common web browsers.

The FBI encourages any organizations that believe they have been a victim of a ransomware attack to report the issue to the agency’s Internet Crime Complaint Center.

Don’t wait until a ransomware attack locks up your data. Take steps to protect your business now by partnering with Ray Morgan Company. Get in touch with us at (530) 343-6065 or info@raymorgan.com to get started today.

Cybersecurity facts you might not already know, that are affecting you right now and what you need to know to protect yourself and your business.

With the benefits of the Internet came negatives as well, like one of those group bundles that you have to buy together. In order to protect yourself from the negatives of the Internet, you need to know the cost of cybercrime, and how it can impact your business. These are 5 startling statistics about cybersecurity in 2018 and what they mean for companies of all sizes

1. Cybercrime will inflate to $6 trillion
   Cybercrime will cost us $6 trillion annually within the next three years, which is twice what we paid in 2015. The Wall Street Journal estimated that the cost of cybercrime in the U.S. in 2015 was $100 billion. With cybercrime growing at this rate it is essential to ensure that your cybersecurity is rapidly progressing as well. This is more than the amount of money we spend combating all illegal drugs combined, which is a whopping $44 billion, just this year. In 2017 WannaCry ransomware worm held companies, large and small, to more than $100,000 in ransoms.
2. Cybersecurity costs are similarly inflating
   It is reported that we will spend more than $1 trillion in combating these escalating cybercrimes. To gain some perspective, the US has spent $4.79 trillion on the War on Terror collectively from the countries of Iraq, Afghanistan, Syria, and Libya, since Sept 11, 2001. In 2017, WannaCry ransomware reached over 150 countries costing $4 billion in damage (apart from the ransom). This example is representative of the average cost of a cybersecurity breach – this does not count towards the costs of insurance, which usually doubles or triples the insurance premium after an attack.
3. Cybercrime overshadowing its counterpart
   While cybersecurity tries to keep up with the inflation of cybercrime, it still falls short year after year. Cybersecurity positions remain underqualified and understaffed. The number of positions not filled will triple to 3.5 million by the year of 2021. Currently, to combat this, all IT positions are dual-purposed as cybersecurity positions as well.
4. Humans overpopulating their technological counterparts
   Cyberattacks have shifted their focus from machines to humans. In 2017, there were 3.8 billion Internet users. This is staggering when you realize that this makes up 51% of the total world population. Even worse, this increase shows no signs of slowing or stopping anytime soon. It is calculated that by 2030, that there will be more than 7.5 billion Internet users. Within 12 short years, Internet users will increase from 51% to 90% of the total world population. More users mean more cybercrime.
5. Ransomware damage costs increase by 1500%
   The cost of global ransomware is estimated at $325 million in 2015. By the end of 2017, this number had already multiplied to $5 billion. Again this growth is only predicted to get worse. By 2020, this should easily quadruple to $12 billion. It is reported that currently, more than 4,000 ransomware attacks happening each day. In 2017 a ransomware attack occurred every 22 seconds. By 2020 they will happen every 14 seconds.

So what does this mean for your company?
This means that just as fast as these criminals and attacks are occurring, you need to be preparing. You can prepare your business to survive these attacks by completing a few tasks. To be able to prepare, respond and recover from these attacks you need to train your staff, to know what current threats are out there, and develop cybercrime policies and procedures.

You can prepare for a cyberattack by keeping up to date on current cyber threats to your company. Over 2 million new malware attacks are launched every day. Recent examples of these hazardous cyber threats are seen in the Meltdown and Spectre bugs. Both Spectre and Meltdown could allow potential attackers access to your business’s data. Ransomware, crypto, and malware attacks are the top cybersecurity threats as reported by Forbes Magazine in 2018.

Responding quickly to a cyberattack is incredibly important. If you suspect a cyberattack, you need to immediately work to isolate it, so that it cannot spread through your entire business’ network. Then, you should identify critical assets of your organization so that you can protect those the most. Having a policy in place establishes what steps should be taken, and who is responsible for what. This will limit the confusion of trying to combat an active attack while directing everyone in what to do.

Recovering from a cyberattack should start with informing your customers.  It is reported that one of the most significant costs of a cyberattack is the lost value in customer relationships and brand name. For example, Home Depot and Target suffered a combined total of $554 million in losses due to lost customer relationships and damage to their brand name. To avoid this, you should be transparent with your customers right from the beginning. Letting your customers know will ensure that you are saving yourself from class-action lawsuits, and protecting your business’ reputation. Explain your plan of action to clients so that they can understand that you are containing and correcting the problem. After assessing the attack, you should know which portions of your company have been affected and which haven’t. This way you can restore missing data from the previous backup, and address where there is still missing data.

Establishing policies and procedures aid in protecting your company but you should also consider software that can help detect and isolate cyberattacks. For example, in just one month’s time, Symantec software blocked an average of one million online attacks each day.

According to Microsoft, 20% of small to mid-sized businesses have been cybercrime targets. Small and medium businesses need to make sure they are protected just as well as large companies are. Hiring cybersecurity staff is not in everyone’s budget, but there are other options such as software that can automate detection of these attacks through your corporate network. The faster your business responds to an attack, the better your company will be able to recover.

Knowing these facts, ask yourself: what is your business doing to prepare? Being proactive is your best option – don’t sit idle while your world crumbles around you.

Do You Want to Save Time, Money and Beat Out the Competition? We Have Some Important Information to Share

As you know, your architecture company is under constant pressure from economic shifts, a shrinking talent pool, and a fiercely competitive marketplace. When it comes to information technology you need solutions that don’t cost a fortune and can really make a difference.

One such solution is 3D modeling software. You can easily develop 3D designs with automatic features and without a lot of experience. There’s software for beginners, as well as more sophisticated solutions for experienced architects.

3D modeling software enables you to produce detailed and realistic results, and it’s the best solution to help you save time, money and efficiently modify your models as needed.

Are you looking for better collaboration with your team? Some forms of 3D modeling software use the cloud. They allow you and your coworkers to work on a computer model at the same time.

When IT solutions like 3D modeling are used wisely, they can provide a strategic advantage for your architectural firm. You can win bids, manage projects efficiently, and complete them without cost overruns.

The following are some 3D CAD modeling software solutions you might want to consider:

ArchiCAD is architectural CAD software that uses BIM (Building Information Modeling) that allows you to produce both 3D and 2D drafting, visualization, and modeling. It enables you to complete your building designs via the high-quality photorealistic renderings of both interiors and exteriors.

Revit is a BIM solution that allows you to collaboratively design buildings and infrastructures with your team. Authorized users can access centrally shared models to work together on designs and save time.

AutoCAD Architecture is a complete and practical tool that allows you to do both 2D design and 3D modeling, so you can better visualize your project. With it, you can create realistic-looking models with a blend of solid, surface and mesh modeling tools. AutoCAD Architecture is also useful for 2D drafting and drawing. Plus, it allows you to communicate and collaborate with others on the same project.

AutoCAD Civil 3D provides all the benefits of the solutions above but is better suited for civil engineering and construction professionals. You can produce civil designs, connect to AutoCAD Civil 3D to Revit, and rework and complete your designs with structural modeling.

3D Studio Max (3DS Max) although mainly used by those in the video games industry, is great for by architects who require previsualization. Training is available online if you want to give it a try.

Chief Architect is a CAD software for 2D and 3D rendering. It’s very easy to use, and you don’t need to have 3D modeling skills. The interface is intuitive, includes smart building tools, and lets you easily create a 3D structure. You can also export 360° panorama renderings that you can share with your clients.

SketchUp is also easy to use. It will help you save time and can be used for 3D modeling. You can create walkthroughs and flyovers to present your work to clients. It can also be scaled for accurate 2D drawings.

Rhino 3D is mainly used for industrial design and architecture. It provides great accuracy for models. It can be used along with Grasshopper, a graphical algorithm editor created by Rhino’s developers and made for 3D geometry and visual language. It’s designed for structural engineering, architecture, and fabrication.

CATIA is used in various sectors such as aerospace, automotive, high tech, and architecture. This software allows you to create complex and very accurate models. It has a practical collaborative environment as well.

Solidworks is a 3D modeling software mainly used by engineers. It can be a great solution if you want to create a quick design. You won’t be able to perform complex renderings, but it’s capable of designing a building and to obtain overviews of your architectural projects.

When using any 3D software programs, don’t forget about your IT security.

In this age of rapidly expanding IT networks and Internet economies, data and network security are of increasing importance. For architectural firms, managing your reputation and providing optimal customer service is of primary importance.

Data breaches are now commonplace. Imagine turning on your computer and finding that ransomware has locked down all your designs. Every minute that you can’t retrieve them means lost time and money and potentially lost clients. It’s essential that you protect your firm’s IT assets from malware, viruses and other forms of cyber attacks. To do this, you must adopt the following best practices for IT security.

Data Encryption

Stored data and across-the-wire transfers must always be encrypted. Architectural firms benefit from data encryption and user authentication tools to maintain the confidentiality of product designs, test-market results, and patent applications. Encryption is essential to protecting this sensitive data, as well as preventing data theft.

Disaster Recovery and Business Continuity

We live in a digital age where technology is used for most business operations. Disaster recovery and business continuity planning can prevent the catastrophic effects of data loss. Architectural firms must retain project documents for legal purposes, for future alterations, and historical documentation. If this data gets lost or stolen, a backup and disaster recovery plan prevents total loss of important documents.

Auditing

It’s important for architectural firms to regularly conduct IT audits to monitor, identify, alert, and block the flow of data into and out of a network. In addition, auditing can help locate and correct errors in business processes.

Anti-Spam Software

In order for an architectural firm to utilize their design software, computers and electronic devices must be up and running properly at all times. For any anti-spam software to be successful, it must be kept up-to-date. Keep in mind that anti-virus software isn’t enough; architecture firms must also use a comprehensive endpoint security solution, including anti-virus, personal firewall, and intrusion detection.

Security Awareness Training

Educating your users is the most important non-hardware, non-software solution available. Informed users behave more responsibility and take fewer risks with valuable company data.

Just like you design quality architectures, your IT provider will design a secure architecture for your network that keeps your data safe. So, before you invest in CAD software, set up a consultation with your local IT Managed Service Provider.

Technology is invaluable in the legal landscape, and with time it will become even more so. Why is this? Because legal work is highly regulated, and many attorneys fear malpractice suits or failure to comply with regulations. Law practices throughout the world are adopting new technologies. Just like other businesses, they need to streamline their services, and secure their data, and technology helps them do this.

Every legal practice has three basic technology requirements:

1. To analyze diverse, extensive amounts of data.
2. To ensure the security of clients’ confidential information.
3. To increase efficiencies, productivity and cost savings.

However, some aren’t meeting these basic requirements because they aren’t using an IT Managed Services Provider (MSP) to ensure they’re using the right IT solutions.

If you want to succeed in today’s technology-driven environment, you need up-to-date, reliable and secure IT solutions. By handing this chore over to an MSP, you can focus on your core legal competencies.

What Should You Look For In An MSP?

Expertise in the following:

Case Management Software

The computerization of legal work has promoted the adoption of electronic spreadsheets, word processing, databases, telecommunications, legal research software, and presentation applications. Electronic case management has probably altered how your legal documents are prepared. You can now manage large case files and use software to search, edit, track, archive and distribute documents.

Case management software helps you stay organized. It brings your desktop calendar, contacts, filing system, and task systems together into one solution. You also need it for managing deadlines, storing client information and coordinating communications. It provides you the information you need to effectively manage your practice, along with feedback on how you’re progressing in all aspects of your cases. Make sure your MSP is well-versed on the applications you rely on every day, such as Copitrak, CompareRite, LexisNexis and other legal software solutions. 

Cloud Technologies

Just like with other businesses, legal professionals can now work remotely. With the right cloud solutions, you can travel for court dates and still access your documents securely. And, cloud technology can help you stay connected to your clients, staff, and colleagues. Solutions like Microsoft Office 365 that are powered in the cloud let you access documents and applications, and collaborate online securely from anywhere you have a computer and internet connection.

By embracing cloud computing, you can:

• Save on paper costs.
• Locate files more easily.
• Maintain and process Big Data (large amounts of information).
• Work collaboratively on files securely in real time.

Make sure your MSP is up to date on today’s secure cloud solutions. They should be able to help you improve your firm’s productivity, efficiency, collaboration and IT accessibility. They should also help you find the right solutions for data security, document management, and workflow improvement.

Financial Management Software

You no longer need stacks of papers, files and cumbersome logs to track your finances. Today, there are many software solutions you can use to track every transaction. But how do you know which is right for you? Your MSP should help you find the most suitable financial management software to help with budgeting, managing billable hours, accounts receivable, accounts payable, tax filing and more. They should also help you find the right software to aid in your short- and long-term planning. Unfortunately, many attorneys don’t think about the future when considering their financial goals. The right MSP can help you find the right software to do this as well.

Data Backup and Recovery Services

The intellectual property and sensitive information you store must be backed up securely. As you know, 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 firm to have a reliable backup system to keep data safe and avoid data loss. Your MSP should ensure your business continuity and disaster recovery solutions meet your objectives with robust backup and secure off-site replication solutions.

Ask them if they can provide:

• A Complete Backup and Recovery Strategy – Your firm requires a comprehensive onsite and offsite backup and recovery service that backs up all data and provides for your quick recovery when disaster strikes.
• Power Protection – 90% of disasters are power-related. Be sure your MSP provides UPS protection to ready your firm with alternative power sources to keep you operating.
• Email Continuity – Can your firm keep running if your email isn’t? Most can’t for more than 24 hours. Make sure your MSP can ensure you have a proper email continuity solution in place.
• Telephone Services –What would happen to your law firm if your telephone services were down? How would your clients reach you? Make sure your MSP tells you how they can keep your phones up and running when phone lines are down.

Remote Monitoring to Prevent Downtime

A qualified MSP will prevent IT downtime. Your firm can’t afford to be idle. With remote monitoring solutions, your Managed Services Provider can detect and mitigate issues with your technology before they cause problems. Your MSP should provide 24x7x365 Monitoring and Maintenance services. If not, look for another.

Cybersecurity

As you know, it’s your legal obligation to protect your clients’ confidential information. Your MSP should be capable of handling all of your IT security measures and should be up to date on the latest cyber threats and solutions to protect your data.

They should implement a multi-layered, managed security defense using sophisticated security devices, technical controls like firewalls, patching, antivirus, software updates, intrusion-detection and log analysis systems. They must also be able to provide Security Awareness Training for your employees to ensure they don’t click malicious links or open phishing emails.

Data and Email Encryption

It’s essential that you use encryption to protect your confidential data. Encryption should include both emails and data to ensure the security of this information. It should protect data at rest, such as on laptops or portable servers, as well as data in motion, such as over wireless networks or the Internet. Your MSP must be capable of providing this service for you.

Mobile Device Management

With the rising use of BYOD (Bring Your Own Device), it’s essential for your MSP to provide Mobile Device Management. If an employee’s mobile phone is lost or misplaced, they must be able to erase the contents of the phone. This requires the expertise to know how to ensure your mobile devices are set up correctly, and your business information is properly safeguarded. If a mobile device is lost, or a staff member leaves your employment with your legal data, you can rest easy knowing that the device can be remotely locked or wiped if necessary.

Artificial Intelligence (AI)

Legal professionals now use AI to handle laborious and time-intensive tasks so that they can focus on higher-value work. Using AI makes it possible for you to concentrate on more important tasks and use your expertise and time for the benefit of clients. AI is highly reliable and can identify key documents that staff members might miss. During the due diligence phase of a transaction, AI can locate contractual provisions with a high degree of accuracy. AI can also help you deliver services to clients more quickly and affordably without sacrificing the quality they demand. The right MSP should be able to suggest AI solutions to save you time and money.