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Archives for March 2019

This Week in Breach: Oregon Department of Human Services (DHS)

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Oregon Department of Human Services (DHS): State agency of Oregon.

Risk to Small Business: Severe: Last Thursday, the Oregon DHS announced that it suffered a data breach after nine employees opened phishing emails and exposed their accounts to hackers. As a result, the social security and personal information of an undecided number of citizens could have been exposed. Along with having to inform the affected individuals, the state’s largest agency will be forced to upgrade security efforts and likely conduct cybersecurity training for employees.

Individual Risk: Moderate: The privacy breach could have included first and last names, addresses, DOBs, SSNs, and case numbers related to DHS programs. State residents should monitor their credit reports for possible payment fraud but will remain at risk.

Customers Impacted:  To be determined

How it Could Affect Your Customers’ Business: In the wake of numerous phishing attacks resulting in privacy breaches, organizations storing personal information must take notice and begin protecting individuals. Employee phishing scams are entirely preventable with proper cybersecurity training, which can effectively mitigate the risk of breach. The case and ROI for phishing security solutions becomes intuitive when we consider the potential damages and costs.

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In Other News: Why small businesses struggle with cybersecurity best practices

A recent report unveiled that almost 70% of companies have cybersecurity best practices in place but neglect to take the necessary steps for securing their business. The new study by ESET and Kingston Digital that surveyed 500 British business leaders also found that 44% do not even secure devices with anti-virus software, exposing themselves to cyber threats and GDPR fines.

The reason? A disconnect between the procurement teams responsible for providing equipment, IT teams who implement guidelines, and employees who follow them. To shift the paradigm, security professionals must work closely with other departments to avoid silos and use the right tools to ensure employee adherence.

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Scam of the Week: Bad Guys are Moving to Mobile Phishing for Gift Card Scams

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The bad guys are taking advantage of innocent employees by posing as one of your organization’s executives or even your CEO. Using methods of urgency and authority, they intimidate you into buying gift cards for “business reasons”. This trick has been around for a while, but recently these scammers are taking it one step further and requesting your personal cell number to communicate with you while you do what they ask.

Here’s how it works: They send an “urgent” email that looks like it comes from an executive in your organization. They create a sense of urgency by using subject lines such as “QUICK RESPONSE”, and they intimidate you by saying: “Give me your personal cell number. I need you to complete a task for me”. Once the bad guy has your number they put even more pressure on you to complete the task before you have time to think!

Don’t give in and hand these criminals your personal number and your organization’s money! Stop and think before you respond:

  • Do you recognize the email address? Even if the email appears to be legitimate, question it.
  • Do you usually receive requests like this, or is this unusual? Call the executive or your supervisor to validate this request before responding or buying gift cards.


Stop, Look, and Think. Don’t be fooled.

Why you Should Outsource IT Services for Your Small Business

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Small businesses working with little capital have the most growth potential. In order to run a successful business, however, one has to mix hard work with innovative techniques and tricks that can help the company expand. One such strategy is to hire IT services to ensure the smooth operations of the firm. Hiring IT services is a wise move for any business. For a small business in particular, IT services can work wonders. Here’s why.

Cut costs

Firms don’t always have top-level experts working in all departments. Sometimes, businesses need a little extra help to not just survive, but thrive. Hiring IT services will not only help you with the technology side of the business, but it will also help you to cut down the cost of doing business. By outsourcing IT consulting services, you will be making an investment in the secure operations of your business. IT consultancies in Boston are known for providing top-notch services at affordable rates which can save your small scale business a lot of funds.

Address challenges in real time

Outsourcing IT services means you will have constant support in any and every IT emergency. In today’s modern age, a firm’s success depends heavily on the smooth operation of its IT infrastructure. An IT expert can help streamline your IT practice, install the most modern technologies, and guarantee increased accuracy.

Give your business a head start

Hiring IT services will help you start your business on the right foot. You will have a team already in place, ready to deal with IT related problems and challenges from day one. IT services will improve your day to day operations, and help you with IT strategies focused on your customer base. IT services can change your IT infrastructure completely, giving you an edge over your competitors. Various consultancies in Boston have tailor-made services for small size businesses. IT support in Boston is considered to be one of the best in the industry.

Better FocusIT assistance for your business can can minimize the risks and challenges that you may face in the future. You will be able to focus on other areas of the business without worrying about IT issues. With IT services at your disposal, you won’t have to go through the tiresome process of hiring and training employees for IT consulting services. IT support in Boston like Oram Corporate Advisors will eliminate the need to hire in-house IT experts, thus streamlining your technology systems.

The Biggest Backup Mistakes Businesses Make

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Companies rely heavily on technology for their day-to-day operations – from customer service and ordering to manufacturing and accounting. Consider the technology, from hardware to software, your business uses to keep it moving forward every day. Now imagine what would happen if something went wrong and it stopped working. Whether a virus has paralyzed your operating system or a hacker has infiltrated your network, could you recover quickly to keep your business functioning? How will you recover lost data files crucial to your daily operations?

Disaster scenarios are not anomalies. Unfortunately, it happens on a regular basis and can have serious implications for businesses. This is why backup is so imperative to today’s business operations. While you may be thinking that you’re covered because your business has data backup, you might be surprised to know that this may not be functioning the way you think it is. There are several mistakes modern organizations make when it comes to data backup that every business owner should know about how to stay on top of their business backup.

Know What You Need

According to a piece in Small Business Trends online, more than half (58 percent) of small businesses are not prepared for a data loss. The article goes on to show that 140,000 hard drives fail in the U.S. each week. That’s right. Each week. Furthermore, it states that 60 percent of small to medium businesses that lose their data shut down within six months of the loss.

“On average, small companies lost over $100,000 per ransomware incident due to downtime,” according to an online article by CNN Business. “For one in six organizations, these attacks caused 25 hours or more of downtime.”

Businesses need to understand the massive impact system failures, regardless of the cause, can have on their operations. One of the first things business leaders should do to properly prepare their backup and disaster recovery (BDR) plan is ask themselves the following questions:

  1. What data is mission critical to my business? Consider customer records, inventory, accounting, etc.
  2. Where is that data stored, which systems run those applications, and how is it currently being backed up? Think about where business critical data is being stored, how often it is being backed up, and if your company regularly tests its backup systems.
  3. How much data can my business afford to lose and how much downtime can it handle without long-term consequences? The answer to this question is your recovery time objective (RTO). How long can your business go without being able to process sales, manufacture products, provide services, pay employees, invoice clients, etc.? How quickly do you need to be able to rebound from such a disaster to prevent a loss of revenue, clients, and reputation?

The answers to these questions will help you outline the backup and disaster recovery needs specific to your business. Your IT manager should be able to answer all of these questions. If you don’t have an internal IT manager, a professional third-party IT vendor such as ORAM Corporate Advisors can help you formulate and implement a BDR plan that works for your business.

Cover Your Cloud

Another big mistake people make is not backing up what they have stored on the Cloud. The Cloud is not just some empty space where things are stored. It is actually a third-party storage option. In other words, instead of storing things on your own server, your things get stored on someone else’s server.

You need to ensure that you don’t forget to back up your Cloud email, storage, and files. I would not trust a third party to maintain that data for me. At ORAM, we recommend Backupify as a terrific back up option for everything you have on the Cloud.

Though you have stored all of this information on the Cloud, backing up that data is important for a variety of reasons. First, you may need to back up that information to meet industry standards or government regulations. You also want to be prepared in the event your business is attacked by a virus, ransomware, or other hack. Additionally, there are disasters that can unfold such as earthquakes, hurricanes, fires, and others that are beyond your control that can negatively impact your data. Internal threats such as disgruntled employees can compromise data that is imperative to your business as well by simply deleting it. Backing up your software as a service (SaaS) avoids, or at least reduces, the impact of such devastating crises. 

Testing, Testing, Testing

One of the biggest backup mistakes people make is not testing their backup systems. Businesses will install applications or programs and let them go to work. They fail to define what exactly is being backed up and then they never test it.

For example, consider some of the online services businesses use such as Carbonite. Back in the day, Carbonite didn’t back up their QuickBooks files. People would install the software on their computers and think everything was backed up but, lo and behold, it wasn’t. Databases, like QuickBooks, were not getting backed up because the file was constantly in use by other software, therefore, they weren’t able to take a snapshot to back it up.

To date, some backup programs like Carbonite don’t backup everything you may need to have restored in the event of a disaster scenario. While some software is very good at backing up common files such as documents, photos, and spreadsheets, they can fail to backup less-common file types such as secondary files or files larger than 4GB. When it comes to backup, this could put a real damper on your business operations should the worst happen.

Backup testing should be fully automated so as not to pull human resources away from your business operations. The automated system should test backup and restoration services for the following:

  • Virtual Machines
  • Applications
  • Databases
  • Individual Files

Ideally, your automated backup testing should occur each time your system is completely backed up though this rarely happens. Backup testing should happen on a regular basis not only to ensure that backup is happening as it should but also that it can handle the additional data your company is creating as your business expands.

Additionally, testing should do more than just check that your data is being backed up. It should also test your recovery so you have information about the length of time you can expect to be down if your system is struck by disaster. This allows you to be specific with your clients, partners, and others about when they can expect your systems to be functional again rather than giving an arbitrary message that your system will be up and running again “soon.”

Backup Everything You Need

Another thing I would say is a backup mistake people make is not taking a full snapshot of their environment. As an example, for a long time people did file-based backup. They simply backed up the files on their computer. In reality, you don’t want to backup just the files on the computer.

Using an old-school analogy, you want to put the tape in the VCR and hit play. That’s what we call a snapshot. We say, “Ok. This device has failed. Let’s do a restore to a point in time and then we can just go from there.”

In the era of ransomware, crypto viruses, and other threats to business operations and data, you want your business to be able to be back up and running as fast as possible. Whether it’s a server or a computer, you need to be able to hit that VCR play button for a certain point in time. This allows the business or the person to move forward as fast as possible.

This environmental snapshot is important. Statistics from World Backup Day, which occurs on March 31 each year, shows one in 10 computers is infected with viruses each month yet 30 percent of people have never backed up their data. This statistic alone demonstrates the importance of having automated backup software such as Mozy working on a regular basis to protect your business.

How can these mistakes be avoided?

The best way to avoid these common business backup mistakes is to ensure you have proper procedures in place that meet the specific requirements of your business and that they are functioning properly. Confirm that your business network is backing up weekly and consistently test a full restore of your systems to ensure that everything is backing up, so you never have to worry. Check to ensure that your data is not only being backed up regularly and backing up everything, but be sure that your recovery plans are functioning smoothly as well.

Be sure to do your homework when looking for the best backup and recovery plan for your business. PC Magazine put together a piece in January, “The Best Cloud Backup Services for Businesses for 2019” with a full chart of backup software options in the Cloud. The chart compares various software with ratings for everything from price to encryption in transit and regulatory compliance.

Check with your internal IT manager or consult with a third-party IT vendor such as ORAM Corporate Advisors to make sure you have the right processes and procedures in place. This third-party consultant can also help you with regular testing to make sure your network is backing up as it should and that your recovery system is also functioning effectively and efficiently. They can make software recommendations based on the unique needs of your business. For many businesses across several industries, such testing can also achieve regulatory compliance requirements as well.

If you have questions about developing a backup and disaster recovery plan, implementing it, or for testing, please call the experts at ORAM at (617) 933-5060 or contact us online. Schedule your free initial consultation today to achieve your IT goals within your budget.

Scam of the Week: Boeing Airplane Crash Email Scam

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Warning: There is an email scam going around about the recent Boeing airplane crashes. Be on the lookout for emails in your inbox from someone pretending to be a “private analyst”. The subject line could be similar to “Fwd: Airlines plane crash Boeing 737 Max 8″, and an attachment will be included in the email. They claim the attached file has leaked data and they warn you to notify your loved ones about other airlines “that will go down soon”. Don’t fall for scare tactics like this.

Even if attachments make it through email filters at the office or at home it doesn’t necessarily mean they’re safe. Remember to always be cautious with unknown email attachments, and never open an attachment unless you are expecting it from the sender and you’ve confirmed that the sender is legitimate.

Stop, Look, and Think. Don’t be fooled.

Moving Enterprise Resource Planning Applications to the Cloud

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Many small businesses use a variety of applications from QuickBooks to Salesforce to handle the needs of company operations. Though larger businesses can use the same mishmash of applications, most have moved to a single Enterprise Resource Planning (ERP) application that meets the same needs but in a single application. With such an excellent resource available, most companies are now focused on moving their ERP apps to the Cloud. 

Keeping Up with the Times

As technology has grown and we have become more mobile as a society, the ERP software is moving to the Cloud for improved access and speed. Hosting the ERP in the Cloud makes the app more user-friendly for a dispersed work environment. In other words, by hosting its ERP application on the Cloud, a company can share the benefits of the application with a distributed workforce. Individuals and departments in different locations such as remote employees, branch offices, and salespeople in the field can access the ERP quickly and effortlessly.

While ERP applications are big software that can be cumbersome and are often cost-prohibitive for small businesses, larger businesses have realized the many benefits a single application has to offer. For starters, an ERP can fully integrate all aspects of sales, production, human resources, accounting, and more under one application. Rather than deal with eight to 10 applications to handle business like most small companies, large companies can work with a single ERP application.

Additionally, ERPs build workflows that eliminate jobs as the various modules can “talk” to one another to complete multiple phases of a project that once took many people. For example, the manufacturing module of an ERP can communicate with the accounting module to signal that a product has been finished so the client can be automatically invoiced. With processes locked into place, it requires fewer people to handle operations meaning companies can save money on manpower.

Benefits of Moving ERPs to the Cloud

Savvy small businesses transitioned their apps to the Cloud long ago in the form of Software as a Service (SaaS). This allowed small businesses to work more nimbly while adapting faster to changing technology and our modern mobile society. The ERPs of the past often slowed larger companies down when it came time for such technology and working world adaptations due to their sheer size, much like turning the Titanic versus a tugboat.

The good news is that as larger ERPs have improved over the years, there’s been a push to move them to the Cloud. No longer do companies have to bog down their networks and limit employee access by hosting their ERPs locally. Today, moving business ERP apps to the Cloud offers many benefits including:

  • Faster Access to Business Systems
  • Ease of Management of the ERP
  • Simple Access for a Remote and Distributed Workforce
  • Allows for Unhindered, Seamless Growth

Transitioning to the Cloud

At ORAM, our advisors caution companies to avoid biting off more than they can chew when transitioning their ERP application to the Cloud. We highly suggest moving one department at a time after serious transitional planning. The order of operations and departments that are moved to the Cloud will depend on the unique needs of each company.

The biggest mistake businesses make as they transition their ERP apps to the Cloud is the lack of accounting for on-premises and legacy systems. Most companies have older systems in place they still utilize that need to be able to connect with the ERP once it is moved to the Cloud. For example, if a company has a large envelope printer from 1984 it still uses, that legacy system needs to be able to communicate with ERP to continue business operations without interruption.

The way to best approach moving ERP applications to the Cloud is with much discussion, forethought, and planning. You’ll need to look at your overall business workflow and operations. Employees on the front lines in each department can offer insights into processes, procedures, regular deadlines, and operations that may impact your transition plan.

In addition, consultants like those at ORAM can offer assistance with proper planning. Should your business require assistance in transitioning its ERP application to the Cloud without negatively impacting your business, the experts at ORAM Corporate Advisors can help through our consulting services. Call us today at (617) 933-5060 or visit us online.