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Saying Farewell to Windows 7: Why It’s Time to Move On to an Updated Product

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In the Fall of 2018, Microsoft announced that its Windows 7 product would experience its end of life as of January 14, 2020. This will have major implications for businesses as Microsoft will stop providing free Windows 7 support such as security updates. That means business leaders will have to choose between paying Microsoft an annual fee per device for updates and support to maintain Windows 7 or businesses will have to move on to an updated product such as Windows 10. This blog outlines what the end of life for Windows 7 will look like for the consumer, what your options are, and what the experts at ORAM recommend.

End of Life

Just as the human body runs out of steam and becomes too old or sick to continue to function properly, the same is true of technology. Newer, safer, better versions become available so the old technology typically goes the way of the Dodo. This is due to the fact that software manufacturers don’t have the manpower to continue to produce updates and provide support for older products as newer versions become available.

According to a June 2019 update for the Windows Lifecycle Fact Sheet, “Every Windows product has a lifecycle. The lifecycle begins when a product is released and ends when it’s no longer supported. Knowing key dates in this lifecycle helps you make informed decisions about when to update, upgrade or make other changes to your software.”

Extended Support Updates

While the end of life for Windows 7 is set for January 14, 2020, businesses not yet ready to make the switch to a newer version of Windows can opt-in for Extended Support Updates (ESUs). Businesses should be prepared as this extended support is expensive, especially for businesses that have numerous computers, and the cost will continue to increase over time.

For example, the first year of ESUs (January 2020 to January 2021) will cost $25 per device for Windows Enterprise and $50 per device for Windows 7 Pro. The second year of ESUs (January 2021 to January 2022), this cost will double and, by year three, it will double again.

In addition to the extraordinary cost for ESUs, the older versions of Windows won’t have the same capabilities on some newer devices which, again, limits its use.

“Prior versions of Windows, including Windows 7 and Windows 8.1, have limited support when running on new processors and chipsets from manufacturers like Intel, AMD, NVidia, and Qualcomm,” according to Microsoft. “A device may not be able to run prior versions of Windows if the device hardware is incompatible, lacks current drivers, or is otherwise outside the original equipment manufacturer’s (OEM) support period.”

Microsoft makes it clear on its site that, “If you continue to use Windows 7 after support has ended, your PC will still work, but it may become more vulnerable to security risks and viruses. Your PC will continue to start and run, but Microsoft will no longer provide the following support for your business (unless you pay the extra annual fee per device): No technical support, no software updates, no security updates.”

What it all boils down to is that without the continued support for Windows 7, businesses are putting themselves at a much higher risk of experiencing a breach or data loss.

It’s Time to Upgrade

In order to avoid security risks and viruses, Microsoft recommends that you upgrade to Windows 10. At ORAM, we agree with Microsoft’s recommendation that it’s time for businesses to make the move to an updated software such as Windows 10. Not only does keeping Windows 7 put your business at a higher security risk, which may put you out of regulatory compliance in some cases, but the cost of ESUs is prohibitive for most businesses and will likely cost your business more money in the long run than it would to upgrade, depending on your individual circumstances.

The software system of Microsoft 7 is very dated. It’s been out for 10 years now and Microsoft can’t maintain so many operating systems. To stay on the cutting edge of technology and save money, it behooves business leaders to upgrade their software.

Hardware Upgrades

In addition to software, now is the time to also take a good look at your business hardware. We recommend new hardware every three to four years to keep up with manufacturer warranties. We want to make sure our clients have hardware that is up to speed, can be effectively managed and is warranted by the manufacturer.

For machines more than a year old, ORAM recommends a hardware upgrade. The reason for this is that there is more activity happening online than there was just three years ago. This means consumers, the clients your business serves, use the latest technology and expect your business is doing the same. For example, voice recognition technology has made huge leaps and bounds in just the last couple of years and consumers are using it more every day.

If you make the move to upgrade your software without upgrading your hardware there are many steps to making the change. This can be costly in terms of IT hours and services. For starters, you’ll need to remove all information from your computer, install the new operating system, reinstall all applications, and then bring your data back over. The cost of that can be quite prohibitive as it can take three to four hours per device to make these updates to older hardware.

Installing new hardware with the new software already on board is more cost effective. It allows you to simply upload the apps you want and add your data. You’re all set to move ahead from there and it takes much less time. Of course, for ORAM clients on managed services contracts, installing new hardware and migrating data is part of our monthly services.

Beat the Rush

At ORAM, we recommend that our clients start getting ahead of replacements and upgrades now as hardware may end up on backorder depending on the increase in demand as we approach the end of life deadline. Additionally, you can expect that the cost of new hardware and software may even increase the closer we get to January. Also, you’ll want to schedule your managed services provider to perform updates and the swapping of hardware as soon as possible before they get completely booked.

For more information about end of life for Windows 7, software and hardware upgrades, or managed services, please contact ORAM Corporate Advisors now at (617) 933-5060 or visit us online.

The Modern Office and Security: What you need to know about protecting your business and its data

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One of the most critical components of the modern office environment for a healthy, scalable business infrastructure is security. It is the cornerstone of your IT for it protects the other components that your company needs to keep thriving and surviving in the modern marketplace. Today’s business security entails much more than just an anti-virus program and requires some pre-planning as well as a regular investment of time.

This blog covers the most important things every business should know about security. Additionally, it includes what business leaders should consider to best protect their organization, data, and clientele. As you will see, having the right security in place can make the difference between growing your business and shutting its doors permanently.

Secured Access

Every business should have secured access in place for both internal and external users on its network. As a modern company, both internal and external users will be accessing your data whether its email or highly-sensitive information not meant for prying eyes. This is important because data falling into the wrong hands can cost your business its reputation, revenue, and even its livelihood.

According to the 2018 Data Breach Investigations Report by Verizon, 73 percent of breaches were perpetrated by outsiders. This means your business data needs to be protected as much as possible and that external access to your network should be limited and monitored at all times. Hackers are always looking for a way to infiltrate networks. Phishing, ransomware, and malware were among the top means used by nefarious outsiders to access business networks in 2018. Of those breaches studied, 90 percent were motivated by monetary gain or strategic advantage (i.e. business espionage).

While you may believe that your business is too small for anyone to care about hacking its data, think again. A report by USA Today shows 61 percent of cyberattacks are aimed at small and medium-sized businesses. The same piece reported that a whopping 60 percent of small businesses close their doors for good within six months of an attack so it’s clear why security is so imperative to business survival in our modern society.

Though most breaches occur due to external sources, insiders can be just as dangerous to your business. Whether due to simple user error or something more insidious such as a disgruntled employee or cyber espionage, the aforementioned Verizon report concluded that 28 percent of breaches involved internal actors. Of those breaches, 12 percent involved privilege misuse. That’s why we always recommend implementing the practice of least privilege. This means allowing access to data only to those who require it to fulfil their job duties.

Email Security

Email is the bread and butter of communication for most modern offices. The use of email for both internal and external communications is a necessity for today’s businesses so securing it effectively is imperative. The issue is that it is also a major point of entry for many attacks.

A blog by CSO from IDG shows that 92 percent of malware is delivered by email. In addition, the blog stated that the average ransomware attack (which often occurs via email) costs a company $5 million. The same blog also stated that phishing attacks is one of the most common methods of email malware infection.

There is email and network scanning software available to help protect your business. At ORAM Corporate Advisors, we recommend Mimecast for email protection. It is a terrific solution to help organizations prevent email-borne ransomware as well as protect against the associated downtime and data loss such attacks can cause. ORAM recommends Mimecast because it “safeguards employee communication and reduces risk with targeted protection, data leak prevention, and enforced security controls.”

Mimecast, which I mentioned above for email and network scanning, is also an excellent solution for data loss prevention. Its data loss prevention solution scans all emails and file attachments and identifies potential leaks using flexible polices based on keywords, file hashes, pattern matching, and dictionaries.

Another piece of modern technology you’ll want to have in place is multi-factor authentication. Multi-factor authentication is a security system that requires more than one method of authentication to verify a user’s identity. This can range from requiring passwords that must periodically be changed by legitimate users to requiring a one-time PIN provided via smartphone for access. It adds an extra step for employees to access your network but it will help ensure your business’ data security.

In addition to software, we also recommend that employee training become a regular event. Every business should offer employee training during the onboarding process and at regular intervals throughout the year (every six months) to every employee. They should be trained not to click on email attachments or to follow links in emails from unknown or untrusted sources. Employees should also be taught to verify emails with links and attachments with a trusted source before opening them if something comes into their email that they weren’t expecting. While this training can take some time, it can prevent a costly breach later on.

Manage Your Network

While securing access to your network is important, managing your network is even more imperative to keep business operations running smoothly. Your network houses your most critical data while supporting the daily workflow and processes of your business. That means maximizing uptime, optimizing network capacity and utilization, and ensuring its protection.

There are a great deal of pieces that comprise your network and all of them need to be addressed on an ongoing, regular basis. Start with a network technology assessment and auditing. This will tell you where your network is in terms of optimization and data security. By assessing where your network is now and taking a full audit, you will be able to tell where your strengths and weaknesses are to tweak it to work at full capacity for your business needs.

In addition to regular assessments and audits of your network, you will need to plan ahead for storage, disaster recovery, business continuity, and more. Here are some of the things that go into managing a business network:

  • Email Continuity
  • IT Asset Tracking and Reporting
  • High Availability Services
  • Cloud Solutions
  • Network Design, Implementation, and Support
  • Data Assessment, Analysis and Recovery
  • Security and Monitoring Services
  • Workflow Assessment and Optimization

Up-To-Date Security

Your business should also have up-to-date technology security in place. You will want to ensure that your company has installed intrusion prevention software on all of its data networks to keep hackers from getting their hands on your information. You can check to ensure you have such software in place during the audit process.

The intrusion prevention system we use at ORAM is Cisco hardware that scans on a network level. It scans everything going into and out of your network to ensure that your network traffic is safe. This could catch someone maliciously trying to access your internal network, bad email attachments, and other threats.

In addition, you will want to put together policies for your employees that protect your business. Ensure you have a solid computer use and data loss prevention policy in place so employees know exactly when and for what purposes they can use their company devices. Make it clear what sites they should not visit and what the repercussions are for visiting non-work related sites on business devices.

You’ll also want to have a password policy in place so employees are not using the same passwords for multiple accounts or old passwords that could leave them at risk of being hacked. Passwords also need to be strong so encourage your employees to develop passwords that use letters (both lowercase and capital), numerals, and special characters. There is even software available to prompt your employees to change or update their passwords over time. You may even offer your employees a password manager so they can easily recall their passwords.

Many enterprise businesses are also moving to the cloud. Not only does this allow for greater flexibility for your employees, but it can offer greater data security. When you save both to your local network and the cloud, you have your data backed up. This is ideal in the event of a disaster and will get your business up and running again with less downtime or the worry that valuable information can’t be recovered.

Don’t Forget Your Physical Security

Remember that all data is not digital. Whether you have data files stored in locked filing cabinets or your HR employees are printing personally identifiable information (PII) during tax season, the physical security of your business is just as important as its digital security. You don’t want someone walking out with printed files or sifting through your garbage to steal information.

ORAM recommends that all businesses have a clean desk policy. This means requiring that all employees keep their desk clear of papers, notes, and other information that could lead to a breach or loss of information if it were to fall into the wrong hands. When they are not as their desk, employees should have a clean desk since everything should be put away, hopefully under lock and key.

Businesses should also limit physical access to certain areas such as file storage areas, server rooms, and other places where information is stored. If an employee doesn’t require that access to do their job on a regular basis, they shouldn’t have access. Such areas should be locked with limited persons possessing keys for access. We also recommend adding video cameras at data rich entry points to protect against a physical breach. This small addition will let administrators know who accessed the area(s) and when they did so which will help in an investigation.

Finally, you’ll want to ensure that all data is properly disposed of. Shred all hard copies before tossing paper information and consider hiring a disposal company that handles this type of waste. Don’t leave such waste out on the curb for anyone to take. Ensure the company will come in to gather paper for disposal. In addition, make sure that valuable paper data isn’t thrown into the recycle bin but is shredded before being thrown out. When it comes to cyber espionage, dumpster diving isn’t unheard of.

Have a Plan

Every business should also have a written information security plan (WISP) in place. It should include everything from regular IT audits to employee training. There are many mistakes that businesses make when it comes to backup that are completely preventable. Your WISP will outline effective administrative, technical, and physical safeguards specific to your organization to help prevent such mistakes. It will also define security measures for your business, protect against anticipated security threats, and unauthorized access. The WISP for your business will put safeguards into place to protect your data. It will also help you and your employees know exactly what to do and who to contact if disaster strikes.

If you need help with securing your modern office or want more information about building stronger security for your business, contact ORAM today at (617) 933-5060. Our experts are always here to assist you in bettering your business and data security.

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.

Budgeting for Technology in the New Year

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How to squeeze the most out of your IT and save your business money

With the New Year in full swing you’re probably preparing to implement your updated information technology (IT) plan. As a business owner or leader, you probably have many questions such as, “How much should my business budget?” You may also be wondering if you’re making the most of the IT you already have in place. In this blog, we break down what every business should be budgeting at the very least as well steps for ensuring your business has the technology it needs and that your network is as secure as possible.

Cloud Computing
If your business has not yet migrated to the cloud for your email and other services, now is the time to do so. There are several reasons it is best for businesses to move to the cloud. From saving money to better data security, cloud computing offers a ton of benefits to modern businesses.

To begin, establishing and maintaining your own data storage is expensive. Not only do you need to purchase the right hardware and software, but you have to hire people to install it and set it up. Cloud computing allows you to pay for just the services you use and can reduce your IT costs. It is so affordable that is was estimated in research by McAfee that nearly one-third of worldwide enterprises would be using software-as-a-service (SaaS) by the end of 2018. Cloud providers typically charge based on the features you choose, storage used, and number of users. Most also charge for time and memory space. This means you get to select the package that best suits your IT budget.

Cloud computing also allows you both flexibility and scalability. Cloud computing lets your employees work from anywhere they have internet access through virtualization. Giving employees the option to work remotely means you can cut the number of workspaces at the office further reducing your costs. In addition, scaling Cloud computing services is a cinch. You don’t have to spend a ton of money on new servers, storage, and licenses as your business grows. With the cloud, you just sign up for additional storage space or features as your business needs them.

If you store your own data, a breach or disaster such as a fire could devastate your business’s valuable information. With the cloud, your data will always be available as long as users have internet access. Many businesses use the cloud specifically for backup and disaster recovery for this very reason.

Data security is also a top priority in this day and age of hacks, breaches, and ransomware. Email is the lifeblood of most businesses to ensuring it is secure should be a top priority. Storing data and using email on the cloud is often more secure than storing it or hosting on physical servers and data centers in your office. Laptops and desktops can be stolen as can other hardware. Data on the cloud can be deleted remotely or moved to a different account and hackers face a greater challenge in breaching cloud platforms so your data is simply more secure. As a matter of fact, 85 percent of enterprises keep sensitive data in the cloud according to Vormetric.

Finally, cloud computing is one of the most effective ways to promote collaboration and it gives you a wide variety of service options to choose from. Your employees will be able to easily share data, collaborate on projects, and provide updates in real time from the field. Time wasted on repetitive tasks such as data entry are no longer an issue and you get to choose the services your business really needs whether it is abundant storage or software from a wide range of providers.

Leveraging Your Existing IT
Hardware and software can be hugely expensive investments for many businesses. Your business needs to get the most out of every bit of IT it has invested in. For example, you may already be using Office 365 for email but is your business using it for file sharing or collaboration between teams? A network assessment and IT audit can tell you where you have room for improvement, opportunities for growth, and options for cost savings.

A study by Bank of America in 2017 revealed small business owners found the greatest barrier to achieving a balance between work and their personal life involved administrative tasks. Perhaps you have software that can help you automate administrative tasks to help your business free up time. For example, Intuit’s QuickBooks Self-Employed software has an expense management system built right into it. An independent IT auditor can show you how to best use what you already have to meet your organization’s needs without spending more money unnecessarily.

Hardware Replacement
Most businesses cannot afford to replace their desktops and laptops all at once. This is especially true when the average lifespan of a desktop today is between three and five years according to a piece by Chron, an online news source.

“Of course, this number is just a generalization and a number of factors play into lifespan, ranging from the computer’s quality, care, and room for upgrades,” according to the blog, “What is the Life Span of the Average PC?” “For small business owners, every new computer is an expense and an investment, one whose worth over time largely depends on how you use it and care for it.”

Laptops are also a typical expense for most businesses. According to a blog by TechGuided, the lifespan of a laptop will depend on the quality of the product you purchase, how often it is used, and how it is maintained. “A mid-range laptop should probably last around four to five years, though, give or take a year or two depending on how you use it,” advises the piece.

To make such updating of your IT more affordable, we recommend making replacements in quarterly cycles rather than all at once. Your IT personnel or your IT auditor can make recommendations as to which hardware needs to be replaced immediately, which can hold off for a few months, and which pieces still have a good life ahead of them. Based on these recommendations, you can schedule a plan for cycling out old hardware each quarter on a regular basis. This serves to level out your IT spending rather than investing a ton of money all at once.

According to an article by Business.org, businesses should “expect to pay between $400 for a basic model with limited storage space to $3,500 for a top of the line desktop with a large hard drive. Desktops also range in price based on operating system as well. For example, models that run Windows may be less expensive than Apple models. Apple desktops vary in cost from $1,500-$3,500, depending on which features you need.”

The same piece also stated that laptops “range from $300 for the most basic models to $3,000 for high-speed models with large storage capacity. Similar to desktops, laptops also vary in cost depending on which operating system you prefer. Apple laptops tend to fall towards the middle of the price scale, ranging in cost from $1,000 to $2,500. Laptops that run Windows have a wider price range, and cost depends mostly on features and brand.”

The Latest Software
In addition to hardware, businesses will also need to consider the software they are using. When you purchase software, it is licensed to your business and may have an end date to your user agreement. Additionally, software changes over time and there may be upgrades that could benefit your company or even new software that is better than what you have.

This is where the IT audit can once again assist your business with saving money. Your IT auditor can evaluate your existing needs versus the software you have in place. They can determine if you have the latest software or if the software you have simply needs to be patched or updated. A real IT expert can educate you about software to help you achieve your business goals while saving you money. Based on their recommendations, you can choose to either use what you already have or purchase better software to save your business money over the long term.

Email Security
As we mentioned before, email is as critical to business continuity as breathing is to life. That means you need to have quality security for your email. Software such as Microsoft Office 365 and other programs can scan for threats, identify phishing attempts, and filter spam. Programs such as Mimecast offer many of the same advantages and can also aid employees when it comes to identifying websites as safe or unsafe to visit based on URL reputation. Anti-virus, anti-spam, and firewall software are also good to include in your IT plan.

The cost of software will vary by brand and product. For example, a one-year subscription to Office 365 Unlimited Professional is just $99.00 online. That cost covers up to five desktops, five tablets, and five mobile devices such as smartphones. There are also monthly subscriptions to Office 365 Business for as little as $8.25 a month. What you spend will ultimately depend on what software you purchase or subscribe to, how many devices you need to cover, and for what length of time.

Technology Awareness Program
All of the hardware and software in the world won’t protect your business if your employees are not technology savvy. Any IT expert will tell you that regularly-scheduled, ongoing employee education is the cornerstone of securing your business data. This is something that every business should budget for because it’s your employees that can make or break your business.

The cost of security awareness and end-user training will, again, vary from business to business. This is because most companies that handle Technology Awareness Training programs, such as Oram Corporate Advisors, base their rate on how many people are being trained, how in depth the training will be, and how frequently you host trainings. Ideally though, businesses should train every new employee as part of their onboarding process with all-staff training every six months to keep employees updated on the latest threats and how to avoid or combat them. This investment in training will pay off in dividends as each employee becomes more aware of the threats they face and their role in protecting your business.

At the end of the day, how much your business should budget for technology this year will depend on a variety of factors from how you store your data to what hardware and software you have as well as your business goals. If you would like more information about IT asset management, network assessments and IT auditing, or other IT support services, please contact Oram at (617) 933-5060 or visit us online. We can even schedule a free technology assessment to get your business started off on the right foot in 2019.

Major components of a solid cybersecurity plan for businesses

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It happens every day. Businesses of all sizes experience data breaches which can lead to the loss of proprietary or private client data, damage a company’s reputation, or even unleash lawsuits. The consequences can be so damaging, in fact, that an organization may face closure as a result.

In addition to the aforementioned concerns, small to medium-sized businesses face additional challenges that larger businesses often don’t; a lack of IT personnel, funding for strong IT, and knowledge for developing a cybersecurity plan, for example. With that said, there are several major components every business owner and leader should consider when creating a solid cybersecurity plan that will serve to best protect their organization.

IT Audit
The first step in creating a cybersecurity plan for your business is to conduct an IT audit. An IT audit is when your company’s information technology (IT) infrastructure, policies, and operations are examined and evaluated for security purposes and to see if they measure up to best practices. This will help determine where your security is strong and where it needs improvement.

Information technology audits allow businesses of all sizes to determine if the controls (hardware, software, practices, and policies) they have in place protect the company’s assets, ensure the integrity of data, and align with the organization’s overall goals. These audits are typically conducted by IT auditors who examine the physical security of your business in addition to the security of your information systems ranging from financial controls to your company’s overall business policies.

Some IT organizations such as Oram Corporate Advisors offer free technology assessments to get you started. These free technology assessments can assist in strategically evaluating whether your IT infrastructure is ready to grow, identify areas of opportunity for improvement, and can “red flag” areas that require deeper analysis and adjustments. Just remember that all technology assessments are not created equal and you often get what you pay for.

When it comes to IT audits, they can be expensive, but businesses need to have them to secure their organizational data, assure clients that their information is safe, and to protect their reputation. Additionally, many industries are now required by their state and/or federal government to participate in regular audits among other IT regulations. Be sure to check with your state and federal government to determine if your business is affected by such IT regulations. Your IT auditor should be able to answer these questions for you as well and assist your business with regulatory compliance requirements.

The cost of an IT audit can be prohibitive for many small to medium businesses. As a matter of fact, they can run into the thousands depending on how much work has to be completed to conduct the audit. Fees are typically charged on an hourly basis and can range from IT company to IT company. Most IT auditors should be willing to give you a free estimate, however, so you know what your investment will be.

Employee Training
The next step in developing a solid cybersecurity plan for your business is to train your employees. After all, your employees can be your strongest line of defense or your weakest link. Information technology best practices require regular IT training for all employees.

Every employee should know certain IT rules such as not opening emails or attachments from unknown or untrusted sources. Phishing scams are one of the most common ways hackers attempt to infiltrate business networks using email. Other items employees should be trained on include spear-phishing, executive whaling, and malware. Training should also include specific company IT policies and procedures that support better data security. Employees should also be trained in a myriad of other topics such as the proper disposal of confidential data (both digital and hard copy), how to handle requests for information, and how to report a suspected breach.

A blog by Forbes magazine online offers small and medium businesses five tips on how to train employees. While these are general training guidelines for any type of employee education, they can also be applied to IT training. In addition to hosting your own educational meetings, most IT companies offer employee training for best IT practices as well. The cost for such training will depend on which company you hire, how frequently you wish to schedule training, and how many employees you have.

Your WISP
The third component of your business cybersecurity plan should be your written information security plan or WISP. This encompasses many items and includes several steps in and of itself. You will need to sit down with an IT specialist and outline a WISP that is specific to your business and the information it holds. Your WISP will need to include the following at a minimum:

Objective– Outlines your WISP including the creation of effective administrative, technical, and physical safeguards for the protection of personal and proprietary information.

Purpose– Outlines what your WISP will do such as ensuring the security and confidentiality of personal information, protect against any anticipated security threats, and protect against unauthorized access or use of information.

Scope– In formulation and implementing your WISP, outline the scope of the plan including reasonably foreseeable internal and external risks, the potential and likelihood of damage caused by such risks, evaluate the sufficiency of your existing IT policies, and design and implement a WISP that puts safeguards into place to protect data. In addition, regular monitoring of the effectiveness of those safeguards should also be included.

Data Security Coordinator– Designate a data security coordinator in your WISP that will implement, supervise, and maintain your written plan. They will head the initial implementation of your plan, train employees, and regularly test the safeguards outlined in the WISP. The security coordinator will also evaluate the ability of each third-party service provider to supply appropriate security measures for information to which they have access. They will also review the scope of the security measures in the WISP and conduct annual training for all employees including the owners, managers, and independent contractors as well as temporary employees who have access to personal information.

Internal Risks– Identify probable internal risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

External Risks– Identify probable external risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

Implement Your Plan
Implementing your business’s cybersecurity plan is the next step. This includes adding data security features you have opted to employ in addition to making employee training a reality, integrating new software such as updated anti-virus and/or firewall programs on your network, and updating patches to existing software.
Other layers of your cybersecurity plan should include:

Social Media Education– Hackers can find personal information online from social media sites such as Facebook, Instagram, and LinkedIn that they can use to manipulate employees of companies, getting them to disclose personal or sensitive information. Train employees about social media best practices as well as the use of different passwords for each site, software, or application they use. Emphasize your company’s security protocols as well as IT best practices such as the use of least privilege.

Let’s Get Physical, Security– While you may think your building is secure enough to protect your sensitive data, good hackers know how to penetrate this type of security. Be sure not to leave computers exposed and destroy all hard drives using professional services. Physical security breaches can be avoided by encrypting hard drives, leveraging cloud backups, and enclosing hardware ports exposed to the public. Employing theft recovery software, checking door locks and cameras, and properly disposing of shredded paper also help.

Wi-Fi Protection– Wireless internet can also pose a threat. Wi-Fi signals can extend beyond office walls. A bad actor can connect to your signal from far away and infiltrate your network where they can steal files containing proprietary or personal information. Businesses should employ WPA2 (Wi-Fi Protected Access 2) protocols as they are safer than the old WEP (Wired Equivalency Privacy) or WPA (Wi-Fi Protected Access) protocols. Ensure your router has a strong, unique password that is not easily guessed.

Password Protocols– Passwords should be changed often and kept private. Train employees on this and teach them that the strongest passwords include uppercase and lowercase letters, numerals, and special characters. Additionally, passwords need to be different across all accounts. The best way to remember passwords is to use a password manager. There are some free password managers available but the most secure ones typically charge a small annual or monthly fee. Most also allow businesses to sign up for a membership that covers all employees.

Two-Factor Authentication– Even with difficult, unique passwords on every account, seasoned hackers can often penetrate security. As a backup, it’s best to employ multifactor authentication wherever possible. Most large companies use it including Apple, Google, and Dropbox. Using a mobile number and/or email account, multi-factor authentication provides an added level of security. Your business can also implement it with other applications and services as well. New technology such as facial recognition, fingerprints, and/or ultrasonic sounds are on the near horizon and companies should prepare to employ more secure technologies as soon as they are commercially available.

Email Security– This is the most necessary asset for your business to protect. Once in your email, hackers can reset passwords and wreak all types of havoc so be sure to prioritize protecting company email. Never click links in emails or attachments from untrusted or unknown sources as these could take you to a phishing site that looks like a real website. Using Google Gmail and Google Apps is recommended given they have the best spam, virus, and phishing protections available in addition to multifactor authentication already built in.

Anti-Virus– Keep your anti-virus updated at all times. While this helps protect your email and other sensitive information, new malicious viruses are always being created. That means anti-virus companies are always updating their software to address the threats on their “blacklists.” Consider using a service that employs a “whitelist,” which only allows software and programs that are pre-approved to be downloaded adding extra security to your network.

If you need assistance with conducting an IT audit, crafting an IT plan or WISP, or implementing your plan, contact Oram Corporate Advisors today at (617) 933-5060. You can also reach out to us online. Our professionals are always here to support your business with superior IT and IT services.