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IT infrastructure

The Modern Office and Business Continuity

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What you need to know to protect your company

The modern office requires that all components of your business environment work together harmoniously to ensure the best use of your IT infrastructure and seamless scalability as your business grows. One of the major components of the modern office is business continuity. This is an imperative piece of a solid IT plan for every company regardless of size or industry.

Business Continuity                 

When IT professionals discuss business continuity, they are generally referring to a proactive approach of having the right processes and procedures in place to ensure mission-critical functions continue to work properly in the face of a disaster or while a business is recovering from one. When it comes to business, there are many moving parts that still need to continue operating smoothly whether your company experiences a devastating fire or a nasty data breach.

The IT and business statistics are shocking. In the last five years, one in three organizations were hit by a virus or malware attack, according to DataCore, and more than half of companies (54%) experienced downtime that lasted more than eight hours. That’s a full day of work lost! While DataCore shows only 35 percent of outages are caused by natural disasters, 45 percent of outages are operational and another 19 percent are due to human error. These site outages can cost businesses thousands of dollars in lost revenue and restoration costs for every incident. Gartner, Inc., a global research and advisory firm, estimates that only 35 percent of small and medium businesses (SMBs) have a comprehensive business continuity plan and the financial loss for every hour of downtime can reach into the thousands even for SMBs.

Business continuity requires comprehensive planning before tragedy strikes an organization to allow them to overcome long-term challenges that would otherwise stop them in their tracks. With prior planning, business continuity ensures your entire business returns to full functionality as fast as possible following a crisis. That means everything from vital employee records and payroll to stored data access and email.

Think Cybersecurity

One of the first steps in a complete cybersecurity plan is business continuity. To start, you’ll want to ensure your business employs the best technology to combat the latest threats from ransomware and malware to other types of breaches. This means updating protections such as antivirus and firewalls, using multifactor authentication, and engaging your employees in ongoing, meaningful cybersecurity training.

Cybersecurity plans, which are typically handled internally by the chief information security officer (CISO) in larger businesses, should be designed as a living document that can expand and adjust when necessary to meet the changing needs of your business. Small to medium enterprises often don’t have a dedicated CISO so they can outsource this responsibility to organizations like ORAM Corporate Advisors.

Written Information Security Plan

As part of your business continuity plan, you’ll need a written information security plan (WISP), which also happens to be a requirement of many regulatory bodies, especially for businesses who contract or subcontract with the government and financial institutions. While government regulations vary from state to state and with the federal government, in Massachusetts this written document should contain, “certain minimum administrative, technical, and physical safeguards to protect” personal information such as names, driver’s license numbers, social security numbers, and financial account numbers. You’ll need to check with both your state and federal government to determine which regulations impact you as well as any industry-specific regulations. This is another place a CISO or third-party IT vendor can help.

Your WISP should designate an individual responsible for maintaining your IT program. This may be a business owner, CISO, or even a trusted advisor such as ORAM. It will also need to identify any reasonably foreseeable data security risks as well as protect and restrict access to electronic data that may include personal information for your employees and/or clients. This plan should also outline the oversight of third-party service providers and ensure those providers comply with local, state, federal, and industry regulations as well.

Because your business and its processes, risks, and procedures are unique, your WISP will be very specific to your organization. It cannot effectively protect you from culpability in the event of a breach or loss if it doesn’t address the particular risks of your company or if it includes practices that have not been put into practice in your business. Through coordination with your IT team and/or third-party IT vendor, you will need to identify “reasonably foreseeable risks” to ensure your WISP includes the practices your business adheres to.

In addition to IT functionality, your WISP will also address the non-technical operations that will still need to work in a disaster situation to keep your business moving forward. For example, it might address the accounting measures you have in place to keep employees and bills paid and clients invoiced if the worse should happen.

What Crisis Looks Like

Stolen laptops, lost cell phones, and an employee clicking on a phishing email that infects your entire network. These are all crisis that can and often do occur in the business world. Think of all the critical information that can be lost, stolen, or even held ransom. What do you do and who do you talk to? This is where planning ahead and having a WISP helps. It will outline how to respond to a variety of incidents.

Lost your company cell? Your WISP will inform you of who to call to wipe the lost phone and deactivate it before serious damage can be done. Did your organization experience a data breach? Your WISP will have identified a data backup plan so that nothing is completely lost. Has a virus made accessing email impossible? Your WISP will have determined if your email is stored locally, in the cloud, or both to decide how to get it up and running again fast. This thinking ahead with recommendations by your IT team or third-party vendor will help ensure you have continued access to business email which is the lifeblood of most commerce today.

Recovering from Incidents

One of the best things your WISP will do is outline policies and procedures for how to react and recover in a crisis situations. Regardless of the disaster that strikes, your WISP will point you to who to contact and how to react. Part of your WISP will address incident response and crisis management to minimize the impact when things do go awry, as they inevitably do.

Incident response and crisis management involves having the ability to maintain critical business functions during a disaster scenario. It also encompasses having plans in place for a rapid recovery from catastrophic incidents. If your business were to experience a flood, fire, or data breach today, would it be able to recover quickly and efficiently? Business continuity is all about having a plan in place that expects the unexpected and is prepared to handle it.

When it comes to IT and business continuity, the big question is, “How do you operate tomorrow?” If you don’t know the answer, it’s time to get a plan in place starting with an evaluation of the foreseeable risks your organization may face and a WISP to address them. Think of it as an insurance plan that also helps your business with regulatory compliance. When disaster strikes, your business’s IT team, CISO, or third-party IT vendor should have already given you advice. Hopefully, you have followed it. Then you know who you can call when things go wrong so they can tell you how to react to keep your business moving full-steam ahead.

If your company or organization needs assistance with risk assessment, developing a WISP, and planning for business continuity, call the trusted advisors at ORAM today at (617) 933-5060 or visit us online. Our experienced professionals are here to help and we are dedicated to partnering with small businesses to assist them in achieving success.

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.

Technology Assessments: What they are and why every business needs them

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Technoology Assessments

Information technology, or IT as it is known in most modern business settings, can be a challenge for small to medium business owners. Whether your business may have its own IT expert in-house or be too small to employ its own, your organization uses IT every day. Government regulations change regularly and growth means IT needs to adapt, too. Additionally, the world of technology is always experiencing new development.

That’s where technology assessments come in. Every business should undertake an annual technology assessment to ensure its IT needs are being met. Here’s a look at what technology assessments are, the purpose behind them, and what types of things they evaluate.

Technology Assessments
Every organization uses technology. Whether your business is using the internet for ecommerce, your non-profit is building a new business website, or your company is sending and receiving emails, you and your employees utilize IT. As your business grows, the complexity of your IT does as well. This can be a challenge for small to medium businesses, however, as they often don’t have the budget to hire a full-time employee to handle such matters. Even if you do have IT staff on hand, they may be so busy that a third-party such as ORAM may be the key to getting your annual IT assessment done quickly and efficiently.

This is where an independent technology assessment comes in. Such assessments evaluate multiple aspects of your existing IT to determine if what you have is effective enough to cover your growing organizational needs and, if not, what changes need to be implemented. Just as you should see your doctor every year for a full physical, your company also requires an annual IT checkup.

The Purpose of IT Assessments
The costs of IT are rising every year, the complexity of IT planning is becoming increasingly difficult, and regulatory compliance is beginning to overwhelm organizational leaders. An annual technology assessment can tell you what your company currently has in terms of IT to overcome these obstacles versus what it really needs to achieve your technology and business goals.

An IT assessment should cover several aspects of your business technology including:

• Strategically evaluating whether your IT infrastructure is ready to grow with your business.
• Identifying areas of opportunity to improve your business processes and reduce your IT costs.
• Pinpointing any “red flag” areas that require deeper analysis and adjustments.
• Prioritizing your IT investments to reflect your business strategy.

What They Do
Information technology assessments examine your existing IT infrastructure and business goals such as growth. Through this audit of your business’s current systems and processes, it can be determined if they are effective at meeting your organizational goals.

For example, if you operate a law firm that wishes to grow by 10 percent each year for the next five years, your IT must be able to adapt to the changing needs of your law firm. In addition, you are bound by several governmental regulations such as the protection of your client’s personally identifiable information (PII). This means you must have achieved a certain level of security to meet those requirements with your IT.

An annual assessment can determine if the IT your business has in place is capable of handling these requirements and, if not, what adjustments need to occur. A strong technology assessment will answer the following questions:

• How is the health of technology in my organization?
• Is my business using technology to its fullest extent?
• Can my existing technology accommodate growth?
• Is my company exposed to risk that can be avoided with proper planning?

What They Cover
Just like a physical, an IT assessment comes with a checklist of things that are covered to ensure the best IT health and the lowest risk to your organization. Areas that should be covered in your IT assessment include the following:

• Physical assets: Servers, desktops, laptops, telephones, networks (internal and external), Peripherals (scanners, printers, copiers, etc.), and data management and tracking (such as storage and disposal)
• Applications: Desktop programs, email management, accounting and other business-critical applications, document management, security programs, and your organizational web site
• Policies, Procedures, and Processes: Business continuity plans, disaster recovery, change management, security management, on-boarding and off-boarding of employees, ongoing IT training, and help desk
• Partner & Vendor Management: Collaborations, sales, purchasing, software licensing, voice and data circuit providers, third-party service providers
• Industry or Business Specific Details: Government-issued regulations, industry requirements, and unique company needs

This list of items is reviewed by conducting interviews with key people in your business and through checks of your business infrastructure. During the interviews, you or your IT staff will be asked to answer specific questions about the technology in place that supports your organization. You will also be questioned about your business and its goals.

When ORAM conducts a full technology assessment, we have a list of 300 questions that thoroughly examine everything from your existing IT policies and procedures to your key IT assets and their settings. We also look at the infrastructure of your organization to determine what you have, how well it works, and what you need. All of this is wrapped up into a results report specific to your company.

Results-Oriented IT
All of the data gathered during the assessment is put into a final report that will allow business leadership to make informed decisions about the IT of your company. In addition to the current status of your IT health, recommendations will also be made to keep your business operating smoothly, protected against threats, and compliant with industry and/or government regulations. Business leadership should review the results to determine what steps to take in order to keep moving forward with safe, effective, and efficient IT that meets business goals within their budget.

The final report is also a terrific means for documenting your IT and planning business continuity in the event of a disaster such as a breach. While this is a wonderful report that can do much to support your business health and goals, it does need to be updated annually to address the changes in technology and your company.

Why Every Business Needs IT Assessments
Since every organization uses IT, every business needs an annual technology assessment. The final report is not only a document that keeps businesses on the cutting-edge of technology and security, but also provides assurance that government regulations are being achieved. Finally, it gives leaders a look at the IT health of their company and acts as a roadmap to guide them through the necessary changes to their existing technology that will allow them to achieve their desired outcomes in the future.

If you are interested in a short, free technology assessment by ORAM, a full technology assessment, or simply have questions regarding your organization’s IT, please contact ORAM at (617) 933-5060 or visit us online today.