Protect Your Office from Cyber Attacks: A 6-Point Action Plan

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With all of the publicity garnered lately by cyber attacks on huge nationwide companies, small and mid-sized businesses (SMBs) may be developing a false sense of security. In reality, 43 percent of businesses attacked are SMBs, so make sure your company is protected against the threat posed. In this blog post we cover some of the ways you can mitigate the risk of a cyber attack.

● Educate Employees — When it comes to digital security, your employees are both your first line of defense and your biggest vulnerability. Use consistent training and education to develop a culture of caution. Unexpected email attachments, messages requesting login information, and unknown links are all to be avoided.
● Update Software — All of your software should stay up-to-date, because new patches and security adjustments are being constantly being developed. Keep your operating system, programs, and antivirus software current at all times.
● Tighten Security — Most cyber attacks come from inside a company, either due to malicious intent or vulnerability caused by human error. Limit access to sensitive data and make use of audit trails for your files. Require that all passwords contain at least one of each of the following: an upper case letter, a lower case letter, a number, and a special character.
● Evaluate BYOD Policies — Employee devices are the norm today, so make sure your policy addresses security issues that they present. Powerful tools include remote wiping, cloud-based business software, and anti-malware apps.
● Have a Disaster Recovery Plan — A data breach can ruin your business if you don’t have a robust backup and recovery system in place. Backup data should be current enough to be useful, but make sure you have access to clean data that dates to before a breach and has been stored at a different location.
● Get Insurance — Despite your best efforts, the worst may still happen. Protect yourself and your company from expensive litigation with insurance against cyber attacks. You may be glad you did.

Cyber attacks are a real risk for SMBs, so don’t neglect to protect your digital ecosystem. For help managing your Iowa-based business’s data security, backup, and recovery, contact Infomax Office Systems today.

Simplify the Cloud with Managed Services

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Simplify the Cloud with Managed Services

Transitioning to cloud-based software services can be a smart move for your company, but your “go-live” date is just the beginning. Going forward there will be updates, maintenance, training, integration, troubleshooting, and more. If you prefer to keep your head in the game rather than in the cloud, consider simplifying your life with a move to managed services.

The Cloud is Thriving
Technological change today is happening at a blistering pace, which is one of the reasons the cloud and SaaS are appealing to so many businesses—when software is a service instead of an asset, it can continually evolved by being updated, upgraded, and adjusted. Moreover, using cloud-based services offers a balance of business unit independence and organization-wide compatibility.

Keeping Up Can Be Costly
Cloud software uniquely empowers small and mid-sized businesses (SMBs) to be proactive rather than reactive, but the costs of thorough monitoring, analytics, maintenance, and staff training can add up. That’s assuming you can find (and pay) an IT staffer who can meet your needs.

Why Managed Services?
Just like printing, payroll, and other services, outsourcing the management of your cloud-based services can be a cost-effective way to stay ahead of the competition. Here’s why:
● Performance — Working with a managed services provider means having access to specialists with expertise in the cloud. Dedicated cloud technology managers can handle all the aspects for you, from end-to-end monitoring, reports, and data analytics to training, customization, and proactive guidance. Your regular IT staff can focus their energies on your core business, developing solutions that add value to your company.
● Cost — Managed services expenditures are predictable and can be lower than when those same services are managed by an in-house staff. You’ll also get more value for your IT dollar, with increased efficiency in the support, maintenance, and growth of your IT infrastructure.

The cloud is opening up new possibilities and efficiencies for SMBs, but those capabilities are wasted if you can’t keep up with them. Contact Infomax Office Systems today to learn more about managed services that can help your company thrive. 

Maintain Business Continuity with Digital Archiving

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Whether it’s an angry hurricane or a destructive fire, disasters can and will happen. Sadly, most businesses that suffer through a disaster will fail within two years. Digital archiving is one effective tool you can use to help protect your organization’s long-term health against the threat of a disaster.

What are digital archives?
Digital archives are electronic versions of your company’s historical assets. Archive content is fixed and not needed for current operations; its main purpose is long-term storage and retrieval. Archives can provide an automated mechanism for regulation-mandated records retention, and typically have extensive metadata attached to allow for search and retrieval of even the oldest records.

How are archives different from backup?
Contents in your digital archives don’t change to reflect your daily operations. Archived data is not in current use and will be kept essentially as-is over the long term. Backup for disaster recovery, however, generally involves up-to-date copies of operational information that can be restored quickly. In fact, you’ll even want to back up your archives to protect yourself in the event something should happen to the original files (a safety net not available with paper-based archives). Remember this rule for backing up: three copies, on two types of media, in one additional location.

Why are archives needed?
Digital archives go beyond operational recovery (disaster response) and organizational recovery (business continuity). Your company doesn’t want to lose regulatory records or long-term, institutional history. Corporate governance, litigation, and regulatory compliance all demand data be archived past three, seven, or even ten or more years. Digital archives also provide security and traceability, with audit trails recording who accessed what, when, and what they did.

What else should I consider?
Since digital archives are for the long term, don’t forget to address issues such as life expectancy (of the software required to read data and the storage technologies themselves), increasing capacity needs over time, and the eventual disposal of the data.

A disaster could strike at any time. If you want your business to be one that bounces back after the worst happens, it’s time to get started with digital archiving. Contact Infomax today to learn more.