Can Siri keep your company’s secrets? IBM doesn’t think so and they aren’t taking any chances. The company banned Siri because the application converts spoken queries to text and processes them on apple servers.  IBM fears that this might allow sensitive information to escape.  Corporations are still figuring out what kinds of risks Siri and voice dictation could present.

The biggest concern is the underlying fact that Apple has not clarified how long the data is stored and who has access to it. The thought of employees’ spoken data being stored on Apple’s servers is terrifying for companies – after all their confidential information could be at risk.

Many companies have been hesitant to follow in IBM’s footsteps. This could be because voice communication is thought of as transient but Siri transforms the voice recordings to text. What makes this issue even more complicated is BYOD (bring your own device).  BYOD is on the rise and with it comes more security issues. It won’t be long until more companies take a second look at their security.

For Apple, the more data is stored on the servers the better Siri becomes. We can expect companies to demand clear-cut answers from Apple the more security issues and questions arise.

Has Siri landed on your company’s blacklist yet?

When it comes to asking Siri questions the sky is the limit. But there is one question Siri might be hesitant to answer – Where is Siri sending your personal information?

How Siri Works

Siri uses the cloud to process your contacts, relationships, email accounts, texts and media. The data is sent to apple so Siri can better understand your commands. Personal user info and voice records are sent to Apple’s databases. Think of how many questions and verbal commands you have directed at Siri. Apple uses your voice recordings to improve the overall accuracy and performance of Siri and other Apple products.  Yes, somewhere someone may be listening and observing your Siri voice inputs.

By default, location data is turned on and is sent to Apple. Siri uses your location to provide you with better services. If you ask Siri to call your friend when you arrive home then Siri uses your location to provide that service. If this sounds uncomfortable there is an easy solution! Just like all your other location-collecting apps, you have the power to turn the service off.

Private Information

The amount of information that is being collected is vast:

- Address book contacts/ Their relationship

- First name/Nickname

- Email account labels

- Songs/Playlists

This data acts as a roadmap to your personality and can contain personal information. Don’t forget, Apple reserves the right to share the data. Keep in mind the private questions you asked Siri that you don’t necessarily want just anyone to know.

It’s important to know what personal information you are sharing with others. Technology doesn’t have to be overwhelming. Understand what information you can control and remember there might be other people who can see it.  If you don’t want to share personal information with Siri and Apple then you can stop your voice and user data from being sent by disabling Siri.

Disabling Siri

Disabling the Siri application is an easy and quick process. Simply go to settings — General — Siri — then slide the option to “off”.

As long as you have internet connection, you can file reports, hold meetings, edit proposals and complete practically all of your work tasks remotely. The number of employees that work from locations other than company headquarters are increasing. This comes as no surprise since hiring remote workers can be beneficial to small businesses.

Although this provides many advantages, various challenges must be addressed. How do you supervise performance? How do you meet high-speed business demands and communicate effectively at the same time?

A Mobile Workforce

A mobile workforce may sound like the perfect idea but no idea can succeed properly without a plan. Policies for remote workers must be enabled. Rules regarding training, content filtering and file transfers should be enforced and monitored.  Does your mobile worker save company data to his computer? Is there a written agreement assigning rights for company work produced on his laptop/device? Tracking employee performance is essential for business productivity.

How to Maintain Efficiency

In order to maintain efficiency it’s crucial that all employees remain on the same page. Utilizing online tools can ensure that mobile workers have the same business goals as you.  Teams can compare notes by logging in from remote locations to share files, view progress, and monitor schedules or goals. It’s important to keep these guidelines in mind:

- Limit access to need-to-know

- Require periodic face-to-face meetings/Updates

- Keep tabs on all mobile devices

- Measure productivity not only activity

- Communicate through a database

A mobile workforce can lead to a high level of productivity, however, the advantages and disadvantages must be taken into account. Could this business trend be the next step for your business?

Thankfully, by following a few quick steps Metadata can be easily removed!

STEP 1:

Identity the picture file that will be posted. Right click the file icon and click Properties.

STEP 2:

Select the Details tab, click Remove Properties and Personal Information. Click Ok.

STEP 3:

You can remove several properties at a time or click Select All to remove all of them, click Ok.

Remember, Metadata in photos files isn’t new – it’s been around for a long time.
Digital photos contain ‘behind-the-scenes information’ but you can control what information you share.

Many smartphones combine the digital camera with GPS technology, resulting in potentially dangerous risks. Every time you take a photo with a smartphone the GPS location is automatically added. You can protect yourself by turning this feature off.

Being safe and secure doesn’t have to be a long process – it’s as easy as one, two, three!

What is Metadata?

Metadata is data that describes data. This means adding text information to a document, image, or other files. Metadata can be highly powerful and tremendously flexible. The vital information leaked can leave behind pieces of your identity.

Metadata can be added by a user, software, or digital camera. The information embedded in the image can contain:

• Copyright Information
• Text comments/descriptions
• GPS location
• Original image thumbnail
• Serial numbers
• Image software (Photoshop)
• Date and time
• Camera model

GPS can be a fantastic feature on the internet especially because it allows people to know where you took a picture of your favorite band, famous event, or beautiful sunset. With only a few clicks you can even locate your past memories. This type of information can make it easier to organize photos and let your friends keep track of you.

How is it Dangerous?

While many features can be advantageous it is crucial to know how the features can be abused. As we pointed out before, GPS is a great way to stay connected with friends, family, and coworkers but there is a risk of social surveillance. Your location, home, and activities can all be pinpointed with very little effort jeopardizing your safety. Hackers can also manipulate Metadata by stealing your identity and selling your private information.

Now that you know more about Metadata remember that you have the power to choose what information you make accessible to the public. Understanding what information you share with the world is the first step in protecting yourself. Security and safety always come first.

In order to fight against hackers it’s important know how to improve the security of your passwords. If a hacker gains access to one account a domino effect can happen.  

The Mistake to Avoid

The most common mistake 20% of people make with their password is using information that is easily accessible. Here are some passwords you should avoid:

-The last 4 digits of your social security number
-The infamous 123456
-Date of Birth
-Short words like: god, love, money etc.
-Your city, name, college etc.

If your passwords don’t fall into that category don’t get too comfortable just yet. The hacker will use those mistakes first and then move onto other personal information. It may seem like the hacker is impossible to beat but there is good news. You can fight back!

How to Fight Back

The most powerful weapon against a hacker is your password. This should not be taken lightly; your password is the key to all your private information. Protect it! The simplest way a hacker can gain access to a secure password is by using Brute Force Attack, a software program that runs keywords until it finds the right one. Yes, it even sounds relentless.

Once the correct password is found the hacker will move onto high security sites (such as your bank).To find out what bank you use, and your user ID the hacker will look at your web browser cache. The web browser stores your cookies which show the details of websites you’ve visited.

How long will it take a hacker to crack your password? That depends on the complexity and length of your password, the speed of the hacker’s computer, and the speed of the hacker’s internet connection.

Use these tools and tips to beat hackers at their own game. Your information can remain private if you take the necessary steps to protect it!

Are you curious if your password is strong enough? Check out this site: http://www.howsecureismypassword.net/

Safe and secure  IT can help propel you to meet your business goals. These four basic keys are the entry way to successful IT. You need a good IT partner to help build a technology infrastructure that fits your business. But without the right basics – there’s no point in even trying! These last two topics may seem familiar, as they have been discussed in previous posts. Check them out for more information.

Malware Protection

Malware can infect your computer or IT environment. What makes malware even scarier is that it can take the form of a virus, trojan, spyware, root kits, spam or worms. If your environment contains any vulnerability you can be certain that malware will find it and cause a significant amount of damage. To properly secure your network you need a trustworthy antivirus and antimalware and spyware product. And don’t forget correct monitoring to ensure its working.

At least one third of Chicago area small and mid-sized businesses have no protection, and the majority is not sufficiently protected. Without correct malware protection your business could be facing serious risks like identity and fiduciary theft, collateral damages, data loss, corruptions, and mild to extreme slowness of systems. Your company’s success should not be hindered by an easily remedied problem. Don’t let poor malware protection be the cause of an inefficient workforce and loss in productivity.

Backups

If any of the basic tenets of secure IT are flawed you cannot afford to have bad backups. Poor or non-existent backups could have serious consequences for your business. If your business has a power outage or an unexpected catastrophe, you need your backups. Without proper backups your business could be ruined. 50 percent of small and mid-sized businesses who experience a major data loss do not survive.

Life always throws hurdles your way but MotherG wants to be there to help you navigate them. It is important to talk to your IT partner and find out if the vital aspects of business IT are taken care of.

Getting IT that works can be confusing and frustrating at times. Sometimes we think having a computer that turns on and doesn’t crash is good enough. However, just because your technology seems to be functioning every day doesn’t mean its fine.

We understand that small and mid-sized businesses can’t afford to have disastrous issues with their IT. So what are the basics to solid, stable IT? Today and in our next post we’ll discuss the four basic tenets of essential IT.

Power Management

In order to have safe and secure IT, an automated and monitored Uninterruptible Power Supply (UPS) is essential. This means that in the case of a power outage your servers, data, and other equipment will be unharmed. The average business loses power once per quarter. If you have UPS, your business can lose power but with UPS backup, power is maintained to your server and other vital technology. The power supply will between five to fifteen minutes until the main power supply comes back on. If the main power supply isn’t restored the UPS will shut down the equipment gently, instead of the harsh crash that comes with a sudden outage.

You may be thinking, “I don’t have UPS but what can possibly go wrong?” Without UPS you are facing serious risks. If your system crashes your business can be exposed to corruptions, data losses, and physical damage to the servers. Don’t take that gamble.

Disk Redundancy (RAID)

Disks are fragile and can obtain natural defects every two to five years. Your company stores its data on disks so what happens if your data is lost? Redundant Array of Independent Disks (RAID) is used to fight that risk by duplicating disks. When a drive fails your business will not be interrupted. However, your RAID must be monitored correctly. If you experience a failure and have proper monitoring, your IT partner will be notified and administer a new disk.

MotherG understands you already have a lot on your plate, so why add your IT to that list? Talk to your IT partner and find out if they are taking good care of these vital aspects of business IT. Find out what’s next for your IT and what it can do for your business.

What is WI-FI?

Wi-Fi refers to your wireless connection; it allows an electronic device to exchange data by using radio waves over a computer network.

What is an access point (AP)?

An Access point (aka hot spot) is a device which allows other wireless devices to connect to a wired network using Wi-Fi. The access point can expand over a certain distance or area and cover a greater area. The higher number of APs you have the more it will cost. While the majority of APs are broadcasted in a “beam” formation, MotherG connects with each device in a “tunnel” formation which ensures a stronger, more reliable connection. The tunnel creates powerful access points which minimize the number of APs and lower the cost. The result is a secure wireless environment that requires less access points and less upfront work.

Powerful Wireless Technology

Wireless technology has advanced over the years. New features now exist that allow small and mid-sized businesses to have a powerful Wi-Fi network, at a reasonable cost. If you are looking for a Wi-Fi solution, you should ask about these features: 

MotherG can provide Wi-Fi for your business.  We understand to maintain productivity your company needs high speed, reliable internet access from anywhere. Contact us for more information at 800-676-7374!

This is a good question. And one that most small and mid-sized businesses should ask of their IT service provider. But there is another layer to it – are just backups enough for your business?

Technology changes rapidly. Today, there are a variety of backup, disaster recovery and business continuity solutions available to even the smallest businesses. All these options have changed the backup question for SMBs. It is important you are informed on the difference between backups and business continuity.

Backups

You would think backing up your computer would be an obvious task, but it’s surprising how many companies fail to perform this function correctly. Poor or non-existent backups could have serious consequences for your business. So what exactly are backups? Backups are essentially copies of data which can be used to restore the original after a data loss event. Backups have two major objectives:

1) Recover data after its loss. (the most common need – I deleted a file, a folder, my server crashed, etc.)

2) Recover data from an earlier time.

The backup is typically written to a type of storage such as magnetic tape, disc, optical disc, or another hard drive. If a catastrophe happens and your backups are not being carefully monitored and managed by a company like MotherG, you risk having faulty or even no backups. But even if you do have a good backup, the restore will still involve a significant investment of time. For many small businesses, if the absolute worst happens, it’s acceptable to wait one to three business days to rebuild all your data. But for some businesses, this is not acceptable.

Business Continuity

What if your business just experienced an unexpected catastrophe? You need to restore all your data to a new server. But you can’t wait a few days for that! Business productivity and customer service are too important so why not come up with a plan that keeps that in mind? This is where business continuity comes in. Business continuity combines backups with a disaster recovery plan so that if the worst happens, or even if someone breaks into your server room, your basic work functions can continue. This can happen through instant virtualization to a new onsite device or through the cloud. No matter how the solution is designed it is put in place to ensure that essential tasks and functions can continue during and after a disaster.

Backups vs. Business Continuity isn’t a war of what’s better. It’s just what makes sense for your business – budget, tolerance to downtime, etc. MotherG understands your business is unique and can create a backup plan that works for you. Give us a call so we can come up with a customized plan that fits your needs!