10 things you can do today to make your business more secure

#1 Verify patches and updates have been installed

Outdated software can leave you vulnerable to hackers. Verify that all software patches and updates have been installed. Laptops and servers are a good place to start, but don’t forget firewalls and other network devices, such as routers, switches, access points, and office equipment.

#2 Change passwords

Default, easy-to-guess, or compromised passwords can give hackers an easy way in. Change passwords for network devices, and when possible, require multi-factor authentication (more on that in item 6).)

#3 Upgrade end of service software versions

End of service versions of software are no longer supported by the companies that created them and will receive no further security updates. If your company is running any of these, upgrade immediately to a new version.

#4 Document suspicious activity

Keep track of possible security concerns. Document and train employees on the process for reporting suspicious activity.

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#5 Regularly Test backups

Don’t just set it and forget it, it’s important to regularly test backups and put at least one version offline at least once a month.

Follow our checklist to work through these 10 things you can do today to make your business more secure. Click here to download your free copy!

#6 Enable multi-factor authentication whenever possible

Always enable multi-factor authentication for your employees when it is available. Far more secure than a password alone, this method uses two or more authentication factors to validate a user’s identity.

#7 Remove internet-facing management consoles

Internet-facing management consoles are, as it sounds, accessible from the internet, and can be a way for hackers to get in. Remove these and use internal access only.

#8 Implement mandatory security awareness training for all employees

Education is one of your best defences. Verify that everyone in your company has completed security awareness training, so they are able to detect possible threats and maintain a secure workspace. The 2021 Cyberthreat Defense Report by CyberEdge Group named the number one barrier to IT security’s success as “low security awareness among employees.”

#9 Make use of security information and event management software  

Implement security information and event management (SIEM) software for additional visibility. This software is a valuable security solution that will help recognize potential security threats and vulnerabilities.

#10 Review your organization’s cybersecurity policies

Review cybersecurity policies and corresponding procedures, especially incident response plans, to make sure they are clear and thorough.

Ready to start crossing-off tasks on our list of 10 things you can do today to make your business more secure?

Download a copy of our checklist and get to work! If you come across a step you could use some help with, you can trust our security expertise to keep your business safe.

Get in touch to learn more about our Security Solutions, and how they can be tailored to suit the unique needs of your business.    

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Making The Case for Managed Security Services

Sometimes the smartest move is to ask for help from the experts. Cyber threats are constantly evolving, so a strong defense requires an always-on security mentality. Do you have someone in your organization dedicated to detecting threats? For many small and medium-sized organizations with limited resources, this shift to a more proactive approach to threat detection can be a challenge without an experienced IT professional on staff.

The solution? Use Managed Security Services to take on the cyber security challenges facing today’s small and medium sized businesses. Rather than facing the onerous task themselves, business owners can turn to Managed Security Service Providers for cost-effective security skill sets and services.

Cyber Security Challenge #1: Lack of Cyber Expertise in the Organization

Topping the list of cyber security challenges is a lack of expertise in the organization. As businesses look to strengthen their cyber security defense, the first road block they often hit is a lack of experienced IT professionals on staff. On the other hand, when an IT professional is on staff, they are often pulled in numerous directions, lacking the time to take a proactive approach to cyber security.

To overcome this challenge, work with a team of external cyber security experts who are trained and certified in cyber security best practices, tools, and techniques. Managed security service personnel understand the different types of cyber security attacks, compliance requirements, threat trends, and target vulnerabilities.

Prevent Alert Fatigue

Cyber security protection technology can generate hundreds to thousands of alerts every week, quickly overwhelming your staff by the sheer volume of the alerts. That overwhelm can allow critical alerts to fall through the cracks and potential data breaches to go unnoticed. It is vital for alerts to be vetted, prioritized, and resolved.

Help wanted! It’s estimated that the cyber security workforce needs to grow by 145% to meet increasing demand.

IT Staff Supply and Demand

Due to a rising hiring demand, the security job market is ripe with opportunities. It’s tough to keep trained security staff in today’s climate, so be ready to adjust your IT budget to add the perpetual expense of hiring and training new people.

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Cyber Security Challenges Facing Today’s SMBs

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Cyber Security Challenge #2: Time and Energy Taken Away from Business

Working with a Managed Security Operations Center (SOC) built and staffed by a Managed Security Services Provider (MSSP) provides immediate security expertise, quick ramp-up, and breathing room to proactively strategize the future of your IT security focus.

Easily tailored to suit your desired level of involvement, the ideal Managed SOC offers a variety of security solutions. Options can range from security services done for you, with you, or do-it-yourself, and there are benefits to each option.

Do-It-for-You

For a more hands-off approach, partner with a Managed SOC provider and enjoy top-notch cyber security protection for your business. They will work as an extension of your team, monitoring security events and providing remediation of malicious activity.

Do-It-with-You

Meld Managed SOC resources with your IT security staff. You’ll immediately reduce your cyber security risk while maintaining fewer security personnel and building internal skill sets through access to a team of experts. 

Do-It-Yourself

If your internal IT staff can keep your organization safe from cyber risks, you may decide to develop your own SOC. We recommend you still partner with a Managed SOC provider for monitoring and protection, while your team handles remediation.

Cyber Security Challenge #3: The Added Expense of Security

Is the added expense of internal IT staff stretching your budget? Or not something you even have the funds to consider? Working with a Managed SOC provider can offer a cost-savings in your IT department. A Managed SOC provider will typically provide unlimited support at a pre-defined, fixed monthly fee. That means your bill doesn’t increase, even if the number of potential threats do. This approach allows you to easily manage and monetize security-as-a-service and spread the cost savings to other areas of your business.

The Managed Security Operations Center (SOC) Difference

Built with small and medium sized businesses in mind, a good Managed SOC team understands how you work and the challenges you face. The team will work in tandem with you to ensure you’re operating as one collaborative unit, strengthening your security so you can focus on what you do best: your business. If you find yourself in the midst of an active attack, a Managed SOC team can provide clear guidance, from investigation and response to remediation.

The Final Word on Cyber Security Challenges Facing Today’s Small and Medium Sized Businesses

If you found yourself relating to these cyber security challenges, know that you are not alone. Many business owners are dealing with the same dilemmas. Download our e-book to learn more about the cyber security challenges facing today’s small and medium sized businesses and find out more about how a Managed Security Operations Center could be the answer.

Want to learn more? Contact Com Pro today. We know you’ll love the managed SOC difference!

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What is Phishing?

It’s an online security threat that everyone should be on the lookout for, as scammers are trolling to steal sensitive information. Don’t want to get hooked by a hacker? Read on to learn more about its history, the most popular forms the attacks will take, and how to spot them.

Phishing may feel like a new threat to your online security, but it’s been making waves online for quite some time. With the first reported instance back in 1995, phishing attacks have grown and evolved over the years.

1995

The first phishing attack was reported in 1995. AOHell was created to steal users’ passwords and use algorithms to create randomized credit card numbers.

2013

In September of 2013, Cryptolocker ransomware infected 250,000 personal computers, making it the first cryptographic malware spread by downloads from a compromised website.

2018/2019

Phishers start adopting HTTPS with gift card phishing campaigns starting in 2018 only to evolve to vendor email compromise in 2019.

2020

In 2020, 74% of organizations in the United States experienced a successful phishing attack.

Did you know? Phishing emails are the leading cause for ransomware attacks, with 54% of MSPs selecting it as the top cause of ransomware attacks.

So, what is phishing, and how can you spot an attack?

Phishing attacks come in many shapes and forms. The top types are mass campaign, whaling, spear phishing, and clone phishing.

Mass Campaign

In a mass campaign, a wide net phishing scam is sent out to the masses from a knock-off corporate entity. Recipients will be asked to enter their credentials or credit card details.

How to spot a mass campaign:

Attacks that rely on email spoofing will appear to be sent by a trusted sender, but if you look closer, there are often many red flags.

• Watch out for errors or inconsistencies, like misspellings or a sender email address with the wrong domain.
• Carefully review the message for any logos that look odd. These may contain malicious HTML attributes.
• Ignore emails that have only an image and very little text.

Whaling

Whaling is a spear-phishing attack that aims to catch the big fish. It targets senior executives and other high-profile members of an organization.

How to spot whaling:

• Be wary of requests that come from a senior leadership member that has never made contact with you before.
• Make sure any request that appears to be normal is sent to a work email, not personal.
• If the request seems urgent and might be costly if it is fake, send a separate email, text or call the recipient and verify their request. It’s always better safe than sorry.

Spear Phishing

Spear phishing attacks are emails that directly target a specific organization or person using tailored information, making them seem more legitimate.

How to spot spear phishing:

• Be on the lookout for internal requests that come from people in other departments or seem out of the ordinary for the job function.
• Be wary of links to documents stored on shared drives like Google Suite, O365, and Dropbox, because these can redirect to a fake website.
• Avoid documents that require a user login ID and password. This may be an attempt to steal your credentials.
• Don’t click a link from an alleged known website. Instead, open your browser and type in the website address yourself. This way, you can be sure you’re getting to the right website and not a phishing one.

Keep your business safe from phishing tactics! Download our checklist to learn more and practice safe email habits.

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Clone Phishing

Clone phishing is when a legitimate email message sent from a trusted organization is copied and altered, replacing links with ones that redirect to a malicious website.

How to spot clone phishing:

• Be wary of unexpected emails from a service provider, even one that might be part of normal communication.
• Look out for emails requesting personal information that the service provider never asks for. If you know the request is legitimate, don’t follow the link, instead, go to the browser and type the information directly into the website.

Other Red Flags to Lookout For

When following a link, inspect the webpage to ensure it looks like the real webpage you were expecting. Pay attention to its structure, colours, other pages within the site, and the main menu.  Ask yourself, is it really necessary to enter your credentials into a form?

When assessing the legitimacy of an email, check if it’s coming from an unexpected sender, look at the sender’s actual email address, and look for odd grammar mistakes.

Social engineering signs of a phishing email can be a sense of urgency, asking you to click something to get something, or offering you something that you were not expecting.

And finally, always double-check the URL. Look for confusing spelling mistakes in the URL, and check if several subdomains are being used.

So, what is phishing?

Now that we’ve answered the question, you’ve got the knowledge to take steps to keep your business safe. Download our checklist to have these tips on hand, and to share with your employees. Want to learn more? Contact Com Pro today. We can secure your IT infrastructure and help keep you off that phishing hook.

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Thank you for joining me today, Elana. Let’s begin. Tell me about your background and maybe a little bit about North Shore Law.

Elana:

Sure. I have a Bachelor of Arts, and then went into a legal assistant role. From there I transitioned into a paralegal role working in family law. I came over to North Shore Law about eight years ago as a family law paralegal, and just became more interested in the administration side of things. When our previous administrator Kathy retired in 2020, I took over. So, I’ve been in this role for almost two years.

Com Pro:

And what’s your official title?

Elana:

Administrator.

Com Pro:

Okay. And tell me a little bit about North Shore Law. Give me the background. What do you guys specialize in?

Elana:

We are actually turning 50, next year.

Com Pro:

Oh, wow. Congratulations!

Elana:

Yeah, the firm was founded in 1973. And we’re a broad firm. We have 22 lawyers right now, nine of whom are partners, and a variety of practice areas: solicitors work, litigation, personal injury, defense work, real estate, and a large family law department.

Com Pro:

Cool. Now, what specific problem were you trying to solve, from an organizational perspective, before working with Com Pro?

Elana:

Well, when I was first employed with the firm, we were working with Syncronet. And as long as I’ve known North Shore Law, that was their go-to for IT. And then Syncronet transitioned into Com Pro, so we’ve just continued our relationship. In the last two years since I’ve been in this position, the biggest challenge that Com Pro has helped manage, and made successful for us, was our transition to work from home and remote working. Com Pro was really a huge factor in getting us up and running as quickly as possible, back in March of 2020.

Com Pro:

Let’s talk about that just quickly. During the pandemic, what percentage of staff had to then be working at home?

Elana:

For the first few months, until the summer of 2020, it was pretty much the majority of staff — about 80% of staff were working from home for about two to three months. Then slowly people started coming back and rotating in. Some people really preferred to be in the office, so it was a good chunk. And then since that past summer we’ve gone in waves. We’ve instituted work from home again when COVID has spiked, and right now we’re pretty much back at the office; but I don’t want to say full capacity. We’ve instituted an if you want to work from home policy. You just have to okay it through the firm, and we can make that happen. But, otherwise, everyone’s welcome to work from the office again right now.

Com Pro:

What’s the total number of staff?

Elana:

Staff wise, we’re at 33.

Com Pro:

Okay. So, because Com Pro has been working with you for a number of years now, what is it about their service offerings, or level of service, that allows you to continue working with them?

Elana:

Because we’ve had such a longstanding relationship, they know our systems inside and out. Especially during my transition to a new administrator, it was pretty seamless because I did not have any kind of tech background coming into this job. I’ve had to learn a lot more than I thought I would, but they were really instrumental in making that part of this as smooth as possible. Just having them know our systems, know how different software we use integrates with our network.

Because we have a wide variety of practice areas, we’re using different software. They know, and can help integrate that, which just makes it seamless. We’ve always had really good onsite service. Don always comes onsite once every two weeks. He’s great! We’ve always had a really good relationship with whoever’s come to our office. They’re always more than willing to help, and to go that extra step to make things easier for me.

Com Pro:

Now, two other questions related to that. Do you use Com Pro for your print management as well?

Elana:

No, we don’t.

Com Pro:

Okay. So, do you lease or buy your printers yourselves?

Elana:

About half and a half. Our printers are owned, and our copiers are leased.

Com Pro:

Okay. And does Com Pro have anything to do with that at all in terms of the network?

Elana:

Yes, setting up our print drivers and all that stuff. They’re always helpful with that. Definitely something to look for. It’s just the way our leases fell that we don’t have print managed services with them; but definitely we’ll absolutely look into that next time when our leases are up.

Com Pro:

Now you mentioned that Com Pro has a good knowledge of the software that you use. What specific software are you using that Com Pro has good knowledge of?

Elana:

We’re using Worlddox as our document management system, PCLaw for our accounting and client data, and ACL for our insurance defense practice. And then there’s smaller stuff. We use DivorceMate, and they have a feel for that too.

Com Pro:

Cool. I think that’s pretty important, isn’t it?

What challenges might others find along the way that they should be mindful of, based on your experience, or your predecessors experience? What kind of things would you say, “Hey, if you’re going to be considering bringing on a managed IT service provider, this is what you should be thinking of?”

Elana:

I think just having that wide scope of knowledge. Everyone that I’ve always come across at Com Pro, knows a little bit about something. Like the guy we work closest with, Don. I think he has a background in telephones, and so when we had a problem with our telephone system, he really helped get that up and going and spent a lot of time with us. Com Pro just really covers it all. They are able to help you integrate everything together. Even if they’re not directly managing that, they’ll help with all the aspects of the technology in the office.

Com Pro:

Great. Is there anything that happens on an annual basis to plan for the year? Or is it really just an ad-hoc service? How would you describe what we provide for you?

Elana:

Usually, a couple times through the year, maybe even quarterly, I chat with Phil. Phil’s our Account Manager. We just touch base with what’s to come for the year. We have our longer conversation in January, about what we have coming up, what equipment’s aging out, and which license renewals need to be done for the coming year. So, we always touch base in January; but he’s very good at just checking in about every quarter – I get a call with him. This year, about half of our workstations had to be replaced; just old. So, we chatted about that in January. Then we’re always in contact about getting good prices, getting installations, etc.

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Com Pro:

Elana, you mentioned that we helped your organization during COVID to enable working from home. Obviously, there was a technology aspect to that; but, what about the policy aspect? Did you have specific policies that you needed to put in place for your employees, and if so, did we help with that?

Elana:

No, we actually don’t really have any formal work from home policies. It was more ad-hoc as we went.

Com Pro:

Okay. What types of things would employees be able to have access to from home?

Elana:

They require a connection through VPN into their computer at the office.

Com Pro:

Okay, great. Now, as a result of working with us (and this may be a challenging question because you replaced somebody else) were there any cost savings, process changes, or efficiencies that improved your bottom line?

Elana:

Yes! Since Com Pro knows our system so well and has such a good grasp on so many aspects of our business, that is a cost savings in itself. It doesn’t take you too long to figure out the resolution to any issue. I think if we went to someone else — I don’t know for sure because I’ve never had to do the research — they might be lacking in background knowledge. Com Pro has grown with us as a firm.

Com Pro:

Okay. Are there any last final comments that you’d like to make about the working relationship with Com Pro? Anything that stands out in the day-to-day interaction with us?

Elana:

I just think that you’re really responsive. Whenever there’s more than just a small one-workstation issue — if it’s more of a network problem like a network outage, or something’s not connecting and it’s really hampering productivity in the office — you’re always really quick to respond and always helpful. If necessary, you’ll always send someone out, boots on the ground, to get the job done. Yeah. So, it’s always been more than I can ask in terms of responsiveness.

Com Pro:

Happy to hear that. So, just to wrap up, Com Pro’s tagline and philosophy has the word care in it. When you work with Com Pro, does it feel like they care?

Elana:

Yeah, it does! We had some network problems earlier this year and I had multiple people reaching out, just checking with me, making sure everyone’s okay, that everything is up and running, that everything is working. You check in, and I feel very comfortable just reaching out with any kind of problem.

Com Pro:

Great to know. Thanks for your time, Elana.

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15 Ways to Protect Your Business from a Cyberattack

Perform a Security Assessment

It’s important to establish a baseline and close existing vulnerabilities. When was your last assessment? Take an in-depth look at your current cyber security tools, and make a note of where they can be improved.

Block Those Spam Emails

Take steps to secure your email. Did you know that most cyberattacks originate in your email? We can help you choose a service designed to reduce spam and your exposure to attacks on your staff via email.

Use Passwords to Guard Access

Apply security policies on your network for an added layer of protection. Great examples of these are to: deny or limit USB file storage access, enable enhanced password policies, set user screen timeouts, and limit user access.

Heighten Security Awareness

Train your users to recognize threats and utilize cybersecurity tools. Teach them about data security, email attacks, and your company’s policies and procedures. To put this knowledge to the test, use a web-based training solution to keep everyone practiced and up-to-date.

Employ Advanced Endpoint Detection & Response

Be sure to protect your computer’s data from malware, viruses, and cyberattacks with advanced endpoint security. Today’s latest technology replaces your outdated antivirus solutions, and protects against file-less and script-based threats. It can even rollback a ransomware attack.

Enable Multi-Factor Authentication

Utilize Multi-Factor Authentication whenever you can, including on your network, banking websites, and even social media. Adding security questions or text messages as an additional authentication step adds an additional layer of protection, ensuring that even if your password does get stolen, your data stays protected.

Does your cybersecurity plan check out? Download our checklist to ensure you’ve covered every angle.

Run those Computer Updates

Don’t ignore update notifications, they may include important security fixes. Keep Microsoft, Adobe, and Java products updated to keep your security tight. We can provide a “critical update” service via automation to protect your computers from the latest known attacks.

Do Some Dark Web Research

Have your passwords been compromised? Knowing in real-time what passwords and accounts have been posted on the Dark Web will allow you to be proactive in preventing a data breach. We scan the Dark Web and take action to protect your business from stolen credentials that have been posted for sale.

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Security Incident & Event Management (SIEM) and Log Management

SIEM and Log Management are two software tools that use big data engines to review all event and security logs from all covered devices. This protects against advanced threats and meets compliance requirements.

Web Gateway Security

Internet security is often a race against time. Don’t just react. Stop the threat before you even know it’s there. Cloud-based security detects web and email threats as they emerge on the internet, and blocks them on your network within seconds, preventing them from reaching you.

Mobile Device Security

Today’s cybercriminals often attempt to steal data or access your network by way of your employee’s phones and tablets, which can be less secure than your organization’s network. They’re counting on you to neglect this piece of the puzzle and leave the devices vulnerable. Mobile device security closes this gap.

Engage your Firewall

Turn on Intrusion Detection and Intrusion Prevention features and send the log files to a managed SIEM. If you’re not sure what these things are, get in touch to learn more.

Use Encryption

Whenever possible, the goal is to encrypt files at rest, in motion (think email) and especially on mobile devices. Encryption protects data by encoding it so it remains hidden or inaccessible to unauthorized users.

Don’t Forget to Backup

We can’t stress the importance of a backup enough! Backup local, backup to the cloud, and have an offline backup for each month of the year. To ensure your backups are working properly, test your backups regularly.  

Cyber Insurance: If all else fails, protect your income and business with cyber damage and recovery insurance policies.

How many of these procedures or tools do you already have in place? Where are your defences weak? At Com Pro, we’ll ensure your IT infrastructure is secure against any external threats with a tailor-made protection plan. Review all 15 ways to protect your business from a cyberattack, and then give us a call to learn more.

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Don’t leave your online defence up to chance, read on for helpful advice and then download our comprehensive cyber security checklist.

Privacy Program

Create an internal privacy policy and review it with your employees to ensure everyone is on board. The policy should include employee records, email and internet usage, customer usage, internal systems and access, mobile devices, laws and regulations, and consequences for violating the policy. Your business may require a public-facing privacy policy as well, to share with customers.

An internal policy for data retention is also important, dictating how long your company will retain data. This will minimize the impact of a data breach and reduce data storage costs.

Security Program

An important cyber security tool is awareness. Online security training courses can provide employees with a basic understanding of the potential physical and cybersecurity threats, as well as teaching them how to respond. You can also use a service to randomly test users on their ability to identify phishing emails and see where additional training is needed.

In the office, employees should follow a clean desk policy, designed to protect sensitive information and data by storing it securely while they are away from their desks. When welcoming visitors into the workspace, a clear visitor policy and escort program will contribute to the security of employees, clients, physical assets, and important data.

To determine which digital assets could be in jeopardy, an annual risk assessment should be conducted. The assessment should include a complete digital asset inventory, known vulnerability report, and an assessment of risk and impact to the business.

Another of the key cyber security essentials for small to mid-sized businesses, is Multi-Factor Authentication. From security questions to biometric methods like fingerprints, it combines passwords with technology as an additional authentication step.

Essential Cyber Security Tools for Small to Mid-Sized Businesses

Virtual Private Network (VPN)

An encryption-based communication method, a VPN securely connects a remote office or worker to an organization’s private network over a shared or public network.

Secure Wi-Fi / wireless networking

Secure your organization’s Wi-Fi by changing the default admin password on the Wi-Fi router, updating the Wi-Fi router firmware, and creating a guest Wi-Fi network.

Secure Email Gateway (SEG)

Often targeted by hackers, email is often the least secure means of passing data into and within an organization. 

System auditing

On the firewall solution, ensure that logging is enabled and that the logs are periodically reviewed to identify potential patterns that may indicate a compromise or ongoing attack.

Configure backup solution

There are many processes and utilities for backing up critical information, but one of the most known and least implemented security controls is data recovery. Implement a 3-2-1 backup solution.

Test backup solution

Regularly test backup restoration procedures for reliability and to ensure the process has been verified during a disaster and can be replicated quickly and with minimal errors.

Is your business utilizing these Cyber Security Essentials? Download our checklist for a comprehensive audit of your policies, procedures, and tools.

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Domain Name System (DNS) and content filtering

Use the Domain Name System (DNS) layer to block sites known to pose a high risk of containing malware. Most firewalls have this included, but remote workers will need an agent installed on their devices.

Endpoint Detection and Response (EDR) 

A subset of endpoint security technology and a critical piece of an optimal security posture, EDR continuously monitors and responds to advanced threats.

Security Incident and Event Management (SIEM)

This can include the collection of security-related logs, the ability to correlate activity across multiple devices, and aids the ability for security analysts to identify potential malicious activity.

System Hardening

System hardening will secure your system by reducing its surface of vulnerability. To start, clean up unused programs on all systems to limit the number of ways a hacker could gain entrance, and close unused ports.

You should also clearly define what groups can access and maintain Microsoft Active Directory groups and rules, secure endpoint configurations, and properly configure and implement firewalls, routers, VPNs, and Intrusion Detection and Prevention systems.

Your regular security routine should involve planning, testing, implementing, and auditing patches through an automated patch management software. For cloud apps, monitor and track behavior in the apps to detect abnormal user behavior like impossible travel, unfamiliar sign-in properties, or suspicious inbox manipulation rules.

Vulnerability Management and Assessment

Vulnerability management is a crucial component in understanding your organization’s overall risk, so be sure to define a vulnerability analysis and resolution strategy.

Most vulnerabilities are software “bugs” that can be exploited and possibly compromise confidentiality, information, or availability, so you should understand all the software used within your organization.

Response

Rounding out the list of cyber security essentials for small to mid-sized businesses, an incident response policy is important to set the standard of behavior. Clearly outline incident response procedures for responding to and working through an event, and have clearly defined incident response roles and responsibilities within your organization.

Ready to take your cyber security to the next level? At Com Pro, we’ll ensure your IT infrastructure is secure against any external threats with a tailor-made protection plan. Get in touch to learn more.

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1. Secure VPN technology

The first cyber security tool you should invest in is a virtual private network (VPN). Many employees admit to leaving a work device unattended in public while working remotely, or to using public Wi-Fi to send and receive work files. It’s all too tempting to answer that work or customer email on your personal smartphone at the kitchen table or in line at the coffee shop. This may seem harmless, but it means others could be using that shared network to spy on your activities or to gain access to your company’s IT systems.

Just as the name suggests, a virtual private network (VPN), allows your team to access a private, secure network, even if they use their own household or public Wi-Fi. A VPN can mask a users’ location and IP address and encrypts data as it moves back and forth across the internet.

Now, it doesn’t mean your activities cannot be monitored while using a VPN. Website cookies can still track your online “movements”, but a VPN offers another layer of protection that can stop others from accessing your sensitive company data.

2. Multi-factor authentication

To add another layer of protection, the second cyber security tool your business should be using is multi-factor authentication. This will minimize another risk often posed by remote working: unauthorized logins to company systems. When employees work in an office, you control the environment and the level of security, but when your employees work from home, you face potential risks. 

Multi-factor authentication can protect your business by requiring users to provide two or more pieces of evidence to access devices and systems. This is usually something only the user knows, such as a key code or PIN, or something only an authorized user would have in their possession, such as a badge or smartphone. You can even go a step further and use things like fingerprint or voice recognition. By implementing this extra step, you can greatly reduce the risk of unauthorized access.

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3. Access control

Next on the list of cyber security tools you need, is access control. It’s important to control the level of access for each remote worker, since not everyone needs to access every single IT system. Good access control means you know who should access your company data (authorization), and you have the means to ensure the right person is granted access (authentication). In other words, you have gatekeepers, like multi-factor authentication, in place that ensure that the right person accesses the right systems.

Every business needs some form of access control, especially if employees work from home and require access to company resources and networks. By limiting access to only the systems and data a worker needs to do their job, you lessen the risk of info leaks and security breaches.

4. Security training

All the above tools can keep your business safe, however, they don’t account for human error or negligence. To mitigate this risk, the final piece of the cyber security puzzle must involve security training for remote staff. Security training can help employees to comprehend the IT risks involved in working from home. By outlining and documenting your security policy and best practices, you can give remote staff the education they need to keep themselves and the company safe.

We recommend distributing a clearly written security policy to all remote workers. Outline how to spot threats, how to report a problem, and steps employees can take to reduce security risks. Remember, not everyone speaks “IT”, so make sure it is easy to follow and that your team understands their responsibilities. An outsourced IT provider may already have versions of policies that they can help you implement, without needing to start from scratch, or you can check out our guide to developing a security policy.

Are you ready to step up your security with cyber security tools that protect your business?

Our Managed IT services can provide these invaluable tools, minimizing your online risk and leaving you with peace of mind.

Get in touch to learn more. We’re happy to answer any questions and get you on the road to robust online security. 

The post The 4 Cyber Security Tools You Should Already Be Using to Protect Your Business appeared first on Com Pro.

Keeping your Environment Safe

As remote work and document sharing has become the norm in the legal industry, security attacks have also increased for law firms. The importance of their data and the cost of downtime means that law firms are attractive targets for hackers. In fact, cybercrime remains the most common threat faced by Canadian organizations.

Avoid that danger with a robust defense team. Com Pro IT Complete Security provides security monitoring for each endpoint associated with the firm’s network. With our Managed IT Services for law firms, we’ll support you with a 200 person, 24/7 security team, ready to mitigate a threat as soon as it is detected.

Backup Your Data

We’ve all felt that sinking feeling, the one when you lose an important file and then discover your backup is out of date. Remote work and remote correspondence with clients mean law firms today are storing more and more client documents digitally. To safeguard those important files and give you peace of mind, Com Pro offers backup solutions for firms of all sizes. In the event of a data loss or a security breach, your environment and data can be fully restored.

Ensure your document workflow solutions work with your technology

Your systems should work hand-in-hand. Often, we see customers design their IT networks, choose industry software, and as an afterthought, invest heavily in print devices and document management software. One of the advantages of choosing Com Pro is that we have both a Managed IT and Managed Print division, which means the solutions we propose ensure that all your technology works together as one strategy. It’s a streamlined process that you’ll love.

Local, Knowledgeable Help Desk Support

Need assistance? We’re here for you. Com Pro’s tech team has been trouble shooting and working with legal software solutions for over 20 years. This experience often means we can resolve common issues immediately. If the issue is unique or more complex, we work directly with the software vendor on your behalf to trouble shoot any system issues.

Learn More About our Managed IT Services for Law Firms

We love working with law firms. Just check out our recent case study with Hunter Litigation. Choosing Com Pro to support your firm means choosing a company with a proven track record of keeping law firms online and secure.

Learn more about our Managed IT services for law firms, and how we can work together.

The post The Benefits of Managed IT Services for Law Firms appeared first on Com Pro.

And if you have more questions after reading this article, great! We’re right here to answer them for you.

Let’s get started with FAQs related to Managed IT. 

Is my team too small to justify working with a Managed IT company?

It’s true that Managed IT firms may have specific criteria about the size of the organizations they serve. For example, here at Com Pro, we work with clients who have anywhere from 3 to 250 users. But in addition to service capacity, here are three more key components you should think about when considering working with an MSP:

• Do They Offer Flexible and Scalable Solutions?

Although your business may be small now, what’s your potential for growth in the next few years? You want your IT to be easily scalable so you can grow your IT infrastructure alongside your business.

Com Pro offers an IT Essentials Plan that makes our services for smaller teams more cost-effective. But we also provide other flexible services and plans that can be scaled up or down.

• Do the Service Packages Suit Your IT Needs?

Initially, you may only want to outsource certain IT services; but, some MSPs will try to force you into buying a bigger service package than you need. 

At Com Pro we help our small business clients determine priority requirements and then implement services most appropriate to their needs.

• Do They Offer Services to Fit Your Budget?

When you’re a small business you might think that purchasing a partial plan is the way to go. You can always pay for additional billable help desk hours if you need to, right?! But remember, extra hourly fees add up fast and can do a number on your budget.

Full IT services may be more expensive, but they provide peace of mind. All expenses are covered at a predictable cost, even in worst-case scenarios.

At Com Pro, we can help you find a plan that won’t wreak havoc on your books. We’ll make sure to find a balance between your needs, business goals, and budget. And we’ll help you become a more tech-savvy business that’s three times more likely to create innovative new solutions.

Are you still wondering about Managed IT for your small business? Visit our blog post, What to look for in an IT Managed Service Provider? 

But what if you already have in-house IT? Read our next FAQ to find out. 

Will an MSP work with me even though I already have existing in-house IT?

Absolutely! It makes sense for many companies to have a point person or a small IT department work on certain aspects while outsourcing other portions, like your help desk, security, engineering, or complex problem solving. 

Here are a few examples of how outsourcing parts of your IT to an MSP can benefit your organization:

• Eliminate the need to staff your IT team for varying skill sets. 
• Free up in-house IT experts for projects that promote innovation.
• Easily scale up or down to respond to your company’s needs at any given time.

Complementing your in-house IT with a Managed IT service provider sounds fantastic, doesn’t it? 

But now we bet you’re wondering, What IT Services Should Be Kept In-House and What Can Be Outsourced? Follow the link to find out.

Cloud computing is a service that you can outsource to an MSP. But is it time for your business to move to the cloud? Read our next FAQ to find out.

Does it make sense for my business to start moving to the cloud?

There’s no doubt that the cloud has become more and more appealing to businesses as the technology has become more affordable. And let’s face it, cloud access is an incredibly convenient solution when it comes to data accessibility. Add in factors like scalability and initial low capital investment, and you can see how cloud hosting could be your best bet. But it’s not without drawbacks. Ongoing costs can make cloud hosting difficult to justify depending on the data requirements of your business. 

Alternatively, if you choose to stay with in-house servers you can benefit from physical control over backup data, have the ability to keep critical data securely in-house without allowing any 3rd parties access, and potentially lower your ongoing data storage costs. But this in-house approach is not without disadvantages. On-premises servers have a higher initial cost and the additional long-term expense of maintenance and updates. 

So, should your business move to the cloud? As you can see, the answer may not be as clear-cut as you would like. We recommend consulting with a knowledgeable and expert Managed IT service provider like Com Pro to help you make an informed decision for your unique business requirements. 

In the meantime, for more in-depth information you could read our blog post, How Do I Choose a Cloud Service Provider? 

Now that we’ve covered some Managed IT FAQs, let’s keep it going and answer some questions about Managed Print.

FAQs related to Managed Print 

What is the difference between an A3 and A4 device, and which makes sense for me?

The biggest difference between an A3 and A4 multifunction printer (MFP) is that A3 devices are compatible with copying and printing 11X17 paper. But there are a few more things you should know before deciding which machine is best for you:

A3 Multifunction Printers

• When it comes to office copiers, the A3 devices are the full-sized devices you picture when you think of a photocopier.
• Due to their lower cost of operation, they may make sense for printing higher volumes, even when you don’t require 11X17 printing.

A4 Multifunction Printers

• A4 devices print typical letter size documents and are smaller in size, which makes them a popular choice for home offices.
• You can purchase them affordably at standard electronics stores. 
• The smaller consumables mean a lower overhead cost when setting up your device.

So, which device makes the most sense for your business? If you don’t print many documents and don’t need many users, then an A4 is a great option. But that’s just one piece of the puzzle.

When you’re ready to dive into your business’s printing requirements, check out our handy guide on Finding a Multifunction Printer Made for Your Business.

Do you have more questions about printer features? Our next FAQ might be right up your alley.

I would like to track print usage by individual, but does that mean adding an expensive option to the machine?

Not at all! MFPs now come with built-in basic tracking software, workflow and security features that used to only be available as expensive add-ons. That means that tracking print usage is a readily available feature with no additional cost to you. You can:  

• Create detailed printing reports across your network of printers.
• Gather insights to provide cost data for your office’s printing budget.
• Encourage more efficient printing from your staff.
• Reduce waste and introduce more sustainable print practices in your office. It’s a win-win for your business and the environment!

We’re proud to carry a wide range of all-in-one printers from the best in the business. Check them out here!

Discover another way to increase printing efficiency in your office by reading the next FAQ.

We use RFID cards to enter our buildings. Is it possible to use our existing RFID cards to access print capabilities on a multifunction device?

Yes! And what a great idea. RFID readers are an inexpensive add-on to your MFP.  You can combine your existing RFID cards to access your MFP, bringing a flexible and user-friendly printing experience to everyone in the office. When implemented securely, RFID can make your printing effortless and improve your workplace productivity.

Your employees will be able to use swipe or tap authentication to print or copy documents in the office. It’s a great way to enhance security and tracking without adding a major inconvenience to your users.

That’s it for our shortlist of FAQs related to Managed IT and Managed Print. Have we missed anything you’ve been wondering about? 

If you have any other questions, give us a call. Curious people always ask the best questions!

The post 6 Print and IT Questions You Asked, and We Answered appeared first on Com Pro.

The analytical reasoning a Managed Service Provider (MSP) uses to justify spend on hardware saves money, keeps your business running at 100%, and helps you make the best decisions for your business.

So, let us take you behind the curtain.

How Does an MSP Justify Spend on Hardware? The Holistic and Proactive Approach

The best way to justify spend on IT hardware and infrastructure is not to do it reactively. The reactive approach to hardware management means you’re always a step behind. You don’t act until something breaks, and it’s time to fix it. This break-fix method of hardware management is a costly way to run a business.

It leaves businesses scrambling to fix the problem creating, you guessed it, downtime that harms service and outputs. The reactive approach can also make your company vulnerable to cyber attacks like ransomware. 

The ideal way to manage hardware is to dig the well before you’re thirsty. A holistic and proactive approach to IT infrastructure management puts your business a step ahead.

Proactive management includes continuous monitoring and support so that nothing breaks in the first place. It means having IT professionals who constantly analyze systems and identify potential bugs before they slow down workflows.

A good MSP helps small businesses in many ways, including a proactive approach to IT infrastructure budgeting. They will work with you to understand what kind of technology experience your organization needs.

Assessing your business’ hardware needs is the second part of the answer to, “How does an MSP justify spend on hardware?” More about that in the next section.

Getting it Right: What Hardware Does Your Business Need?

With the proactive approach to hardware management, an MSP will analyze the hardware your business needs to thrive for years.

For example, they’ll work with you to determine how uptime, user experience, security, and data storage are critical to your business. They will work to understand your organization’s budgetary constraints and find hardware solutions that fit your needs.

If your organization relies on phone and email for around-the-clock communication with clients and stores sensitive customer data, it’s easier to justify spending on critical infrastructures like firewalls, switches, data recovery and workstations.

If your organization is small, data storage requirements make the cloud a cost-effective option. But it’s critical to think about overall user experience. You will likely want to invest in updated, functional workstations for your team members, wireless access points and a strong internet connection. 

Of course, each business has its own set of unique needs and challenges. A great Managed IT service provider will use their experience to learn all of the ins and outs of your hardware needs to provide your unique answer to the question, “How does a managed service provider justify spend on hardware?”

It’s How Old? Assessing the Current State of Your IT Hardware

Once you’ve identified what type of environment best suits your organization, the next step is understanding your hardware’s current state. 

An audit of your systems will allow an MSP to evaluate the status of your equipment, systems, and applications to assess performance. The process makes sure your hardware is firing on all cylinders and properly protected. 

When you systematically assess your IT equipment, you can better see your hardware’s age and performance. From there, you can work out which equipment needs to be replaced. Then anticipate when it will need replacing.

An MSP can offer a comprehensive site analysis. This includes a needs audit complete with a cost analysis, and device utilization report.

Following a comprehensive audit, your MSP will help build a roadmap to achieving your desired future state environment.

But now you’re thinking, “What if I can’t do it all at once?”

Most organizations can’t. Your MSP will help identify what investments are business critical and what will have the most impact towards progressing to your desired future state. They can help you determine to allocate spending between the must-haves and the nice-to-haves.

Once you and your MSP determine your most business-critical hardware investments, the next step is to work with you to create a plan for equipment management.

How Does a Managed Service Provider Justify Spend on Hardware? Creating a Plan..

Equipment management involves planning what you need and figuring out when you need it. It involves sourcing the best possible options for your company with the top manufacturers.

Suppose your infrastructure plan indicates that in year 2, you will be upgrading X number of workstations. In that case, your MSP can start the search early and wait to find workstations that meet your specifications that are also on sale with the manufacturer. 

At different times in the year, manufacturers will discount their equipment without warning because a new model is coming out or because they have excess inventory. That’s when the MSP will act to save your organization money.

Pre-planning with your MSP doesn’t just save your company money. The proactive process also improves user experience, reduces downtime and helps you make informed decisions.  

So, going back to the original question, “How does an MSP justify spend on hardware?” The answer is a holistic and proactive process that includes understanding your business plan, requirements, and future goals.

In short, the best way to justify spend on IT hardware and infrastructure is to not have to. 

Now, on to the next question: Who will help you understand what IT environment you need to support your business?

We’re ready to help your business position itself to thrive now and in the future with expert infrastructure planning, so give us a call!

As you can see, there’s no wizard behind the curtain. Just a team of experienced professionals delivering top-notch transparent service.

The post Behind the Curtain: How Does an MSP Justify Spend on Hardware? appeared first on Com Pro.