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Creating an IT Compliance Policy – The 7 Things You Need to Consider

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Conducting business operations in the digital world is prone to security risks. Mitigating them would be impossible if you don’t have an IT compliance policy.

Setting up a robust IT compliance policy in your business is more important now than ever. And it’s because most organizations now depend on digitized services. 

Online companies rely on e-commerce websites to do business by taking orders and receiving payments. Even brick-and-mortar organizations utilize software to perform various activities, such as order management and back-office accounting. 

In such tech-driven environments, a lack of proper security measures jeopardizes the business leader’s position. Their IT systems get abused, and their technology often becomes a source of scandals. 

The only way to avoid this possibility is to create a strong IT compliance policy. 

This article will cover key considerations when developing your system of IT compliance.

What You Need to Consider for IT Compliance Policies

Factor #1 – People, Processes, and How They Align to Tech

IT compliance isn’t just about technology – it also involves people and processes. And the reality is that many organizations focus heavily on their tech, resulting in failed audits due to their failure to consider the other two aspects. This makes the compliance world more complex. 

Taking the correct approach can help ensure your enterprise abides by the necessary standards.

Factor #2 – Relevant Laws and Regulations

Laws and regulations stipulate the policies that govern IT compliance requirements. Here are the most common ones: 

  • The Sarbanes-Oxley Act – regulating financial reporting
  • The Gramm-Leach-Bliley Act – governing non-public personal information and financial data
  • The Health Insurance and Accountability ACT – regulating health information that healthcare organizations process

Ultimately, you can’t start your compliance process without understanding the laws and regulations applicable to your organization.

You should also ascertain the controls that apply to these laws and regulations. They are process-oriented and technical means to adhere to your policies. 

There are various industry and government standards that specify them, including: 

  • Control Objectives for Information and Related IT 
  • National Institute of Standards and Technology 
  • Payment Card Industry Data 

These can have a massive bearing on your sector. Therefore, make sure to familiarize yourself with all relevant controls. 

Factor #3 – Raising Employee Awareness of the Importance of the Policy

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One of the biggest threats to your data security is having untrained employees. Their actions can have a huge impact on cybersecurity. For instance, improper software upload, sharing, download, and storing can jeopardize critical information.

The reality is, many employees opt for insecure data transfer methods due to their convenience. Some of the tools they use are personal emails, consumer-grade collaboration apps, and instant messaging. All of these are ideal targets for cybercriminals. 

To prevent your business from becoming a victim, your users must learn and understand where various threats originate from. They should especially understand the actions that can give rise to vulnerabilities. 

Making file sharing a top priority and investing in proper education demonstrates the significance of IT compliance. Your efforts can help team members willing to adopt the best practices in this field. 

When developing your training plan, make sure to include several key topics: 

  • How insecure file transfer methods expose your company to risks 
  • Avoiding phishing scams
  • Precautions to exercise before using or downloading unsanctioned applications
  • The conditions for using and creating strong passwords

Factor #4 – How Your IT Policy Aligns With the Company’s Security Policies

Aligning IT compliance with your business operations involves understanding the culture of your organization. For example, your environment can revolve around either processes or ad-hoc ways of doing things. 

Enterprises aligning with the former are best off issuing in-depth policies to ensure compliance. 

By contrast, companies that match the latter require detective and preventive controls. They need to address specific risks associated with your policy. It helps various auditors understand why you’ve deployed a particular control or decided to face certain risks. 

Factor #5 – Understanding of the IT Environment

IT environments directly affect your IT policy compliance design. That said, there are two main kinds of environments: 

  • Homogeneous environments – These consist of standardized vendors, configurations, and models. They’re largely consistent with your IT deployment. 
  • Heterogeneous environments – The other type uses a wide range of security and compliance applications, versions, and technologies. 

Generally, compliance costs are lower in homogeneous environments. Fewer vendors and technology add-ons provide less complexity and fewer policies. As a result, the price of security and compliance per system isn’t as high as with heterogeneous solutions.

Regardless of your environment, your policy needs to appropriately tackle new technologies, including virtualization and cloud computing. 

Factor #6 – Establishment of Accountability

IT policy compliance doesn’t function without accountability. It entails defining organizational responsibilities and roles that determine the assets individuals need to protect. It also establishes who has the power to make crucial decisions. 

Accountability begins from the top and encompasses executives. And the best way to guarantee involvement is to cast IT policy compliance programs in terms of risks instead of technology. 

As for your IT providers, they have two pivotal roles: 

  • Data/system owners – The owner is part of your management team that’s responsible for data usage and care. Plus, they’re accountable for protecting and managing information. 
  • Data/system custodians – Custodial roles can entail several duties, such as system administration, security analysis, legal counseling, and internal auditing. 

These responsibilities are essential for IT policy compliance. For example, auditors need to carefully verify compliance activity execution. Otherwise, there’s no way to ensure the implementation is going according to plan. 

Factor #7 – Automation of the Compliance Process

Your IT continually evolves and grows. Internal auditors can only review a small number of user accounts and system configurations. 

Automation is the only way to ensure you can evaluate enough systems regularly. 

Breeze Through Your Business’s IT Compliance

Setting up well-designed IT compliance may be a long process, but it can make a world of difference in terms of business security. It keeps your business reputation intact and allows you to avoid penalties and fines. 

However, you’ll need to pay special attention to several aspects. And one of the most significant ones is your IT provider. 

If your IT isn’t living up to its potential, you’re bound to face compliance issues. This can cause tremendous stress and halt your operations. 

Luckily, there might be an easy way out of your predicament. Schedule a quick chat with us to discuss your IT problems and find out how to get more out of your provider. 

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This Article has been Republished with Permission from The Technology Press.

Office 365

How Kohler Uses Office 365 to Create a Culture of Agility (And the 8 Underused Tools That Will Make Your Business More Productive)

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There are numerous suites of apps that can improve your productivity. One of them is Office 365, which features an array of underappreciated tools.

Office 365 has helped millions of organizations streamline their operations. One of the most famous examples involves Kohler, the manufacturer of kitchen and bath fixtures and plumbing. 

At the start of the coronavirus pandemic, they struggled to manage operations since most of their team had to work remotely. The company had to adjust its activities to stay true to its values. 

That’s where Office 365 came into play. 

It helped them deliver personalized training in a short period. Their employees gained access to curated podcasts, Q&A sessions, microlearning videos, and renowned experts. All of which helped them become more comfortable with their new suite of apps. 

Over time, the platform also enabled them to overcome the limitations of cultures, languages, and time zones with different tools. 

For instance, they used Teams to mobilize professionals who shared insights into worldwide markets. Likewise, SharePoint facilitated the movement of over 400 terabytes of directories, expediting customer communication and support. The enterprise also enhanced its security and device deployment, creating a seamless culture of agility and productivity. 

It’s worth mentioning that Office 365 isn’t just suitable for large companies like Kohler. Any business leader can leverage this productivity suite to increase productivity. The reality is that many of these tools are underused and underappreciated. 

This article will highlight some of the top Office 365 tools you should consider implementing in your business. 

The Tools

Tool – #1 Flow 

Microsoft Flow enables you to automate your workflow across various applications. You can connect it to instant message and email alerts, synchronize files from different apps or copy them from one platform to another. 

For example, if you fill out a SharePoint form, you can use Flow to develop a lead in Dynamics 365. 

Best of all, the tool isn’t limited to Microsoft Services. It lets you extract data from Facebook or upload files to Dropbox. The result is higher productivity through improved connections. 

Tool #2 – Teams

Teams is a meeting, sharing, and chatting hub for your team. This cloud-based platform combines notes, files, conferences, and several apps in real-time. 

The program has dramatically improved collaboration and productivity, bringing people, content, and conversations together into a single hub. It integrates effortlessly with Office 365 apps and features a secure global cloud. 

Another tremendous benefit is real-time communication. It lets all members watch edits in PowerPoint presentations, ensuring input from the entire team. Users can also provide feedback using the chat window to streamline productivity. 

In addition, Teams supports cross-platform cooperation, allowing you to work on your phone, tablet, or computer. 

Tool #3 – To-Do

Microsoft To-Do is a smart task management platform that facilitates planning throughout your day. Not to mention it delivers a personalized and intuitive way to help users stay organized. 

It comes with a robust algorithm that lets you create lists for nearly anything, such as your home projects, work, and grocery shopping. 

Keeping track of reminders is effortless with To-Do. You can add reminders, notes, and due dates while personalizing them with vivid themes. Aside from viewing them on the web, these lists are also accessible on most devices, including Android phones, iPhones, and Windows 10 devices. 

Tool #4 – MyAnalytics 

Although teams spend much of their time in meetings, talking on the phone, and sending emails, they still may not be very productive. To overcome this obstacle, Office 365 introduced MyAnalytics. 

This tool increases employee efficiency by analyzing two productivity factors: who users spend their time with and how they spend it. 

Using robust analytics, the tool suggests how you can be more productive by working less after-hours and reducing idle meeting time. There’s also AI that flags your Outlook commitments to remind you of your daily duties. 

MyAnalytics consists of four components: 

  • Digests – Your Outlook inbox stores weekly digests to highlight the previous week. 
  • Dashboard – The dashboard displays various statistics like productivity insights, work habits, and suggestions on improving them. 
  • Insights Outlook – This feature presents cards that show your work experience and allow you to respond in many ways. 
  • Inline Suggestions – These suggestions are available in your Outlook to help boost productivity.

Also, Microsoft considered your privacy when designing this tool. That’s why you’re the only one who can access your personal insights and data.

Tool #5 – StaffHub

StaffHub enables workers and managers to manage their schedules and stay in touch through mobile devices. Employees can use this tool to request a day off, communicate with colleagues, and trade shifts. 

In addition, they can send messages to their entire team or individual team members to keep them in the loop on important developments. 

Tool #6 – Delve

This is a nifty visualization tool that incorporates social media elements and social learning. It utilizes content from four platforms: Exchange, SharePoint, Yammer, and OneDrive, 

However, it doesn’t aggregate your data points only. Instead, it detects relevant information like user activity and past interactions. 

Tool #7 – Sway

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Sway is a presentation app that might someday replace PowerPoint. It boasts an integrated design engine to produce appealing presentations and reports. 

Some of the features include dragging and dropping images, charts, videos, and canvas-based formats. The program can also produce newsletters and stories that can be viewed on various devices.

Tool #8 – Planner

Microsoft Planner is an excellent choice for companies with team members all over the globe and multiple simultaneous projects. The tool can rapidly digitize your task management processes. 

It gives users access to visual organization tools and four key functions: information hub, insights, communication, and flexible categorizations. Also, it enables team members to share files, create plans, assign and assemble tasks, and converse with co-workers while receiving progress updates. 

Reinvigorate Your Business’s Work Environment

Taking your operations to new heights is all about creating an agile and productive workplace. And Office 365 can help you achieve this with a wide range of communication and collaboration tools. 

Whether your team works remotely or in-office, this suite of apps can dramatically improve project management. And Kohler’s example is proof of this.

That said, a subpar IT provider can impede your integration with Office 365. 

If you feel your vendor isn’t delivering the necessary results, give us a call. We can schedule a quick chat and come up with the perfect solution to your business’s IT difficulties to save you from a lot of stress. 

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This Article has been Republished with Permission from The Technology Press.

People, Man, Guy, Mustache, Virtual Reality, Vr, Video

Immersive Experiences Can Scale Your Business – The 5 Ways Virtual Reality Can Save Your Business Time and Money

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Scaling your business doesn’t just entail having suitable systems, staff, or partners. It also includes finding new and innovative ways to save time and money. And that’s where Virtual Reality (VR) technology comes in.

What is virtual reality, or VR? 

VR is the technology that immerses you in a simulated digital environment. Wearing headsets and glasses, you enter the digital simulation and have a real-world experience. 

When you think of VR, you might imagine a dark room full of gamers trying to outdo each other in their quest to rebel against alien empires. The truth is that the use of VR technology is currently experiencing an increase in growth not just in the gaming industry. 

Several industry sectors have begun to realise that VR is an up-and-coming enterprise technology. 

You can use VR to build a real-world to showcase products and turn ads into an engaging experience. And you can even use it to find and solve architecture and interior design issues.

Now, you may be thinking, “As a business owner, why should I care about virtual reality?”

The answer is simple: 

Times are changing.

Whether you like it or not, it’s best to keep up to date with the evolving technologies, VR included. Moreover, if appropriately used, VR can take your business to the next level.

This article will share five ways that VR can save your business time and money.

The Five Ways VR Can Save You Time and Money

Way #1 – Create and Test Your Own Product Prototypes

If you’ve experienced developing your own product, you are fully aware by now of the time and costs required. From trail runs to reliability checks, you need to invest thousands of dollars and hours of your time. 

With the help of VR technology, you can save time by prototyping and testing your product using an experimental model. Model creation in VR allows you to analyse your product in great detail at the preproduction and testing stages.

A significant advantage of virtual prototypes is that you can fix any problems in real-time. That means you won’t have to spend time and money to build a physical model.

Also, virtual prototyping allows you to see your product in various environments. Not to mention under different lighting and at different angles. Armed with that knowledge, you can make crucial decisions on colours or materials, among others.

Way #2. Showcase Your Products Worldwide

Imagine you are a manufacturer of tractors.

You’ve built a new line and want to show your fantastic new product at foreign expos abroad. Traditionally, you would need to pay exorbitant fees to transport your tractors so that you can exhibit them in those expos.

But why would you do that when you can use VR to create a realistic 3D model of the tractor at a fraction of the price? 

The virtual 3D model will enable potential customers to see what the tractor looks like from all angles. They will also be able to see how it works in real-time. 

Way #3. Use VR to Train and Educate Your Team

Suppose you’re thinking about training your team in soft skills. In that case, VR training could be a great alternative to using traditional screens and projectors. 

Generally, using VR to train your employees can be done for much less than the cost of using conventional training methods. 

Moreover, immersive VR training delivers intensive, more impactful learning experiences. VR training also removes the risk of unpleasant real-world consequences such as fallouts with team members.

Lastly, employees in VR training can be trained up to four times faster than e-learning and in-classroom trainees. 

Way #4. Collaborate On a Global Scale

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Let’s say you’d like to involve a bunch of specialists from around the world to help you develop a product.

While it would be fantastic to have them all brainstorm in one room, that would be an expensive plan. When you tally up the price of flight tickets, accommodation, taxis, and food, you’re looking at thousands and thousands of dollars to make it happen.

But thanks to VR technology, teams from different parts of the world can easily meet without breaking the back. All that’s needed is to buy VR headsets and join a collaboration network. In seconds, everyone can connect, collaborate, and share insights from the comfort of their workspace. 

And since you are all working in the same environment and on the same model, the sharing of feedback happens in real-time and more effectively.

Way #5. Reduce Travel Expenses

Travel expenses can suck up a large part of company budgets. Fortunately, you can create virtual 3D models to show your product to potential customers. All without traveling to another state or country.

For example, a real estate agent might want to save time going from house to house with potential buyers. In that case, VR technology will enable the buyers to see what a property looks like in a virtual 3D setting. There’s no need for them (or the agent) to visit the property each time. 

Similarly, anyone who needs to meet high-touch clients knows that being on the road is a huge time-waster. VR can replace your face-to-face interactions, saving you the trip there and back. 

One of the best parts of VR communication is that your clients can stay up to date with what’s happening in a particular project. And that’s regardless of where they are located

VR to the rescue

VR technology is one of the most innovative ways to save your business time and money.

Initially, it may take time and resources for you to start using the technology. But in the long-term, VR will help you enhance and expand your business in new and exciting ways.

You can use VR in the initial stages of product design to avoid expensive mistakes or as a way to quickly and effectively train your team. VR is also a much cheaper option for you to showcase products aboard or collaborate with international colleagues. 

Investing in VR is something that can greatly benefit any business.

Are you considering applying VR in your company? 

Reach out to us for a quick 15-minute chat. Our tech experts will do their best to help you figure out how you can leverage VR technology in your business practices.

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This Article has been Republished with Permission from The Technology Press.

Cyber Security, Internet, Network, Technology

Is Your Data Secure? 8 Best Practices for Vetting Cybersecurity Vendors

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An effective way to bolster your business’s data security is to work with a Managed Service Provider (MSP) or I.T. Service Provider (ITSP). They address network vulnerabilities to prevent cybercriminals from exploiting them.

Besides monitoring and organizing your servers, a Managed Service Provider (MSP) or I.T. Service Provider (ITSP) plays a pivotal role in the cybersecurity program of your business. They implement several strategies to shield your network from attacks and protect your data. 

For instance, many providers use email authentication protocols to monitor your server’s vulnerabilities. They can keep users from accidentally accessing malicious websites by determining spam emails containing malware or viruses. This results in enhanced system security. 

Another common practice is training your employees to ensure they follow the highest security standards. This is especially important if you have remote team members since there’s no way to keep track of their activities. To tackle this issue, an MSP or ITSP teaches your staff how to operate safely to avoid harm to your company’s infrastructure and reputation. 

On top of that, an MSP or ITSP can neutralize various threats due to their proactive approach. They offer several tools such as firewalls and endpoint detection to control the traffic and stave off cyberattacks. Also, they can install antivirus software and email security to stop intrusion attempts. 

Needless to say, an MSP or ITSP can shield you from a wide array of cybersecurity issues. But it’s vital to work with the right provider. 

To ensure this happens, you should look for and abide by the best practices for an MSP or ITSP in the cybersecurity space. This article will examine what they are. 

The 8 Best Practices

Practice #1 – Enforce Multi-Factor Authentication (MFA)

Cybercriminals are becoming proficient at accessing your credentials, so it’s critical to enable MFA for all your users.  It consists of three elements: a password, security token, and biometric verification. Consequently, if attackers breach one security layer, they’ll still have to do a lot of digging to access your information.

Practice #2 – Make Patching a Priority

Application and operating system exploits are common. Hackers target them to access your system and compromise your data, but you can prevent this through regular patching. 

Making sure your system is up to date with the latest security standards decreases the risk of exploitation. 

Practice #3 – Conduct Regular Cybersecurity Audits

An MSP or ITSP must be aware of onboarding, offboarding, and lateral movements within an organization. This warrants frequent cybersecurity audits to assess the competency of your team. 

Many MSPs or ITSPs hire third-party companies to perform their security audits. They can detect if a person who no longer needs access to the network still has it. It’s something that can endanger the client’s information, especially if the individual is a former employee. 

Conducting regular audits mitigates this risk. It enables an MSP or ITSP to implement some of the most effective access privilege limitations: 

  • IP restrictions – These security measures ensure that only users who can access your local network can utilize remote administration tools. 
  • RMM software updates – Software vendors typically dispatch updates to fix vulnerabilities and patch numerous security gaps. 
  • RDP (Remote Desktop Protocol) Security – This Windows native administration tool reduces the chances of ransomware attacks in your organization. 

Practice #4 – Have An Off-Site Backup

Backups are crucial for tackling malicious activities and ensuring operational continuity after cyberattacks. 

They also help address whether the company and its clients can access the latest version of their data and applications. This feature is vital for enterprises that must adhere to compliance requirements, including PCI-DSS and HIPAA. 

But besides implementing on-site backups, your MSP or ITSP should also set up off-site versions. If attackers compromise your RMM software, they can most likely reach on-site backups, too. 

So, to avoid disasters, businesses should have an off-site backup accessible to only a few people. It should also be offline for greater security. 

Practice #5 – Incorporate Log Monitoring

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Log monitoring is analyzing your logs for potential glitches. As an MSP or ITSP scrutinizes your records, they can detect traffic from harmful sources and provide a clear idea of threat patterns. And over time, they can deploy countermeasures to seal these gaps. 

For example, cybersecurity experts use reliable security information and event management (SIEM) tools. They facilitate scanning through piles of information to enable faster threat detection.

Practice #6 – Launch Phishing Campaigns

Phishing cybercriminals target your team members with emails or text messages, posing as legitimate institutions to steal your data. Unfortunately, most attacks succeed because of human error, meaning your MSP or ITSP should be aware of and monitor employees’ behavior. 

Setting up fake phishing campaigns is a great way to test your team’s ability to respond to phishing attacks. It allows you to pinpoint and improve inadequate responses, bolstering data security. 

Practice #7 – Choose Your Software Carefully and Secure Endpoints

From small browser plugins to large-scale business systems, be sure your providers take data protection and cybersecurity seriously. Learn about their commitment to these aspects before purchasing their application. 

Furthermore, employ web filtering tools, antivirus software, and email authentication to fend off ransomware attacks through malicious emails. Ensure each endpoint and your virus definition library are secure and up to date with the latest standards. 

Practice #8 – Set Alerts and Document Everything

An MSP or ITSP that configures their systems to receive alerts upon system changes can work proactively and tackle threats early on. Many platforms automate this process through rules templates, personalization, and direct tickets to the PSA. This eliminates manual digging, saving precious time. 

Another useful strategy is to document your cybersecurity information, such as your defense mechanisms, emergency guidelines, and disaster recovery plans. You should also review it regularly to help pre-empt cyberattacks.

Cybersecurity Is Paramount

While digitalization has significantly streamlined your operations, it’s also made you more susceptible to data theft. 

To ensure cybercriminals don’t get their hands on valuable information and ruin your reputation, your MSP or ITSP needs to adopt well-established security practices. 

But if your provider hasn’t introduced off-site backups, regular patches, and employee training, you’re not getting your money’s worth. Hence, you may be frustrated since your provider isn’t delivering the necessary results. 

This makes you a sitting duck for cybercriminals. You need to resolve the issue as soon as possible. 

We can help you do so. Reach out to us for a quick 15-minute chat, and our tech experts will do their best to show you a way out of your cybersecurity dead end.

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This Article has been Republished with Permission from The Technology Press.