Remote Access and Network Security

When it comes to protecting customer information and other critical data from hackers, it is crucial to understand that layers of security are necessary. The following steps will help you preserve the safety and security of your network while allowing personnel the access they need.

Switch to the Cloud

Cloud Storage systems offer numerous benefits for small businesses. Data migrated to the cloud is stored on an off-site server, housed in data centers that boast security most of us cannot afford. A mobile or remote workforce can access information regardless of their locations and your sensitive data will remain secure.

Secure Remote Access

For many businesses, the cost of cloud storage is not budget friendly and they prefer to have their data onsite, while still supporting a mobile or remote workforce. By choosing a business grade firewall that includes virtual private network features, you can restrict remote access to only those authorized to connect to your computers.

Passwords

If your employees are using their kids’ names, birthday, or anniversary dates, dogs names or  any word found in the dictionary as passwords, they are weakening the security of your business as a whole. Proper passwords are key to ensuring remote access is restricted to only your employees. Passwords should be at least 14 characters long, include 1 capital letter, 1 number and 1 special character (e.g. @, !, $, etc.). It is good practice to change passwords every 30-60 days and use unique passwords for each website and application. 

Business Grade Email

Securing email communication is key to protecting private information. Email should be hosted by a site that specializes in business grade email and provides spam and anti-virus protection. Businesses should use email with their own company domain name and not a generic domain from an email provider. Email addresses should not be just a first or last name. If you must send personal or legal information via email, such as social security numbers or a federal tax ID, consider an email hosting service that includes encryption.

Monitor Virus Protection

Viruses and malware still present a serious risk for any business and having remote employees amplifies the threat. Many would-be hackers target off-site workers’ computer systems because they tend to be neglected and less secure. Once remote employees connect to the company’s network using an infected laptop, tablet or desktop then the malware can be introduced and allow hackers access to your internal network. Regularly review anti-virus, anti-malware and firewall consoles to verify the software is being updated and all computers are protected. Also, review the detection logs to determine if any computers show signs of significant infection rates.

Talk to an Expert

If computer security is not what you do for a living, invest in a relationship with a professional company that does, and request an Annual Security Review. For any questions your have about your remote access or network security contact your DCR sales rep.

Network Security / MUST HAVES in Wireless Security

We all love Wi-Fi. It’s a beautiful thing to be free of cables and wires, and able to roam as you please throughout your office or home. However, Wi-Fi is not secure by default. Wi-Fi data is transmitted through the air and anyone with the right tools can capture it. We will discuss below security measures to protect company files, online accounts, and user privacy – whether on your own network or someone else’s.

Wi-Fi routers and wireless access points (WAPs) are not secure when first purchased. Until encryption has been configured, anyone nearby can easily connect to your network. Typically, these users are using your free wireless Internet for browsing and downloading, which serves to slow down your connection. Nonetheless, hackers could also access your PC and files if they wanted to. They could capture your passwords and hijack your accounts.

Listed below are steps that are necessary and MUST HAVES to secure your network.

Choose the right Wi-Fi security settings. Enable WPA2 - Personal Security on Your Network

If your Wi-Fi network is secured only with WEP or nothing at all, then at least enable

WPA2 - Personal security.

Offer Separate Wi-Fi for Guests

Never allow an untrusted or unfamiliar person access to your private Wi-Fi network, so they can’t possibly get into your computers and files, and eavesdrop on your traffic.

Physically Secure Your Network  Equipment

Keep equipment physically locked and secure.

Use guest WiFi securely outside the office with VPN

You can use a virtual private network (VPN) connection, which secures all your Internet traffic by redirecting it to the VPN server via an encrypted tunnel. This ensures that if local eavesdroppers are hanging around a Wi-Fi hotspot, they won’t see your real Internet traffic and can’t capture your passwords or hijack any accounts.

Be Sure Websites Are Encrypted

Secure all your traffic when out of the office, at least ensure that any websites you log in to are encrypted. You should always see https:// instead of http://

Purchase Business Quality Wi-Fi  Equipment

DCR offers Cisco Meraki wireless access points with enterprise features at small and medium sized business prices. The Cisco-Meraki access points allow a custom “splash screen” to be setup for guest Wi-Fi access, to keep guests off your network but still allow them Wi-Fi access. Remote management using cloud bases console is a key feature which makes managing all your devices easier than ever before. Especially when integrated with the full line of Cisco-Meraki products like routers and switches.

Contact your DCR sales rep to find out how you can get a free Cisco-Meraki wireless access point for your business!

Managed Services

We have all heard about security breaches in big firms such as Target and Amazon, but, what we do not hear about are all the small to medium sized businesses that are attacked daily. Did you know that 3 out of every 5 cyber-breach victims are small and medium sized businesses? It is estimated the average out-of-pocket cost for a breach is $38,000, and many companies that experience a breach never recover from them.

You may be asking yourself, why would anyone want my data? Isn’t my business too small to be of any interest to cyber criminals?

The answer is a simple one – No. Small businesses are considered low hanging fruit because they frequently have weaker defenses against attackers. This makes you a target for hackers that want to steal your data for the purpose of stealing credit card information, applying for loans, filing false tax returns, making fake IDs, and the list goes on and on.

Your next question may be – How can I protect my business?

The answer: Proper security products designed for your business and budget, proper security procedures, regular maintenance and continuous monitoring of your network. Some companies may not have the man power or expertise to be able to commit to routine managed services and consistent monitoring and should consider subscribing to Managed Services from a computer security professional.

What do Managed Services and monitoring entail, you ask?

Managed Services include the proactive management of security products, backup solutions, and overall network/computer health. The major distinction between managed service and IT support is the proactive delivery of this service. IT support tends to be a reactive service, occurring after a problem develops. The goal of a Managed Service is to prevent the problem from occurring. DCR offers a range of managed services. Adding us as your Managed Services provider is like having your very own IT department at your fingertips.

For questions about managed services or other services we offer, call your DCR Sales Rep at 918-436-1830

Trees for Life!

Due to deforestation, continued land development, and poor forest management, over 15 billion trees each year are cut down; that translates into approximately 48 football fields every minute. As an answer to this huge problem, the Earth Day Network created the theme – Trees for the Earth, and a plan to plant 7.8 billion trees by 2020. That is one tree for every person on Earth.

In our previous ePress newsletter we discussed the impact one small business can have in a year.  The average small business office with approximately 10 employees use 20 trees a year. Speaking in terms of cost, that’s approximately $679.56 worth of paper.

There is no effort too small in the fight against the deforestation of our planet. E-cycling, recycling, e-filing, reusing, re-purposing, and reducing – are all great ways to benefit our planet and your business’ bottom line.

Be Active - Plant a tree. Make a donation. Reach out to your friends in your social network and start planning your 2017 Earth Day event!

#trees4earth

Keeping your Small Business’ Data/Network Secure

Many small businesses today still believe they are not targets for hackers because of their size, but, the opposite is actually true. Hackers prey on small businesses because they tend to have lower defenses than bigger companies, which is usually due to lack of financial resources and man power.

According to a recent threat report from an Internet security firm, 60% of all targeted attacks struck small and medium sized businesses. The average cost of one of these targeted attacks is $36,000.00!

Protecting your data security is an ongoing process of trying to stay one step ahead of hackers. So how can you keep your business from becoming a statistic?

In the upcoming editions of ePress, we are dedicating this section to MUST HAVES of network security. We will discuss hardware, software, internet and email, along with employee education.  In this edition, we will take a look at the first line of defense between your business and the outside world…the router/firewall.

Router/Firewall – Must Have 

Your end users cannot determine whether a website is ‘safe’ or uninfected by looking at it.

Legitimate websites are compromised every day. Why risk someone else's security problem becoming your problem?

At its core, a firewall inspects incoming network traffic and determines if it is safe to let through or if it should be blocked. How it determines varies depending on the type of firewall.

Lower end firewalls work with a static set of rules or filters that are set at the time of manufacture and are only updated when the device’s firmware is updated (which means these devices can become ineffective with age). These devices usually allow you to block a limited number of websites by manually adding the offending website to a blocked list. These ‘static’ firewalls are generally the less expensive devices, with SOHO (small home & office) brands found at many local retail outlets. Small Business brands are available from companies like DCR.

Higher end, subscription based, firewalls use rules and filters that are continuously updated to protect against new and evolving threats and attacks.  These devices inspect incoming network traffic, and, block websites based on categories and content, not just by a specific website URL.  Categories such as social media, gambling, gaming, adult sites, and many others, can be blocked without having to know a specific URL or website.  Content Filtering blocks websites based on the content of the webpage. Content could include profanity, adult sites or other content that may be offensive or against company policy. In addition, these higher end devices include anti-malware scanning (viruses and spyware), intrusion detection and prevention (hackers). The subscription based devices include an upfront purchase and an annually renewing subscription.

Contact DCR today to discuss which router/firewall meets your security needs and budget.

Windows 7, 8, & 8.1 EOS

Microsoft is forging ahead with Windows 10 and the overall reception from end users has been a positive one! Yet, there are still many business consumers who prefer Windows 7 or 8. Whether this choice is based on an end users wants or needs, here lies the problem - Microsoft has given OEM manufacturers (HP, Dell, etc.) a deadline of October 31, 2016 to end shipping computers with Windows 7, 8, & 8.1 operating systems pre-installed. After the October 31st deadline,Windows 7, 8, or 8.1 pre-installed on computers will be limited to what is already in stock. Once stock is depleted,
these machines will no longer be available.

Thankfully, Microsoft has made allowances for businesses to be able to downgrade from Windows 10 to these older operating systems. The downgrade will require a full reformat and reload of the older operating system, which can be time consuming and add cost to your computer purchase.

If you are a small business currently using Windows 7, 8, or 8.1, you need to know whether your applications, security products,peripherals, and/or machinery are compatible with Windows 10. If not, you will need to upgrade to a compatible version of your products, or make plans to continue running Windows 7 , 8 or 8.1 computers.

Another factor to consider is the Windows 10 free upgrade is only available until July 29, 2016. If your business wants to upgrade, and you have verified Windows 10 compatibility, now is the time!

Please contact your Diversified Computer Resources Sales Representative to discuss how to leverage the upcoming changes.

DCR License and Warranty Management Services

Who is responsible for keeping up with your company’s software licenses? Who tracks the license renewal and warranty expiration dates? If Microsoft comes calling, is your company complying with end user licensing agreements?

These are time consuming tasks for anyone, and can be especially daunting for companies who do not have full time IT staff. However, neglecting these tasks can mean costly and unexpected expenses. 

Expired Warranties:

A hardware failure on mission critical equipment, can lead to extended downtime and unplanned repair cost.

Software Maintenance:

Expired maintenance contracts can lead to lack of support.

Software Licensing:

Did you know software companies have a legal right to request an audit of the quantity and version of products in use at your company? Did you know proof of ownership of the software you use is your responsibility?

 DCR offers License and Warranty Management Tracking because we recognize the frustration that businesses must endure to remain compliant and protected. This service provides notification at least 45 days prior to license and warranty expiration dates, tracks quantity, contract numbers, install location and more. Clients automatically receive these services for products sold through DCR, and may choose to add product purchases elsewhere.

Contact  your DCR Sales Rep to discuss.

918-436-1830

Thinking About Going GREEN - eInvoicing

   

Going green continues to be a growing trend amongst businesses, and owners are learning the green savings and benefits available to them.

Consider these facts from The National Arbor Day Foundation and the American Forest & Paper Association:

· One tree makes 16.67 reams of copy paper or 8,333.3 sheets

· One ton of copy paper uses 24 trees

· Every ton of paper recovered saves 3.3 cubic yards of landfill space

In the United States, the average office worker uses 10,000 sheets of copy paper a year. That means the average small business office, of approximately 10 employees, use 20 trees or approximately $679.56 worth of paper a year.

As companies shift billing operations to a paperless strategy, they not only improve efficiency and reduce costs, they significantly reduce their environmental footprint. Even bills printed on recycled paper strain natural resources and eventually clog already overburdened landfills.

Electronic billing is another way to reduce paper consumption and save money. Benefits associated with e-billing are reducing the money spent on paper, envelopes, and postage, and your invoices are delivered instantaneously with no mailing delay.

Paperless billing can play a major role in meeting corporate sustainability goals and achieving a win for the environment. It’s time to turn off paper and do our part to go green while knowing that by having your bills delivered electronically and paying them online you’re saving money and your time, while being environmentally responsible.

DCR converted to eInvoicing in

January 2016, if you are still receiving paper invoices and are interested in changing to eInvoices, please

contact us at 918-436-1830.

Going Green and Saving Money

In recent years businesses have become more conscious of our environment and have changed their gears to focus on being green. In do so, they found that being green is was not always kind to the pocketbook. That does not necessarily ring true anymore, times are changing! Now that recycling is more mainstream, doors have opened with opportunities to be green and profitable! DCR is always looking for green options for ourselves and other businesses because the environment, and your business’ profitability are important to us. The following ideas are easy to implement and can start saving you money today!

1. Adjust printer driver default settings to print double sided to reduce paper use.

2. Use recycled paper and recycle used paper.

3. Always choose energy-saving products with ENERGY STAR enabled. Your business will save money on energy bills by choosing ENERGY STAR compliant printers and multi-function printers. There are products available that learn your company’s usage and will tailor itself to fit your needs and then switch between power saving and ready modes to conserve energy.

4. Think before you print. The Print Preview feature can be used to avoid printing

unwanted pages. This simple precautionary is very helpful, but often forgotten

or overlooked

5. Utilize scanning to e-file. This saves time searching for information, and money

by cutting paper cost.

6. Distribute documents electronically. These features allow incoming faxes and scans to be routed to an email address, saving unnecessary printing.

7. Use Scan to Email and Fax Forward to Email features.

8. Choose a GREEN font. As a thin and light font, Century Gothic managed to beat out Ecofont, which was specifically created to cut costs by spewing out less ink. On a dollar basis, it is projected that the average person printing around 25 pages a week would save $20 a year by using Century Gothic for all documents. A business or heavy-duty user printing 250 pages per week would save around $80 for the year. And large companies with multiple printers could potentially save hundreds of dollars a year.

These easy changes can start saving your business hundreds of dollars with

minimal effort on your part.

Small changes can make BIG differences. 

Bare Metal Recovery (BMR)

Bare Metal Recovery, or BMR, is a technique for restoring a computer system to

completely different hardware. Traditionally, backup methods required the operating system and backup software be installed on new hardware, and then configured, before your software and data restore could begin. This is not the case with BMR. Modern backup software that supports bare metal recovery creates ‘images’ of your computer system in

scheduled intervals. These images can be restored to new hardware, even when hardware is completely unlike the previous hardware, which is where the term ‘Bare Metal’ originates.

Bare metal recovery is most valuable after an unrecoverable hardware

failure, theft of a mission critical computer, destruction of your business premises or even a planned hardware replacement.  The time saved by not having to install and configure the operating system and backup software, will reduce downtime dramatically. Once the

replacement hardware arrives, the recovery process using a traditional backup solution could take 2-3 days, compared to as little a 4-8 hours with BMR.

At DCR, we use and recommend a product from Arcserve, a company we have trusted for over 20 years. Arcserve UDP, delivers an image based backup saved to both onsite and offsite locations, with a Bare Metal Recovery option. We recommend the backup images be saved to storage devices made by ioSafe. ioSafe hardened vaults are fire proof, water proof, drop proof and are available in a variety of capacities to meet the requirements for all sizes of backup storage.

Backups are the insurance policy for your data. Before deciding how much to spend on a backup solution, ask yourself these questions: How long can I wait to get back up and running? A week? A day? An hour?  How much data can I afford to lose and still be okay? One day? A week? A month?

Whether you do image based backups to hardened vaults, tape backup, cloud backup, or a combination of these, your backup is one of the most critical aspects of your business continuity plan and can prevent an unpreventable disaster from turning into a business

ending event. Choose wisely.