Understanding IT Compliance in Today’s Digital Landscape Introduction In an era where digital transformation is reshaping industries and the way we conduct business, Information Technology (IT) compliance has become a crucial aspect for organisations of all sizes. IT compliance refers to the process of adhering to policies, standards, and regulations that govern the protection and management of digital information. It is not merely a legal obligation but also a strategic necessity that helps safeguard sensitive data, maintain customer trust, and prevent costly breaches and penalties. The Importance of IT Compliance The significance of IT compliance cannot be overstated. As cyber threats evolve and data breaches become more prevalent, regulatory bodies worldwide have instituted stringent guidelines to protect consumer data and ensure organizational accountability. Compliance with these regulations helps organizations mitigate risks, enhance their security posture, and demonstrate their commitment to data protection. Data Privacy and Protection One of the primary drivers of IT compliance is the need to protect personal and sensitive information. Regulations such as the General Data Protection Regulation (GDPR) in Europe and the California Consumer Privacy Act (CCPA) in the United States mandate strict controls over how organizations collect, store, and process personal data. Non-compliance can result in severe financial penalties and reputational damage. Building Trust with Stakeholders Compliance with IT regulations is also essential for building and maintaining trust with customers, partners, and stakeholders. Organizations that demonstrate a commitment to compliance are seen as more reliable and trustworthy, which can lead to increased customer loyalty and business opportunities. Avoiding Legal and Financial Penalties Failure to comply with IT regulations can result in significant legal and financial repercussions. Regulatory bodies have the authority to impose hefty fines on organizations that fail to meet compliance requirements. Additionally, data breaches resulting from non-compliance can lead to costly legal battles and settlements. Key IT Compliance Regulations and Standards Various regulations and standards govern IT compliance, each with its unique requirements and implications. Understanding and adhering to these regulations is essential for organizations operating in different industries and regions. General Data Protection Regulation (GDPR) The GDPR is a comprehensive data protection regulation that applies to organizations operating within the European Union (EU) or handling the personal data of EU citizens. It mandates strict data protection measures, including obtaining explicit consent for data processing, ensuring data portability, and reporting data breaches within 72 hours. Health Insurance Portability and Accountability Act (HIPAA) HIPAA is a US regulation that governs the protection of sensitive patient health information. It applies to healthcare providers, insurers, and their business associates. HIPAA mandates the implementation of safeguards to ensure the confidentiality, integrity, and availability of electronic protected health information (ePHI). Sarbanes-Oxley Act (SOX) SOX is a US federal law that aims to protect investors by ensuring the accuracy and reliability of corporate financial disclosures. It requires organizations to implement internal controls and procedures for financial reporting, including IT controls to ensure the integrity of electronic records. Best Practices for Achieving IT Compliance Achieving IT compliance requires a proactive and systematic approach. Organizations must implement robust policies, procedures, and technologies to ensure they meet regulatory requirements and protect sensitive data. Conducting Regular Risk Assessments Regular risk assessments are essential for identifying potential vulnerabilities and threats to an organization’s IT environment. These assessments help organizations prioritize their security efforts and implement appropriate controls to mitigate risks. Implementing Comprehensive Security Policies Developing and enforcing comprehensive security policies is crucial for achieving IT compliance. These policies should cover areas such as data protection, access controls, incident response, and employee training. Policies must be regularly reviewed and updated to address emerging threats and regulatory changes. Ensuring Access Controls and Identity Management Implementing strict access controls and identity management practices is vital for protecting sensitive data. Organizations should adopt the principle of least privilege, ensuring that employees have access only to the information necessary for their roles. Multi-factor authentication (MFA) and regular access reviews can enhance security. Encrypting Sensitive Data Encryption is a fundamental security measure for protecting sensitive data at rest and in transit. Organizations should implement strong encryption algorithms and manage encryption keys securely to prevent unauthorized access to data. Regularly Monitoring and Auditing Systems Continuous monitoring and auditing of IT systems are essential for detecting and responding to potential security incidents. Organizations should implement automated monitoring tools and conduct regular security audits to ensure compliance with policies and regulations. Providing Ongoing Employee Training Human error is a significant factor in many data breaches. Providing ongoing training and awareness programs for employees can help mitigate this risk. Training should cover topics such as phishing, social engineering, and secure data handling practices. Focus on Modern Workforce Productivity and Security Operating safely in today’s digital landscape requires a balance between seamless productivity and robust defence. At Northern Star, we optimize your operations using Microsoft Azure services in London and custom Microsoft 365 services in London, keeping your daily tools running flawlessly. We also help your team work smarter with Microsoft Copilot consulting in London and stay secure through practical cyber awareness training. To protect your infrastructure, we deploy advanced email security services in London alongside proactive vulnerability management in London. Our continuous managed SOC services and rapid MDR services in London detect threats instantly. If an issue arises, our expert cyber incident response and dedicated business continuity services keep your organization running smoothly. Contact us to start.
SOME KEY BENEFITS FOR INCORPORATING MICROSOFT 365 COPILOT INTO YOUR DAY TO DAY BUSINESS.
10 Reasons Why Your Business Should Be Using Microsoft 365 CoPilot. Time-Saving Efficiency: Microsoft 365 Copilot automates repetitive tasks and streamlines workflows, significantly saving time. Enhanced Collaboration: It facilitates seamless collaboration through smooth communication and information sharing across Microsoft platforms. Increased Productivity: By leveraging contextual AI, Copilot enables employees to work smarter, not harder. Data-Driven Insights: Copilot utilizes your business data stored within Microsoft Graph to provide valuable insights and recommendations. Improved Customer Experience: Through intelligent insights and data-driven recommendations, Copilot helps businesses better understand customer needs and tailor services accordingly. Seamless Integration: Copilot integrates effortlessly with the Microsoft 365 suite, enhancing the overall user experience. Personalized Assistance: It acts as a personal assistant to each user, offering tailored support based on individual needs. Enhanced Decision-Making: Copilot aids in decision-making processes by providing relevant information and suggestions. Scalability: It can be scaled to meet the needs of businesses of all sizes, from small enterprises to large corporations. Cost-Effective: By automating tasks and improving efficiency, Copilot helps reduce operational costs. Overview of Microsoft 365 Copilot Microsoft 365 Copilot is an AI-powered productivity tool designed to enhance efficiency and collaboration within the Microsoft 365 suite. It automates repetitive tasks, streamlines workflows, and provides data-driven insights to help users work smarter. Copilot integrates seamlessly with Microsoft 365 apps like Word, Excel, PowerPoint, Outlook, and Teams, offering personalized assistance and improving decision-making processes. It leverages the power of contextual AI and Microsoft Graph to provide valuable insights and recommendations. Microsoft 365 Copilot combines the power of large language models (LLMs) with your content in the Microsoft Graph and Microsoft 365 apps to turn your words into the most powerful productivity tool on the planet. It provides real-time intelligence that enables users to complete tasks more efficiently, enhance their productivity, and improve their overall work
Has Your Business upgraded to Windows 11 Yet?
Windows 10 will reach its end of support on October 14, 2025. After this date, Microsoft will no longer provide free software updates, technical assistance, or security fixes for Windows 10 In today’s fast-paced business world, staying ahead is crucial. Upgrading to Windows 11 offers numerous benefits that can help your business thrive. Here are some compelling reasons to make the switch: Enhanced Security: Windows 11 comes with advanced security features designed to protect your business data and privacy. With better encryption, secure boot, and hardware-based isolation, your systems are safeguarded against evolving cyber threats. Improved Performance and Stability: Windows 11 is optimized for better performance and stability. It efficiently manages system resources, ensuring smooth and reliable operation, which is essential for maintaining productivity. Seamless Integration with Microsoft Services: Windows 11 integrates seamlessly with Microsoft services like OneDrive, Microsoft 365, and Teams. This integration enhances collaboration and productivity, making it easier for your team to work together, whether they are in the office or working remotely. Support for Hybrid Work: The new OS is optimized for hybrid work environments, allowing employees to switch between home and office seamlessly. Features like virtual desktops and improved multitasking capabilities enable your team to stay productive, no matter where they are. Advanced Collaboration Tools: Windows 11 includes built-in support for Microsoft Teams, making it easier to connect with colleagues and clients. With just a click, you can launch into Teams chats and meetings, enhancing communication and collaboration. Future-Proofing Your Business: Upgrading to Windows 11 ensures that your business is equipped with the latest technology and features. This future-proofs your systems, ensuring you receive ongoing updates and support from Microsoft, keeping your business secure and up-to-date. Enhanced User Experience: Windows 11 offers a sleek and modern design with a more consistent interface. The improved user experience can boost employee satisfaction and productivity, as they navigate a more intuitive and visually appealing operating system. New Features and Functionality: Windows 11 introduces several new features, including an updated Start menu, a revamped taskbar, and support for virtual desktops. These enhancements make it easier to navigate and use your system, improving overall efficiency. Cost-Effective Upgrades: Upgrading to Windows 11 can be a cost-effective solution for businesses. With options to upgrade existing devices, you can extend the life of your current hardware while benefiting from the latest software advancements. In conclusion, upgrading to Windows 11 offers numerous advantages that can help your business stay competitive and secure. From enhanced security and performance to seamless integration with Microsoft services, Windows 11 is designed to meet the needs of modern businesses. Make the switch today and unlock the full potential of your business.
Top 5 Reasons why your business needs EDR
Implementing Endpoint Detection and Response (EDR) in your organization involves several key steps. Here’s a general guide to help you get started: Assessment and Planning: Evaluate your current security posture: Assess existing security tools, policies, and procedures. Identify security challenges and risks: Consider common attack vectors, sensitive data assets, and compliance requirements. Develop a comprehensive plan: Include goals, timelines, budget considerations, and resource requirements1. Choosing the Right EDR Solution: Build it yourself: This requires significant effort and a dedicated team to manage and maintain the system. Use a Managed Security Services Provider (MSSP): They can handle part or all of the EDR implementation and management. Opt for a Managed Endpoint Detection and Response (MDR): This service focuses on improving threat detection and incident response capabilities2. Implementation: Deploy EDR tools: Install and configure EDR software on all endpoints (desktops, laptops, servers, etc.). Integrate with existing systems: Ensure the EDR solution works seamlessly with your current security infrastructure, such as SIEM (Security Information and Event Management) systems. Training and Awareness: Train your IT and security teams: Ensure they understand how to use the EDR tools effectively. Raise awareness among employees: Educate staff about the importance of endpoint security and how they can help protect the organisation. Continuous Monitoring and Improvement: Regularly update detection rules and algorithms: Keep your EDR solution up to date to detect new threats. Monitor and analyse endpoint activities: Use the data collected by the EDR tools to identify and respond to potential threats in real time. Incident Response and Mitigation: Develop an incident response plan: Outline steps to take when a threat is detected. Automate responses where possible: Use the EDR solution to isolate infected endpoints, block malicious processes, and quarantine suspicious files
Why your business needs to conduct regular Penetration Testing
In a time where news of data breaches are becoming “the new normal,” the need for organizations to evaluate their overall risk and avoid becoming the next victim has become critical. Organizations simply can’t protect themselves from risks they’re unaware of. Additionally, many organizations are simply unsure where to start. During a time where attackers are becoming more sophisticated and performing these attacks on a regular basis, it is imperative that organizations establish and maintain an information security program that allows them more flexibility on when and how often they can assess their environments. As small and mid-sized businesses (SMBs) embrace new technological developments like the rise of artificial intelligence (AI), cloud computing, and the internet of things (IoT), they often overlook the security implications of digital transformation. This leaves many organizations vulnerable to cyber theft, scams, extortion, and countless other cyber crimes. As a result, two in three SMBs suffered a security breach in the last year and cyber attacks are becoming increasingly sophisticated, targeted, and damaging. With the average cost per incident exceeding $380,000 as it is, a single security breach can be detrimental to a small firm. It is, therefore, vital that SMBs begin prioritizing cyber security. Cyber Security Facts & Statistics Data breaches exposed 4.1 billion records in the first half of 2019, a 54% increase over the first half of last year. Source: 2019 Risk Based Security Report Two in three SMBs suffered cyberattacks and data breaches in the past year. Source: 2019 Global State of Cybersecurity in Small and Medium-Sized Businesses by Keeper Security and Ponemon Institute Last year, 43% of reported data breaches involved small to mid-sized businesses (SMBs), so say what you will about cybercrime, but it does not discriminate. Source: Verizon (2019) PDF However, in comparison with larger organizations, SMBs usually have very few resources to draw on in order to protect themselves against cyber threats and to help them recover if they experience a security breach. In line with this, a 2019 survey found that 25% of SMBs suffering a data breach in the previous 12 months ended up filing for bankruptcy and 10% actually went out of business. Source: National Cyber Security Alliance (2019). According to a recent industry study, the biggest challenge preventing small companies from optimizing their security strategy is actually a lack of qualified staff, which affects a whopping 77% of SMBs. Source: Keeper Security & Ponemon Institute – 2019 According to a recent study, a staggering 76% of US SMBs suffered a cyberattack last year, and 69% experienced a data breach. Source: Ibid. SMBs often need over a month to install critical patches affecting operating systems (35%) and third- party software (58%), putting them at risk of cyberattacks exploiting brand new vulnerabilities. Source: Kaseya – 2019 Only 41% of small and mid-market firms enforce periodic password changes, just 38% prevent password reuse on internal systems and a mere 29% require a minimum password length. To make things worse, few companies regularly check if employee email accounts have been compromised in a data breach. Source: Keeper Security & Ponemon Institute – 2019 Last year the vast majority of SMBs were targeted with exploits and/or malware that evaded their anti-virus (82%) and intrusion detection system (69%). Source: Keeper Security & Ponemon Institute – 2019 Penetration Test vs Vulnerability Test A vulnerability assessment tells the customer that the door is unlocked; however, a penetration test tells the customer that, because the door is unlocked, we found an unlocked safe, unsecured jewellery, credit cards, and social security numbers lying around on the bed. It also explains how you could secure the door next time, how to protect the confidential data lying around on the bed, and then some. What a Vulnerability Test will find: Patching vulnerabilities Default passwords amongst services Configuration deficiencies False positive vulnerabilities (e.g. flagging services based on version numbers, not knowing if patches are applied) What a Penetration Test will find: Weak domain user account passwords Sensitive files stored on network shares Sensitive data within databases Weak password policies Network share permission issues Man-in-the-middle attacks and possibilities Network Penetration Testing will provide your business the assurance it needs to identify new ways that attackers will use to exploit and compromise sensitive data. Our penetration testing service allows your business to perform ongoing security assessments of your environment without the challenges of traditional security assessments. These challenges include high costs, lack of flexibility in scheduling, long turnaround on reports, lack of comprehensiveness, and labour-intensive security assessments. By addressing these concerns, we help you add offensive security to strengthen your defences as well as improve your detection and monitoring controls. Northern Star provides your team with a dashboard that allows them to track the penetration test and its activities in real-time. As more issues are identified and more information about the network is learned, information within the portal is updated to reflect the latest information, activities, and security threats identified from our cybersecurity team. Click on the link below for more information and schedule your Penetration Test Today! Penetration Testing | Northern Star UK IT
YOUR SMALL BUSINESS GUIDE TO RANSOMWARE
Mere months after WannaCry spread mercilessly across the world and affected hundreds of thousands of computers – including the systems of the NHS, FedEx, and Renault – a new malware called NotPetya has emerged. But, like WannaCry, NotPetya is not overly concerned with stealing personal details, as much malware is. Instead, it simply locks users out of their computers until they pay to regain access. As such, this type of malware is called ransomware, and it stands to define the current era of hacking. With two significant attacks at the hands of two separate strains of ransomware happening this year alone, we know ransomware is to be taken seriously. But, what exactly is ransomware? Is your business at risk? And, importantly, what can you do to stop this form of malware? Burning questions all, which we will now answer in our short guide to ransomware. What Is Ransomware? To begin with, let’s clarify the type of threat that we are dealing with. As mentioned, ransomware is a type of malware that gains access to your computer and then encrypts your files, essentially denying you access to everything you have stored on that computer. The software then gives you the chance to regain this access. In order to do this, you have to pay a certain amount of money. In the case of WannaCry and NotPetya, this amount was payable via bitcoin. But, how does ransomware work? In order for the malicious software to work as intended, it needs to be installed on your computer. This means it has to be downloaded by you. But, as you might imagine, you probably won’t know that you are downloading it. Hackers disguise malware as other software or hide it in links. And, it just needs to be downloaded by one computer on the network. But, once it has been downloaded, ransomware is able to take root and begin encrypting all of the files to which it now has access. Are You at Risk of Ransomware? Many small businesses think they aren’t at risk of malicious attacks based on their relative anonymity. After all, what would a hacker want with a small business that has only a fraction of the budget of a larger corporation? But, the truth is that many ransomware attacks are not specifically targeted. Hackers simply put their code out and wait to see what it can do. Sadly, small businesses often fall prey to ransomware simply because they don’t have the security budget and measures that are available to large companies. Sadly, many hackers see small businesses as stragglers from the herd; easy prey. How to Protect Your Business from Ransomware While small businesses are just as much at risk of ransomware, there are still many methods that they can use to defend against it. The following are a few tips for protecting your business against ransomware attacks: 1. Enlist Professional Security ServicesBringing in professional IT support is the best way to protect your company against ransomware. Not only can they create the best defences to mitigate the risk of attack in the present, but they can create a disaster recovery plan that will give your business some options in the event of a ransomware attack in the future. Moreover, security services keep abreast of current changes in the hacking environment and adjust their approach to accommodate these changes, ensuring that your business maintains its best possible defence at all times. 2. Utilise a Good Anti-Virus PackageThere are a few dedicated anti-malware packages on the market today, but opting for these means that you will be ignoring other types of infections, like viruses. So, unless you’re happy to purchase dedicated protection for each type of threat, you are better off opting for all-inclusive security software. Fortunately, there is some great security software available. Known and trusted anti-virus programs like AVG, Norton, Kaspersky, and Avast! are excellent examples, and MalwareBytes is a great dedicated product. 3. Back Up Your FilesRansomware is not so devastating if you don’t actually lose any valuable data. And, it is possible to ensure that you maintain access to your files by backing them up and keeping them on storage devices disconnected from your network. Fortunately, as a small business, you likely don’t have as much data as large corporations so this is easier to achieve. Two obvious options would be USB flash drives and external hard drives. The capacity on the former is expanding quite rapidly, so this might be a good option if your business doesn’t generate a large amount of data. Though expensive, Kingston offers a 2TB flash drive. But, it is possible to find much more affordable flash drive options in the range of around 64 to 128 GB. As for the latter, it is possible to find affordable external hard drives with decent storage capacities. 4. Update RegularlyWannaCry was actually developed due to a flaw in the Windows operating system. Microsoft discovered the flaw and issued a patch for it before the ransomware was even released. But, because so many Windows users don’t stay current with their updates, they were still using the vulnerable version of the operating system when WannaCry was released. For this reason, it is vital that you keep everything up to date. If you can, turn on automatic updates for your operating system, apps, programs, and, of course, your security software. 5. Practice Caution OnlineTell all of your staff to be very careful about what they do online. For starters, ensure that all of your employees only open attachments in emails that they were expecting, and from senders who they recognise. Also, tell them not to click on every link that they receive (it is possible to preview linked URLs on desktop by hovering over them). Finally, have your employees stay away from sites that are known to offer questionable content, and not be drawn in by free content downloads. Protect Your Small Business from Ransomware We now live in a world where the threat of cyber-crime
SUPER USEFUL OFFICE 365 FEATURES THAT YOU MAY NOT KNOW ABOUT
Office 365 is Microsoft’s cloud-based version of Office, which allows online collaboration that can, if used right, supercharge office productivity. But, this is an extensive package that contains a lot of very useful software – enough that there may be parts of it that have escaped your knowledge. So, whether you have specialist IT services deploying Office 365 for you soon or you already have access to this cloud service, here are some parts of Office 365 that you might find very useful: 1. Office 365 PlannerIf you are at the head of a team, you can use Planner to manage your entire project from your computer. This feature offers various dashboards which graphically represent progress on various parts of the project, and this is supplemented by email notifications. Collaboration is made easy as everyone has access to the dashboard and can use it to share files, make status updates, set meeting reminders, etc. This makes the big task of overseeing a project exceptionally simple and makes each step of the process easy to follow. 2. Office 365 GroupsOffice 365’s Groups feature is another one that is designed for project management. Groups incorporates Office 365 Planner, so you get all of the features described in the previous point. But, in addition, Groups allows for a shared inbox for the whole team and a communal OneDrive for Business folder. 3. ClutterThe goal of the Clutter feature is to stop workers being bogged down by low-priority emails. This feature automatically sorts your Outlook inbox by order of importance. But, don’t worry about losing the less important messages – these are moved to the ‘clutter’ folder where they can be viewed at your convenience. 4. Focused InboxOutlook’s Focused inbox is another way in which Microsoft offers a more dedicated email service. This feature pays attention to how you sort your inbox messages, and then directs them to different parts of your inbox as they arrive. Emails which are more relevant will go to your ‘Focused’ inbox while the rest will go to ‘Other’. 5. Reading Pane for Quick Email RepliesYet another excellent email-related feature of Office 365 is the Reading Pane. By enabling this Outlook feature, you are able to view email messages as they come in without having to open the message itself. You can preview the incoming message and even respond to it right from the same preview window. 6. Office WebAppsBecause it is cloud-based, Office 365 allows you to work from anywhere, on any computer, and you don’t have to worry about installing the software. So long as you have an internet connection and a current browser you are able to access to your account. And, if you download the apps for the Office 365 programs (Excel, Word, Outlook, etc.) then you can use those directly from your mobile device, meaning you can use Office 365 while on the go. 7. Finger Laser Pointer in PowerPointPowerPoint allows you to turn your mouse into a laser pointer using Presenter Mode. This has been carried through to presentations on mobile devices. But, instead of your mouse, you simply use your finger. On its website, Microsoft support offers a very informative video on how to use laser pointers on PowerPoint presentations. 8. Offline and Online IntegrationYou might not always have an internet connection, but this won’t stop you from being able to work using Office 365. Changes you make to documents will be stored to OneDrive, which will then upload those changes as soon as you find a connection. Furthermore, changes made offline are updated on all versions of the document across all of your devices, so you always stay current. 9. Co-Authoring with WordCollaborating on a single document used to be a logistical nightmare, which would often end up with various versions and uncertainty over the latest draft. But, Office 365 Word allows you to co-author documents and see changes in real time. This means that everyone stays on the current version and can keep track of who has changed what. 10. Office LensDid you ever wish you could scan a whiteboard after a brainstorming session? Office Lens essentially turns your smartphone into a scanner for this very purpose. All you need to do is take a photo of the whiteboard and Lens will trim, fit, and enhance the image so it looks like a scan. This works well with ordinary documents as well. 11. Skype’s In-app UseSkype for Business allows you to have video or audio chats, send instant messages, or share screens with colleagues. But, what is so exciting about this is the fact that Skype integrates with the app you are working in, meaning that you don’t have to keep switching between the app and Skype. And, the conversation doesn’t end if you need to close the app; you can continue it on your desktop or mobile device. 12. PowerPoint’s MorphPowerPoint lets you create animated slides without any technical know-how. With Morph, you simply create a slide, then duplicate that slide and move things to where you want them to end up. When you play the slideshow, those objects will move from their location on the first slide to their places on the second slide. 13. Microsoft DelveDelve is a feature that allows you to keep abreast of what your co-workers are busy with at any given point in time. This ensures that you’re never out of the loop on projects that concern you. Delve shows you updates on your co-workers’ progress and lets you check their profiles to see what they are, and have been, doing. 14. Use Office Apps for Ultimate ConvenienceWith Office 365’s apps, you can do a variety of tasks right from Outlook. For example, you can send a payment using PayPal or schedule a meeting at a local Starbucks. Download these and countless other useful apps at the Office App Store. 15. Excel’s Power MapExcel offers numerous ways to visualize data, but, of these, Power Map is certainly one of the most exciting.
TOP OFFICE 365 TIPS TO INCREASE YOUR PRODUCTIVITY
The amount of important roles played by office workers is on the rise. Technology has made it possible for office workers to wear more hats, and fulfil more functions. But, because of this, it can be difficult for office workers to prioritize specific goals, which can actually lead to a decrease in productivity. Fortunately, the same technology that is responsible for diversifying employees’ skills can be used to focus their efforts and increase productivity. And, the answer lies in Office 365. If you need to increase productivity in your workplace, Office 365 offers many solutions thanks to its numerous features. So, if you are not yet using this system, here are some factors that might just convince you that the time has come to call in some Office 365 service providers. How to Use Office 365 to Boost Productivity in Your Workplace 1. Increase Collaboration with GroupsIf all of the people involved in a given project aren’t in sync, productivity can fall by the wayside. Some aspects of the project might be duplicated while others might be completely ignored. And this is all down to group members being unsure of what everyone else is doing. Office 365’s Groups changes all of this. Through this helpful aspect of the program, it is easy to get everyone involved on a project on the same page. By inviting colleagues working on the project to the group, you can ensure everyone has access to a shared inbox, file repository, calendar, and notebook. And, with the mobile app, it is possible to view and edit shared files remotely, ensuring a huge boost in productivity on all collaborative efforts. 2. Co-author Documents with the CloudMany situations in the day to day running of your office likely require multiple people to work on a document. This can get confusing enough if two employees are emailing a document back and forth. But, if you have multiple authors, there may be so many documents in circulation that nobody is sure whether they are working on the most recent copy. However, SharePoint makes collaboration easy. Through this feature, authors can upload documents to a content hub, accessible by all authors involved in the project. This makes it possible for the entire team to make changes to the document in real time, across devices. This greatly eliminates the uncertainty that can come with co-authorship. 3. Improve Communication with Skype for BusinessCommunication is vital to productivity. Whether it is the project manager delegating tasks and following up on deadlines, or colleagues collaborating with each other, team members need to communicate in order to be effective. But, often an enquiry is too brief to warrant an entire phone call, or too urgent for email. In these cases, Skype’s instant messaging service is ideal. But, Skype for Business does much more than just facilitate instant messaging. It also offers video calling (as you would expect). It allows for one on one calling as well as team sessions. And, to ensure that teams can connect even when members are not in the same room, Skype for Business works across many mobile devices. 4. Focus Information with Delve and ClutterMajor projects can easily be derailed by smaller projects if your employees aren’t properly focused. This is why it is important to create an environment that helps them keep their sights firmly on their priorities. Fortunately, Office 365 has the tools necessary for this. The first of these tools is Delve. Delve helps solve the problem that many employees face regarding relevance of information – a problem which can burn a lot of time while they decide what information is important to their jobs, and what information is not. Delve analyses the work that your individual employees are doing, and the people with whom they are interacting, and delivers them information accordingly. Using sophisticated techniques, this feature is able to distinguish the information relevant to each team member and offer it to them in a user-friendly, card-based layout. Another focus-oriented feature of Office 365 is Clutter. This feature automatically sorts incoming emails by order of priority. It allows the important emails to go through to the desired inbox and then it checks the rest. If it finds emails that the recipient is likely to ignore, it places these in the ‘clutter’ folder. But, don’t worry about it sending important emails to the junk folder by mistake. This clever little feature decides which mail to prioritize based on the recipient’s past behavior, at it learns as it goes. So, over time, Clutter lets you tell it what is important and what is not. 5. Streamline Presentations with SwayWhile boardroom-style presentations are still a part of modern business, they can delay productivity on account of the fact they require schedule co-ordination. And, with a busy team, it is often difficult to find a window where everyone is free. But, with Sway, it is possible to create presentations to share with team members remotely. These are fully-interactive, which means that everyone gets the full experience even if they aren’t in the same room. 6. Implement Easy Project Management with OneNoteYou might see it as a basic note-taking app, but, if used correctly, OneNote can easily manage entire projects. OneNote lets you customize the general look of the app in the display settings and apply a page template so that you have everything you need at your disposal and the app looks more like a professional management app. It also gives you options to add tags to important parts of your project and link pages to other pages within your project. Office 365’s Power Is Magnificent By simply using the tools of Office 365 in the way that they were intended, you can greatly boost the productivity of your office. That is because one of the major benefits of online file sharing and collaboration is time-saving, and with more time, your employees can be much more productive. With Office 365, you can ensure that everyone is always connected and always
A LOOK AT RANSOMWARE AND HOW TO PROTECT YOURSELF FROM IT
If you’ve ever had a situation where you think you have lost all of the files on your computer, you are probably well-acquainted with the feeling of being willing to give anything to have them back. After all, with so much private and business information stored on your hard-drive, your computer is your lifeline. This is exactly what hackers play on when they create ransomware. But, what exactly is ransomware, and how can you protect yourself from it? Here is a brief explanation and some tips for you: What Is Ransomware? In May of 2017, the world was struck by a cyber-attack that seemed to come out of nowhere. It wasn’t a virus, so to speak, but rather a program that took control of the computers of businesses and individuals alike, encrypted their data, and demanded a payment to release that data. The malicious software was called Wana Crypt0r or WCry (soon renamed WannaCry on Twitter, due to its effects) and is the most famous form of ransomware in recent years. This is because it spread quickly and on a global scale, affecting major healthcare and industrial operations across the world. WannaCry featured a few elements unseen before it made its appearance. But, for the most part, it operated as most ransomware does. This form of software secretly downloads itself onto your computer, after which it performs one of two tasks. Either it encrypts all of the files on the computer, in which case the computer still functions albeit with no access to certain files, or it completely locks the computer and makes the desktop inaccessible. The software then sends you a message asking for a certain payment (Bitcoin in WannaCry’s case) before it will decrypt the files. That is generally how ransomware works, and it is effective in that many people want to pay the required amount to have their files released. But, there is no guarantee that the hackers responsible will honour the agreement and decrypt the files after payment – in fact, many have no way of verifying the payment. So, prevention is better than cure. With this in mind, here are a few ways in which you can protect yourself from ransomware: How to Protect Your Computer from Ransomware 1. Back Up Your DataEssentially, if you’re not worried about your data getting lost, then there’s no reason to be tempted to pay out in a ransomware attack. And, the only way that you’re not going to be worried about data loss is by having a backup of that data. One possible solution to this problem is cloud backup and recovery, which gives you access to your data directly following any possible cyber-attack. However, with the cloud being online, it is still theoretically a target for ransomware. So, if you have the hardware to support the backing up of data offline, this is a great contingency plan. If you can find solutions that suit your budget and data size, removable hard-drives are impervious to ransomware so long as they are kept disconnected from the internet. 2. Keep Your Computer UpdatedWannaCry was the result of a fault in Microsoft’s security network, yet the company had already discovered and corrected the issue when the ransomware was released. The problem was that many of the users affected had not updated their operating systems, and thus did not benefit from the remedy. So, to ensure that you have the best chance at defending against ransomware, be sure to keep your operating system up to date at all times. 3. Choose Internet Security ServicesYou don’t want to leave your computer’s security in the hands of your OS alone. So, at the very least, you need a good antivirus that is on top of the newest forms of ransomware being released. But, businesses stand to lose more than individuals, making internet security services a far better option for them. Through professional services, you have access to a team of account managers who can jump on any issues the moment they arise. They are also able to set up superior firewalls and create backup plans for critical infections. 4. Be Suspicious of all WebsitesMany cyber-criminals use fake websites to retrieve vital information from users, so be sure that you are always on the right website. Be sure that you are going to the right URL, as fake websites will often contain only slight differences, like exampla.com instead of example.com. To ensure that you are always logging into the correct site, enter the correct URL into your browser yourself. Here are some ways to spot fake websites. 5. Don’t Follow Strange LinksContinuing from our last point, don’t follow links to sites. This goes for sites that you intend to visit or links to sites that are sent to you via email. In the case of the former, open your browser and type in the URL yourself. In the case of the latter, verify with the link’s sender that it is trustworthy. And, if you don’t know the sender, avoid opening the link. 6. Use Windows’ Restore PointsIt is possible to create restore points on Windows. These are specified points to which you can revert back should something stop functioning correctly. Many types of ransomware also encrypt these restore points, but, if you are lucky enough to encounter one that skips them, it is very helpful to have these points as a means of restoring your system and recovering your data. 7. Don’t Visit Suspect WebsitesSome websites are trustworthy based on their notoriety and their function in online society. These sites are usually very careful about their own security as this impacts the security of their visitors. It is definitely advisable to only visit these types of sites and avoid any sites that you know offer illegal or immoral content, or just look and feel unprofessional. The latter are the sites that often leave the door open for ransomware downloads. Be Prepared for Ransomware As we mentioned, prevention is far better than cure, especially when
WHY YOUR BUSINESS NEEDS A BUSINESS CONTINUITY PLAN (BCP)
Have you heard the phrase, ‘Closing the stable door after the horse has bolted’? If not, it means that there is no sense trying to prevent something after it has already happened. And this, in a nutshell, is why your business needs a BCP, or Business Continuity Plan. In the moments following a cyber-attack, you don’t want to be trying to determine which of your company’s assets are, or were, most crucial and trying to figure out how to react to the attack. You want a solid strategy in place that will ensure that the damage is limited as much as possible. After all, each passing moment following an attack is crucial and if you don’t have a SabreVault type security system in place, having a BCP is especially important. What Is a Business Continuity Plan? The prevalence of hacking and cyber-threats in modern society means that you have to hope for the best but plan for the worst; like taking out insurance for your car even though you have a security alarm installed. So, in addition to bringing in the best IT security and consulting services you can find, you need a clear plan for dealing with any breaches in your business’s security. This plan is your BCP, and it has to detail the procedures following any cyber-attack in great detail. This will allow your business to respond quickly and effectively, so as to minimize the potential damage of the attack. It is also important to include steps for business continuity on a public front, such as disclosing the attack to the public and maintaining trust in your business. How to Create a Business Continuity Plan Before you get to work creating a list of procedures that should occur immediately after a security threat, it is important to take a step back and put yourself in the shoes of a hacker. This way, you’ll have a better idea of what cyber-criminals would most likely target in your business, and you will be better poised to protect those assets. Begin by looking at your business with completely fresh eyes. Determine what you would identify as your business’s main objective if you were just discovering it. Based on this, what would you consider to be your business’s most valuable assets? And, how would you access those assets? Asking, and honestly answering, these questions will help you formulate a profile that you can use to develop your BCP. But, don’t feel that you have to do this alone. In fact, the more insight that you can get from other members of your team, the better. Different perspectives will help you determine fresh angles from which to approach your profile and might uncover some weak points which you had not yet considered. Once you have an idea of how your business may be targeted, you will also understand the potential impact of a cyber-attack. This is very important, as it allows you to start developing your plan. With the impact of an attack in mind, determine the resources that you would need to recover from the attack, respond to it, and continue your business processes. With this data in hand, analyze the resources you currently have available. This might lead to a gap between your required resources and your available resources, but that’s all right; it means that you know what you now need. The goal is, of course, to bring this gap down to zero, which will mean that you have everything that you require to start formulating a truly effective plan. But, if you simply can’t find the resources necessary to match your initial estimation, you might have to get creative. A good way to do this is to ask colleagues and acquaintances in the industry for any advice. If they have gone through the stress of an attack, they may have formulated some creative defense and response strategies which could solve a lot of your problems. And, even if they don’t solve your resource issues, they might help you discover a few more areas in your business which may be targeted. Developing Your BCP Once you are aware of the potential impact of an attack, and the resources available to you to help promote continuity during the incident, you can start to develop the actual plan. The goal of a business continuity plan is, as the name suggests, ensuring continuity in the face of a crisis. So, with this in mind, it is important to identify the main processes of your business that keep it on track. Once you have identified these functions, you will have a good idea of how you need to structure your plan in order to keep them as functional as possible during a security incident. While you are doing this, it is also important to determine whether any other areas of the business affect these main functions. You don’t want a knock-on effect where one of these main functions is disabled as a result of a secondary function being attacked. So, if there are dependencies, identify them and work them into your plan. Lastly, you need to make allowances for a break in business processes whether you’re running a consultancy, a law firm or a marketing digital marketing agency. Decide on the maximum period of downtime from which your business could recover, then build that into your plan. This will essentially be your maximum window for implementing your plan and returning operations. Once you have decided on all of the above, you can create a play-by-play plan of strategic operations that will ensure business continuity. If you need a little help on this front, here are some free disaster recovery templates. Put Your BCP into (Simulated) Action Skipping the testing phase of anything is not advisable, and this is especially true of your BCP. So, before congratulating yourself on a plan well formed, run some tests to see how it fares. This can start with a simple walk-through, asking the heads of all concerned
