Cloud file storage revolutionized the way we handle documents. Gone were the days of needing to email files back and forth. No more wondering which person in the office has the most recent copy of a document.
Between 2015 and 2022, the percentage of worldwide corporate data stored in the cloud doubled. It went from 30% to 60%. A majority of organizations use cloud storage of some type. Typical services include OneDrive, Google Drive, Dropbox and others.
However, cloud storage can get messy just like the storage on your computer’s hard drive. Files get saved in the wrong place and duplicate folders get created. When employees are sharing the same cloud space, it's hard to keep things organized. Storage can be difficult to keep efficient.
Disorganized cloud storage systems lead to problems. This includes having a hard time finding files as well as spending a lot of extra time finding needed documents. It is estimated that 50% of office workers spend more time looking for files than they do actually working.
Has your office been suffering from messy cloud storage? Does it seem to get harder and harder to find what you need? Review the tips below. They include several ways to tidy up shared cloud storage spaces and save time.
Use a Universal Folder Naming Structure
One person in an office might choose to name a folder by client name. Another person might use the type of industry. When people use different naming structures for folders, it’s harder for everyone. They often can't find what they need. It also leads to the creation of duplicate folders for the same thing.
Use a universal folder naming structure that everyone follows. Map out the hierarchy of folders and how to name each thing. For example, you might have “departments” as an outer folder and nest “projects” inside.
With everyone using the same naming system, it will be easier for everyone to find things. You also reduce the risk of having duplicate folders.
Keep File Structure to 2-3 Folders Deep
When you have too many folders nested, it can take forever to find a file. You feel like you must click down one rabbit hole after another. When people need to click into several folders, it discourages them from saving a file in the right place.
To avoid this issue, keep your file structure only two to three folders deep. This makes files easier to find and keeps your cloud storage more usable.
Don’t Create Folders for Fewer Than 10 Files
The more folders people have to click into to find a document means the more time it takes. Folders can quickly add up as employees create them because they don't know where a file should go.
Use a rule for your cloud storage that restricts folder creation to 10 files or more. This avoids having tons of folders with less than a handful of files in them. Designate someone that can act as a storage administrator. This can then be the person someone asks if they’re not sure where to store a file.
Promote the Slogan “Take Time to Save It Right”
File storage can get disorganized fast when people save files to a general folder. We are all guilty from time to time of saving to something general (like the desktop on a PC). We tell ourselves that we will go back at some point and move the file to where it should be.
This issue multiplies when you have many people sharing the same cloud storage space. Files that aren’t where they belong add up fast. This makes it harder for everyone to find things.
Promote the slogan “take time to save it right” among the staff. This means that they should take the extra few seconds to navigate where the file should be and save it. This keeps things from getting unmanageable. If you use a file structure that is only 2-3 folders deep, this should be easier for everyone to abide by.
Use Folder Tags or Colors for Easier Recognition
Many cloud file systems allow you to use color tagging on folders. Using this can make a folder or group of folders instantly recognizable. This reduces the time it takes to find and store files.
For example, you could color all folders dealing with sales as green. Folders for marketing could be orange. The brain can make the connection to a topic faster when you look at a color than when reading through text.
Declutter & Archive Regularly
Files get created at a dizzying pace these days. The more files you add to a cloud storage system means the harder it is to sort through to find what you need. This is true even if the file storage is well organized.
Keep older files from making it harder to find new ones. Do this by decluttering and archiving on a regular basis. This involves having an admin delete any unnecessary files once per month. For example, delete duplicate files or old draft versions of a document.
You should also have an archiving system in place that puts all older files in one big archive folder. This keeps files that aren’t actively used any longer out of the main file path.
Come to Us for Efficient Cloud Solutions
Is your cloud storage doing what you need it to do? Do you have a disconnection between cloud storage and your other apps? We can help. Reach out to us at (860) 577-8060 or use our contact form.
Context-Based access uses analytical data gathered by an identity platform during the authorization and authentication process to enhance authentication procedures. These analytics-enhanced authentication techniques are more effective in improving customer safety and lowering online fraud. Context-Based access is a way of providing access to an account based on the user's context. This can be done through location, time and data usage.
Many small businesses make the mistake of skipping policies. They feel that things don’t need to be so formal. They will just tell staff what is expected when it comes up and think that is good enough.
This way of thinking can cause issues for small and mid-sized business owners. Employees are not mind readers. Things that you think are obvious might not be to them.
Not having policies can also leave you in poor legal standing should a problem occur. This includes things like a lawsuit due to misuse of a company device or email account.
Did you know that 77% of employees access their social media accounts while at work? 19% of them average 1 full working hour per day spent on social media. In some cases, employees are ignoring a company policy. In others, there is no specific policy for them to follow.
IT policies are an important part of your IT security and technology management. No matter what size your business is, you should have them. We will get you started with some of the most important IT policies that your company should have in place.
Do You Have These IT Policies? (If Not, You Should)
Password Security Policy
About 77% of all cloud data breaches originate from compromised passwords. Compromised credentials are also now the number one cause of data breaches globally.
A password security policy will lay out for your team how to handle their login passwords. It should include things like:
- How long passwords should be
- How to construct passwords (e.g. using at least one number and symbol)
- Where and how to store passwords
- The use of multi-factor authentication (if it’s required)
- How often to change passwords
Acceptable Use Policy (AUP)
The Acceptable Use Policy is an overarching policy. It includes how to properly use technology and data in your organization. This policy will govern things like device security. For example, you may need employees to keep devices updated. If this is the case, you should include that in this policy.
Another thing to include in your AUP would be where it is acceptable to use company devices. You may also restrict remote employees from sharing work devices with family members.
Data is another area of the AUP. It should dictate how to store and handle data. The policy might require an encrypted environment for security.
Cloud & App Use Policy
The use of unauthorized cloud applications by employees has become a big problem. It is estimated that the use of this “shadow IT” ranges from 30% to 60% of a company’s cloud use.
Employees often use cloud apps on their own because they don’t know any better. They don’t realize that using unapproved cloud tools for company data is a major security risk.
A cloud and app use policy will tell employees what cloud and mobile apps are okay to use for business data. It should restrict the use of unapproved applications. It should also provide a way to suggest apps that would enhance productivity.
Bring Your Own Device (BYOD) Policy
Approximately 83% of companies use a BYOD approach for employee mobile use. Allowing employees to use their own smartphones for work saves companies money. It can also be more convenient for employees because they don’t need to carry around a second device.
If you don’t have a policy that dictates the use of BYOD, there can be security and other issues. Employee devices may be vulnerable to attack if the operating system isn’t updated. There can also be confusion about compensation for the use of personal devices at work.
The BYOD policy clarifies the use of employee devices for business. This should include the required security of those devices. It may also note the required installation of an endpoint management app. It should also cover compensation for business use of personal devices.
Wi-Fi Use Policy
Public Wi-Fi is an issue when it comes to cybersecurity. 61% of surveyed companies say employees connect to public Wi-Fi from company-owned devices.
Many employees won’t think twice about logging in to a company app or email account (even when on a public internet connection). This could expose those credentials and lead to a breach of your company network.
Your Wi-Fi use policy will explain how employees need to ensure that they have safe connections. It may dictate the use of a company VPN. Your policy may also restrict the activities employees can do when on public Wi-Fi such as not entering passwords or payment card details into a form.
Social Media Use Policy
With social media use at work so common, it’s important to address it. Otherwise, endless scrolling and posting could steal hours of productivity every week.
Include details like these in your social media policy:
- Restricting when employees can access personal social media
- Restricting what employees can post about the company
- Noting “safe selfie zones” or facility areas that are not okay for public images
Get Help Improving Your IT Policy Documentation & Security
We can help your organization address IT policy deficiencies and security issues. Reach out today at (860) 577-8060 or via our contact form to schedule a consultation to get started.
One constant about technology is that it changes rapidly. Technology tools that were once staples, like Internet Explorer and Adobe Flash, age out. New technology tools replace those that are obsolete. Discontinued technology can leave computers and networks vulnerable to attacks.
While older technology may still run fine on your systems, that doesn’t mean that it is okay to use. One of the biggest dangers of using outdated technology is that it can lead to a data breach.
Outdated software and hardware no longer receive vital security updates. Updates often patch newly found and exploited system vulnerabilities. No security patches means a device is a sitting duck for a cybersecurity breach.
Approximately 1 in 3 data breaches are due to unpatched system vulnerabilities.
Another problem with using discontinued technology is that it can leave you behind. Your business can end up looking like you’re in the stone ages to your customers and they can lose faith and trust.
Important reasons to keep your technology updated to a supported version are:
- Reduce the risk of a data breach or malware infection
- Meet data privacy compliance requirements
- To keep a good reputation and foster customer trust
- To be competitive in your market
- To mitigate hardware and software compatibility issues
- To enable employee productivity
Older systems are clunky and get in the way of employee productivity. If you keep these older systems in use, it can lead to the loss of good team members due to frustration.
49% of surveyed workers say they would consider leaving their jobs due to poor technology.
The following is a list of outdated technology tools that you should replace as soon as possible. Are any of these still in use on your home computer or within your business?
Get Rid of This Tech Now If You’re Still Using It
Internet Explorer
Internet Explorer (IE) used to be the number one browser in the world. Over time, Google Chrome and other browsers edged it out. This includes its replacement (Microsoft Edge).
Microsoft began phasing out IE with the introduction of Microsoft Edge in 2015. In recent years, fewer applications have been supporting use in IE. The browser lost all support beginning on June 15, 2022.
Adobe Flash
Millions of websites used Adobe Flash in the early 2000's. However, other tools can now do the animations and other neat things Flash could do. This made the tool obsolete and Adobe ended it.
The Adobe Flash Player lost all support, including security updates, as of January 1, 2021. Do you still have this lingering on any of your computers? If so, you should uninstall the browser plugin and any Flash software.
Windows 7 and Earlier
Windows 7 was a very popular operating system but it has now gone the way of the dinosaur. The replacements of Windows 10 and Windows 11 are now in widespread use. The Windows 7 OS lost support on January 14, 2020.
While it may still technically run, it’s very vulnerable to hacks. Microsoft Windows OS is also a high-value target for hackers. You can be sure they are out there looking for systems still running this obsolete version of Windows.
MacOS 10.14 Mojave and Earlier
Due to the cost of iMacs and MacBooks, people tend to hang onto them as long as possible. Once these devices get to a certain point, updates no longer work. This leaves the hardware stuck on an older and non-supported macOS version.
If you are running macOS 10.14 Mojave or earlier, your OS is no longer supported by Apple and you need to upgrade.
Oracle 18c Database
If your business uses Oracle databases, you may want to check your current version. If you are running the Oracle 18C Database, you are vulnerable. Breaches can easily happen due to unpatched system vulnerabilities.
The Oracle 18C Database lost all support in June of 2021. If you have upgraded, then you will want to keep an eye out for another upcoming end-of-support date. Both Oracle 19C and 21C will lose premiere support in April of 2024.
Microsoft SQL Server 2014
Another popular database tool is Microsoft’s SQL. If you are using SQL Server 2014, mainstream support has already ended. In July of 2024, all support (including security updates) will stop.
This gives you a little more time to upgrade before you’re in danger of not getting security patches. However, it is better to upgrade sooner rather than later. This leaves plenty of time for testing and verification of the upgrade.
Get Help Upgrading Your Technology & Reducing Risk
Upgrades can be scary when everything that you have been using has been running great. You may be afraid that a migration or upgrade will cause issues. We can help you upgrade your technology smoothly and do thorough testing afterward. Schedule a technology review today by calling us at (860) 577-8060 or using our convenient contact form.
There is a reason why phishing is usually at the top of the list for security awareness training. For the last decade or two, it has been the main delivery method for all types of attacks. Ransomware, credential theft, database breaches and more launch via a phishing email.
Why has phishing remained such a large threat for so long? Because it continues to work. Scammers evolve their methods as technology progresses. For example, they use AI-based tactics to make targeted phishing more efficient.
If phishing didn’t continue working, scammers would move on to another type of attack. That hasn’t been the case. People continue to get tricked. They open malicious file attachments, click on dangerous links and reveal passwords.
In May of 2021, phishing attacks increased by 281%. Then in June, they spiked another 284% higher.
Studies show that as soon as 6 months after training, phishing detection skills wane. Employees begin forgetting what they have learned and cybersecurity suffers as a result.
Want to give employees a “hook” they can use for memory retention? Introduce the SLAM method of phishing identification.
What is the SLAM Method for Phishing Identification?
One of the mnemonic devices known to help people remember information is the use of an acronym. SLAM is an acronym for four key areas of an email message to check before trusting it.
These are:
S = Sender
L = Links
A = Attachments
M = Message text
By giving people the term “SLAM” to use, it’s quicker for them to check suspicious email. This device helps them avoid missing something important. All they need to do is use the cues in the acronym.
Check the Sender
It is important to check the sender of an email thoroughly. Often scammers will either spoof an email address or use a look-alike. People often mistake a spoofed address for the real thing.
In this phishing email below, the email address domain is “@emcom.bankofamerica.com.” The scammer is impersonating Bank of America. This is one way that scammers try to trick you. They put the real company’s URL inside their fake one.
You can see that the email is very convincing. It has likely fooled many people into divulging their personal details. People applying for a credit card provide a Social Security Number, income and more.
Doing a quick search on the email address quickly reveals it to be a scam and a trap used in both email and SMS phishing attacks.
It only takes a few seconds to type an email address into Google. This allows you to see if any scam warnings come up indicating a phishing email.
Hover Over Links Without Clicking
Hyperlinks are popular to use in emails. They can often get past antivirus/anti-malware filters. Those filters are looking for file attachments that contain malware. However, a link to a malicious site doesn’t contain any dangerous code. It links to a site that does.
Links can be in the form of hyperlinked words, images and buttons in an email. When on a computer, it’s important to hover over links without clicking on them to reveal the true URL. This often can immediately call out a fake email scam.
When looking at email on a mobile device, it can be trickier to see the URL without clicking on it. There is no mouse like there is with a PC. In this case, it’s best not to click the URL at all. Go to the purported site to check the validity of the message.
Never Open Unexpected or Strange File Attachments
File attachments are still widely used in phishing emails. Messages may have them attached and promise a large sales order. The recipient might see a familiar word document and open it without thinking.
It is getting harder to know what file formats to avoid opening. Cybercriminals have become savvier about infecting all types of documents with malware. There have even been PDFs with malware embedded.
Never open strange or unexpected file attachments. Use an antivirus/anti-malware application to scan all attachments before opening.
Read the Message Carefully
We have become savvier at scanning through text as technology has progressed. It helps us quickly process a lot of incoming information each day. But if you rush through a phishing email, you can miss some telltale signs that it is a fake.
Look at the phishing example posted above in the “Links” section. There is a small error in grammar in the second sentence. Did you spot it?
It says, “We confirmation that your item has shipped,” instead of “We confirm that your item has shipped.” These types of errors can be hard to spot but are a big red flag that the email is not legitimate.
Get Help Combatting Phishing Attacks
Both awareness training and security software can improve your defenses against phishing attacks. Contact us today at (860) 577-8060 or use our contact form and we will be happy to discuss your email security needs.
Large companies and small businesses are seeing an ever-growing number of cyber threats that attack their endpoints. Their regular endpoint security software may fail against advanced cyberattacks and render them ineffective and outdated. According to a report by Ponemon Institute, 2018 placed a destructive hit on 64% of organizations due to endpoint attacks. Read more
You have completed your annual phishing training. This includes teaching employees how to spot phishing emails. You’re feeling good about it. That is until about 5-6 months later. Your company suffers a costly ransomware infection due to a click on a phishing link.
You wonder why you seem to need to train on the same information every year. You still suffer from security incidents. The problem is that you’re not training your employees often enough.
People can’t change behaviors if training isn’t reinforced. They can also easily forget what they have learned after several months go by.
How often is often enough to improve your team’s cybersecurity awareness? It turns out that training every four months is the “sweet spot.” This is when you see more consistent results in your IT security.
Why Is Cybersecurity Awareness Training Every 4-Months Recommended?
Where does this four-month recommendation come from? There was a study presented at the USENIX SOUPS security conference recently. It looked at users’ ability to detect phishing emails versus training frequency. It looked at training on phishing awareness and IT security.
Employees took phishing identification tests at several different time increments:
- 4-months
- 6-months
- 8-months
- 10-months
- 12-months
The study found that scores were still good four months after their training. Employees were still able to accurately identify and avoid clicking on phishing emails. However, after 6-months, their scores started to get worse. Scores continued to decline as the months passed after their initial training.
To keep employees well prepared, they need training and refreshers on security awareness. This will help them to act as a positive agent in your cybersecurity strategy.
Tips on What & How to Train Employees to Develop a Cybersecure Culture
The gold standard for security awareness training is to develop a cybersecure culture. This is one where everyone is cognizant of the need to protect sensitive data as well as avoid phishing scams and keep passwords secured.
This is not the case in most organizations. According to the 2021 Sophos Threat Report, one of the biggest threats to network security is a lack of good security practices.
The report states the following:
“A lack of attention to one or more aspects of basic security hygiene has been found to be at the root cause of many of the most damaging attacks we've investigated.”
Well-trained employees significantly reduce a company’s risk. They reduce the chance of falling victim to any number of different online attacks. To be well-trained doesn’t mean you need to conduct a long day of cybersecurity training. It is better to mix up the delivery methods.
Here are some examples of engaging ways to train employees on cybersecurity. You can include these in your training plan:
- Self-service videos that get emailed once per month
- Team-based roundtable discussions
- Security “Tip of the Week” in company newsletters or messaging channels
- Training session given by an IT professional
- Simulated phishing tests
- Cybersecurity posters
- Celebrate Cybersecurity Awareness Month in October
When conducting training, phishing is a big topic to cover. However, it’s not the only one. Here are some important topics that you want to include in your mix of awareness training.
Phishing by Email, Text & Social Media
Email phishing is still the most prevalent form. SMS phishing (“smishing”) and phishing over social media are both growing. Employees must know what these look like so that they can avoid falling for these sinister scams.
Credential & Password Security
Many businesses have moved most of their data and processes to cloud-based platforms. This has led to a steep increase in credential theft because it’s the easiest way to breach SaaS cloud tools.
Credential theft is now the #1 cause of data breaches globally. This makes it a topic that is critical to address with your team. Discuss the need to keep passwords secure and the use of strong passwords. Also, help them learn tools like a business password manager.
Mobile Device Security
Mobile devices are now used for a large part of the workload in a typical office. They’re handy for reading and replying to an email from anywhere. Most companies will not even consider using software these days if it doesn’t have a great mobile app.
Review security needs for employee devices that access business data and apps such as securing the phone with a passcode and keeping it properly updated.
Data Security
Data privacy regulations are something else that has been rising over the years. Most companies have more than one data privacy regulation requiring compliance.
Train employees on proper data handling and security procedures. This reduces the risk that you will fall victim to a data leak or breach that can end up in a costly compliance penalty.
Need Help Keeping Your Team Trained on Cybersecurity?
Take training off your plate and train your team with cybersecurity professionals. We can help you with an engaging cybersecurity awareness training program that helps your team change their behaviors to improve cyber hygiene. You can reach us at (860) 577-8060 or use our convenient contact form.
Insider Threats have been on the rise lately and companies find it hard to figure out the best security service or strategy that will thwart them. According to research, incidents associated with insider attacks had a 44% rise in the last two years. Employees contribute to about 40% of these threats with easy access to sensitive information. Business owners must deal with such incidents by wielding weapons as strong as those used against external attackers. Read more
One of the big draws of a laptop computer is that you can use it anywhere. You don’t need to have it plugged in all of the time because it has an internal battery.
Your laptop may start out with several hours of battery life when you first buy it. However, the lifespan can get shorter as time goes by and battery health takes a hit. Sometimes this can be due to a lack of PC maintenance. Other times, it's due to the environments that the laptop is subject to (such as a hot car).
Seeing your laptop’s battery capacity shrink can be frustrating. There are several things that you can do to increase the time you can go without needing to plug it in.
Lower the Display Brightness
The brighter your display means the more battery power it’s taking. Have you ever hit the automated low battery mode on a laptop? Then you know you immediately notice a difference in brightness. This is because that setting turns down the brightness. It's one of the ways to reduce battery consumption.
You can turn down the brightness of your screen in your display settings. You can also use the brightness keys that are usually in the top row of keys on a laptop keyboard.
Reduce PC Battery Use in Power/Sleep Settings
Here is one way to increase the time that you can use your unplugged laptop without a power source. Adjust some of its power and sleep settings.
If you’re using Windows, open the search on the Task Bar. Type in “power settings." This directs you to the power, sleep and battery settings in your system settings.
Look for any tips at the top for increasing battery longevity. This includes making the time your screen goes dark after inactivity and the time it goes to sleep the same.
Then review the settings (such as Screen, Sleep and Power mode). Find the ones that will reduce your PC’s battery consumption. This will extend the time that you can go without a new charge.
Enable Battery-Saver Mode
You don’t need to wait until your PC hits 10% for it to go into battery-saver mode. You can control this and enable it yourself in your system settings.
Do you know you’re going to be without a power source for a while? Put your PC in power-saver or battery-saver mode right away so that you can extend the charge as long as possible.
Use the Manufacturer’s Calibration Tool
Manufacturers will have their own PC maintenance tools installed that you can use for battery calibration. Sometimes calibrating the battery can correct an issue with a battery life. This is especially true if life has gotten shorter than when you first purchased your laptop.
Look for a manufacturer’s built-in maintenance app. It will usually be on the Task Bar unless you have hidden it. When you open that, you may find that you need to do a calibration or other maintenance task.
Get a Computer Tune-up
If you have processes running in the background, it can sap your battery life. Processes that aren't needed can often run anyhow. Getting a computer tune-up from your IT provider can solve a lot of different issues. This includes computers that get sluggish and battery life.
Consider Using Microsoft Edge Browser for Its Efficiency Settings
If you keep a lot of browser tabs open while you’re working on your PC. They could be sapping your battery power.
Consider trying Microsoft’s Edge browser. It has been gaining in popularity ever since it incorporated the Chromium engine. This is same one Chrome uses.
The browser has several power-saving features that you can enable in your settings. Search “sleeping tabs” in Edge settings to find these. They include:
- Enable efficiency mode (choose from the available options).
- Enable Sleeping Tabs and fade them when asleep.
- Choose when you would like to put inactive browser tabs to sleep to conserve power.
Turn Off Unnecessary Apps Hogging Power
Check the apps that are running on your PC in the Task Manager. Do you really need them all to run when you’re unplugged and trying to conserve battery power?
Often processes that aren’t 100% necessary all the time will be running. These include an update service or cloud storage syncing app. Close the apps that you don’t need to use at that time to lengthen battery life.
Keep Your PC Out of Too Much Heat or Freezing Temps
Both excess heat and freezing temperatures can be bad for a computer. This includes shortening the battery life.
You should never leave your laptop in a car on a hot day or when it’s freezing outside. Also, it might not seem particularly hot to you but if it’s sunny the inside of a vehicle can heat up pretty quickly. Be aware of the temperature extremes that your laptop is subject to.
Looking for a PC Tune-Up or Battery Replacement?
We can help you with a full system tune-up or a laptop battery replacement if needed. Don’t struggle when you can have that fixed in no time! Give us a call today at (860) 577-8060 or fill out our contact form and let’s chat.
To increase the beneficiaries of their security services, Microsoft introduced Defender for Individuals. This new security tool will protect computers and mobile phones from the ever-growing rate of cyberattacks. Microsoft 365 subscribers with either personal or family subscriptions will enjoy this new addition across different devices: iOS, macOS, Windows and Android.Read more