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February 16, 2011

How to create a successful Teleworker

Teleworking is a highly efficient solution to an organization and a green solution to the environment, so how come more businesses are not utilizing remote offices? The main factors behind the resistance to teleworking include: technology and security issues, as well as letting go of the traditional face to face management style. In order to create a successful teleworking program employer and employee must overcome these issues.

Technology
The standard set of equipment needed for an employee to work remotely is a phone, printer, personal computer, fax machine, software, and high speed internet. A VoIP phone, which would allow call management and teleconferencing and a good headset which would allow an employee to work with both hands freely will maximize a teleworker’s time.

Security
Security is always a concern within a business, especially when businesses take on remote employees. VPN (Virtual Private Network) accessing is a cost effective solution that provides remote and secure access to a businesses intranet for a teleworker. Setting security compliance training will not only educate employees about security risks and concerns, but will also help employees understand the best practices for security safety and consequences when not complying to such policies.

Trust
A recent Booz Allen Hamilton and Partnership for Public Service study discovered that federal managers were the largest single factor among barriers to adopting a remote employee program. In order to beat those barriers managers need to start thinking outside the traditional management style. Performance needs to be measured in results, not in punch reports. Setting expectations with an employee when starting a telework program will be the key to the programs success.

Teleworking is highly impactful to the efficiency of an organizations infrastructure and it’s benefits on the environment range from less traffic on the roads to less office space needed. With proper training and equipment, management should feel confident in their teleworkers.

November 20, 2010

Disaster Recovery – Make a Plan

In case your computer ends up being victimized by Malware or any mechanical, human or natural disaster, a Disaster Recovery Plan will have you back up and running saving you valuable time and money.

What is a Disaster Recovery Plan? It is a plan that outlines the steps required to recover data in the event of a catastrophe happening to your IT infrastructure. Is a disaster plan right for your small business? Every company should have some form of disaster recovery plan in place. Anytime data is critically lost it means a loss of both time and money for your business. Your technology infrastructure holds vital information for your company pertaining to vendors, customers and employees. While you might not need an elaborate recovery plan, all companies should have some type of  plan in place.  Here are some ideas to help get you started.

Start by assessing your risks. Disasters can happen from theft, malfunctions, fire, employee neglect, weather related issues and a plethora of other reasons. View the likelihood of the threats you’ve identified and start to build a plan based off of your risks.

Make sure your plan is well documented. Outline procedures and steps to take in case of a disaster. Keep important details such as location of back up discs, numbers for your information technology vendors and important passwords in your document. Familiarize key staff and/or your outside IT service providers with this document in case you are away so the recovery process begins as soon as possible. Review your plan on a quarterly basis to keep your staff and/or IT service provider up to date on your policies and procedures.

Always have a back up! Back ups are essential for your piece of mind. The more redundancy you have in your system, the less likely you are to have failure.
Copy your data to tapes and store it at a secondary location to protect it from physical damage or loss. Just think, if a fire burned down your business not only do you lose your computer and all of its data but your back up tapes as well. How often should you back up? This depends on the information getting stored into your system. Think about its value to your company – if the information is important to your business and the cost to replace the information is high, back it up. Also check to make sure your back ups are working and have been copied properly. Regularly test your back up and replace your tapes every 6 months.

Whether it is a small interruption or something that can shut your business down for days, a Disaster Recovery Plan is essential. Make sure you assess your risks, make policies and procedures and create back up files. Don’t wait until it is too late; create a disaster recovery plan today.

October 21, 2010

Malware – How to prevent it

Filed under: News & Events, Prevention, network security — Tags: , , , , — Administrator @ 2:35 pm

In part 1 of the Cybersecurity Series you learned exactly what Malware is and what it can do to your technology infrastructures. In part 2, you will learn how to protect your computer and your identity from these cyber threats.

Malware is malicious software that can slow your technology down via harmful applications such as Viruses, Trojan Horses, Rootkits, Worms, Spam and other applications we had discussed in Part 1. Knowing how to protect your technology from Malware will not only save your computer, mobile device or networks, but will also safeguard your online and personal identity. Here are some tips on how to take action:

Invest in good antivirus software. This is a must, especially before you go online. Antivirus Software is a product that is used to detect and prevent malicious codes such as Viruses, Worms and Trojan Horses from getting on to your system. It may also remove adware and spyware from your infrastructure. Be sure to update your antivirus software, as updates can protect you against the newly formed Malware.

Do Security Audits. Run your antivirus software often. Regularly browse through your system, looking at the contents of system directories, logs, and other files. Note file locations and file sizes. Observe the usage patterns of your machine and of your users (if you have any). To find a list of free secure sites that do check-ups click here. If you’re a small business in the Massachusetts or New Hampshire areas we offer a detailed, no obligation security audit for free – sign up here and someone will get back to you promptly.

Be careful what you download. Whether you are downloading an attachment from an email or from the Internet make sure you know it’s coming from a secured source. Use extreme caution when downloading from a site that uses file sharing. A good practice is to run a scan on the file in order to make sure it is not corrupt. Also, be leery of email links, even if sent by friends, family or colleagues. This is how most Malware gets sent through the Internet.

Protect your email account. This will ensure you’re not sending these corrupt email links as well. In order to prevent your email account(s) from getting hacked into; create a strong password by using a combination of letters (upper and lower case), numbers and symbols. If you learn your account has been compromised, the first plan of action would be to change your password and then do an antivirus check on your computer.

Make sure your firewalls are set up and functioning.
A firewall is either a program or hardware that filters the amount of information coming through your personal computer or your network. The main security feature about a firewall is that it stops anyone from outside logging into your computer or network, which is necessary for businesses trying to protect company data.

Using the best practices for protecting yourself from Malware goes beyond protecting your computer or networks; it’s about protecting your business personal and private.

October 13, 2010

Cybersecurity Series Part 1: Malware – What it is

As this month is National Cybersecurity Month, we at Spaulding Hill Networks want to inform you of the many threats to your computer system and tips on how you can protect yourself and your computer from these threats. We kick off this month by explaining what exactly Malware is and what it does to your system.

Malware is the term for malicious software that wreaks havoc on your computer, network or mobile device and can be used to steal data from your technology infrastructure without your consent or knowledge. Malware is a generic term and covers a multitude of threats including:

Viruses – This is the most common form on Malware. Viruses are embedded into a program and are then spread from program to program. Viruses can harm a systems performance and destroy data. A virus can act immediately or lay dormant in your system for months-even up to a year.

Worms – Worms are like viruses in the fact that they both self replicate, but a worm is designed to spread at an alarmingly fast rate. Unlike a virus though, it does not need to attach itself to an existing program. Worms tend to consume storage and memory as well as bandwidth.

Trojan Horses- a Trojan Horse, is also much like a virus in the fact that it attaches itself either as a harmless application or to one; however a Trojan Horse cannot reproduce. Once a Trojan Horse is activated it can do many destructive tasks at once such as stealing your identity or financial information. It can also be set up to make the host system more susceptible to future attacks. It can destroy hard drive applications and data.

Rootkit – Rootkits are particularly dangerous because they are extremely difficult to detect and remove. They work by a hacker gaining access into your system through user level access and finding a vulnerability in your system or by cracking a password. From there, the rootkit can go undetected and gains root or confidential access into a single computer or network. Once inside they can detect passwords and other sensitive data.

Spam – One of the most common headaches is spam email. Besides being an obvious pain, spam email can lead you to web sites where viruses, worms, spyware and other types of malware can be installed onto your system(s).

Spyware – Spyware is software that is installed onto a computer to find out about a web surfer’s user habits. Spyware’s purpose is to exploit computers for commercial gain via pop-up ads, changing of home pages, theft of personal information and monitoring web browser activity for marketing purposes. Spyware makes its way onto a computer by piggybacking onto another downloadable software or disguising itself as useful software.

Botnets: Also known as ‘Zombie armies,’ are a number of computers that are transmitting viruses and spam to other computers without the owners knowledge. Most home personal computers fall victim to botnets. An owner can fall prey to botnets by not setting up proper firewalls or by leaving their Internet insecure.

Now that you know what Malware is – the next step is to know how to protect yourself from it. In Part 2 of our Cybersecurity Series we will give you tips on how you can ensure your computer and your sensitive data remains protected.

September 5, 2010

Break fix or Managed Services?

Your network infrastructure is a critical part of your company’s success. When it comes to handling IT you have a choice-wait till something cripples your system and then call in a professional to try fixing the problem-or take a preventative IT solution by daily monitoring via Managed Services and stop most problems before they start.

Break-fix monitoring is pretty much what its name implies-waiting for your technology to break and then fixing it. This option seems a cheaper route to go, especially if your business requires minimal network support. The only problem is when something breaks you end up suffering from network downtown while waiting for someone to come to fix it. A response time for a break fix customer tends to be slower than a managed service customer. Factor in any employee who relies on the network for phone or computer support and the money loss ads up quickly.

Managed Services is a proactive approach of handling your network. How Managed Services works is you have a monthly fee that would include any proactive monitoring, service calls, software upgrades and help desk support. A nice feature about managed services providers is the predictability of a fixed fee every month and reduced risk of network downtime, which equals more productivity for your business. An added bonus is Managed Services customers are always a priority-a necessity in the event of an emergency IT situation.

There are advantages and disadvantages to both models. IT problems are bound to happen-it is up to you to decide which option will maximize your profitability.

May 16, 2010

Photocopiers: A new Identity Theft Threat

Last month CBS News uncovered a warehouse full of copiers hiding personal information within the hard drives. Out of the four hard drives bought by CBS News Chief Corespondent Armen Keteyian, two were from the Buffalo NY Police Department (one had detailed information from the Sex Crimes Unit and the other from the Narcotics Unit in which a list of targets was found for a major drug raid.). Another machine featured A New York Construction Companies plans for a building near ground zero, pay stubs with employees names, addresses, and social security numbers; and $40,000 dollars in personal checks. The last one was the jackpot: a copier from Affinity Health Plan, a New York insurance company. In the hard drive had medical records-from drug prescriptions, to blood tests to highly personal diagnosis’s.

Since 2002 copiers have had a hard drive to store images of documents scanned into the machine. The hard drives can be filled with all sorts of information such as: tax information, birth certificates, death certificates, bank records, social security numbers – this makes them a hot spot for identity thieves.

In a study commissioned by Sharp in 2008 it was found that “54% of those polled had no clue that digital photocopiers store an image of what’s duplicated and that a majority believed running off returns on copiers or printers is a safe practice. When told of the security threat posed by unsecured hardware, however, two-thirds of the people surveyed said they were less likely to copy their financial information on a public digital photocopier.”

So what can we do this about this? Try to find out if your organizations (work, doctor, dentist, accountant) “scrubs” the hard drives of the copiers before they send to be returned at the end of their lease or when they are turned in to be recycled. Scrubbing refers to overriding the data on the hard drive making it unreadable. You have a right to know what they do with your personal information. Also try to use your own personal scanner and fax equipment if possible. Many home printers offer a copy fax option. Keep yourself protected and informed.

January 27, 2010

Stop Spam before it Enters Your Network

Filed under: network security — Tags: , , , — Administrator @ 3:35 pm

Unsolicited e-mail to people on your network has become the modern day technological plague. It’s mainly a nuisance, but also a security risk that creates an entry point for viruses on your network. Not only does it consume bandwidth and server space, but it also decreases productivity due to required, daily user maintenance. The result: lost time and money.

computer spam  protection

Controlling spam is a growing task for many organizations. To minimize man hours and lower your risk of a virus attack, spam should be blocked before it even hits your network.

What are your options to protect your network?

Hosted or managed services

Incoming e-mail is routed through the vendor’s network and filtered before being delivered to your network.

Pros: Eliminates the hassle of additional hardware or software installation on your network.

Cons: Privacy issues.

Dedicated security appliances

In this case, the appliance is deployed just behind your network firewall. Incoming e-mail is filtered before it reaches your mail server.

Pros: Provides virtually immediate protection with minimal setup on your network.

Cons: Support, redundancy and backup may be required, but not included in original cost.

Software.

There are several products available that filter spam at the mail server or client level. Filters are set by the network administrator or user.

Pros: May be more cost effective.

Cons: Spam has already entered the network before it is filtered.

Which option is best to protect the security of your network?

In the end, it is a matter of personal preference and deciding which solution best fits the needs of your organization.

If you are unsure what to do next, give Spaulding Hill Networks a call at 603-689-0111. We would be happy to provide recommendations based on your specific business needs.