Memorial Day has been observed on the final Monday in May each year since 1971, but this occasion traces its roots back much farther in our country’s history. Originally known as Decoration Day, this day was first established during the Civil War in 1862 and was marked by loved ones decorating the graves of those who gave their lives serving in the Confederate Army. After the war, in 1868, the veterans of the Union Army soon added their own traditions to the mix, eventually leading to the creation of the ceremonies and customs we know today. Today, Memorial Day is the more somber counterpart of Veterans Day. It is a day set aside to honor and remember those who have given their lives while serving in the military. It’s appropriate to mark this occasion by visiting cemeteries and war memorials, honoring their sacrifice. This day holds special meaning for us at {company}. We will be closed Memorial Day to honor the memory of all those who have gone before, and have given their lives for us. If you have to work, please take a moment to honor their memory.
While it remains unclear exactly how many have been affected by the latest ransomware, aptly called “WannaCry,’ the estimate has already reached more than 75,000 computers in over 150 counties worldwide. Hospitals, government offices, and high profile organizations are still reeling today after what cyber experts are calling one of the largest cyber attacks ever. This virus, identified as ransomware, seizes control of the user’s computer until a ransom has been paid. The user is given six hours to pay the $300 ransom, with the price increasing every three hours after that. While it remains unclear exactly how many have been affected, the estimate has already reached more than 75,000 computers in over 150 countries worldwide. A vast majority of these ransomware attacks targeted Russia, but the effects were felt as far as the United States, Taiwan, and Ukraine. A major telecommunications enterprise in Spain reported a freeze on their entire network, as their ransom climbed to almost $550,000. Who’s at Risk? The latest in a recent string of cyber attacks was first discovered May 12 and has been linked to vulnerabilities in Windows. Aptly named ‘WannaCry,’ the ransomware targeted Windows XP, Windows 8, and Windows Server 2003 customers who had not yet installed the security update released by Microsoft in March. The National Security Agency (NSA) has received much criticism over the last week, with many blaming their handling of the ‘cyber weapon’ theft last month for the attack. In April, the group called ‘Shadow Brokers’ claimed responsibility for the piracy, but many feel the threat wasn’t taken seriously by the NSA. While the attack was initially revealed on the 12th, analysts indicate the ransomware software was likely spreading for several weeks, laying dormant, waiting for the kill switch to be pulled. This exceptionally well-written code makes it virtually impossible to unlock encrypted files once they’ve been infected. In the United Kingdom, outpatient appointments for sixteen National Health Service facilities were canceled and patients were advised to steer clear of emergency rooms if at all possible. China reported PetroChina gas stations were also experiencing difficulties, forcing consumers to pay cash for goods and services. Both countries have reported no evidence of personal information being compromised. With Russia at the center of a large portion of the attacks, cyber experts indicate that the attack may have originated in Russia. Evidence points to the hacking of an extensive Russian email database as the likely source. What’s Next? The ransomware was discovered by a British security researcher, who goes by the name MalwareTech. It was configured to continually contact an unregistered domain that was built into its coding. During his analysis of the attack, MalwareTech registered the domain, which, unbeknownst to him, was what was necessary to halt the ransomware attack from spreading any further. While Microsoft customers were the target of this attack, all software users are urged to update their operating systems immediately. Windows users who haven’t installed the update Microsoft released in March can prevent an attack on their system by doing so now. Unfortunately, the update won’t help those who have already been targeted in this recent attack. Laptop users should use extreme caution when utilizing public WiFi connections, as the ransomware is equipped with a ‘hunter module,’ which helps spread the virus to anyone on the shared network. Recent studies reveal that cyber attacks are on the rise, showing no signs of slowing down in the near future. A published FBI report indicates an average of 4,000 ransomware attacks occurred each day in 2016, with an attack on U.S. enterprises occurring once every forty seconds. Businesses and individual users are urged to keep their firewalls up-to-date and configure them to block any malicious IP addresses. Anti-virus and anti-malware programs should also be configured to automatically perform regular scans.
Unless you have been totally disconnected from the world the last few days, you have heard about the WannaCry ransomware attack that has been spreading around the world. This attack is being dubbed by some as the precursor to a larger, more focused attack once the extent of the vulnerability is revealed. Those primarily affected are running unsupported systems like Windows XP, pirated or illegal copies of Windows, and those not staying current on operating system patches. What is the right response to WannaCry? What should your IT team be doing? In the wake of the news of the WannaCry ransomware attack, the cyber-security professionals of {company} went immediately to work. While we believed that the workstations and servers we support had been patched appropriately to protect against the WannaCry attack, we still took the time to review all of the workstations and servers we support to determine if there are any that may have been missing the patches needed. Beyond this immediate response, we also proactively surveyed the security of our internal network to protect the resources we depend on in delivering IT services to you. Here’s a checklist that your IT support provider SHOULD be doing. Actively monitoring all security fixes and patches for Microsoft, Adobe, and other major software packages commonly used and applying them as soon as possible. This can be frustrating to end users when their workstations interrupt their work by restarting or operating slowly, but it is a critical part of staying safe in today’s technology-infused world. Eliminating unsupported operating systems and software wherever possible. The cost of continually upgrading and replacing workstations and servers can feel like an unnecessary drain on company resources. WannaCry – and similar attacks – are the reason why {company} IT consultants talk regularly with our clients about replacing unsupported hardware. The Windows 10 operating system was not affected at all by this attack. Staying current on operating systems and other software is a critical part of staying safe in today’s world. Segregating your private network from your guest network. Over the last year, the {company} team has been more forcefully recommending the creation of separate networks for guest workstations and employee-owned equipment. This has felt inconvenient to many, and in some ways, it is. Again, attacks like WannaCry are the reason why we recommend this change. {company} works actively to keep our client’s equipment patched and up-to-date. But we cannot do the same for equipment we do not support. By providing a separate network for non-company owned equipment, we can provide the Internet connection needed without endangering the company’s valuable assets. These are just some of the proactive steps we take to help secure the networks we support. But cyber security is a team effort. We cannot do this on our own. What can you do to help in the process of securing your company against cyber crime? {company} IT consultants recommend that the primary contact for your company meet regularly with your IT support team to discuss and plan the technology for the company. This will give you the clearest picture of what is being done with the company’s technology. Armed with a high-level picture of your company’s IT strategy, you will be able to: Be an advocate for proactive technology practices in your company. Ask questions. Of your IT support team – so you feel comfortable with the direction of your business technology. Of your coworkers, so you know what’s happening with the technology in the rest of your company. Share information from the Strategic Business Reviews with others, and encouraging them to be involved in the process. Encourage technology training and awareness for all members of your staff. WannaCry and similar attacks begin by someone clicking on something they should not. Education and awareness can often be just as important as up-to-date systems. Whether you like it or not, technology has become an integral part of our daily lives. Properly cared for, it can be a valuable asset. But when ignored, it can be an ugly beast that can lay waste to the business. {company} is proactively working to secure and maintain the networks of our clients, and we encourage our clients to take an active role in their own IT and to implement common sense cyber-security policies. How has YOUR current IT support team responded to the WannaCry threat? Have they been efficient, informative, and communicative? Maybe it’s time for a change. We’re here to help! Contact us now at {phone} or {email} Bonus Info! – Here are some articles that we looked at as we researched this latest WannaCry threat. Take a look! ESET: https://www.welivesecurity.com/2017/05/13/wanna-cryptor-ransomware-outbreak/ Symantec: https://www.symantec.com/connect/blogs/what-you-need-know-about-wannacry-ransomware Microsoft: https://blogs.technet.microsoft.com/msrc/2017/05/12/customer-guidance-for-wannacrypt-attacks/ Times Now: http://www.timesnow.tv/technology-science/article/india-windows-piracy-wannacry-ransomware-rbi-atm/61104 CNN: http://money.cnn.com/2017/05/14/technology/global-cyberattack-explanation/ CNET: https://www.cnet.com/news/wannacry-wannacrypt-uiwix-ransomware-everything-you-need-to-know/
In case you have been living in a cave the past three days… Wanna Cry is a ransomware that spreads like wildfire by leveraging a Windows SMB exploit to remotely access and infect computers running on unpatched or unsupported versions of Windows. It infects the targeted computer then moves on to others on the network and those it can find on the open internet. 237,000 computers across 99 countries have been infected thus far. The news has reported that a 22-year-old security researcher has stopped the Wanna Cry ransomware plague. That’s only partially true. He found a “kill switch” in the code of Wanna Cry that will keep one strain of Wanna Cry from infecting computers. Here’s the problem… Now there are multiple strains of Wanna Cry cropping up across the globe. Some with a different URL “kill switch,” and if reports can be believed, at least one strain with no “kill switch” at all. This “no kill switch” variant is believed to have been created by parties not related to the criminals who developed the first Wanna Cry code. Whatever the final number of Wanna Cry strains ends up being, the truth is that we aren’t even close to being done with Wanna Cry. And the criminals in control of this cyber-WMD aren’t done with causing us pain. Yes, the infection rate has slowed, but that lull is likely only the calm before the second wave of the storm – according to industry experts. Where did Wanna Cry come from? There is no public information on the criminals behind Wanna Cry, but the SMB exploit they are utilizing is believed to be part of a hacking toolset that the NSA allegedly created and lost control of when a group of hackers called “The Shadow Brokers” stole it and dumped it onto the dark web. Currently, the predominant strains of Wanna Cry are being thwarted before they infect computers by utilizing the method discovered by 22-year-old MalwareTech. He discovered that by registering a domain name that was buried in the ransomware’s code, he was able to create a “sinkhole” that didn’t allow the virus to infect the computer. The problem is that if the connection to this “sinkhole” domain is lost, Wanna Cry will move into “infect” mode. As we have stated above, there are now several strains of Wanna Cry out there with a “kill switch” domain name in their code. Each unique domain name must be registered so that a “sinkhole” is created for that strain. Even with these domain name “sinkholes,” we aren’t out of the woods. Malware Tech, the security researcher who found the first “kill switch” buried in Wanna Cry code, has stated that “WannaCrypt (or Wanna Cry) ransomware was spread normally long before this and will be long after, what we stopped was the SMB worm variant.” There are some scenarios that will allow your unpatched computer to be infected – even with the kill switch in place. Here they are If Wanna Cry comes to you via an email, a malicious torrent, or other vectors (instead of SMB protocol). If your ISP or antivirus or firewall revokes access to the “sinkhole.” If your system requires a proxy to access the internet – common in corporate networks. If someone utilizes a DDoS attack to makes the sinkhole domain inaccessible. What to do… The cyber-security experts of {company} advise you to: Patch your computers Run a decent anti-virus Make sure your backups are current and secure Because of the high-profile nature of this ransomware attack, there will be copycats that make Wanna Cry even more virulent and destructive. Wanna Cry 2.0 is inevitable. It’s important that you act proactively for your company now and get the {company} cyber-security team on your side. We have the resources to help you stay running and safe. Contact us now at {phone} or {email}
If you are giving a presentation and part of it involves a shared display or handouts of a spreadsheet what can you do to keep the group awake? Let’s face it, Microsoft Excel is an excellent tool for organizing and manipulating statistical data, but when sharing your spreadsheet with others, your spreadsheet has to be interesting and informative. How Do I Get More Information into an Excel Spreadsheet? Before you get more information into your spreadsheet, make sure that a spreadsheet is a right tool for the job. More often than you might think, we use spreadsheets inappropriately. Would an Access database work better? Should you use PowerPoint for your presentation. If you have decided that Excel is the right vehicle for your presentation, include a text document that is a “welcome” or “about” for the Excel document. This keeps you on track and reminds others what the purpose and mechanics of the spreadsheet are. While it’s true that most of the spreadsheets we use in our careers are for our own consumption, it is a good practice to talk about your spreadsheet with others. Find out what features they like and which they don’t favor. If you work collaboratively with others in your organization be generous with credit and be sure to mention their names in the about or welcome document. PivotTables Help (A lot) PivotTables are important as they take tables of data, often with hundreds if not thousands of rows and help you and others understand the data by summarizing them by the column fields. For a PivotTable to operate correctly it has to be set up in a certain way; each column needs to contain the same kind of data that is in a “raw” state – that is the data has not been processed yet. The following are some advantages associated with using PivotTables in Excel: Simplicity Speedily produced Multiple dimensions – you can sort data by row or by column Allows for interactive analysis Appearances Do Matter Your Excel Presentation can be exciting and visually stimulating. Following are some tips that help you accomplish this. Consistency: Your spreadsheets will be easier for others to understand if you use only one font, bold headings for data groupings and formulae, distinct shade categories of data (for example shade raw data gray and results in green) and analytical comments should be in italics. Create a Logical and Natural Flow: This is done by using the order of Worksheets and the layout of calculations and data to read left to right and top to bottom. An excellent Excel presentation takes the reader through a story – from inputs and assumptions to calculations and finally the results. I Want Highly Informative Excel SpreadsheetsMake Data Relevant: To be more informative, an Excel spreadsheet presentation needs to have relevant data and analysis stand out. To do this, try to downplay the non-data elements of your tables and graphs. While you might create axes and gridlines the same color, make them paler than the data points. {company} in {city} is your best source for tips, tricks, and hacks as well as news relating to the latest advances in technology. [Phone} or {email} us today.
Microsoft wants to help their users stay organized and get even more out of their day – and with their newest app, they plan to do just that. Meet To-Do, an intelligent task management app that’s currently available in Preview. Fully integrated with Microsoft Office 365, To-Do lets you create a list for anything, from work, to chores to groceries and more. Features include the capability to add reminders, due dates, notes, and personalization. Thanks to cloud integration, you can access your To-Do lists from mobile platforms, through web browsers, and of course, on your home computer. Even better, To-Do offers an “Intelligent Suggestions” feature, which uses To-Do’s smart algorithm to highlight overdue and upcoming tasks ahead of others on your list. From there, you add the tasks you want to My Day, keeping them all in one high priority place. Robust integration with Microsoft Office 365 currently allows users to automatically sync Tasks in Outlook with To-Do. Future updates will offer further features that come with integrating To-Do with other popular apps in the Office 365 suite. Thanks to its foundation in the cloud, To-Do also comes with the enterprise-grade security you’ve come to expect from Microsoft products, such as data encryption during transit and at rest, and data storage in hyper-scale, globally networked data centers. So be sure to give To-Do a try and see how it can change the way you tackle the day, both at home and at the office. For more information about getting the most out of Microsoft products, reach out to us at {phone} or {email} right away.
When it comes to social media marketing, Facebook, Twitter and YouTube are no longer enough. Get an edge over your competition by mastering Snapchat now! Since all but taking over online communication, social media has become a viable business tool as well. Social media is easy and affordable to use, and it allows access to vast numbers of potential new customers. While Facebook, Twitter, LinkedIn and YouTube are being used liberally by today’s businesses, there’s one exciting platform that isn’t seeing as much traffic: Snapchat. Snapchat is one of the fastest-growing social media options with millennials. There are well over 100 million active Snapchat users, and over 70 percent are under the age of 34. Put quite simply, businesses looking to connect with this crowd should be on Snapchat. Easy to Use Snapchat works by providing an interface through which users can easily send photos and videos, or “Snaps,” to their followers. The media sent is only viewable for up to 10 seconds (the user gets to determine the length of the display). Afterward, it disappears forever. Multiple snaps can be strung together to create a “story” viewable for up to 24 hours. Some other compelling Snapchat facts and stats include: Users are Highly Active. An impressive 65 percent of Snapchat users post new content at least once per day. You can do the same, and your business will stay active in the consciousness of potential customers. Ready to Buy. Nearly 60 percent of college students said they were very likely purchase a product using a coupon they received via Snapchat. Get More Personal with Users. Snapchat allows for showing current and potential customers a more casual, behind-the-scenes view of your company. Builds Trust. Trust in your brand will grow the more you post on Snapchat. Users will come to feel as if they “know” your company and be more likely to choose you over your competitors. Growing Your Snapchat Network Unlike Instagram and Twitter, hashtags aren’t enough to entice new followers. On Snapchat, users must find and add you. To add users, you must know their Snapchat names. Snapchat does not have native discovery capabilities. Gaining Snapchat followers requires using your company’s online presence – including your other social media accounts – to raise awareness about your Snapchat account. Here are some tips for getting the ball rolling: Promote Actively. Promote your Snapchat account name within your other social media profiles as well as in email signatures, blog posts and on your website. Use the “Add Me URL.” This feature allows for sharing a customized URL on other social media platforms. It lets users easily and rapidly connect with you. Use this link and replace “username” with your business Snapchat account name:https://www.snapchat.com/add/username Share Valuable, Compelling Content. Plan a content series that tells a story, teaches something new, allows users to play a game, or otherwise keeps them engaged. Use Snapcodes. Grab your Snapchat QR code image as a cropped screen shot and use it within your other social media account profiles. Getting active on Snapchat now can vault your business ahead of the competition on this fast-moving platform. If your company is ready to succeed on Snapchat, contact {company} of {city} at {phone} or {email}. We look forward to helping you succeed!
Ransomware is malware that either freezes your computer or locks it so you cannot access data and programs that your company normally uses. The criminal that is holding your system hostage, demands a ransom that is usually paid in Bitcoin. Imagine opening your business one morning, turning your computer on and reading a message that says something like: Attention – Your System is Locked. If you want your data and programs unlocked, you must pay a fee of $800. If you are a new business or a small one, $800 can be a lot of money. It is in effect a ransom payment and is the harbinger that your computer is a victim of ransomware. What is Ransomware/Malware? Ransomware is malware that either freezes your computer or locks it so you cannot access data and programs that your company typically uses. The criminal that is holding your system hostage, demands a ransom that is usually paid in Bitcoin. One thing about this kind of criminal is they believe in excellent customer service. Instructions are sent you about how to pay in Bitcoin. Also, the thief or gang of thieves usually do return your computer back over to you – otherwise, most people would not bother to pay the ransom. However, the ransom is only the beginning of your expenses relating to a ransomware incident involving your business. What Are the Other Costs of Ransomware? In 2016, the average cost of paying a ransom demand involving accessing a business’ computer programs and data was $679. It is expected to rise in 2017 to nearly $800. But, that is not the only, nor necessarily, the greatest expense. The other costs attendant to ransomware include: Regulatory Fines It is the duty of every business to safeguard the Personal Financial Information (PFI) and Personal Identifying Information (PII) of clients and customers. Regulatory authorities such as the US Department of Health and Human Services (HIPAA compliance) or the Federal Trade Commission for letting PII fall victim to a ransomware attack. Fines can be high (millions of dollars) but are usually not levied if there had been no other prior issues regarding confidentiality. For those firms who had previous breaches, fines can quickly add up to millions of dollars. A Lack of Productivity When a computer system is unreachable, your employees are undergoing downtime. Without your business data and programs, they are unable to work and are simply nothing more than another expense due to ransomware. Depending on the size of your workforce is how much this costs. A research study by the firm Vanson Bourne for SentinelOne reveals that it takes 38 man hours to recover from a ransomware attack. Loss of Customers/Lack of New Customers When a company is victimized by a ransomware attack, most states require that anyone whose data may have been breached must be advised of the possible breach. Doing so may lead to customers leaving you for another company. Likewise, it is harder to find new clients or customers. Loss of Employees/Inability to Hire Top Applicants The situation is similar when it comes to employee retention and new hires – employees want to know their employer has an excellent reputation that is unsullied by a successful ransomware attack. {company} in {city} is the trusted choice when it comes to staying ahead of the latest information technology tips, tricks, and news. Contact us at {phone} or send us an email at {email} for more details.
When a major business phone system provider shuts down, it’s important to check your own system to make sure there’s no problem! Big news from Toshiba is sending waves through the business community: The company is closing up its telecom branch permanently within the next few months. Specifically, Toshiba is going to be shutting down “TSD” or its Telecommunication Systems Division within the next two months. This division specialized in selling business phone systems and related services throughout North America and even recently announced new VoIP offerings for the United States. Obviously, a lot has now changed, so here’s what you need to know. Your Phone Services May Be At Risk Toshiba’s telecommunication products and services will not suddenly shut down, and people won’t immediately come for your business phones, so this limits the damage that this news can do up front. However, problems are developing for businesses that depend on Toshiba systems, so it’s important to find out if you use Toshiba VoIP services, or related solutions. The clock is now ticking on how long those services will be available. The problem is that your company probably hasn’t bought these services from Toshiba directly. Instead, the more common arrangement is that Toshiba uses more local resellers to package up and sell their services, which often appear under a different brand name. Toshiba’s name may not appear on any of your bills or software information (or at least, only in the fine print). That means it is time to contact your IT department or service provider and ask if any of your services will be affected by the TSD shutdown. Remember, this is even worse for the resellers than it is for their customers, because they are put in a very difficult position regarding service cancellation. Many resellers are responding by looking for other providers to sell services alongside: Some companies, like Zultys, have even stepped up and offer programs to resellers to help transition their current Toshiba packages to Zultys packages. If one of these deals works out with your provider, you may not need to lose services at all (although your bill may change). That’s why it is important to stay on top of the issue and find out what is going on. However, there is some good news too! If you want to switch to a new service ASAP to avoid any of these problems, Toshiba will be dropping early termination fees, so it won’t cost you any extra to switch. Hardware Support Will Probably Be Dropped Toshiba’s business phone systems were targeted at small to medium businesses, and included some hardware. Hardware is trickier to deal with than software, because it cannot easily be updated – especially if production has stopped. Typically, in these situations, companies like Toshiba offer limited support and replacement services for a year or two (or less), but then even this option dries up. If no one takes over production – and that doesn’t seem likely at this point – then any Toshiba TSD devices have a very limited shelf life. Find out if you depend on any TSD devices in your company, and start making plans to replace them with an alternative brand. It’s better to do this now than waiting until the last minute…or ignoring the problem and hoping that nothing ever goes wrong with your equipment. This is a Sign of Bigger Problems at Toshiba Toshiba is currently going through restructuring, which is one reason that TSD is shutting down. The source of the problem in this case appears to be one of Toshiba’s core divisions, Westinghouse Electric, which appears to be on its way to bankruptcy. Toshiba is under pressure to shut down or at least massively change WE, and this could be one of the first steps to doing just that. It may be worthwhile to see if you have any Westinghouse Electric devices or services as well, and note that its days are numbered. It’s Time to Rethink VoIP Toshiba was one of the last big digital business phone system providers in North America…and that’s not necessarily a bad thing. Everyone else is busy switching to a primarily VoIP-focused model (Voice over Internet Protocol, a.k.a. routing phone services through internet connections and using computers to answer phones), for obvious reasons. Even compared to digital, VoIP services are more scalable, flexible, and cost-effective: There is less and less reason to avoid switching to VoIP, and Toshiba’s TSD shutdown is even more proof that the flexibility of VoIP is an ideal option. The Importance of Picking Providers Carefully Finally, this is an excellent example of why you should pick providers carefully. Even large corporations are not immune to change, so it’s important to look for providers and vendors that are in it for the long haul – and have the customer support to back that claim up. If a provider is going through restructuring or transition, it’s best to avoid them for now. For more answers about business communication and information management in {city}, {company} can help! Contact us at {phone} or send a message to {email} and let us know how we can help!
You have several options to protect your organization from malicious email attacks. Keep data secured through alternatives like cloud-based client portals. As more and more businesses are using email as their primary form of communication, it is of utmost important to keep networks safe. You may be relying on email to share confidential information with clients such as necessary documents they need to download and sign. Email security involves a range of issues, and there are different strategies employed to keep communications secure as well as private. Viruses and Email One of the most common issues regarding email security is the possibility of exposing your network to dangerous viruses. A virus can act as a small annoyance or can bring down an entire mail server. In many cases, the viruses are downloaded onto a network via email attachments. Besides viruses, other dangers lurk when users download attachments. For instance, ransomware often makes its way onto computer systems through attachment downloads. Ransomware has seen a rise in popularity because the attack has a proven successful track record. Hackers ask for a nominal fee and businesses often pay the price because getting their data back is crucial to resuming operations. One wrong assumption business owners often have is the idea email viruses are only delivered to inboxes via spam. Many viruses pop up in seemingly innocuous communications. The more significant issue with spam is the way these emails overload servers. Spam decreases workplace productivity while clogging up servers. Phishing Phishing is the cyber form of identity theft. Through email communications, criminals pose as legitimate institutions and ask recipients to share private financial information. Phishing scams look to lure individuals to websites where they are tricked into providing credit card details, passwords, social security numbers, bank routing details, and more. Phishing scams can also entice recipients to download infected attachments to their computers. Email Spoofing Email spoofing is a common scam among hackers. The hacker poses as another sender, sometimes using a legitimate sounding return address, to convince the recipient to send sensitive data. You may be asked to click on a link bringing you to an URL with a cloned website. What Can You Do? Email security doesn’t have to be a headache any longer for your company. Client portals are becoming an increasingly popular way to avoid the many problems associated with email exchanges. Within a customer portal, vital documents can be uploaded and shared with clients and colleagues. You can still use email to communicate, but instead of uploading documents or images, a link to the portal can be sent instead of an attachment. Client portals allow all communications to exist securely in the cloud and be accessible anywhere an online connection is available. Client portals are also time savers since you won’t have to encrypt attachments or set up individual passwords. Authentication through client portals are generated automatically and can be shared confidentially. A Full System Security Plan All areas of an email system need to have some form of security in place. Mail servers must have security patches updated and upgrades applied on a regular basis. An email security system can be implemented to scan incoming correspondence and flag any emails that could have malware attached. If your business consistently sends confidential information via email, an encryption program may need to be implemented. Firewalls may also help protect your mail servers from malware attacks. At the very least, you’ll want to perform regular testing on your email system to check for vulnerabilities. In the meantime, you should also back up any data found within your email servers to a cloud-based program. Email is an important communication tool but can expose a company to significant IT risks. Mitigate many of these risks by relying on a client portal to share and view relevant attachments. Client portals are cost-effective and are managed through cloud-based servers.