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Must Know Info For Backup, Security and Disaster Recovery

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Must Know Info For Backup, Security and Disaster Recovery

The Importance of a Proactive, NOT Reactive Approach

With the major role information technology plays in the way business is conducted in today’s world, it’s crucial that every business owner, both large and small, be able to see the big picture of protecting client and company data from disaster. Data backup disaster comes in many forms, from hackers to employee sabotage, to viruses and natural disaster, it’s critical to your business operation that you understand the scenarios and solutions to protect your business and keep things running smoothly.

Susceptible to Sabotage

Data backup is crucial when it comes to the human impact of business security. A smart and informed business owner knows the importance of protecting your company and your clients from being hindered by hackers, viruses and even employee sabotage. This comes in the form of physical backup drives, such as personal computers, USB drives and in house servers as your primary backup solutions. While these are an acceptable “extra” backup, they should never be considered as your primary backup solution. Hackers and viruses can corrupt and compromise in-house servers, personal computers and hard drives, leaving you completely helpless to not only protect your data, but also quickly recover form a loss to ensure business continues as usual. There is also the threat of a disgruntled or disorganized employee stealing, losing or sabotaging these physical storage devices. The answer to this threat is an offsite data storage device, such as high security IT servers and cloud solutions. These off-site storage options not only provide superior security and protection, but they also allow for quick access to your data, documents, programs, software and applications to allow you to continue to operate in the event of a data attack.

Fires, Storms and Burglary..Oh My…

The other threat to your in-house data backup solutions is the threat of natural disasters and burglary. While your USB drives, office computers and portable hard drives can be stole or destroyed in the event of burglary, fire or severe storms, off-site servers and cloud solutions allow you to continue work from home computers and other temporary locations while your home office recovers. These threats are often overlooked by business owners as the common mistake of, “this won’t happen to us” thought process leaves them in a reactive state, when a proactive approach could have avoided the entire disaster. Off-site servers and cloud solutions are the security blanket every smart business owner keeps in hand so that when disaster strikes, they won’t be left devastated.

Who Holds the Keys to the Castle

Designate specific roles in the company for individuals to monitor your data, documents, applications and software to ensure that all critical materials are continually backed up and saved for the event of a recovery. These specific roles also limit the number of individuals with access to the data to allow for you to control the threat of data tampering and sabotage. These individuals will also have a clear outline of where the data is stored and be able to organize a speedy recovery for all your employees to allow them to recover their necessary materials to ensure business is up and running as quickly as possible.

Is Working on Personal Devices Risky Business?

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Is Working on Personal Devices Risky Business?

It’s natural and common for your employees to want to conduct some of their work at home or on the road, and often the most convenient way is to do so on their personal devices. However, this could be putting your business at risk, and thus allowing your employees to conduct their work on personal devices could be risky business.

The Risk of Not Being Regulated

Since your employees personal devices aren’t the property of the company, they aren’t being properly protected and regulated. And thus, you have no control on how they are being used. Employees are easily at risk for downloading and infecting their personal devices with malware and viruses that can quickly find their way into your network.

Lost and Not Found?

Another risk of having business and client files and information on a personal device, is the risk of losing or misplacing the device. If your employee’s personal device is lost, so are the the crucial documents and files you may need for your company. Or even worse, what if the credentials and personal files of you business and your clients fall into the wrong hands? You would have to notify your clients of the security breach and your reputation and relationship with your clients could also be lost in a hurry.

Take the Proper Precautions

This all isn’t to say you shouldn’t allow your employees to use their personal devices for work. It’s often convenient and even necessary to allow them to do so. However, there is not excuse for not have the proper security and precautions in place. Be sure their devices are being secured and backed up like every other device in your network. The type of remote security monitoring you need will depend on the device, the in formation being stored or accessed and the laws regarding the information you store for your business or clients.

6 Ways to Avoid HIPAA Penalties

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DoctorIt looks like the OCR (Office of Civil Rights) is getting in full swing to start auditing for HIPAA violations. There’s not a day that goes by where we don’t find some entity, large or small, getting breached. The threat is real and it requires action to keep you and your practice protected.

Depending upon the issue, HIPAA violations can result in penalties ranging from $100 to $50,000 per violation. Violations that are deemed “willful neglect” result in a minimum fine of $10,000 per violation. For example, a lost laptop or tablet that contains PHI from 2000 patients may constitute 2000 violations. If the breach happened because of failure to implement required practices, then additional penalties could be assessed. To make things worse, covered entities must report any breach of PHI to all affected individuals as well as HHS.

However, you can avoid all of these penalties if the breach is not found intentional and the violations are corrected within 30 days. In order to avoid “willful neglect” violations, your practice must make sure to cover all the basic requirements.

Here are 6 tips for avoiding HIPAA penalties:

  1. Conduct a regularly scheduled security risk assessment. The first step is to identify and prevent potential security breaches before they happen. Knowing where your biggest vulnerabilities are is the first step to solving them.
  2. Require all business associates to sign a BAA, a business associates agreement. A proper BAA is not only a requirement of the HIPAA ruling, it also helps insulate your practice from HIPAA liabilities. If a business associate violates HIPAA laws, you don’t want your practice to have to pay for it. So, be sure to confirm that the business associate is acting as an independent contractor, not an agent of the practice.
  3. Implement administrative, technical, and physical safeguards (HIPAA security rule). All practices have policies that are required by the privacy rule, but few have properly addressed these safeguards. Implementing these required safeguards will actually have a positive impact on the overall health and performance of your network. These safeguards also protect the practice from a potentially disastrous system failure as well as relentless efforts of cyber criminals.
  4. It is important to train your employees and monitor their performance. Your practice can avoid penalties based on the misconduct of a rogue employee so long as you have implemented appropriate policies and adequately trained the staff.
  1. Respond immediately to a breach. You need to report and correct a breach, or suspected breach, within 30 days to avoid HIPAA penalties, if and only if, the breach is not deemed “willful neglect.” Corrective actions may include modifying policies, implementing additional safeguards, disciplining employees and providing additional training.
  1. Document, Document, Document. Document proper actions to ensure your defense against HIPAA claims. Covered entities and business associates are required by HIPAA to maintain documentation for a minimum of six years.

What is VoIP?

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What is VoIP?

The Void in VoIP Knowledge

What is VoIP or voice over Internet protocol? Why is it better than traditional land-line phone service? These are common questions when it comes to the quickly growing VoIP services being implemented by businesses over every size. The simple answer is VoIP services offer a state-of-the-art communication system that allows your business to expand its technology and capabilities, without expanding costs.

Turn in the Line for the Web

While a traditional telephone call is transmitted directly over land telephone lines, VoIP takes a more digital route. Specifically, the analog audio signals that you hear and transmit over a land-line, are transformed into digital data and transmitted over the internet. This new telephone software allows you to bypass the telephone company, and their excessive costs, all together.

You Decide the Device

Wondering if you need special equipment for VoIP? The answer is no. An ATA or analog telephone adapter will allow you to connect a traditional phone to your computer or your internet connection and use the VoIP system. IP Phones take this one step further as they bypass traditional phone connections for Ethernet connections that are routed directly into your computer or router. These IP Phones allow you to quickly and easily connect to a VoIP system wherever a router or WiFi connection is available. Lastly, you can always chat computer-to-computer with a VoIP system. These computer-to-computer calls are the easiest way to use a VoIP system and even allow you to use a video program to see the individuals you are speaking with and giving your conversation a more personal touch.

Get a Head Start

A majority of major phone companies are already using VoIP systems to maintain call flow and streamline demand. As this method continues to grow, so will the standard for using and needing a VoIP system at your business, in your office and even in your home. As VoIP systems expand, you and your employees will be able to easily transition business calls from anywhere you travel, and thus keep you on track, on pace and ahead of the competition.

You Won’t “LIKE” What Social Media Can Do To Your Business Security and Productivity

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You Won't

More Posting and Less Productivity

Employees using company computers to access their favorite news website, social media page or check the score of their fantasy football team is nothing new. The problem is these sites and apps are getting more addicting every day, and employee productivity is dropping at an alarming rate. Even worse, more and more companies are at risk for employees using company resources to access adult websites and gambling websites as well.

Create a Policy to Protect Productivity

The first step to stopping the loss of valuable work time and productivity among your employees is to establish a policy that details what your employees are allowed to do and not allowed to do with company resources and while on company time. You want to make sure you use content filtering and blocking software to enforce this policy, because the honor system just doesn’t cut it anymore. You want to make sure this software monitors internet using, company email and the blocking of sites and content that you don’t want your employees to access while they are on the clock.

Sneaky Social Use

Another stop you need to take is to establish a policy on the use and internet usage of personal devices that are brought to the office. While everyone has a cell phone, and emergencies do happen. You want to make sure your employees aren’t using their personal devices, such as smart phones and tablets, to access productivity killing apps, websites and social networks. This is even more necessary if you have employees that are on a BYOD or Bring Your Own Device policy for work.

8 Ways To Keep Your Small Business Secure

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a-guide-to-getting-more-secure-software-for-your-small-businessIf you own and operate a small business, lowering costs is an important part of keeping your company in the black. Cutting costs on your IT budget could inadvertently compromise your company’s security. Even though small businesses may not have all of the resources that large corporations do, they are still just as vulnerable to the same security threats. Here are ways to help secure your small business:

1. Have Anti-virus & Malware Software

Every computer is vulnerable to the wide variety of viruses, trojans, and worms that are on the Internet. These malicious software programs can do anything from damage your computer and files to steal your password and other important information stored on your computer. Get a good anti-virus software program and make sure that it is always up to date. Also, check to see that your anti-virus software checks for spyware, adware, and any other type of malware that could be hiding on your computer.

2. Avoid Phishing Emails

It is important to discuss with your employees the importance of not opening spam email, attachments or forwards that could possibly contain viruses. Make sure that your email has a filtering system that helps to filter out spam and other malicious email. Responding to phishing emails can be another costly mistake. Phishing emails are disguised as legitimate emails that then request login and password information. Changing passwords monthly can help to lessen the damage should an employee accidentally respond to a phishing email.

3. Minimize Damage From Dishonest or Disgruntled Employees

It is often difficult to predict if one of your employees will become disgruntled or dishonest, but you can put some safeguards in place to help minimize the damage should you find that you have one. Thoroughly screen your employees before hiring them, especially if they will have access to any confidential or financial company information. Limiting the number of employees that have access to this confidential information and changing your company passwords often can help to prevent former employees from accessing company computers.

4. Secure Your Wireless Network

Make sure that your wireless router is encrypted, and that your business is using WPA2 wireless security. A firewall is another important key to protecting the security of your small business. A firewall will allow access only to authorized users while blocking unauthorized access to the computer.

5. Have An Internet Use Policy

Aside from the obvious lack of productivity that personal Internet use can cause for your business, it can often be too easy to click on websites that contain malicious software that could easily infect your company computer and shut your system down temporarily or even permanently.

6. Avoid Having Everything on One Computer

Purchasing computer equipment is costly, so many small businesses will try to get away with fewer computers in order to save money. If you have your financial information on the same computer that your employees are accessing their company emails, you could risk losing everything that is vital to running your business should an infected email slip through.

7. Have a Data Backup System

Be sure to have some type of data storage and backup system in place in the event that your current system goes down. Having all of your files readily available to you in case of an emergency can ensure that your business will retain customers and continue to run smoothly no matter what the disaster.

8. Minimize Damage From Stolen Equipment

It difficult to prevent break-ins or equipment from being stolen from your home or office building, but you can have some security by ensuring that all of the information on your computer is encrypted and password protected.

Trying to scrimp when it comes to your small business’s computer security can be a costly mistake. Arm yourself with the knowledge of what your business could be up against and take steps towards prevention. The investment will give your company the security necessary to keep your information secure.

Is Your BYOD Policy HIPAA Compliant?

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Is Your BYOD Policy HIPAA Compliant?

Bring Your Own Device or BYOD policies are a great tools for employees and a money saver for companies, but it can also be a risky policy if not conducted properly. Mobile devices and a BYOD policy in the health care field can allow professionals to easily transition workflows, boost productivity and improve communication. The major issue with a BYOD policy in this field is the risk of security breaches leaking personal information and medical records of the patients. This is not only a concern for the hospital and its staff, but it has also shown to be a major concern among patients and the public. Here are some tips on how to ensure your BYOD policy, employees and vendors stay HIPAA approved:

Everyone Is On The Same Page

When it comes to security and responsibility expectations, make sure you have a clear set of rules in line for your employees, staff, vendors and other members of your business network. If anyone in these groups is using a BYOD policy, ensure they are under a strict guideline of security protocols and are meeting expectations according to your HIPAA compliance program. Make sure your staff, vendors and sub vendors are all clear on security requirements and have a clear understanding of the steps and responsibilities that are to be taken in the circumstances of a security breach.

Better Safe Than Sorry

Don’t skimp on security protocols when it comes to private and sensitive information. Ensure that all devices that are in use and hold hospital records have two forms of security walls. The first can be a generic login where hospital staff can use their general credentials to gain access to log in. The second stage should contain a secure pin that is assigned to each individual and changed regularly. This pin should also be set to request re-entry if a device has been idle for a certain amount of time. If any devices should go missing, you must have a strict requirements that it be reported immediately and have a team in place to wipe the device clean before it can be breached.

Set The Standards

Not all apps on a device are up to the HIPAA security standards and encryption requirements. This means you should regularly monitor and audit the devices to ensure there are not apps, programs or breaches putting information at risk. This also means constant monitoring and updating of security programs. Don’t wait when it comes to updating security software on devices. The day or two you wait may be all the time a hacker needs to steal the information.

Pave the Way for a Successful BYOD Policy

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Pave the Way for a Successful BYOD Policy

Is your company currently allowing a Bring Your Own Device or BYOD policy for your employees, or considering starting one? While this strategy is a great way to promote productivity and save money for your business, you have to make sure you know the lay of the land before you start allowing a BYOD program at your office. Here are some helpful tips to ensure a BYOD policy is a success and not a regret:

Decide On Your Devices

Before you open up a BYOD policy, make sure you make it clear to your employees which devices are and are not allowed. Are you still going to be supplying certain devices? Are you allowing only iPhones or only Android devices? Are laptops and tablets allowed? Be sure to define a clear service policy for the devices allowed under your BYOD policy. Make sure you clarify what is allowed under your BYOD policy, or you may find yourself flooded with more than you expected.

Don’t Skimp on Security

When it comes to personal devices, don’t let employees skip over security. If they want to be able to bring and use their own devices at work, they are going to be required to have complex passwords and lock screens on their devices. A simple swipe of the screen isn’t acceptable when a device contains crucial company and client information. And be sure to have a strict policy for an employee exit. You want to ensure your company and client information isn’t leaving with your employee.

Not All Apps are Allowed

With the threat of hackers, viruses and productivity reducers in today’s age, you can’t allow all apps on devices. These apps could put your company documents, files and other crucial information at risk. Not to mention your employee productivity could plummet in a hurry thanks to constant Facebook and Twitter updates. Limiting and monitoring the downloading of these apps can be difficult. So take the time to be sure which employees can be trusted for a BYOD policy.

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740 Greenville Blvd. SE., Ste. 400-374
Greenville, NC 27858

Phone: (252) 565-1235