4 Ways to Safeguard and Protect Your Small Business Data

            

used with permission from SBA.gov

by Caron Beesley

 

 

Are you doing enough to safeguard and protect your small business data?
Small businesses are widely adopting data back-up practices to ensure data is retrievable should a disaster occur, but gaps remain. According to a July 2012 study by accounting software company Sage, the bulk of small businesses are backing up key data such as financial information, but most businesses back up that data on-site only. Furthermore, the study found that only 38 percent of surveyed small businesses have a formal emergency or disaster preparedness plan.
Given the brutal impact of Superstorm Sandy and other disasters that affect small businesses on a regular basis, these are worrying statistics.

“Backing up on-site may not be sufficient to protect small businesses from natural disasters – particularly if the business is located in an area prone to earthquakes, hurricanes, fires or flooding – or more common crises, such as theft or hardware malfunction,” said Connie Certusi, executive vice president and general manager of Sage Small Business Solutions, in a company press release.
“The development of a preparedness plan that includes solutions for protecting critical information, such us backing up off-site, could be the difference between getting a business on its way to recovery and worrying about its survival.”

So what’s the best way to make sure your small business data is secure and available at all times? Here are four tips:
1. Automate Your Back-Ups and Build in Redundancy
Whether you’re a freelancer or a 50-person firm, an automated back-up system is a must. Many of us know the value of backing up to a local hard drive (you can buy one that will store terabytes of data for under $100) or server.  But you should also consider backing up to a third party or off-site service. If your business property (along with your back-up device) is destroyed in a disaster, you’ll have the peace of mind of knowing that your data is retrievable.
Cloud back-ups are increasingly popular, whereby companies such as DropBox, Symantec and Carbonite will securely replicate, back up and store your data in the cloud (basically a shared computer hosted by a third party on the Internet). Cloud services are particularly beneficial for small business owners who may not have an in-house IT team to help them manage and administer server back-ups.
2. Consider Server Virtualization
According to a survey by CDW, 25 percent of small businesses have virtualized at least some of their servers, with improved data protection cited as a direct benefit. But what is server virtualization? Server virtualization allows you to take one physical server machine and run several virtual server environments (for example, your email, database, and web servers) on it. Essentially, one server performs the work of many. Along with cost benefits, virtualization also makes disaster recovery easier.   Read more about the ins and outs of server virtualization in this Server Virtualization Guide for Small Business on Small Business Computing.com.
3. Run a Full Service Security Suite
Safeguarding data is about more than backing it up. Intrusion attempts, computer viruses and malware all can compromise business data and threaten your systems.
Consider installing a hardware firewall. Most firewall systems protect your software, but by the time most firewalls are activated, the threat is already inside your network. But a secure appliance-based firewall between the Internet and your business data will block intruders and threats before they enter your network.
Anti-virus and spam filters represent another security layer that protects incoming and outgoing data. Use content filters; they protect local computers from malware threats by blocking entry to potentially harmful websites.
4. Have a Big Picture Disaster Preparedness Plan
Approximately 40-60 percent of small businesses never reopen their doors after a disaster (source).  While the value of our business data is incalculable, protecting your business and your employees by ensuring you are prepared for the eventuality of a natural or man-made disaster is equally critical. Create a plan of action to lessen the impact of disasters, and a disaster recovery plan to ensure you are up and ready for business sooner.

Windows XP: Time has run out

 

used with permission from HTS

(This updated version of a previous Windows XP article has been revised for past tense now that the end of support date for Windows XP has passed.)

One of the most popular and longest lived Microsoft operating systems that we all know and love, Windows XP, has run its course. On April 8, 2014, Windows XP was officially declared “dead”, with no more extended support, and—more importantly—no more security patches. Hopefully, this news does not come as a surprise, as Microsoft has foretold the fate of XP since its release back in 2001.
Microsoft will no longer support Windows XP and Small Business Server 2003 so it’s time to make the change to ensure you remain on supported versions of Windows and Office.

What does this mean for you?

It means you need to take action. There will be no new security updates, no security hotfixes, no free or paid assisted support options or online technical content updates, and most retail outlets (Best Buy, for example) will likely discontinue support for XP as well. Running Windows XP and Office 2003 in your environment may expose your company to potential risks, such as:

• Security and Compliance Risks - Unsupported and unpatched environments are vulnerable to security risks. This may result in an officially recognized control failure by an internal or external audit body, leading to suspension of certifications, and/or public notification of the organization’s inability to maintain its systems and customer information.
• Lack of Independent Software Vendor and Hardware Manufacturers support – Over two years ago, Gartner Research predicted that independent software vendors would become increasingly unlikely to support new versions of applications on Windows XP. The bottom line is that software and hardware providers will stop supporting Windows XP as well, meaning your vital business software will no longer run on Windows XP machines and replacement hardware parts will become more difficult to find.

Make migration easy by switching to a modern desktop

In order to stay with your familiar windows platform, your options are to upgrade to Windows 7 or the newest Windows 8 version. This option has an upside well beyond keeping you supported. It offers more flexibility to empower employees to be more productive, while increasing operational efficiency through improved PC security and management. It also enables your organization to take advantage of latest technology trends such as virtualization and the cloud.
Windows 7 and Windows 8 offer:

• Enhanced Security and Compliance Capabilities – protects data and keeps unwanted applications from corporate networks.
• Cost savings – According to a recent IDC study, supporting a Windows XP PC costs about $870 per year, significantly more than the estimated $168 for a PC running on Windows 7.
• Productivity Gains – Provide employees with a single Windows OS that can run on a range of devices and can sync files, applications, and email settings without sacrificing security.

We can help

Emerge will continue to provide support on a very basic level, with no guarantees that we’ll be able to resolve issues. Without being able to reach out to Microsoft for assistance, we may not be able to solve more complex problems.
Don’t take a chance on compromising your business data because your computer system is out of date. We can get you up to speed! If you are ready to make the switch or are interested in more information, please contact us at 859-746-1030

Heartbleed Update from Emerge

A week ago, a significant security exposure in OpenSSL called “Heartbleed” was disclosed. The Heartbleed bug, which was introduced into OpenSSL more than two years ago by a developer submitting code to fix bugs, allows random bits of memory to be retrieved from impacted servers.

Open SSL is used on web servers, email servers, virtual private network (VPN) systems and some client applications, proving how widespread this threat can be. It compromises security for many systems that connect over the Internet.

Since its exposure, Emerge has been taking this risk seriously and giving our utmost attention to this security issue.  All Emerge managed service customers have been checked by primary engineers for vulnerability and any available patches have been installed.

Below is a listing of important details and links:

 

• Mashable has compiled a list of popular services that are affected.
• As a best practice, change your passwords on websites and web based applications.
• If you use an Android mobile device, install Lookout’s Heartbleed Detector to verify if your phone is affected.
• If you are interested in additional technical information, InfoWorld has an informative article.
• Please follow these links for the most recent vendor updates:
• Cisco
• Nimble
• VMware
• Microsoft

 

Please contact Emerge Network Operations or your Account Manager if you have any questions.

859-746-1030

Windows XP "Bliss" photo - An interview with Charles O'Rear

As Windows XP comes to end of life, here is a beautiful interview with Charles O'Rear; the photographer of the iconic "Bliss" photo.

Click Here to see the article and video at PetaPixel

Disaster Recovery - Is your business prepared?

In just two short weeks, Emerge will be hosting a CIO Roundtable with the discussion focused on Disaster Recovery and Business Continuity.
 

Take advantage of this opportunity to discuss the current trends and business best practices regarding disaster recovery and business continuity with your peers.

This discussion may include topics around business unit and human resource planning, IT systems and processes, and emerging technologies that address this very important topic.

CLICK HERE to register or EMAIL EMERGE for more information.

Baby Boomers, Gen X and Millennials - oh my!

 

used with permission from HP Technology at Work

Talent development remains critical to small business performance. Deep-rooted organizational initiatives investing in a company’s best asset—its people—can boost morale, foster collaboration, address skills gaps and heighten productivity.
Yet, today’s workforce presents a compelling quandary: three generations of workers each possessing its own unique characteristics, attitudes and social values that quickly render one-size-fits-all development programs ineffective. The solution?
By recognizing each generation’s strengths and areas for improvement, a small business can tailor its employee development programs to each generational group in a way that improves engagement, drives performance and promotes a workplace culture of continuous improvement.

Baby Boomers

The sons and daughters of The Greatest Generation, many Baby Boomers (born 1946-1964) learned a strong sense of loyalty and work ethic from their parents, two invaluable skills in today’s workplace.
With decades of professional experience in their back pockets, many Boomers hold a holistic view of business. They’ve observed industry shifts and trends, the evolution of company objectives and client needs, and, as the result of some tough lessons learned, better understand the big picture.
The development opportunity: As Boomers did not grow up in a tech-charged world, they’ve long been playing catch up with their younger peers. Leveraging the tech-savvy ways of Gen X or Millennial co-workers, businesses can help Boomers see the value of using technology to create efficiencies, spark new relationships and power performance in today’s marketplace. As an added benefit, the intergenerational interaction can also help each generation understand the unique talents of the other and breed a more cohesive, collaborative workplace.

Gen X

Despite being the largest group in today’s workforce, Generation X (born 1960-1980) is an oft-overlooked group, overshadowed by the Boomers’ power and swelling excitement for Millennials.
For most Gen Xers, idealism has given way to pragmatism. Many are mid-career pros settled into an industry or career track. For some, a continued ascent up the corporate ladder remains a priority; for others, life’s other burgeoning requirements—family, work-life balance and looming retirement in a post-Recession world—trump blind ambition.
The development opportunity: While many Gen Xers will dismiss the pursuit of an advanced degree at this stage of their lives, they may still want to sharpen their skill set and better position themselves for advancement opportunities. Mindful of this dynamic, businesses might direct Gen Xers to relevant certifications, a less costly and time-consuming venture compared to an advanced degree, and also consider integrating them into new business challenges that will promote energized commitment and acknowledge their organizational value.

Millennials

No group today earns as much ink as Millennials (born after 1980), otherwise known as Generation Y.
Among Millennials’ greatest assets stands their life-long familiarity with technology. They have already graduated from Myspace and blogs to social media sites like Facebook, Twitter and Snapchat, and are ready to embrace the next tech wave—a welcome mindset for businesses trying to keep pace in a more connected world.
Generally a goal-setting group, many Millennials remain eager to learn new skills and tackle fresh challenges that will bolster their professional portfolio. And many desire meaningful work. This makes Gen Y ideal for development programs.
The development opportunity: With an interactive development program rooted in mentorship and regular feedback, small businesses can help Millennials see beyond themselves and understand how they fit in the existing company framework. This will not only help Millennials better recognize their individual roles, but also provide important perspective on what they must do to accomplish their desired career objectives.

An ongoing process

Channeling development initiatives throughout the small business team—from newer employees to veterans—breeds a workplace culture of continuous learning that positions a business to maximize its potential on the shoulders of a motivated, earnest workforce. With relevant development initiatives and the support of leadership to invest in the organization’s human capital on an ongoing basis, a small business can confront today’s competitive marketplace with spirit and strength.