Your computer support provider should urge you to break these bad habits!

Admit it; some of you have some bad habits when it comes to maintaining the security and “health” of the high-tech tools you dearly depend on. Since it’s a fresh, new year, we thought it would be appropriate to point out the top 5 bad habits you should work on fixing in 2012.

1. Not backing up your data. Funny how most people start their confession of not backing up their data with the words, “I know it’s bad, but…” If you know, then why are you still doing it? There’s absolutely no good reason to let this one continue.  Your IT support provider should INSIST you be doing this. As well they should be testing it monthly to make sure it’s always working so you’re not surprised when you need to rely on a backup.  

2.  Relying on tape drives to backup your data. This is almost as bad as bad habit #1. Why? Because tape drives have an average failure rate of 100% – and that’s not a typo. It’s not a matter of “if” but “when” is your tape drive going to fail. Trash ’em and get a better system in place!  Your computer support provider should warn you about the risks of tape drives. 

3. Using weak passwords. If you’ve ever used the word “password” as your password, we’re talking to you! A good password should contain a combination of numbers and upper and lower case letters.

4.  Not installing the latest security patches and software updates. Once a new patch is released by a software vendor, it acts like a green light for hackers who instantly implement viruses and scams to take advantage of those individuals who don’t regularly update (patch) their system.  As part of our Managed IT service plans, we take care of this for our clients so they don’t have to worry about it.

5. Printing and storing paper documents for everything. The cost of installing a document imaging (also called document management) solution has come down dramatically, and it is now easier than ever to implement. Plus you get the added benefits of saved storage space, saved time in searching for documents, instant access to any paper file via the Internet, fewer lost files, less chance of losing critical documents to fire, water, or wear and tear, AND a cost saving on paper and ink. With all these benefits, why would you still stick a paper filing system?

Want help in breaking any of these bad habits in your Toronto business? Contact Joe Stoll at JStoll@TechnicalActionGroup.com or 416-489-6312 x 204 for a no-obligation, no-pressure consultation on how we can help you break these bad high-tech habits for good!

A reputable IT support in Toronto provider will never expose you to lawsuits by installing pirated software on your network.

ALERT!  If your business or your IT outsourcing knowingly uses pirated software (or if you’re not 100% confident it’s not), you MUST read this to learn the expensive hot water your business can get into if it gets caught.

According to the Business Software Alliance, Software piracy is defined as the unauthorized copying or distribution of copyrighted software.

This can be done by copying, downloading, sharing, selling, or installing multiple copies onto personal or work computers. It ‘s illegal, increases security risks, and can wreak havoc on your computer network, diminishing employee productivity.

A Cautionary Tale From One of Our Own Small Business Clients

Last month I received a phone call from a distressed business manager from one of my clients regarding a very threatening letter he received from the law firm that represents the Business Software Alliance. The letter accused my client’s company of copyright infringement by way of installing copies of Adobe and Microsoft software without properly licensing them. Amidst the letter were stern threats of recovery of damages, legal fees, and statutory damages of up to $20,000.

This isn’t the first phone call I’ve received like this and in fact, I’m getting more and more of these types of calls from clients, small and medium businesses ranging in employee size from 15 to 40 staff.

Small Business Is A BIG Target For Legal Action

Given that the small business sector is a fast-growing segment of the economy, software providers are now going after small business with a vengeance to ensure that all their products are properly licensed. And the settlements can be huge, ranging from a minimum of $15,000 to over $15M.

I recently learned of a Halifax based company with under 20 staff that was found guilty of piracy, and fined over $20,000. In addition, this company had to pay thousands in their own legal fees to deal with the suit, and those of the Plaintiff they were ordered to cover.

When that financial hemorrhaging was done they had to purchase the software anyway (as is always the case in these situations).

Thousands Of Businesses Are Using Pirated SoftwareWithout Management Being Aware

Many CEO’s and Management Executives don’t even know (like some of my clients) that pirated software was being used in their business because either a) the software was installed before they joined the company; or b) staff did it without their knowledge; or c) their IT support provider wanted to save them some money. 

In most if not all cases, the employee or IT provider secured pirated software only with the intent to save money – not realizing the potential ramifications of doing so. 

Piracy Can Cost Your Business More Than Cold Hard Cash

Reduced productivity / Performance issues:  Software pirated from sharing sites on the internet is often hacked, and features often don’t fully function as they are supposed to.  Plus, you can’t get access to bug fixes from the vendor as they are released.   If software that you purchased legally has been copied multiple times, some of the copies may not be able to receive bug fixes.

Security Risk:  Software pirated from sharing sites often contain spyware which can infect your network resulting in theft of your confidential data. 

Time and stress:   For management while they deal with a software audit, lawyers and potential litigation. 

 Steps To Make Sure You Are Properly Licensed

To confidently defend a claim or prevent one in the first place, take these steps:

1.    Create a culture of compliance.  Devise a formal policy internally stating that all software installed on every server, computer, laptop, and handheld must be approved by management, and properly licensed.

2.    Create a filing system or tracking sheet where you centrally document all purchased software, license numbers, and each location where the software is installed.

3.    Keep all software media in a locked cabinet where only individuals responsible for installation or maintenance of your system, have access. 

4.    Severely restrict who has the capability to install new software on company assets. 

5.    Complete an audit with your IT support provider.  Ask them what’s currently installed on all systems and assemble a list of all licenses that have been purchased.  Once this has been completed, determine any shortcomings, and purchase licensing as required. 

How Do Companies Get Caught With Pirated Software?  Hell Hath No Fury Than The Disgruntled Employee.

The Business Software Alliance makes it easy and quite lucrative for whistleblowers who come in the form of terminated or disgruntled former and current employees to report knowledge of pirated software.  Through one simple phone call to a 1-800 number, or an on-line form they can confidentially report infractions that pave the way for the Business Software Alliance to start an investigation.   Awards from $5,000 to $1M can be paid to the whistleblower based on the settlement against the offending company.   Clearly, settlements of this size serve as a real incentive for that disgruntled employee to reap their revenge.

In the last few months the BSA has taken to advertising on the radio about reporting software piracy, and the rewards to whistleblowers.

MORALE OF THE STORY: It’s cheaper to buy the software upfront than to deal with the cost and aggravation of an audit, legal fees and fines in the future.  And it’s the law. An honest, and reputable Toronto IT support provider will not install pirated software on any of your hardware.

Professional IT services from a professional computer support Toronto company should keep your e-mail and spam filtering current.

     “E-mail filtering” aka “Spam filtering” – two terms you have heard tossed about, but do you really know what they mean and why they are a vital component in protecting your business against data theft, crippling viruses, as well as protecting your company’s reputation?

What Does Filtering Do Exactly?

     Filtering is available in varying degrees of sophistication depending on what solution is purchased; however all of the solutions do the following:

Every E-mail Gets a “Score”

     99% of all e-mails sent globally are spam.  The artificial intelligence in a filtering solution looks at three key elements within an e-mail and attempts, through a “scoring” process, to determine whether the e-mail is spam or legitimate by looking at the 3 key elements in every e-mail:

Element #1 – The Sender
a)  Is the domain of the sender trustworthy (i.e does it have a known history of sending spam?).

 b) Is the server sending the message authorized to send it on behalf of the sender’s domain. (i.e. Is the message coming from JohnSmith@xyz.com coming from a server authorized to send mail on behalf of xyz.com)? 

Element #2 – Subject Line
Does the subject line contain words or keyword groupings commonly found in spam? Common offenders  being “free”, “Viagara”, sexual wording, etc. 

Element #3 – E-mail Message
a)   Message Text.  The body of the message is reviewed for word strings that are common in well known spam attacks such as “donate to”, “free”,  etc.  E-mail hoax writers have a tendency to use emotive, “over-the-top” style of writing peppered with words and phrases such as “urgent”, “danger”, “worse virus ever”, and so on. 

b)   ALL CAPS:  Another indication of a hoax is writing in ALL CAPITAL LETTERS for added emphasis.

c)   Invisible Commands.  Hidden commands such as directions to open a web link within the background  and installing a malicious application on your computer that would do things like steal your passwords or your Outlook e-mail addresses which could be used to spam and infect everyone in your address book through e-mails sent under your name – without you knowing it. 

d)   Attachments.  Attachments to the e-mails are reviewed to determine the likelihood that it is safe for the recipient to open.  

 Taking Protection One Step Further

     Cloud based e-mail / spam filtering services such as MxLogic / McAfee take protection one step further.  They have a database they share with their competitors that looks at real-time, up to the second e-mail patterns throughout the world.  These services have the ability to detect hundreds of thousands of e-mails that are similar, increasing the likelihood that these are spam.  In turn, these e-mails are detected by the filter and prevented from getting delivered to your inbox.

     “E-mail filtering” aka “Spam filtering” – two terms you have heard tossed about, but do you really know what they mean and why they are a vital component in protecting your business against data theft, crippling viruses, as well as protecting your company’s reputation?

How Is E-Mail / Spam Filtering Delivered?

In one of two ways:

 a)  Through software that is installed on your server or your firewall; or
b)  Provided via a service in the cloud.  Those of our clients who buy spam filtering and web defense services from us are purchasing in the cloud.

  Why It’s Essential That Every One Of Your Computers Have  E-Mail / Spam Filtering

Inbound Filtering
a)  The filter looks at all e-mails coming into your domain from the outside.  This helps you and your staff stay more productive without having to deal with sifting through and deleting spam messages throughout each day.

b)  Reduces the likelihood of you /  your staff missing / deleting an important e-mail while deleting spam.

c)  Reduces the risk of inviting a virus or malicious attack on your internal network by unwittingly opening a spam e-mail containing a program that would introduce a virus into your network.

Outbound Filtering

     Even with the best spam filtering solution in place, nothing is 100% with cybercriminals working to be one step ahead.  Though with a filter in place the chance of an infection is reduced by 99%, in the event your network does become infected, a spam attack could be launched to the outside world from your network without you knowing it.  In the event this happens your domain will be blacklisted by organizations on the internet, and stop delivery of all of your e-mails to companies that subscribe to that blacklist. This means your clients and prospects could stop getting your e-mails.  To resolve requires costly effort for technical support and could take up to 30 days to clear your domain from the blacklists.

     Having outbound filtering in place is vital to prevent the above from happening, and to protect the integrity of your domain.  When you send a message to a client or prospect, the filter makes sure that the messages are not infected leaving your network.  It also ensures that your domain’s reputation on the internet is trustworthy which decreases the likelihood of your e-mails being categorized as spam by the recipient, and not delivered via their spam filter.

     In the event of a hijack or virus in your network, outbound filtering will suspend spam mail from leaving your network until the spam issue can be handled by your technical support team.  Resolution of this issue is a lot quicker than removing you from a blacklist.

Workhorse Filtering.  No Horsepower Required From Your Network.

     Cloud based services offer the enhanced benefit of filtering being done outside of your network which reduces the load on your internet connection, server, and computers.  Also, as cloud based services leverage collaboration and have increased sophistication in spam identification they are able to learn spam patters at an accelerated rate, reducing the likelihood that any spam will enter your network.

State of the Art Protection Costs Less Than You’d Think

     A full solution for inbound and outbound filtering costs only between $3 and $5 per month per staff member per month.

As part of outsourced IT services for Toronto  business, your computer support Toronto company should insist on enterprise class e-mail and spam filtering, regardless of the size of your organization.

     There is now similar antivirus malware that is targeting the MacIntosh operating system. If you or anyone in your office has a MAC computer, please read on to learn how to identify the malware, and what you should do to prevent an attack. 

     If you know any MAC users, I encourage you to forward this message to them. 

How To Spot the Malware and What It Does

    You’ll see a message or window in Safari or your e-mail application about your security being compromised.  The message will appear to come from a legitimate source (i.e. MacDefender, MacProtector, MacSecurity, MacGuard or some variation thereof) and will prompt you to  take some action.  If you follow the instructions, the malware will infect your computer and potentially stop your business relevant software applications from running.  It could also steal credit information that you enter into websites.

How To Prevent An Infection

     If you see the above message, IGNORE IT and don’t take any action requested by the prompt. 

     Close your internet browser, and don’t return to the website where you saw the message.  If you received the message in an e-mail, do not follow any instructions contained therein – just delete the e-mail.

2. Lack of Education.
Most viruses / spyware are invited by the user; if you want to make sure your employees don’t download viruses, take time to educate them on what new viruses are circulating and about common scams.

3. Lack of Maintenance.
No software is perfect, which means security loop holes are exploited by hackers the minute they are discovered. That’s why it’s critical to keep your security patches up to date.

4. Plug and Surf.
Computers are NOT designed “ready to go” out of the box. Before a phone line, cable or wireless card is anywhere near a new computer, certain security needs to be installed configured. This should include virus protection, multiple spyware scanners and a program that runs in the background to prevent malicious software from ever being installed.

5. Do It Yourself.
Setting up a network, applying proper security measures and downloading and installing software can be tricky. Large companies have IT departments. Small business owners should hire professional help. It’s worth the extra cost.

Here are 4 possible reasons:
(1) You are on the Internet. Yes, I know you HAVE to be online to run your business. But the reality is that NOTHING is 100% perfect in completely blocking every single harmful virus, hacker, worm, Trojan, malware, or spyware that tries to meander onto your system while you are online. So since running an “offline” business is not an option for 99.9% of us check out the next few reasons…

(2) Your firewall isn’t strong enough. Most computers and servers have some type of firewall inherently built into the operating system and then a basic hardware firewall (a physical box that allows Internet traffic in and out of your network) to block the evil-doers from entering. But take note: All firewalls ARE NOT CREATED EQUAL. Some firewalls can lock your network down tighter than Fort Knox. Others act more like a screen and keep out only the REALLY BIG bugs. In general, the higher quality (and, yes, MORE expensive) firewalls protect you better. (As a side note: Our clients with these firewalls have less viruses and other malware issues than the ones who don’t!)

(3) Wireless Card or Home Internet Usage. Most people don’t realize that even if you have a firewall at work, you are pretty vulnerable at home. If you use a wireless card (3G/4G card) or download files onto your computer at home and use your home Internet connect (aka…NO FIREWALL) you are more likely to get nasty intruders like viruses messing with your system

(4) Inadequate Anti-Virus Software. Believe it or not, on some levels a firewall is MORE important than virus software. Why? Because for virus software to do its job, the virus has to ALREADY BE ON THE MACHINE. Then, the software can quarantine the malicious item, clean it, and repair the system if necessary. If you have a FREE anti-virus software, or don’t have a product that automatically updates at least weekly, your protection from threats on your machine is minimal.

• Supposedly free giveaways in exchange for forwarding e-mails
• Bogus virus alerts
• False appeals to help sick children
• Pointless petitions that lead nowhere and accomplish nothing
• Dire, and completely fictional, warnings about products, companies, government policies or coming events

     Probably the most common indicator that an e-mail is a hoax is the “Send this e-mail to everyone in your address book” request. Hoax writers want their material to be spread as far and wide as possible, so almost every hoax e-mail will have this request built into the message. In some cases, e-mail hoaxes will even give you a specific number of people to send the message to in order to collect a prize or get something for free.

     Another surefire indicator that an e-mail is a hoax is that they don’t provide a checkable reference to back up claims. Genuine competitions, promotions, giveaways or charity drives will almost always provide a link to a company website or publication. Real virus warnings should only come from your installed anti-virus software. E-mails containing government or company policy information are likely to include references to checkable sources such as news articles, websites or other publications. 

     A third indicator is often the actual language used. E-mail hoax writers have a tendency to use an emotive, “over-the-top” style of writing peppered with words and phrases such as “Urgent,” “Danger,” “Worse virus ever,” and so on. Another indication is that these messages contain ALL CAPITAL LETTERS for added emphasis. When in doubt, don’t forward the message or take the action requested.

Once this software is installed, it prevents most other business relevant software applications from running.  While this (or any) virus can’t be 100% prevented, occurrences can be minimized by keeping internet use restricted to reputable websites, and keeping your antivirus software current. 

Following are instructions on how to proceed should any of your computers become infected. Please circulate this e-mail to all computer users in your company.

Stop all malware warning page processes on your computer by doing the following:

1. Press CTRL+ALT+DELETE to open the Windows Task Manager.
2. Right click on the program “Win7  or WXP AV malware warning page” (the name may vary)
3. Select “Go To Process”
4. Right click on the process and select “End Process Tree”
5. Save your work.
6. Contact your computer support provider to do a complete virus cleanup.

• 74% of the businesses surveyed were affected by cyber attacks – including hackers, viruses, worms, etc. – in the past 12 months.
• 62% had lost at least one mobile device in the last 12 months, and 100% admitted they had no password protection on these devices.
• Less than 1/3 of the devices lost had a way to wipe these lost devices clean to prevent unauthorized access to confidential data.
• 42% of businesses have lost confidential data in the last 12 months and 40% reported a direct financial loss because of this.
• 47% of those survey said they STILL do NOT backup their data!

     To be perfectly blunt, this is irresponsible behavior on the part of businesses who know better, yet who allow these attacks to happen. Even worse, it’s a black eye on their PR if the confidential information is CLIENT data, such as credit card numbers, bank account information, medical records or other important identity information like social security numbers, birth dates, passwords, etc.

     ALL businesses know of the threats to their computer network, be it viruses, hackers or internal employees; not taking some simple measures to protect against theft and loss of confidential data is completely foolish – not to mention expensive!

     If you have any doubt whatsoever about whether you’re backing up your data properly, protecting mobile devices and maintaining up-to-date firewall, patches and security updates, NOW is the time to get this fixed!

1. Not backing up your data.  Funny how most people start their confession of not backing up their data with the words, “I know it’s bad, but…” If you know, then why are you still doing it? There’s absolutely no good reason to let this one continue. 

2. Relying on tape drives to backup your data. This is almost as bad as bad habit #1. Why? Because tape drives have an average failure rate of 100% – and that’s not a typo. It’s not a matter of “if” but “when” is your tape drive going to fail. Trash ’em and get a better system in place!

3. Using weak passwords. If you’ve ever used the word “password” as your password, we’re talking to you! A good password should contain a combination of numbers and upper and lower case letters.

4. Not installing the latest security patches and software updates. Once a new patch is released by a software vendor, it acts like a green light for hackers who instantly implement viruses and scams to take advantage of those individuals who don’t regularly update (patch) their systems.

5.  Printing and storing paper documents for everything. The cost of installing a document imaging (also called document management) solution has come down dramatically, and it is now easier than ever to implement. Plus you get the added benefits of saved storage space, saved time in searching for documents, instant access to any paper file via the Internet, fewer lost files, less chance of losing critical documents to fire, water, or wear and tear, AND a cost saving on paper and ink. With all these benefits, why on earth would you still stick to your Stone Age paper filing system?

Want help in breaking any of these bad habits? Contact a professional computer support company and ask for a complimentary consultation on how you can break these bad hi-tech habits for good!