The world seems to be changing at a faster pace than ever before and how we share information is changing with it. We’re no longer storing information on floppy disks or even thumb drives anymore, but rather the cloud. Cloud managed services are invaluable when it comes to storing and sharing information, but is it safe?
The answer is yes, it’s reasonably safe.
Of course no method of storage is completely full-proof, but network security has come a long way in the past 10 years to make sure that all types of data will be secure on cloud managed services. Companies, such as an information technology consulting company or a managed security service provider, have been founded as an entirely new industry was created to meet the security needs of entities that needed to keep information safe, yet accessible. The sole goal of companies such as this is to keep your information, whether it is your child’s school picture or your investment portfolio, safe from cybercriminals. One of the many ways that this is accomplished is through encryption.
Keeping Your Data Safe
The very basic definition of encryption is that it takes readable data and converts it into an encoded format that can only be decoded with an encryption key. Encryption can be used by any entity to protect sensitive documents from hackers. When data is encrypted, it is transformed from plain text to ciphertext using a set of unique algorithms that form an encryption key. Without the key it doesn’t matter if the data is viewed or not because it isn’t in a format that anyone or anything can understand. Like a locked diary, one would need the key to read the information. Once the encryption key is applied again the ciphertext is transformed to plaintext and once again can be accessed as normal. In the case of smartphones, for example, each time these small computers communicate a new set of algorithms is created to protect the information being transmitted.
Interestingly enough, encryption actually came from WWII when the Allies had to decrypt coded messages sent between German U-boats. Thanks to that, the first digital computer was created and the marked beginning of computers as we know them. Protecting those computers and the information that lies therein, however, is much more difficult. Because different companies have different security needs, there are a variety of ways this can be done.
First, there’s server-side encryption. This is standard with cloud storage services and they don’t charge extra for it. When your data is sent to the cloud, it is encrypted before being stored. This provides protection against hackers, but for an added layer of security, clients can provide their own encryption key. Alternatively, you can generate a unique key using a key management service for that same added layer.
Then, there’s also client-side encryption.
Client-side encryption entails a lot more than server-side encryption because you are responsible in-house for encryption the dada using encryption software. Before the data is ever sent to the cloud, it is encoded with encryption keys generated by the company and is sent to the cloud encrypted so that the service never sees the decoded data. In addition to receiving encoded data, the cloud storage will still apply server-side encryption to help protect your files.
Though client-side encryption is by far the most secure way to store your data on the cloud, it comes with its own risks. It is essential to securely manage your encryption key because with client-side encryption, your cloud server cannot assist in decoding your data in the event that the encryption key used in-house is lost.
Cybercrime and Evolving Technology
As the information technology industry continues to evolve every day, so does the threat of cybercrime. Fortunately that threat is being met with new software and techniques to help prevent the theft of sensitive files. To protect clients, some cloud storage services monitor traffic in order to spot suspicious login attempts. Most, if not all of us, have received courtesy emails when logging into an entity for the first time on a new device, so this isn’t an unfamiliar concept.
Back in 2014 many internet users became very hesitant about using cloud storage after several celebrities had intimate images and videos leaded from Apple’s iCloud. It wasn’t a breach of security with cloud storage, but rather an exploited weakness in the password system. Nonetheless, iCloud took the blame and prompted changes in cloud storage systems. Implementing more stringent CIAM practices also plays a big part in preventing instances such as the 2014 celebrity fiasco. CIAM stands for customer identity and access management and it’s something that most entities on the web have become more aware of in recent years. Though the registration and login experience may not have changed much for customers, good CIAM solutions include multi-factor authentication and single sign on (SSO) security across all applications.
In addition to methods to protect initial login information, companies dedicated to protecting their cloud storage service are shifting to a new way of doing things. Software as a Service (SaaS) is replacing hardware solutions to ensure security protection. Human monitoring is being replaced by SDN (software defined networking) that can monitor the network in real time to better protect customers against cyber threats.
Implementing better CIAM solutions, along with using a state of the art SaaS model can make cloud storage services very safe for customers to store their data.
Quite a few things go into keeping cloud managed services running safely and smoothly. Much like any other machine, there are many intricate cogs that keep it going from a network administrator to the service monitor. It is essential that all parts of network security be constantly evolving and because it is, cybercriminals have a much tougher time with hacking personal information and sensitive business documents. Cloud service providers are considerably safer than they’ve ever been before thanks to a combination of encryption, CIAM solutions, and various other security protection measures designed to combat crime.
It is essential for any company to be able to communicate with customers, clients and other businesses. Missed calls, wrong numbers and unanswered voicemails can lead to losing valuable business connections and potential customers. So, having a phone service that doesn’t have those challenges, and doesn’t need a huge budget every month, is a big plus to any business. That’s why using a VOIP phone system is a great choice for any business, whether it’s a small ‘mom and pop’ garage or a multi-national corporation. You get all the benefits of being available to customers, but without the hassle or expensive of a traditional landline. Plus, customers can reach you anytime, anywhere. And, even conferencing within the company has never been easier with VOIP technology. There are a lot of great reasons to make the switch to VOIP phone services beyond just the cost. Below are just seven great features available only with a VOIP phone service.
No Setup Fees
Unlike a traditional landline, there aren’t setup fees when switching to VOIP. Many phone companies have a lot of hardware that has to be installed and when your company has several offices with several phone lines, this can add up very quickly. Because a VOIP phone uses the internet and can utilize existing office phones, there’s very little hardware involved in setup. Many users don’t even need a service provider or business technology company to come in and install the hardware needed for a VOIP phone. This allows a company to avoid costly startup fees that they’d incur with a traditional landline.
Low cost per call
With traditional landlines, two users communicate over a dedicated line. Only so many lines are available, and only a certain number of lines can be installed. For long distance calls this can get very expensive and if your company makes a lot of calls to clients and customers that aren’t local, this can quickly become an expensive problem. The solution is simple: VOIP phone. With VOIP phone calls are placed over the internet. Communication is sent in data packets over the internet. With this technology solution, many local and long distance phone calls in the continental United States are actually free.
Service mobility
Many people have ditched landlines in favor of a mobile phone for good reason. With landlines, moving becomes a hassle of transferring phone numbers and services, waiting for it to be completed and risking missing important calls. The same thing can be said for businesses. With VOIP the phone service goes with you no matter where you go. This is especially beneficial for companies such as those that provide IT technical services to residential and business clients. Clients can get in touch with service technicians at any time because the VOIP phone is available virtually everywhere. All that you need is an internet connection.
Simple conference calls
Conference calls are a part of most businesses and with VOIP phone, it’s a lot easier. With landline telephone services customers have to pay extra in order for the company to host multiple phone lines for a conference. With VOIP phone services, this feature comes included with most VOIP companies. Data is sent over the internet instead of dedicated phone lines, so it’s simply a matter of having internet service that can handle the conference call. Plus with VOIP, video conferences are an option as well due to how VOIP operates versus a traditional landline.
Efficient client interaction- automatic call forwarding and e-faxing
With traditional land lines a phone can ring several times until it eventually goes to voicemail. This potentially leads to losing a potential customer or at the very least, a dissatisfied one. With VOIP, that’s not an issue. For example, if a client calls your office and you don’t pick up after two rings, you can have it set up so that the call automatically goes to your mobile device. If someone doesn’t pick up there, it can go to a laptop or another location. Though doing away with voicemail isn’t appropriate for all companies, it is a technology solution for larger companies.
A range of call features
Traditional landlines are pretty straight forward. There aren’t too many bells and whistles that make them special beyond working when the power goes out, but with VOIP a company can enjoy a lot of other benefits. One such benefit is voicemail-to-text. This very handy feature is great when waiting to speak to clients, customers or business associates. Because of this feature, a business technology company can use time efficiently. Along that same line, employees can also forward urgent and important voice messages to other employees so that an issue can be addressed quickly. Some VOIP services can even use instant messaging, online status and social networking applications.
Supports older technology
Many companies, organizations and even local government still use fax machines. Despite this being an older technology, VOIP can still work with it. Though many companies may opt for a dedicated fax line, a simple ATA (analog telephony adapter) can enable traditional faxes to be sent over VOIP thanks to a T38 protocol. It does require a few extra things, like a specific audio codec, but many companies can enjoy the benefit of a traditional fax machine before using IT technical services to change to an e-fax setup.
There are a few benefits to a landline, namely typically good audio quality, but the few benefits that traditional landlines have are outnumbered by the features of VOIP. And, in many cases, a VOIP phone offers the same benefits for a much lower price. With VOIP all that’s needed is a stable internet connection and that can be achieved virtually anywhere in the modern world. VOIP phone services are a great solution when it comes to saving money and making your company accessible at any time. An IT service company can help setup a VOIP service that leads to savings and more connectivity in any business.
Running a business is difficult, but running a business on out of date hardware is not only unwise, it can cost you. Hardware ages and gets worn out, which means that it not only needs maintenance and preventative measures on a regular basis, but eventually it’ll need to be replaced. A good indication that it needs to be replaced is when the hardware and software can no longer be updated or when your system overall becomes more sluggish. Though there are many things that can be done to prolong a dying system, ultimately it’s important to realize that hardware becomes outdated and though there are things that can help, it needs to be replaced. There are several telltale signs that hardware is out of date and in need of replacement. And, many of those same signs are familiar in day to day activities.
Your System Keeps Freezing
Most, if not all, businesses that use computers have experienced this frustration. In the mists of a flowing, productive work session the curser stops responding and you panic, waiting with bated breath to see if it once again blinks at you or if you’ve lost your work since the last auto save 10 minutes ago. The cause of this is very probably bad sectors on the disk. This happens due to incorrectly shutting down the system and the only real ‘fix’ is to use desktop support to initiate disk check. Disk check will attempt to fix the problem and what it can’t repair it will section off so that new information won’t be written over the damaged parts. Still, this is only putting off the inevitable.
You Experience Glitches
Whether your hardware is a scanner, laptop or tablet, glitches are never a good sign. Frequent error messages when you try to do things are indicative of a failing hard drive. And, once a tablet is past its prime it will experience issues freezing up, failure to respond or randomly shutting down. Another sign with laptop, tablets and other smart devices is the battery usage. If the battery is draining very quickly, it’s more than likely time to replace the phone (though replacing the battery may help). Consulting a technology solutions company may be an option for a small business, or a company can utilize their IT department.
Your System Takes Too Long
A sluggish system is a good indication that it may be time to update and replace hardware. Over time hardware wears out. A slow startup can indicate that the machine is “forgetting” how to access the software. This slower startup can not only cause a delay in production, but it can also indicate the experience the user or users will have with the machine. If it takes too long to do the simplest of tasks and all software tricks have been exhausted, it’s time to invest in new hardware. Consult with IT solutions about software fixes such as defragmentation and eliminating outdated, unused software that may be slowing the machine down.
Your Computer Cannot Support Certain Programs and Interfaces
If your company uses a variety of tools that rely on computers, but your IT staff encounters problems every time those new tools are implemented, it’s probably time to update the hardware. Many older computer systems operate on 32-bit. The hardware can only support so much processing power and thus, it can only handle so much information. This leads to random crashes and freezes as the machine tries to do something that the hardware simply isn’t cut out for. With the demands put on hardware and software today, it’s important to update to a 64-it system that has the processing power to handle bigger files and more complex software.
Your Device Won’t Startup
Very often when a device won’t start the problem isn’t the software, but the hardware. With more complicated systems, such as laptops, several problems can stop a laptop from initiating startup. Though sometimes a simple yet thorough cleaning may help, over time hardware degrades to the point that it’s necessary to either replace the hardware (often memory chips or motherboards), or simply replace the whole system. Hardware services can often help determine the best course of action and if it is best to do a repair or replace the system.
Unexplained Noises
Any time a machine begins making an unexpected noise it is worrisome. That’s no less true for a computer, specialized tool or smart device. Just like an automobile unexpected sounds, vibrations or other changes in behavior need to be investigated as soon as possible. A clicking sound in a laptop can indicate that the hard drive is experience imminent failure. And, the sound of a fan buzzing in a desktop can indicate a problem with the cooling system. Many hardware issues can be resolved by simply replacing one or two parts however, when this becomes a routine occurrence, it is ultimately easier and cheaper to just replace the whole system rather than individual parts.
It’s Cheaper to Replace the System
In some cases the system may still adequately serve its purpose, but in order to save the company money in the long run, it needs to be updated. Due to leases, IT issues and the anticipated demands of a company, replacing a hardware system that may not be able to handle a heavier workload later can be cost effective now.
Maintaining an out of date system is at the very least frustrating. At most, it is a continuous, expensive chore involving constant IT support, part replacement and delays in production or communication for the company. Though many of the symptoms of an out of date hardware system are obvious, it’s important to notice the less obvious ones such as a slower system. It’s also important to keep in mind anticipated changes in your company and how your technology needs may change and grow in coming years. You can detect outdated hardware by simply paying attention to be behavior of the hardware and your company’s needs.
Sci-fi movies from as recent as 10 years ago seem startlingly familiar in today’s world as we close the gap between fiction and reality. Thanks to evolving technologies, new industries are being created that have never before been seen in human history. As the demand increases for ever evolving technology so does the need for a better, more secure workspace that’ll maximize productivity and seamlessly integrate the human and machine workforce. Here are just a few ways that 2019 is improving the workplace and the consumer experience.
AI and the Work Environment
As any office manager will tell you, an uncomfortable work environment leads to less productivity. Companies, such as a managed services company, help companies remedy this problem with AI. In today’s office, smart technology can adjust the temperature of the room, the lighting, window tint and even the height of the chair in anticipation. These efforts create a comfortable work environment that fosters creativity and productivity. By utilizing a technology services company, companies and employers now have the option to create an intuitive work environment that extends beyond just how hot the room is or if it’s sunny.
Many of us are already familiar with the iPhone’s Siri or Google Voice Assistant for Android, and that both can respond to hands free voice commands. In 2019 this technology can be utilized by office spaces thanks to intuitive AI. A voice command or a gesture can prepare an individual’s office for their arrival by adjusting everything from the pictures on their desktop to signing into applications in order to prevent a delay due to logging in. Soon AI will even be able to warn employees when they are spending too much time browsing the internet during the day.
Autonomous Things and the Workplace
Whether people realize it or not, autonomous things have been a part of the human experience for a while now. Examples include vacuums, check-in at hotels, self-cleaning litter boxes, and even toy pets. Autonomous things are robots that can operate with relatively little interaction with humans. As this field continues to evolve, opportunities for new and re-imagined industries are emerging. These changes have a major impact on many different industries.
For example, in 2019 self-driving cars are inching closer to being commonplace. Though car manufacturers shouldn’t expect a drastic shift from a manned car to a self-driving car in a single year, this growth facilitates the need for more AI programming and specialized companies that can create and constantly improve the technology. Another example is drones. Though 2018 saw some companies experimenting with drone package delivery, this industry will become a bigger part of life in 2019 as companies use them to deliver everything from the mail to pizza.
Though this trend of autonomous things may be alarming for some companies, the initial knee-jerk reaction that employees will be without a job isn’t quite accurate. As these technologies become more popular, so will the need for managed services jobs that can help a managed services company implement changes and then oversee the operations.
Internet of Things
Siri, Google Assistant and Cortana: What do these three services have in common? They are all examples of the internet of things (abbreviated IoT). A new term, IoT is technology that can share information with multiple devices. For years we have been familiar with this technology thanks to smart phones, smart watches and smart appliances that customize our homes to our schedules and needs.
Perhaps one of the most notable IoT developments and anticipated growths in 2019 is IoT in the automotive industry. Though we aren’t at the point of self-driving cars yet, today’s smart cars can tell consumers how the car is doing on their smart phone. Information such as fluid and tire levels can be provided to the consumer, along with the ability to control the door locks, lights and other systems. Companies that provide these services, and take advantage of a technology services company to help implement them, can expect to see a significant profit in the coming years as consumers and car manufacturers shift to integrate more AI into their day to day lives.
How Blockchain Can Change Business
Though many larger companies may not see blockchain as a positive innovation, in 2019 it could potentially be very profitable for small businesses, self employed individuals and artists of all types. For those unfamiliar with blockchain, it is a chain of blocks and inside each block is a time stamped record of information. Each block is connected to the neighboring block, hence the name. It is decentralized so it is virtually impossible for cybercriminals to corrupt the information, and it is free for anyone to access. Though blockchain originally was designed for bitcoin transactions, it has so much potential in today’s world and so far in 2019 companies are already being created to help teach consumers how to use and implement blockchain.
For example, imagine that a woman named Jill self published a book on a popular website. She charges $5 and after the website takes their cut, will receive $1 in royalties. With blockchain technology, Jill can promote her book on her own site, or on book review sites and can use blockchain to host her book and accept payment for it. She doesn’t have to trust another institution with her creation or wait months for her royalty payment from said entity.
Individuals and companies have seen an explosion of technology in recent years and in 2019, the momentum isn’t lost. As AI becomes more commonplace in the workplace, so does everything that entails. Employees no longer have to feel stuck and stagnant in an uncomfortable office. Delivery services soon won’t be battling traffic to get products to their customers faster, only high winds. And, our cars are only getting smarter and more intuitive to our needs and what we need to do. With this explosion of growth also comes blockchain, a new and innovative way to share information. It’s an exciting time to be a technology services company and with the growth of these industries, more and more managed services jobs will become available to an enthusiastic workforce.
It is virtually impossible in today’s world to have a company that doesn’t deal with the internet in some way. And everyone, from a small freelance artisan to the largest corporation, likely uses a mobile device to help their business. Though for the small one-person business a MDM program may not be appropriate yet, most companies that have at least a few employees could benefit from exploring the possibility of implementing a good mobile device management strategy. Large companies and corporations already do and it allows them to not only work more efficiently, but save money as well. There are several benefits that companies are already taking advantage of, and many more that didn’t even make this list.
Device Freedom and BYOD Capabilities
Many companies, including small businesses, have chosen to use personal devices rather than company issued mobile devices. The reason for this is simple: cost. And, with an effective mobile device management solution, BYOD (bring your own device) policies are very secure and safe with company information regardless of if it’s a small business or large corporation. The benefit of BYOD isn’t just that a user can stay with an operating system they are comfortable with (apple users hate using androids and vice versa), but it also saves money as a company doesn’t have to invest in new equipment.
And, most people want the newest and best mobile device for their own personal use. This benefits the company in an indirect way as new phones often have more storage and more features than older models. Not only does the company save by not having to buy equipment, their employees do it for them, and it is quality mobile devices.
Administrators Have More Control
Most small business owners would agree that it’s important to monitor devices when your company utilizes them. Those companies that have adopted an efficient MDM program allows for better network security as well as better remote management. Companies that enjoy a good mobile device management program provide remote IT support to their employees, allowing IT technical services to work more efficiently and save time. Another big difference with a MDM program and a company without one is that network administrators can setup automatic reports used for monitoring devices on company time.
Cloud Servers and Real Time Information
One big selling point with a mobile device management program is the cloud. With the cloud and BYOD policies, employees can work from anywhere and access information that allows them to do their jobs. They can also instantly upload the progress they are making on their own workload not only as evidence that they are performing their duties, but also so that information is available to the rest of the company. This allows employees and employers to remain connected anywhere and everywhere.
In the case of backup services, companies that have invested in a MDM program take advantage of secure backups that, should something happen and data is lost within the company, it can be recovered quickly. Those companies that have adopted a successful MDM program have done research on cloud services and selected the one that has the most attractive price for the features that suit their unique needs.
Self-Serve Portals for Employees
One difference between companies that utilize a good MDM program and those that don’t is the workload for IT support. A big benefit of a mobile device management solution is deploying a private app store. Many companies, particularly larger enterprises, use this to improve connectivity and better control what apps their employees use. This also allows employees to rate the apps and help management cut out those apps that aren’t living up to their investment. By controlling which apps are available security is also less of an issue; companies can choose to offer only those apps that have passed their own encryption and security requirements.
It also allows employees to perform simple maintenance and similar tasks on mobile devices. This not only frees up time for IT support, it also goes a long way towards preventing future problems or loss of data.
24/7, 365 Management and Troubleshooting
Any company that utilizes mobile devices has a unique set of security concerns. What if the phone/tablet is lost? Even if it can be recovered, there is a period of time where information can be accessed and stolen from that device. Companies that invest in a successful MDM program have superb network security and at any moment in the day, a network administrator can take control of a device that has corporate information.
In the event that a company device, or a personal device with corporate information, falls into the wrong hands, IT support can lock and wipe the device. This not only protects the employee from legal repercussions, it protects the company as well as their clients from the threat of cyber crime. Employees can still work remotely without compromising network security.
Legal and Regulatory Needs
Lastly, a good mobile device management strategy allows a company or corporation keep with legal requirements. As new cyber threats are discovered and combated on a regular basis, it’s important that all devices on a network not only be to date with security patches and apps, but also meet legal and regulatory compliances. An effective MDM program ensures that any company works within the law to avoid any legal issues should a security breach happen.
With a large corporation, it is imperative that an efficient and secure mobile device management program be in place. Network security and protecting sensitive company information, not to mention client privacy, is the number one priority of any company. But, that doesn’t have to hinder profits or employee efficiency. Many companies already know the benefits of allowing employees to work remotely—there are studies which prove that working remotely boosts productivity—and with an effective MDM system it isn’t necessary to sacrifice security protection. An effective mobile device management program can allow a company to save money while also increasing profit and productivity.
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