Blog

What is Email Security?

January 19, 2024 Security No comments yet
what is email security

Key Takeaways:

  • Mail Security is Critical: Email is a vital communication tool for businesses, but it also creates a digital paper trail that can make your business vulnerable to hacks and data theft if not properly secured.
  • Email Encryption: Implementing email encryption is essential to protect sensitive information. Encryption ensures that even if an email is intercepted, the data within it remains inaccessible to unauthorized users.
  • Choosing a Secure Email Provider: Selecting a secure email service provider is crucial for safeguarding confidential information, especially for industries with strict regulations like healthcare. Proper email security measures can protect both business and client data.

Your business likely relies heavily on email communication to survive. As your company shifts to performing more and more of the daily activities away from a physical location, you will need to have a reliable email service to ensure you’re always able to send and receive messages between your clients and your employees.

However, you need to go beyond simply selecting an email service provider. You also need to take advantage of in-depth email security systems. When you send and receive email messages, you are creating a digital paper trail. This can be helpful for your business and its record-keeping, but it also leaves your business susceptible to potential hacks and data thieves. Due to your strong reliance on your email address, you need to answer the question of what is email security.

What is Email Security and What Are The Different Kinds Of Email Threats?

There are several potential threats you will stumble into when it comes to your email. Some of these threats can be easily avoided as long as some common sense is practiced:

  1. For starters, don’t open emails if you don’t know the sender.
  2. Next, don’t click on any links within the emails or download any attachments unless you specifically know who is sending it to you. And even if you know who is sending you a message, make sure to scan the file for attached malware and other viruses ahead of time. The sender’s computer may be infected, and there might be a leached virus attached to the data they sent you.
  3. If you receive an email that looks authentic, such as one from Apple or Amazon, and it says your system has been hacked, or there is another issue with your service, and you need to follow a provided link, check the actual sender email address. Unless it comes from an official email account within the company, do not click on the message or link.

Pro-Tip: What if you are not sure? You can Google the email address to see if there are records of it being real or fake.

Is Email Encryption The Answer? (This is especially important in the medical and legal fields)

Unless you are using a random email password generator, a skilled hacker will likely be able to figure out your email password if they wanted to. Of course, with a password generator, it is challenging to remember the password, which means you’ll end up resetting your own password time and time again. This is why you need to rely on other forms of protection beyond having a quality password you can remember. Email encryption is one of the most critical steps you can take to protect the information within your email account. With email encryption, every message you send will be encrypted. This way, should an outside entity intercept the message, they will not be able to access the encrypted information.

There are several encryption options available. Some of these options will require you to encrypt the message before you send it personally. This can be helpful if you want only to encrypt certain messages. There is a downside to this, though. If you pick and choose the messages to be encrypted, would-be hackers will know which messages contain valuable information and which messages they can avoid. Instead, you may want to consider an email service that provides seamless encryption. This will encrypt the message when you click send. So, once you click the send button, the service will encrypt the file and then send it out. There is a fraction of a second delay with this, but the minuscule delay is well worth it when it comes to the overall security of your emails.

If you use a closed network and send messages within the network from one employee to the next, you may want to implement network encryption. This way, anyone outside the network is not able to read the information or access it. To know what will work best for your business, you will want to consult an IT security professional. Charlotte IT Solutions can help you with determining the best kind of email encryption security for your company requirements.

It Starts With Selecting The Most Secure Email Provider

As the information you send via email becomes more and more confidential, the heat gets turned up on the necessary protocols you need to take. If you work in the medical industry, you are already well aware of HIPAA requirements for client information protection. The requirements go a long way in protecting client information. Well, you don’t need to be in the medical community to take advantage of these kinds of security protocols.

By using a secure email service provider, you will instantly up the security every single email message receives when you send one out, or you receive an incoming message. However, unless you’re in the medical community, you may lack the insights into HIPAA requirements or other extreme forms of information security. Charlotte IT Solutions can help you with this. By aiding in meeting HIPAA requirements via a secure email service provider, you will take a significant step in protecting every bit of data that passes through your email address.

Protect Your Email And Your Clients With Proper Email Security Measures

Now that you have the answer to what is email security, you understand the importance of implementing email security measures. By taking advantage of these practices, you will protect not only your own business but your clients as well. It will prevent confidential information from getting out and from your customer’s financial data from leaking.

With just how vital your email account is, you need to take email security seriously. That is precisely why you need to bring in a professional service provider like Charlotte IT Solutions to make sure you’re doing everything you can to protect your business, your customers, and all your employees.

So, if you’re ready to take the next step in your company’s information security network, now is the time to reach out and contact the team at Charlotte IT Solutions.

Read more

Why Is IT Budget Planning Critical To Business Success?

January 18, 2024 IT Strategy and Planning No comments yet
IT budget planning

There are a few ultimately inevitable things when it comes to each new year: new resolutions to keep, new technology to catch up on, and new budgets to plan. 

Depending on your organization’s culture and the value of technology to your finance department, the latter can be a very daunting process. 

Whether you’re excited about the technological prospects or you’re already looking forward to the next new year, we’ve gathered a few tips to help you be more successful through the IT budget planning and approval process with your financial decision-makers. 

Read more

Should My Small Business Conduct Cybersecurity Awareness Training for Employees?

January 18, 2024 Security No comments yet
Cybersecurity Awareness Training for Employees

Key Takeaways:

  • Employee Training is Essential: Cybersecurity awareness training is crucial for all employees, as they often are the weakest link in security. This training helps prevent breaches caused by human error.
  • Awareness of Common Threats: Employees should be trained to recognize various cybersecurity threats like phishing, malware, and ransomware, which are increasingly sophisticated and difficult to detect.
  • Preparedness for Incidents: It’s vital for employees to know the correct steps to take immediately after a security incident to minimize damage and prevent the spread of malicious software.

Cybersecurity threats are everywhere, and one of the biggest mistakes you can make is assuming your company is simply too small to be hit. In reality, as a small business, you’re a more likely target than the giant corporations. Sure, it makes national headlines when Target or Home Depot have a data breach, but that’s due to the size and the number of consumers impacted. A small business like yours won’t turn heads. In fact, cybercriminals are usually more interested in a quick smash and grab of Internet-based data than attempting to hack through the security of a major company. That puts your business in the crosshairs.

Thankfully, as long as you do what you can to protect your company, most online criminals will test your security, find it is intact, and then move on to the next target. However, with all of that said, your Internet security is only as strong as the weakest link, which is absolutely why you need to conduct cybersecurity awareness training for employees.

Do You Really Need Cyber Security Awareness Training For Your Employees?

As a business owner, you’ve probably discovered you can never assume any one individual knows something you consider to be common knowledge. This includes Internet security. You might believe all of your employees know what to do and what not to do when it comes to keeping your business safe, but, realistically, you can’t assume anything. Far too many business owners fall into this trap because the vast majority of security breaches don’t come from someone sneaking under the company’s firewall. It comes from an employee willingly allowing the cybercriminal in by opening a corrupt email or bad link.

This one simple mistake exposes the financial information of your business and your customers. Depending on how severe it is, the mistake may end up putting you out of business. So while you have proven you take cybersecurity seriously by reading this blog, you need your employees to take it just as seriously. The best way to do this is to conduct cybersecurity awareness training for employees.

What Should You Train Your Team Members To Look Out For?

There are so many forms of online cybersecurity threats; it’s enough to make your head spin. But that is one of the reasons why you absolutely need to take advantage of security awareness training.

Phishing scams you’ve probably heard of before, and many of these come in the form of fraudulent emails. Basically, these trick individuals into clicking on bad emails that are infected. Even if your business does not allow external email access, it doesn’t mean business email accounts won’t receive these messages.

Malware and ransomware are other forms of Internet security risks. Malware might cause your system to crash as it eats up space and blocks access to important files while ransomware will wrap itself around your network and prevent you from doing anything before you pay for a passcode that removes the infected files (don’t ever pay for the ransomware passcode as other files have likely been infected, which will just launch another ransomware and continue in a never-ending cycle).

Whaling, baiting, business email compromise, water hole attacks, and all other kinds of sneaky ways of attacking your business and its network are out there. With so many threats, both you and your employees need to make sure you are protected and safeguarding the business.

Review Examples and Hold Demonstrations

Even if all your employees know better than to open certain emails and click on certain links, cybercriminals are getting more and more sneaky with how they go about camouflaging what they are doing. In fact, there are some emails and pop-ups that look almost perfect. You yourself may have experienced the “Flash Update” pop-up before. It sure looks like something your computer would tell you to do, but then when you click on it, the entire computer goes into a tailspin. This is just one example. There are hundreds more. The best way to protect your business and to make sure your employees know what to look for. With cybersecurity awareness training will help educate your employees on what to look out for and what is going on in the world of malware, sleuthing, and other forms of spyware.

Know What To Do If An Incident Occurs

Mistakes do happen. You can have the most educated staff in the world, but this doesn’t stop mistakes from sneaking in. Should an issue arise, it is important for your employees to know what to do. As is the case with fire, what you do immediately after the fire starts will make or break the outcome. If you work quickly, you can qualm the spread of the virus and prevent it from spreading throughout the rest of the company’s network.

You need to have security protocols in place, and your employees should know what to do when they have identified a virus, or they know their computer is being attacked. They might be able to limit the infection to just one desktop without the malware moving through the rest of the network. By going over this information during the cybersecurity awareness training program, your employees will help prevent a bad situation from getting worse.

Schedule Your Cyber Security Awareness Training for Employees Today

When it comes to protecting your business, Charlotte IT Solutions is here for you. It doesn’t matter how long you’ve been in operation, the size of your company, or the products and services you offer, we are here for you. So, whether you want to schedule cybersecurity awareness training for your employees or you’re interested in one of the other services we offer, now is the perfect time to give us a call or send us an email. It is more important now than ever before to have a well oiled, Internet-based company. Because while you don’t know what the future holds, you can prepare for it. Do exactly that with our team at Charlotte IT Solutions.

Read more

The Ultimate Small Business IT Hardware Checklist

January 17, 2024 IT Strategy and Planning No comments yet
business IT hardware

Key Takeaways:

  • Invest in Quality Hardware: For long-term efficiency, it’s important to choose high-end computer systems that can handle the latest software and future needs.
  • Consider VoIP Phone Systems: VoIP services offer flexibility and cost savings compared to traditional landlines, making them ideal for small businesses.
  • Utilize Cloud Storage: Cloud systems allow access to files from anywhere, boosting productivity and supporting business growth.

Starting a small business is enough to keep your head spinning from morning until night. While you’re focusing on your company and the products or services you want to bring to the public, there are all kinds of smaller tasks you need to take care of that you may not have planned on.

This includes setting up your small business IT department. Now, you may not need a dedicated IT staff in-house, but having access to the professionals at a Managed IT Services company to help set everything up and troubleshoot issues when they arise, will prove indispensable. To help you get started with everything, here is a small business IT hardware checklist you need to follow. Having all the right gear on hand will make it that much easier for the pros to come in and properly configure the equipment to your company’s specific needs.

Your Small Business IT Hardware Checklist

Here are a few of the top items on the list:

  1. Computer Systems
  2. Phone Systems
  3. A Cloud System
  4. Point of Sale System

Check out each item in more detail below!

Begin with a Solid Computer System

You’re probably going to be spending a reasonable amount of time on your computer, so don’t just go and buy the cheapest computer you can find. Cheap computers are often slow, which means the equipment will struggle to keep up with the latest software and applications you need to run. Sure, you might have a tablet used as the Point Of Sales, but you will still need to monitor sales, storefront security, and other aspects of your business, all from your central computer. Plus, with a piece of quality equipment, you’ll future proof your system. A brand-new computer today with high-end specs will remain a reliable business machine for years to come.

Selecting the Right Phone Service for Your Needs

You need to have a landline or at least a phone service that functions as a landline. You can’t just have a cell phone function as the primary means of communication. Consider establishing a phone number so, as your business grows, customers will know where they can contact you.

Now, it is possible to go with the standard landline service through the local telephone company. This is easy enough, but usually, it is way more expensive than it needs to be. Your telephone company might attempt to bundle your phone number with the Internet or television service, which can make it seem less expensive upfront, but after six months or a year, the cost of your landline will jump dramatically. Your Internet and cable service providers are easy enough to switch. You’ll still have the same Internet connections and television stations. However, you may not be able to get your landline phone number back, which can make communicating with you a challenge for customers.

Instead, you should consider a VoIP service. Short for Voice over Internet Protocol. This means you’ll be using a telephone number over an Internet connection. The beauty of this service is because it is not a physical landline. You can both select the telephone number you want, and you can take it with you, should you switch VoIP services. On top of this, because it is not a physical line, nor does it have physical wires to maintain, you will receive more services for less (or free), including long-distance and international calls.

Access Files Anywhere with The Cloud

It is possible to access files from anywhere in the world, as long as there is an Internet connection. Of course, these files need to be uploaded to a cloud service. As your business grows and you bring on more employees, you will find the need to expand access to your business accounts. The best way to do this is with cloud storage. This way, you can save something on your computer at work and then access the same files on your computer at home, all without taking your laptop with you.

With the right cloud service, you can access this information with your mobile phone or tablet as well. So, if you want to boost productivity, you will want to invest in a cloud service. Charlotte IT Solutions can help you identify the right cloud service provider for your particular company needs.

The Right Point Of Sales System Makes All the Difference

This is something you’ll want to dedicate some serious time considering. Your POS is so much more than just a way to sell goods to customers. With an old cash register, you’d take someone’s money and give them their change. However, with a modern POS system, it is possible to collect their email address and phone number, then generate new marketing material for them. This is a great way to stay connected with your customers without doing all the extra legwork. It is also helpful if you run a restaurant, and you offer online ordering. With the right POS system, everything will run through the same application, which makes it far easier to maintain.

You don’t want a half-dozen different applications dedicated to taking and placing orders. This will open you up to mistakes, cut down on productivity, and it will be far more challenging to generate email marketing and paper mailers when you’re constantly sifting through the different POS systems.

It can also be challenging to switch POS after the fact. Once you are set up with one system, it is not the easiest thing in the world to shift. So make sure you put in your research in looking at these different POS systems.

Get The Specialty Gear You Need For Your Small Business

Every business is a little different. So the specific business IT hardware you need will be different from the next company. That is why you need to contact the team at Charlotte IT Solutions to help identify exactly what it is you need. With the aid of the professional service providers, you’ll never overpay on features you don’t need while ensuring you are adequately protected and running the right gear for your company specifics. If you’re ready to take the next step in setting up your business IT hardware, now is the time to call or email the staff at Charlotte IT Solutions.

Read more

What is Microsoft Election Guard and How Will it Impact our Elections?

January 17, 2024 Technology News No comments yet
microsoft election guard

Key Takeaways:

  • Enhanced Security: Microsoft Election Guard provides end-to-end encryption and real-time hack detection, allowing voters to verify their votes through a QR code.
  • Transparency: Voters receive two printed documents, one for submission and one for personal records, enhancing transparency in the voting process.
  • Upcoming Implementation: The software will be tested in the Wisconsin primary elections, with an emphasis on educating voters about the new system.

For as long as there have been elections there have been rumors of election tampering. This became a story during the last Presidential Election, but in reality there have been claims of voting issues for decades. The 2000 Presidential Election and its “hanging chad” issue, for one. In order to help improve both the ease of voting and security, districts have started to turn to technology to help. These technological uses have come with mixed results. Even the recent Iowa Caucus, which utilized new technology, ran into some rather major problems. Tech giant Microsoft is looking to lend its hand to the upcoming elections with what is called Microsoft Election Guard. But what exactly is it and how will it impact our elections, both in 2020 and in years to come? We have the answer for you.

What Is Microsoft Election Guard?

Last year, Microsoft announced Election Guard, which is an open-source voting machine software. When using the software voters will select who they wish to cast a vote for by pressing on a touchscreen. Once complete the software will print out two documents showing who the individual voted for. That person can then look over everything to make sure it’s correct and submit the printed document to the election workers.

The second printed piece is something the individual will hold onto. On this piece of paper it will include a QR code. This QR code makes it possible for the voter to scan it with their smartphone and check to make sure their vote was counted. When the first piece of paper is officially counted the information will be automatically updated, which allows the individual to see this with their QR code scan.

The Purpose of Microsoft Election Guard

In reality, it isn’t possible to create a hacker proof computer system. There will always be people who are looking to hack into voter systems. So while Microsoft is trying to produce something that’s hacker resilient, it is also trying to create a system that will indicate hacks quickly. It doesn’t do much good if hacks are not identified for weeks, if not months down the road. By that time it is too late. Instead, the hacks need to be identified in near real time. That is what the Microsoft Election Guard is designed to do.

The system provides end-to-end verification. With previous voting machines, users had to assume their votes were counted and that they were counted correctly. The same is true with the punch cards. One had to assume their cards were punched correctly and that their cards were correctly read. With Microsoft Election Guard it should, in theory, be easier to know for sure whether or not the information is counted correctly.

When each vote is created and the QR codes are printed out the individual votes receive unique encryption (this also means, in theory, someone would need to hack in and get past the encryption of every single vote they wanted to change). When the vote is counted the encryption changes, which is what is updated on the QR code. However, if someone hacks into the system and changes the vote the encryption attached would not change. Due to this, it would become immediately apparent that the vote had been tampered with.

Upcoming Election Use

This software was not in use for the Iowa Caucus. The Iowa Caucus ran into some rather large software application problems. The Iowa Caucus has always been the launching point for primary elections. However, it completely fell apart this time around. The technology they used failed miserably, and weeks after the initial vote the results were still not fully realized. The Democratic National Committee used a counting application to help pull in and tally votes. But it hit just about every bump in the road. While a caucus is a bit more problematic than an actual election, which is relatively straightforward in terms of voting, it is critical for these kinds of issues to be ironed out before the national election near the end of 2020.

The Microsoft service will be officially unveiled and tested during the Wisconsin primary elections. Microsoft wanted to target a medium-sized state that had both larger cities (such as Milwaukee) and a number of smaller cities. During the initial test of the software the biggest issue found was some voters were confused about why there were two pieces of paper being printed out.

Due to this, possibly the most important task up to Microsoft is to get out and let people know about the process and to educate them on the two paper system. It is also up to those at the polls to let people know. There is always a learning curve when moving to a different voter system. Microsoft just wants to limit this and to make sure everyone knows what to expect when they vote this November.

Continued Use of Technology

The use of manually punching votes into a card or filling in circles with a pen are not long for this world. As everything continues to move forward digitally we will see more and more uses of tech. Of course, it also means local networks need to have the very best in security systems in place. Hackers will likely attempt to break into these networks and influence the final vote tallies.

However, voting systems are not alone as possible hacker targets. Your company’s own network may be one as well. That is why you need to do what you can to protect your own company’s network. The best way to do that is to bring in the team from Charlotte IT Solutions. With a personalized security system configured specifically to your business, it will better protect your business and keep it safe from outside threats. So if you’re ready to take the next step in protecting your company’s network now is the time to reach out and contact Charlotte IT Solutions.

Read more
sidebar-graphic
FRUSTRATED WITH YOUR CURRENT IT PROVIDER? LET’S TALK.
Recent Blog Posts
Blog Categories