Managed Services vs. In-House IT Specialists: The Pros & Cons

Managed IT Services vs. In-House IT Specialists

 

Managed IT Services vs. In-House IT Specialists: The Pros & Cons

Managed IT services providers (MSPs) or in-house IT specialists – which should you trust to handle your IT infrastructure? This is a question that every business – from startups to small businesses to large corporations – must answer sooner than later.

Determining which solution is best for your business is a decision that shouldn’t be taken lightly – but we can help. We’ll break down the roles of both in-house specialists and MSPs, examine what each can offer your business, and discover what their limitations might be. After identifying the pros and cons of both, you will be able to make a better-informed decision about the direction that will best suit your company.

 

IN-HOUSE IT SPECIALISTS

Pros of Having In-House IT Specialists:

• Onsite Availability:  Arguably the biggest benefit of keeping your IT management in-house is the ability to have immediate support whenever you need it. From routine issues to major crisis management, an in-house IT team will always deliver the shortest response time. There’s a certain degree of security in knowing that if there’s a technical issue of any magnitude, you can speak with an onsite IT professional within seconds.

• Business-Specific Expertise:  Over time, an in-house IT specialist will develop a deep knowledge of the company’s internal infrastructure and systems, which better equips them to be able to troubleshoot issues.

• More Control Over Assets:  Some businesses might find it preferable to maintain greater control over their IT infrastructure. Keeping your IT services in-house allows you to oversee everyday IT operations easily.

Cons Of Having In-House IT Specialists:

• Higher Personnel Costs:  Hiring internal IT staff can become very expensive. In addition to the employee’s salary, you’ll likely be on the hook for their health benefits (at least in part), paid time off, 401k, payroll taxes, and costs/resources associated with training.

• Off-the-Clock Issues:  Let’s assume that your IT personnel works an average of 8 hours a day from Monday through Friday. What about nights, weekends, and holidays? If an unexpected issue should arise when members of your IT team are unavailable to respond, it can lead to a serious loss of productivity due to operational downtime.

• Limited Experience and/or Knowledge of Technological Advances:  In many cases, an in-house IT specialist – while skilled in many areas – may not have access to the best and latest technologies. In the IT support world, ongoing training is absolutely critical.

Unfortunately, most small-to-medium-sized businesses aren’t able to support the cost of continual training for their in-house IT team.

Occasionally, an internal IT employee may encounter a problem with which they’re unfamiliar. In this case, an outside IT professional may need to be consulted to resolve the issue, which will incur additional costs for the company.

• Lack of Redundancy:  Businesses all too often become overly reliant on a single in-house IT specialist who holds the “keys to the kingdom,” so to speak. All that knowledge residing with one person who can leave whenever they want is potentially catastrophic.

Not only is the company risking the loss of valuable data should the in-house IT specialist “go rogue,” but it’s also setting itself up for an unnecessarily challenging training process for the employee’s replacement in the event of their departure.

• Inability to Implement Best Practices:  Businesses that choose to manage their own IT integration have to bear the costs, maintenance, and support of the software and hardware they will use. Limited budgets for these expenses may prevent the company from using the latest and best technologies, which may in turn hamper overall performance.

MANAGED IT SERVICES

Pros of Managed IT Services:

• Round-the-Clock Network Monitoring and Remote Support:  One of the greatest benefits of partnering with a managed services provider is that you get network monitoring and remote support 24 hours a day, 7 days a week, 365 days a year.

• Calculable Costs:  For a flat-rate monthly fee – often less than the salary of a single in-house IT specialist – you gain an entire team of dedicated engineers with the know-how to manage all your IT needs.

Apart from paying for the services you’ve agreed upon, you won’t have to be concerned about incurring additional expenses due to training staff, certifications, ticket systems, or remote monitoring and management.

MSPs have already invested in the latest enterprise management software, virus protection software, management servers and workstations, and redundant backup solutions – so you don’t have to!

• Service Level Agreement (SLA):  This legally binding document lays out exactly which services the MSP will provide for you and what your business’s responsibilities in the partnership will be. The SLA assures you that the MSP will deliver maximum uptime, minimum response time, and consistent quality of service.

• Broader Skill Base:  Since they often work with a wide variety of clients spanning many different industries, MSPs are better equipped to recognize and solve more complex and unusual issues than your typical in-house IT specialist.

Most problems can be quickly and efficiently resolved remotely. Managed services technicians are continually learning, training, and expanding their knowledge and capabilities, in order to be able to provide you with the most effective and up-to-date IT solutions.

• Vast Array of Services:  MSPs offer a wide range of IT services to meet your business’s specific needs, including (but not limited to) monthly server maintenance, daily server backups, offsite replication, and antivirus licensing/management.

• Shared Access to Modern Technologies and Resources:  Managed services providers often partner with IT vendors to get better pricing and deals. Memberships in IT organizations allow MSPs easy access to resources that might not be available to the general public (including your in-house IT specialists).

MSPs typically utilize highly advanced software for monitoring and maintenance – software that would likely be too expensive for a smaller business to afford for their IT functions alone.

• Free Network Consultation and Business Analysis:  The initial consultation – offered at no cost or obligation to you — will help the MSP identify which network solutions could best address your business’s specific needs, based on your current infrastructure and future IT objectives. A reliable provider will strive, even prior to the onboarding process, to understand your business and determine exactly what your users need to help achieve the company’s goals.

• Scalability:  Managed services providers allow you to scale up to higher levels of service to handle peak demands as your business grows.

• Greater Accountability:  When your IT infrastructure is being managed outside the company, the risk of internal sabotage is greatly reduced, if not eliminated.

Cons of Managed IT Services:

• Upfront Costs:  Your company’s network applications, internal networking, and software products will need to support cloud integration in order for an MSP to provide its services remotely. Upgrading your current IT infrastructure to cloud readiness may incur significant up-front costs. While this may be tough on your budget at first, the overall cost savings, in the long run, more than make up for the initial investment.

• Limited Onsite Availability:  Not having an IT professional onsite may translate into longer response times, which could prove problematic in the event of an emergency. Minimum response time, as defined in the SLA, can assure you that your concerns will be addressed as soon as possible based on the immediacy of the need.

• Minimized Control of Assets:  Compared to keeping your IT management in-house, outsourcing services to an MSP will, by necessity, prevent your company from having total control over your infrastructure. This may be more important to some businesses than others. Ultimately, most companies simply want reliable and secure IT services at a price that fits their budget.

 

Final Thoughts

Like any other business strategy, the decision about whether to employ an in-house IT team or outsource IT services to a managed services provider is crucial. Managed IT services may not be the best option for every organization.

If your business has only a few endpoints or computer users, it may make more sense to keep everything in-house. If your company has a much higher number of users, a managed services provider may better be able to offer your business the technology and tools it needs to enhance the company’s network, productivity, and overall success.

If you decide to partner with an MSP, the role of an in-house IT team does not necessarily need to be eliminated. Combining the knowledge of internal IT staff with the expertise of outsourced IT professionals can create a collaborative relationship that ultimately ends up benefiting the business – and isn’t that the point?

As a result of increasing cybersecurity concerns, some companies are choosing to outsource the entire security function of their IT, including archiving, data storage, and mobile device management. This hybrid approach allows businesses managing their IT in-house to free up staff to focus on IT projects that will help their company generate revenue.

Whether your business is looking to minimize expenses, boost earnings, streamline processes, or all of the above, your company should consider partnering with a managed IT services provider.

DataGroup Technologies, Inc. (DTI) offers IT services and solutions to businesses of all sizes and industries. We strive to provide significant value and outstanding service to all of our clients by acting as your business’s IT group. If your company or organization could benefit from managed IT services, please give us a call at 252.329.1382 today!

10 Ways Law Firms Can Benefit From Managed IT Services

Managed IT Services for Law Firms
Managed IT Services for Law Firms

10 Ways Law Firms Can Benefit From Managed IT Services

Attorneys and law firms manage highly sensitive, personal data on a routine basis. As legal cases become more complex and increasingly reliant on functions such as digital case management, customer relationship management, and e-Discovery, it’s more important than ever that legal organizations do everything they can to ensure their data is protected, their network infrastructure is secure, and compliance requirements are met.

In addition to security concerns, the ability to work while on the move and immediate access to case data are key to keeping up in the fast-paced legal environment. Between paperwork, time tracking, filings, and deadlines, law offices don’t have time to waste on computer systems that crash unexpectedly or otherwise drag down productivity.

Many smaller law firms are facing a harsh reality: they simply don’t have the resources to invest at the scale necessary to keep pace with their increasing technology needs and to narrow the gap opened up by larger firms with deep pockets.

Most law firms spend roughly 70% of their annual IT budget on system maintenance. Only the 30% that remains ends up being invested in acquiring new technology. Ultimately, the bulk of their resources is spent “spinning their wheels,” instead of embracing new technologies that could help propel their business.

It doesn’t have to be this way! By partnering with a reputable managed services provider (MSP), law firms can entrust the day-to-day management of their IT infrastructure to a team of highly skilled IT professionals who specialize in working with legal organizations. This frees up attorneys and other staff to focus on the business of practicing law, without having to worry about their network failing them.

10 Benefits of Managed IT Services for Law Firms:

Managed IT Services for Law Firms

1) Lower Operating Costs

Smaller and larger firms alike have to keep a close eye on their budgets. The cost to employ in-house IT support can easily surpass $100,000 annually.

Unfortunately, this support staff is not available 24/7 and is unlikely to possess the depth of knowledge necessary to support different technologies.

MSPs give law offices round-the-clock access to an entire team of certified IT experts for a fraction of the cost of internal IT staff.

Managed IT Services for Law Firms

2) Maximized Productivity & Billable Hours

Whether it’s a forgotten password, server failure, or an app that’s not responding as it should, attorneys and their teams simply can’t afford to experience significant downtime.

System breakdowns can be particularly costly, in terms of lost productivity and business disruption. MSPs specialize in Backup and Disaster Recovery (BDR), which is crucial for minimizing downtime and maintaining business continuity.

Updating and modernizing a practice’s IT infrastructure can help maximize billing hours by reducing the risk of underperforming applications.

Managed IT Services for Law Firms

3) Predictable Budgeting

With fixed-fee monthly payment options, law firms can know ahead of time exactly what an MSP is going to charge them.

This allows organizations to plan for IT expenses rather than being surprised by unexpected ones.

Managed IT Services for Law Firms

4) Compliance

The protocols and processes required for law firms to stay compliant can be quite complicated. Legal practices that handle credit cards must comply with PCI-DSS security standards.

Attorneys dealing with clients’ medical records are subject to stringent HIPAA regulations. Failure to comply can result in stiff fines and penalties for law firms, as well as an increased likelihood of data breaches.

Reputable MSPs work diligently to keep all hardware and software up-to-date and in compliance with ever-changing government regulations.

Managed IT Services for Law Firms

5) Client Confidentiality & Data Security

Since legal practices are routinely entrusted with highly sensitive information about their clients, they know better than anyone else that keeping this data secure is absolutely critical.

Undetected malware infiltrations and system hacks put the relationship between attorneys and clients at constant risk.

If a security breach should occur, confidential data may be held hostage or distributed in a manner that harms the reputation of law firms or their clients. In the legal community, where reputation is king, this is a worst-case scenario.

Managed services providers work around the clock to protect their law firm clients against viruses, alerting them to suspicious activity, and taking immediate action to contain breaches when they occur.

Managed IT Services for Law Firms

6) 24/7/365 Monitoring & Support

In larger firms, an in-house IT team may be tasked with monitoring environments for threats, handling day-to-day technical operations, and working on achieving the practice’s strategic IT goals. If any of these is overlooked, the firm could end up compromising on security, productivity, or growth.

Small-to-medium-sized law firms often cannot afford to employ round-the-clock IT staff, nor do they have the budget to invest in the sophisticated hardware and software necessary to combat dedicated cyberattacks.

In either case, it makes sense to enlist the services of a managed services provider. Their dedicated team of IT experts will take full responsibility of monitoring for and controlling any data breaches as soon as they occur.

Many trusted MSPs also offer 24/7/365 help desk support for their law firm clients, an added value for an industry in which extended downtime equals lost revenue.

Managed IT Services for Law Firms

7) Improved Accessibility & Mobility

Since legal professionals perform a large portion of their work outside of the office, they need to be able to access data easily and securely anytime and from anywhere.

Important paperwork, documents, and a variety of discovery materials are constantly being added to the existing files. The ability to obtain this information on the fly is crucial for attorneys and their staff.

By storing all of the firm’s data in a secure cloud environment, MSPs can give legal professionals fast and easy access to files anywhere they have an internet connection.

With a trusted MSP managing their staff’s mobile devices, law firms can also gain integrated efficiency and collaboration while keeping confidential data secure – even if devices are lost or stolen.

Managed IT Services for Law Firms

8) Level Playing Field

Most smaller law firms aren’t able to afford the in-house IT support services that many larger legal practices maintain.

In addition, small practices are unlikely to budget for major system updates or upgrades.

As a result, these smaller-scale firms end up lagging on the technology curve.

Partnering with a managed services provider gives smaller law firms a competitive advantage, with access to similar technology and often even greater expertise than the large firms enjoy.

Managed IT Services for Law Firms

9) Scalability

Law practices, like any business, are apt to grow and change.

With this expansion comes an increased need for upgraded software packages, servers, and desktops, as well as a support system to manage them effectively.

Working with a managed services provider gives law firms of all sizes access to the latest technologies and the security measures necessary to operate a growing practice.

Managed IT Services for Law Firms

10) Legal Application Expertise

Line-of-business (LOB) applications, such as document management systems and cost-recovery systems, are critical to the ongoing success of any legal practice. As the number of LOBs grows, so do the integration challenges tied to these tools.

A trusted MSP can engineer these applications to play nicely with standard horizontal applications such as Microsoft Office Suite and Adobe Creative Cloud, helping eliminate a significant amount of frustration and inefficiency.

A managed services provider that’s experienced in working with law firms is better able to anticipate potential issues specific to the profession, as well as understand each practice’s operational needs. Outsourcing IT to MSPs allows attorneys to focus on their clients and cases without interruptions or delays due to connectivity issues or backup concerns.

Outsourcing a legal practice’s IT infrastructure to a managed services provider allows attorneys and support staff to devote their time to what truly matters – giving their clients the attention that they deserve. A more focused IT organization can help emerging practices build their client base, assist lawyers with better engaging their clients, and empower firms of any size to compete in the marketplace.

A reputable MSP will take the time to understand a law firm’s business, personnel, systems, and processes and identify its short-term and long-term goals. The service provider will then develop and implement an IT strategy tailored to the practice’s specific needs.

In addition to protecting the firm’s network against cyberthreats, security breaches, and data loss, an MSP provides a variety of other valuable services that an in-house IT team simply can’t match.

Legal organizations that choose to work with a managed services provider will gain access to the most up-to-date hardware and software, along with the accessibility and mobility that come with a solid cloud infrastructure. Real-time IT monitoring and support for all network applications and devices, data backup, system upgrades, layered security solutions, and disaster recovery are all key components in an MSP’s repertoire.

 

Final Thoughts

DataGroup Technologies has been partnering with legal organizations to provide managed IT services for over 15 years. We understand the unique challenges attorneys and their teams face on a daily basis. Our certified network engineers work with law practices to streamline operations, improve workflow, maximize overall efficiency, and ensure consistent uptime. Our technicians are available to answer your calls for service or support 24 hours a day, 7 days a week, 365 days a year.

If your legal organization has outgrown the capabilities of your in-house IT staff or you’re not 100% satisfied with your current service provider, give us a call today at 252.329.1382 to schedule your comprehensive IT assessment!

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10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services
10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

10 Ways Commercial Construction Companies
Can Benefit from Managed IT Services

From conception to completion, many commercial construction projects involve hundreds, if not thousands, of people working from various locations. Each step in the process, including the design and management of each project, is aided by technology.

The commercial construction industry is unique in its technology needs, with CAD programs, construction project planning, procurement of materials, and estimating software among the essential tools that supervisors, estimators, and sales teams alike rely on each day.

The Past, Present, and Future of Technology in the Construction Industry

Historically, the two-dimensional approach of pencil-and-paper building plans made it very difficult to visualize dimensions and requirements. On top of that, the difficulty of physically handling and managing large quantities of rolled bond copier paper made executing a job from start to finish tedious, hard to communicate, and susceptible to error and loss.

With the arrival of Computer Aided Design (CAD) in the 1960s, the construction industry was able to digitize their key processes to great success. The world of construction in manufacturing and printing became an entirely new challenge when CAD went 3-D. Architects, engineers, and general contractors all benefited from the enhanced efficiency and scalability of design with these newer programs.

Today, many contractors, architects, and developers rely heavily on Building Information Modeling (BIM). This revolutionary technology ensures that the processes of planning, designing, and constructing are more efficient and collaborative than ever before.

With less than 1% of annual revenue budgeted for IT needs, the construction industry as a whole has historically spent the least on technology. However, commercial contractors are realizing that if they wish to stay competitive in the industry today, they have no choice but to integrate leading technologies into their everyday business practices. With an increased focus on security and network infrastructure management, commercial construction has begun to turn to managed services providers to handle their IT needs.

How a Managed Services Provider Can Help

Commercial construction companies routinely subcontract certain aspects of their projects because it’s more efficient. In the same way, commercial contractors are better served to outsource the daily management of their IT infrastructure to a skilled, industry-specific managed services provider (MSP).

Managed IT services gives construction firms an entire team of IT professionals capable of dealing with a variety of complex and unusual issues as needed, at a fraction of the cost of a single in-house IT technician. MSPs handle troubleshooting, system updates and upgrades, and new tech implementation, freeing up in-house IT staff to focus on more pressing business needs.

By partnering with an MSP, commercial construction companies benefit from remote monitoring and management of their on-premises IT infrastructure at flexible levels of support. Advanced systems warn of any issues that must be immediately resolved, while ensuring that the network stays up and running at all times.

Whether a construction firm is looking to set up its network infrastructure from scratch or update its systems to minimize the threat of security breaches and data loss, a reputable managed services provider is fully equipped to handle it all.

Here are a few specific ways that MSPs can be particularly beneficial to the commercial construction industry:

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

1) Lower Operational Costs

Outsourcing IT needs to a managed services provider eliminates the need to pay salaries, benefits, or 401k to an in-house IT team. Furthermore, since most of the MSP’s operations are conducted offsite, commercial contractors can reduce the amount of physical space and equipment needed for IT purposes.

With the state-of-the-art technology offered by a managed services provider, there will be no need for constant tech upgrades, further reducing operational costs. A savvy construction firm can redirect the funds saved by outsourcing to managed IT services towards other areas of the company where the need is greater.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

2) Reduced Downtime = Increased Productivity

In the commercial construction industry, time is money. When critical technology fails to operate efficiently or is subject to regular disruption, production schedules are interrupted, leading to costly delays and lost working hours.

Working with a team of IT specialists can greatly reduce downtime related to network issues. Because software and hardware are operating at maximum efficiency, staff can work more effectively and collaborate more easily.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

3) Cybersecurity

From cyberthreats to system crashes to natural disasters, any number of technology-related events could lead to data loss and extended downtime. Cyberattacks, in particular, can cripple a company in a number of ways: financially, legally, and in the eyes of the public.

Many construction companies are living dangerously, with improperly configured and unmanaged firewalls and extremely basic antivirus systems. Fully managed and layered cybersecurity systems and services can help protect users and data from cyberattacks. A reliable managed services provider with extensive knowledge of even the most sophisticated viruses, malware, and other cyberthreats will ensure that threats are detected and prevented before they strike.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

4) Mobile Data Management (MDM)

Since commercial construction companies have people working from trucks, construction sites, the road, and the main office, they need their workers to be able to keep in contact and collaborate – at any time, from anywhere, and on whatever devices they are already using.

MDM allows owners, foremen, and other construction personnel access to important information on the go, as well as remote management of various devices. Wireless connectivity options and the broad availability of Wi-Fi help reduce the amount of time spent waiting for management decisions and information sharing across various teams. With the services and software offered by managed services providers, construction companies can optimize the functionality of mobile devices while still protecting the data in their network.

Enterprise file sync and share (EFSS) allows authorized users to securely share and sync files among multiple devices. Since the construction industry often involves file-sharing outside of the company to clients or professionals in different fields, EFSS is an ideal choice. A reputable MSP can help a firm decide whether Dropbox, OneDrive, or some other EFSS best suits their specific needs and business goals.

A reliable voice-over-IP (VoIP) allows management teams to dial an onsite construction engineer via extension without having to fumble around for a cell phone number. When used properly, VoIP can be a significant time-saving tool that greatly increases communication while keeping it under the corporate umbrella.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

5) Cloud Services

With the extensive amount of information that’s generated with each project, it’s important that commercial contractors have solutions in place for long-term data management and storage. Cloud-based services help support the technologies that run a company’s critical core applications, such as estimating, accounting, project management, document management, and scale management.

 

In addition to providing easier access to info on the go, cloud technology allows secure file-sharing and access across the network, reduces the risk of cybersecurity threats and costs, ensures the speed and quality of technology, and offers disaster-proof storage for the company’s most sensitive data.

Migrating to the cloud also makes it easier for executives and manages to order materials, oversee subcontractors, and manage cashflow. A construction company will inevitably grow, but it will also experience seasons where business is slow. Cloud-based solutions allow construction firms to scale up or down as needed.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

6) Regular Maintenance and 24/7/365 Support

Partnering with a managed services provider means construction companies can count on regularly maintained systems and around-the-clock support, cutting down on the probability of technology failure at critical times and allowing businesses to run smoothly without suffering from significant downtime.

Hardware needs ongoing maintenance and updates, and software requires regular patches and upgrades. MSPs perform monthly updates and preventative maintenance, ensuring that hardware and software remain running at peak efficiency to minimize the risk of reoccurring problems.

Many managed services providers offer 24/7/365 support via a remote help desk staffed by a team of IT experts. This “always-on” approach guarantees that whenever and wherever technology-related issues happen, immediate support is available. Commercial contractors that partner with MSPs can expect quick responses to service calls, increasing project efficiency and collaborative communication.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

7) Automation of Processes

Commercial contractors have a number of technology tools at their disposal which can automate tedious manual processes, enhance efficiency and productivity, and trim costs to increase profit margins. Still, over half of all contractors rely on pen and paper for everything from bids and estimates to project management.

A knowledgeable IT team can help a construction company identify which of its processes can be automated, recommend the technology tools that will be most effective for the business, and help integrate solutions into the existing IT infrastructure.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

8) Data Backup & Disaster Recovery

Two things that construction companies absolutely cannot afford are the loss of valuable data and missed deadlines. Fully managed backup and disaster recovery services ensure that data is safe no matter what while giving contractors the confidence that they can and will meet all important deadlines.

A trusted MSP establishes backup systems that provide for both the security of sensitive information as well as the ability to continue to access that information. A robust disaster recovery plan helps minimize downtime and data loss in the event of a natural or cyber disaster, so businesses can continue almost instantaneously.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

9) Collaboration

In order for a construction company to function successfully, real-time seamless collaboration among architects, engineers, contractors, onsite project managers, and office staff is essential. With frequently changing staff and the number of users onsite, construction teams need support and collaborative tools that make teamwork easy.

Adopting specialized construction planning software and a comprehensive IT strategy are quickly becoming necessities for commercial contractors. A professional IT team specializing in construction industry software and mobile technology can help integrate the proper tools into the company’s infrastructure to facilitate and streamline collaboration.

10 Ways Commercial Construction Companies Can Benefit from Managed IT Services

10) Project Management Software Support

Construction work requires companies to deliver projects on time and on budget. Project management software enables firms to execute projects more efficiently while still delivering top-quality results and improving the overall profitability of the business. Having an experienced IT team supporting this software ensures that it runs smoothly and efficiently at all times.

Managed services providers that specialize in working with construction companies have extensive experience with supporting software such as Sage, JD Edwards, QuickBooks, and AutoCAD programs. Vendor management services allow an MSP to work with a company’s software vendors to prevent excessive downtime should unforeseen issues occur.

Final Thoughts

Partnering with a managed services provider can help commercial contractors enable a mobile workforce while maintaining control of sensitive data and securing the network. MSPs can maximize the performance of a company’s in-house systems to ensure uptime; transition the business to cloud-based operations and services; provide support for third-party applications by liaising with vendors; and address ongoing technology issues to bring them to a permanent resolution. has been partnering with commercial contractors to provide managed IT services for over 15 years. Our expertise in working with commercial contractor clients makes us the preferred choice for construction firms of all sizes throughout the region.

When you partner with DTI, we take the time to understand your specific business needs and tailor a solution that will enhance productivity and enable you to get the job done faster. Our team of certified IT professionals will assess the current state of your network infrastructure, identify potential risks, validate alignment with your business goals, and suggest opportunities for technical and organizational improvements.

Our industry experience allows us to better manage remote network access solutions, construction management software, design applications such as AutoCAD, and mobile security solutions. We can work with your firm to fully support your internal IT staff or – for a fixed monthly fee – offer comprehensive IT services. Our technicians are available to answer your calls for service or support 24 hours a day, 7 days a week, 365 days a year.

If your commercial construction company is ready to take the next step toward advancing its technological capabilities or you’re not 100% satisfied with your current service provider, give us a call today at 252.329.1382 for your initial IT consultation!

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Why Your Business Must Take a Proactive Approach to IT

Why Your Business Must Take a Proactive Approach to IT
Why Your Business Must Take a Proactive Approach to IT

Why Your Business Must Take a Proactive Approach to IT

 

If you’re like most businesses today, you rely heavily on technology to support your daily operations. When your systems stop working properly, productivity grinds to a halt, employees and customers become frustrated, and your bottom line suffers.

A singular IT disaster can set your company back months, decimate your budget, leave staff struggling to pick up the pieces, and seriously risk damaging your reputation. From data loss to network malfunctions, downtime due to IT issues costs businesses in excess of $1.5 million each year in terms of lost productivity and sales.

There are two primary ways of addressing IT support for any business: the reactive approach and the proactive approach.

Some might argue that a reactive approach has its benefits. Common wisdom says that “if it ain’t broke, don’t fix it!” If your business is tight on cash, you may be seeking ways to cut expenses – and in general, you don’t see the point in paying for something you might not need.

With a reactive approach to IT support, when something goes wrong you try to get in touch with a technician to come and check your systems, then wait for them to resolve the issue.

The problem with this working model is that it can lead to significant downtime. The technician will first need to analyze the problem before they can get to work on it. If updates or replacement hardware are necessary, business operations could be disrupted even further until the upload or order is completed.

Reactive IT support staff often don’t have the right tools in place to keep tabs on the end user’s experience, instead relying on issues being reported as they crop up.

According to a recent study by Forrester Research, 35% of the time IT support first learns about issues when end users contact the service desk and open a ticket. This is because their support is reactive rather than proactive.

In order for your business to be able to foresee the challenges that may lie ahead, you need to take a more proactive approach to your IT needs. Proactive IT support allows you to better manage your IT budget, secure your data, and avoid some of the major technology risks that your business faces today. 

Through continuous monitoring and real-time analytics, proactive IT support provides excellent insight into your IT infrastructure and endpoints from the end user’s perspective. Potential problems are spotted early and resolved before they can jeopardize your business.

Businesses that opt to outsource their IT needs to a managed services provider (MSP) can expect to save time, money, and stress in the long run. MSPs continuously monitor a company’s infrastructure in search of would-be problems and work to remedy those issues before a major catastrophe occurs.

 

What Is Reactive IT Support?

Let’s dive into this one a little bit deeper.

Reactive IT support involves taking measures to correct problems only when they materialize. It’s often referred to as the “break-fix” model. Under this model, when something goes wrong the business contacts IT support – whether it’s an in-house team or an external company – and makes arrangements to have the problem repaired as quickly as possible. The business is then forced to wait for the IT team to address and resolve the issue, all too often resulting in a great deal of downtime.

The cost of a provider agreement for reactive IT support tends to be lower than a fully managed plan, primarily because this support is implemented on an as-needed basis. If your business already employs in-house staff to provide general IT maintenance, partnering with a reactive support team gives your company access to highly skilled, reliable resources at a budget-friendly price tag. 

Having a variable service agreement means you’ll only be billed for the time that’s spent fixing problems, and this can be a very attractive option for companies with limited financial resources. But there’s a catch.

The time that elapses between detecting a problem and getting it resolved can be hours or days, depending on the specific situation. In that time, significant damage could be done to your system. Since a typical IT project often surpasses its original budget by 45%, fixing an existing problem can be both cumbersome and costly for your business.

 

What Is Proactive IT Support?

Now, for the good news!

With proactive IT support, you can stay ahead of your technology problems. You don’t have to worry about losing productivity, damaging your company’s reputation, or tanking employee morale. Plus, it’s much more budget-friendly in the long run!

Proactive support is all about prevention – mending potential problems before they can snowball into much more severe issues. By proactively managing your IT support needs, you can empower your business to do more with its technology. You’ll get more out of your existing systems, establish new solutions in a strategic fashion, and develop long-term plans for business growth.

Key components of proactive IT support involve automating certain processes and monitoring technology assets to further streamline operations and make analyzing and identifying issues in advance considerably easier.

12 Advantages of Proactive IT Support Businesses

Proactive IT support offers several distinct advantages that can make a considerable difference for businesses. Here are 12 benefits of taking a more proactive approach to your IT needs:

Why Your Business Must Take a Proactive Approach to IT

Early Detection of Problems

Through continuous monitoring, your IT support partner is able to identify potential issues before they even occur. Resolving problems quickly prevents them from extending to other parts of your system. More often than not, a problem can be eliminated and maintenance carried out before it’s even detected by end users.

Why Your Business Must Take a Proactive Approach to IT

Increased Productivity

Employees and clients depend on your technology to help them achieve their goals. Software and hardware failures and other IT-related issues cause disruptions that can hamper productivity and foster frustration for all parties involved.

Solving issues proactively means less time sitting around waiting for repairs to be completed. Reducing the risk of downtime empowers your workforce to be as productive as possible.

Productivity and happiness go hand in hand. Giving your staff the right tools for the job creates a more harmonious, happier workplace.

Why Your Business Must Take a Proactive Approach to IT

Upgraded Cybersecurity

A proactive IT support team can manage every aspect of your cybersecurity, from software updates to employee training.

They’ll create security plans, protect your network against basic threats, and outline steps to take if systems are breached.

Managed antivirus and antimalware programs help keep viruses and malware at bay, while strategic backup procedures ensure that data loss doesn’t occur.

Why Your Business Must Take a Proactive Approach to IT

Predictable Costs

Most managed services providers offer their services for a fixed monthly fee which covers ongoing monitoring, maintenance, and updates, making it easier to budget your IT expenditures accurately and strategically.

You may pay more in a given month than your would in a variable fee arrangement, but you’ll also incur fewer costs as a result of downtime. When tech problems inevitably arise, you won’t have to worry about an unexpectedly high bill for repairs.

Having your systems continuously monitored keeps your infrastructure in good working order at all times. It’s always cheaper to prevent technology failure than it is to clean up the mess afterward.

Why Your Business Must Take a Proactive Approach to IT

Team of IT Professionals

When you partner with a managed services provider for proactive IT support, you have an entire team of certified IT experts at your service, instead of just one or two individuals whose daily grind consists of putting out fires or solving routine problems.

These IT specialists recognize how each device on your network plays an essential role in the operations of your company.

Having a team in place to keep an eye out for problems and handle them in a timely manner gives even smaller companies the IT support strength of much larger institutions.

Why Your Business Must Take a Proactive Approach to IT

Better Decision-Making

Before the onboarding process even begins, an MSP will perform a strategic analysis of your IT infrastructure to identify any areas of weakness that could impede optimal performance.

Based on automated tools provided by the MSP, you will be able to make informed decisions about your specific IT needs.

Having all the information presented clearly in front of you puts you in the driver’s seat, making it easier to see when you need to scale up.

Why Your Business Must Take a Proactive Approach to IT

Strategic Planning

From carrying out thorough risk assessments to inventorying your IT assets to updating your software and hardware to align with your business goals, MSPs are fully equipped to handle all strategic aspects of your IT.

A proactive strategy allows you to adapt to a changing business environment and meet future challenges head-on. MSPs will work to head off issues that can not only crop up again but worsen over time.

Why Your Business Must Take a Proactive Approach to IT

Regular Updates & Patches

Many successful cyberattacks rely on unpatched hardware and software. A proactive update schedule minimizes opportunities for hackers to intrude on your systems.

The most recent patch may also add new features that could improve overall performance.

Proactive upgrades are particularly beneficial for maintaining older technology that may be more vulnerable to attacks. MSPs can schedule these updates for ideal times, ensuring that servers won’t go offline at inappropriate times.

Why Your Business Must Take a Proactive Approach to IT

Regulatory Compliance

Understanding how your company performs with regard to regulatory compliance is a fundamental facet of proactively protecting your company and its data.

Regulatory compliance can safeguard your company from unwanted fees and preserve your customers and employees from impending data breaches.

Why Your Business Must Take a Proactive Approach to IT

24/7/365 Monitoring

Remote monitoring of your workstations, servers, routers, printers, and other network devices keeps your IT network in good shape at all times.

Knowing that a team of skilled computer experts is regularly testing your systems and thoroughly evaluating them for a wide range of potential problems gives you and your employees peace of mind.

When the team is alerted of an issue, they start working on a fix immediately, often without you even noticing it.

Software problems can generally be fixed remotely, while hardware issues typically require a technician who is physically present on the premises.

Why Your Business Must Take a Proactive Approach to IT

Disaster Recovery & Business Continuity

Major events such as fires, floods, hurricanes, and cyberattacks are a hazard to all businesses.

A reliable MSP will set up a robust disaster recovery plan for your business and implement software solutions that will keep your business up and running.

All data is backed up regularly so that, in the event of an emergency, your most crucial information is completely safe and easily accessible.

Why Your Business Must Take a Proactive Approach to IT

Around-the-Clock Help Desk Support

Most managed services providers offer 24/7/365 help desk support as well.

Not only does this come in handy whenever there’s an after-hours incident, but it also allows your internal IT staff (if applicable) to focus on projects that add value to the business rather than running around troubleshooting everyday problems.

Why Your Business Must Take a Proactive Approach to IT

Final Thoughts

Managing the health of your IT systems in a merely reactive way is like managing your own physical health reactively. Like many health issues, most IT issues can be detected by early warning signs that could be picked up through proactive monitoring.

By analyzing your business and identifying the gaps, weak points, and strengths, a managed services provider can better determine how to protect your company from emergency expenditures, last-minute crises, unexpected downtime, cyberthreats, data loss, and compliance issues.

When partnering with an MSP, you can count on effective monitoring and maintained functionality of your network, enhanced overall performance of your IT infrastructure, reduced downtime and increased productivity, ongoing support whenever you need it, and more time to devote to your core business.

Taking a proactive approach to IT doesn’t make your problems go away. But it will make them easier to plan for and simpler to manage.

DataGroup Technologies is the premier managed IT services provider in the area, delivering ideal IT solutions to businesses of all sizes.

We strive to provide significant value and outstanding service to all of our clients by acting as an extension of your business’s IT team.

If your organization could benefit from the many advantages of managed services, including proactive IT support, call us today at 252.329.1382 or drop us a line here!

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Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online
Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

There’s a growing trend creeping into organizations of all industries and sizes: shadow IT. This relatively new term is used to describe any unauthorized cloud applications that employees are using and downloading to perform work-related activities with company data. This can be file-sharing services like Dropbox or survey software such as Zoomerang. The list goes on and on.

Why Do People Use Shadow IT?

When employees are able to find new technologies and solutions that help them do their jobs faster and achieve better results, why wouldn’t they make use of them? Others simply have a set of software and services that they feel more comfortable working with, even if these resources are not company-provided or approved.

The accelerated growth of cloud-based consumer applications has also hastened the adoption of shadow IT. Common applications such as Slack and Dropbox are now available at the click of a button. Companies that embrace a Bring Your Own Device (BYOD) culture — allowing employees to use their personal devices such as smartphones or laptops to perform their jobs — face a greater threat of the unauthorized use of certain applications or software. 

Security Risks of Shadow IT

Three primary types of cybersecurity risks of using shadow IT include:

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Data Loss

When employees are able to find new technologies and solutions that help them do their jobs faster and achieve better results, why wouldn’t they make use of them? Others simply have a set of software and services that they feel more comfortable working with, even if these resources are not company-provided or approved.

The accelerated growth of cloud-based consumer applications has also hastened the adoption of shadow IT. Common applications such as Slack and Dropbox are now available at the click of a button. Companies that embrace a Bring Your Own Device (BYOD) culture — allowing employees to use their personal devices such as smartphones or laptops to perform their jobs — face a greater threat of the unauthorized use of certain applications or software. 

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Unpatched Vulnerabilities and Errors

Software vendors are constantly releasing new patches to resolve vulnerabilities and address errors found in their products. Typically, it’s up to the company’s IT team to keep an eye on such updates and apply them in a timely fashion. But when it comes to shadow IT, administrators can’t keep all these products and devices up-to-date simply because they’re unaware of their existence and active use.

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Compliance Issues

Regulatory compliance is critical for many organizations. There are many standards that businesses have to comply with, from PCI for financial services to HIPAA for healthcare providers. In the event of an audit, your organization could end up facing huge fines, not to mention legal fees and bad PR.

Business Risks of Shadow IT

Outside of security issues, there are also significant risks to your business involved with the use of shadow IT. These include:

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Inefficiencies

Even though boosting efficiency is one of the common reasons that many people start using shadow IT in the first place, chances are high that the end result will be the total opposite. Every new technology should be checked and tested by your IT team prior to being implemented in the corporate infrastructure. This is essential to ensuring that new software functions properly and that no software or hardware conflicts exist.

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Financial Risks

In a number of cases, shadow IT solutions mirror the functionality of standard products approved by the IT department. Consequently, the company squanders money.

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

Low Entry Barrier

Anyone with a browser and a credit card can purchase or enroll themselves into applications that integrate with your organization’s critical applications and/or store company data such as client lists, emails, files, etc.

Shadow IT: How Your Company’s Data Is Silently Being Leaked Online

So, What’s The Solution?

There are a number of things your technical staff can do to address the issue of shadow IT use:

  1. Continuously monitor your network for new and unknown software or devices. This can — and should — be incorporated into routine vulnerability testing.
  2. Conduct an audit, encouraging employees to come forward about any shadow IT usage they’re engaged in, promising that there will be no repercussions for their admission.
  3. Once you know what applications are being used, you can set your company firewall to block applications that you don’t want employees to access with company data and devices.
  4. If circumstances exist where an otherwise-unapproved application or software is deemed necessary for use by certain individuals, require these employees to seek approval prior to downloading. Catalogue these sites by user with their login information for each individual. This way, if an employee leaves your organization or is terminated, you will have a record of their access. This could prevent a malicious attack on the user’s part which could ultimately harm your organization, particularly if company data is stolen and sold or given to a competitor.
  5. Create a system for ranking and prioritizing risk. Not all applications outside of IT’s control are equally threatening, but you need to at least be aware of what’s being used in order to determine if they’re a threat to security or a violation of data privacy laws.
  6. Develop a list of approved devices for BYOD use. Make sure that employees understand that only company-approved applications and software can be used in conjunction with their work on these devices.
  7. Create an internal app “store” for all applications that have been evaluated and authorized for use within the corporate infrastructure. If this isn’t possible, make sure your policies concerning approved device, application, and software usage are clearly denoted in a prominent place that’s accessible to all users.

If your organization could benefit from outsourced management of your IT infrastructure, 24/7/365 monitoring of your network, superior cybersecurity services, cloud computing, and onsite support as needed, give DataGroup Technologies a call at 252.329.1382! We’d be more than happy to partner with you!

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What Is IT Compliance? Here’s What You Need To Know

What Is IT Compliance? Here’s What You Need To Know

What Is IT Compliance? Here’s What You Need to Know

Any business that promotes and performs digital services, has an online identity, or uses electronic systems to collect and store data is required to meet certain IT compliance standards.

IT compliance regulations are designed to help safeguard the sensitive data of billions of people worldwide by providing security for consumer data, the regulations to secure it, and regulatory compliance to oversee businesses.

Without IT compliance standards and guiding regulations being put in place and enforced, data breaches are more likely to occur, resulting in the loss of financial and sales data, leaks of clients’ private information, and even drained bank accounts which could sink businesses and ruin lives.

Although many of these regulations are mandatory by law, IT compliance standards also incorporate a number of information security best practices which can benefit your organization beyond merely the specified requirements.

Most of these regulations originated in the mid-to-late 1990s, after the Enron scandal revealed how easy it was for corporations to manipulate data for illegitimate gain. As access to and use of technology for all purposes grew, so did the number of ways in which companies could exploit it. As a result, there are now many regulatory bodies around the world that issue rules affecting technology and all of its uses.

Standards for IT compliance can vary greatly by industry, the size of the business, its geographical location, and even the types of customers it serves.

Specific guidelines are laid out for each rule within the standards so that organizations clearly comprehend how to comply. In order to avoid noncompliance with these regulations, every rule must be followed to the letter.

As such, meeting IT compliance standards demands careful planning, defining policies and procedures, and executing them precisely. Failing to comply with these requirements can cost a company millions of dollars in fines and runs the risk of incurring other penalties as well.

Recent trends – such as Bring Your Own Device (BYOD) policies and the increasing prevalence of Internet of Things (IoT) devices – have made IT compliance burdensome and bewildering for many organizations. In an effort to achieve and remain in compliance, companies often employ specialized digital tools to continuously identify, monitor, audit, and report adherence to standards.

The role of IT compliance continues to grow, as the electronic sharing and storing of information has an impact on departments such as finance, human resources, and operations – all of which depend on IT services for gathering, disseminating, and reporting data.

Given the amount of data captured and stored by companies today, IT compliance is quite possibly the most important factor in any business.

What Is IT Compliance?

By way of definition, IT compliance is the process of adhering to legal, internal, or contractual requirements for IT systems and processes with regards to the security, protection, availability, and integrity of sensitive data.

Compliance regulations are often centered around the requirements of a third party, such as industry standards, government policies, security frameworks, and terms of agreement with clients and business partners.

In essence, IT compliance involves taking appropriate control of businesses’ or clients’ information, including how it’s obtained and stored, how it’s distributed internally and externally, and how the data is secured.

Being compliant with a particular set of standards means that all relevant aspects of the business required to conform to those standards actually do so, and that the company can definitively prove that fact.

Who’s Responsible for Meeting IT Compliance Standards?

While the framework of IT compliance regulations is established by third parties, companies are responsible for their own IT compliance measures.

Organizations are not only charged with defining, documenting, and analyzing the processes to be adhered to, but also ensuring the availability of information and defining the rules of internal and external communication.

Ensuring that all applicable requirements are implemented in accordance with the rules lies with the individual or department tasked with IT compliance management. This is also where it’s determined which requirements apply to the company in the first place, as well as how they can be implemented in the best way possible. In addition, IT compliance management is tasked with keeping up-to-date on changes in legislation and ensuring that any necessary adjustments to IT are made in a timely manner.

While some companies utilize compliance management systems or software, others may choose to employ a dedicated compliance officer. Both options are intended to ensure proper compliance with and monitoring of the agreed-upon processes and rules.

 

What Is IT Compliance? Here’s What You Need To Know

BENEFITS OF IT COMPLIANCE

What Is IT Compliance? Here’s What You Need To Know

Avoid Fines and Penalties

Organizations found to be in breach of IT compliance requirements can expect to face steep financial penalties for violations, as well as legal ramifications and other aggressive enforcement actions – especially following a data breach.

What Is IT Compliance? Here’s What You Need To Know

Protects Your Business’s Reputation

A single data breach can cause considerable harm to your company’s reputation. It creates the impression that your business can’t be trusted and doesn’t take the appropriate steps to protect the privacy and security of its customers. If customers feel like they can’t trust you with their sensitive information, your business is doomed! By adhering to IT compliance standards, you’re positioning your business to be better protected against data breaches while simultaneously safeguarding the privacy of your customers, clients, employees, and the business itself.

What Is IT Compliance? Here’s What You Need To Know

Puts You in Good Company

Many organizations have invested significant time and resources to achieve and maintain compliance with industry-specific guidelines with regards to data security – accordingly, they may be reluctant to partner with organizations that haven’t done the same. Maintaining IT compliance assures prospective partners in your industry that you’ve done your due diligence to secure the data you collect. In doing so, you’re projecting your company as an industry leader when it comes to security and a reputable partner in business.

What Is IT Compliance? Here’s What You Need To Know

Builds and Maintains Customer Trust

Modern consumers want reassurance that any personal or financial information they hand over to your business will remain protected. Any proof otherwise will scare away prospects, current clients, and even employees. When your organization proves itself capable of meeting lofty standards concerning digital security and privacy (even those that aren’t specifically required by law), your current customers will feel more secure when using your services and you’ll be more likely to win new business with security-minded customers.

What Is IT Compliance? Here’s What You Need To Know

Enhanced Cybersecurity

Any company entrusted with collecting and processing customer information must be vigilant to ensure that this confidential data remains confidential. As you begin to implement various protocols in an attempt to meet compliance requirements, you’re essentially working on shielding your network from intrusions. Most IT compliance standards are merely an extension of basic security protocols. Achieving and maintaining IT compliance can help streamline your processes, decrease the chances of outside attacks, and even deter malicious insider attempts. Complying with industry standards can also help identify any gaps in your existing IT security strategy which might have otherwise gone unnoticed.

Common IT Compliance Standards

Every state in the U.S. has data breach notification laws requiring businesses to notify customers in the event that their personal information is compromised. In addition, U.S. companies may be subject to the authority of one or more federal regulatory agencies, including the Securities and Exchange Commission (SEC), Federal Communications Commission (FCC), and the Federal Trade Commission (FTC).

With respect to IT compliance, every industry has its own set of unique requirements. As such, there’s no single IT compliance standard for all businesses. In some instances, an organization may have to adhere to several different types of compliance regulations, depending on the industries within which the business operates.

Compliance requirements can vary tremendously from state to state, and some apply regardless of whether your business is located in the state. For example, both the California Consumer Privacy Act and the NYDFS Cybersecurity Regulation impose requirements that can pertain to a business in any state, provided that it deals with data relating to these acts.

In addition to federal, state, and local government agencies, any organization charged with protecting data in order to ensure its confidentiality, integrity, reliability, or availability is likely answerable to IT compliance regulations. This last group includes most employers, colleges, and universities.

Businesses most commonly affected by IT compliance – and most in need of setting up a framework for compliance – include financial institutions, retailers, e-commerce, healthcare and health insurance, other insurance institutions, banking, defense, utilities, and credit card issuers. Strict compliance requirements also apply to critical infrastructure in sectors such as energy, government, food, transportation, information technology, telecommunications, and media.

Let’s take a look at some of the most common IT compliance standards to help you determine which regulations may apply to your organization:

What Is IT Compliance? Here’s What You Need To Know

Health Insurance Portability & Accountability Act (HIPAA)

This government-mandated compliance standard applies to hospitals, clinics, health insurance providers, employers that offer health insurance to their employees, and any organization that stores, collects, transfers, accesses, or otherwise handles healthcare data.

Failure to comply with HIPAA requirements can tarnish a company’s reputation, result in steep fines, and even bankrupt an entire organization.

Key standards enforced by HIPAA include:

  • Maintaining privacy regulations that restrict the disclosure of healthcare information without first obtaining the patient’s consent
  • Ensuring that businesses rigorously secure any files containing electronic protected health information (ePHI) by implementing administrative, physical, and technical structures preventing unauthorized individuals from accessing patient data
  • Implementing a notification system that immediately alerts businesses and patients in the event that a security breach or threat occurs
What Is IT Compliance? Here’s What You Need To Know

Payment Card Industry Data Security Standard (PCI DSS)

This set of regulations was initiated by MasterCard, Visa, and other credit card companies in an attempt to minimize financial fraud by better securing customers’ credit card information.

Any business that stores, transmits, or processes customers’ credit or debit card data and payments must act in accordance with the rules governing those practices and operations as outlined in PCI DSS.

Compliance with this standard results in greater transparency and increases the trustworthiness of businesses managing these types of transactions, assuring customers that their financial information is protected and they can safely make purchases. Conversely, failing to adhere to PCI DSS requirements could subject a company to substantial financial penalties.

While this particular compliance standard isn’t government-mandated, it’s one that most businesses are compelled to meet. This is because major credit card companies like Visa and MasterCard require businesses to have PCI DSS validation.

In order to meet the requirements of this standard, businesses must develop robust systems and processes for hosting and protecting customers’ financial information. Monitoring accounts and being constantly on the lookout for potential security threats is one way of achieving this. Another option is to implement granular controls which limit who can access different parts of a customer’s account. Limiting access prevents unauthorized individuals from accessing the account information that can be used to steal customers’ identities.

What Is IT Compliance? Here’s What You Need To Know

Sarbanes-Oxley Act (SOX)

In the wake of the Enron incident, U.S. Congress passed this federal law for the purpose of overseeing how organizations handle electronic records, data protection, internal reporting, and executive accountability.

SOX ensures that companies reveal complete and accurate financial information so stakeholders and the general public can make informed decisions before choosing whether to invest in the business. In addition, this compliance standard helps minimize the risk of accounting errors and deter fraudulent practices.

Any publicly traded company or business making an initial public offering (IPO) is required to meet this standard. Company boards, management personnel, and accounting firms are also bound by SOX. Failure to comply can result in stiff criminal penalties.

In terms of network compliance, SOX deals with policies regarding where data is stored, establishing access controls, and the flawless installation of backup procedures.

What Is IT Compliance? Here’s What You Need To Know

Federal Information Security Management Act (FISMA)

Established in 2002, FISMA establishes a minimum requirement for federal agencies developing data protection plans, promotes certain types of security software and systems, verifies third-party vendors, and accounts for the different security needs of various governmental departments.

Essentially, the act demands that federal agencies treat information security as a matter of national security. While government agencies must adhere to FISMA compliance standards, businesses that work with government agencies may also need to be aware of these regulations. Failure to comply with FISMA can result in loss of federal funding and inability to enter into government contracts.

What Is IT Compliance? Here’s What You Need To Know

General Data Protection Regulation (GDPR)

This regulation applies to any organization – public or private – that collects and processes the personally identifying information of any European Union (EU) citizen or resident. Any company, regardless of its geographical location, that wishes to do business in the EU or handle the personal or financial data of people from the EU must comply with GDPR standards.

According to the GDPR, organizations must first ask the permission of “data subjects” (i.e., EU citizens or residents) before collecting their personal data. This offers users the opportunity to opt-in or opt-out of data collection. If the individual opts out, the organization must delete any previously collected information.

What Is IT Compliance? Here’s What You Need To Know

Gramm-Leach-Bliley Act (GLBA)

Enacted in 1999, the GLBA requires institutions to inform customers of their privacy policies on an annual basis, particularly in regard to how information is shared with certain third parties. Organizations are compelled to give customers the opportunity to opt-out if they don’t wish for their information to be shared. In addition, companies must disclose what measures they’re taking to safeguard the personal data of their customers.

Financial institutions – such as banks, savings and loans, credit unions, insurance companies, and financial advisory firms – as well as accountants, real estate agencies, and universities are all subject to GLBA regulations.

The three “rules” of the GLBA include: financial privacy (how institutions can collect and share private financial information); safeguarding (how institutions must implement security measures to protect client information against cybersecurity risks); and pretexting (this prevents businesses from collecting data under false pretenses).

What Is IT Compliance? Here’s What You Need To Know

Final Thoughts

There are a number of challenges associated with IT compliance. Following these tips can help your company avoid the extravagant fines, penalties, and other legal consequences associated with noncompliance:

  1. Educate your employees on all aspects of data privacy and provide them with the tools they need to protect sensitive data.
  2. Provide mobile and remote employees with laptops and devices that contain security policies and prevention mechanisms (such as remote-wipe capabilities) in order to maintain secure access to corporate data.
  3. Put authorization mechanisms in place to limit access to downloadable applications. Only allow downloads of approved software and applications.
  4. Enforce encryption for security and prevent access by devices without secure access.
  5. Utilize only secure and modern cloud storage solutions.

Ensuring that your organization achieves and maintains IT compliance begins with identifying the regulations that apply to your line of business. Drilling down to the areas of interest for your specific organization can help you design and implement the proper compliance frameworks. This can be a challenging and confusing process, especially if you’re inexperienced in these matters.

While it’s possible to manage IT compliance internally, it’s not the best way to go. The process is lengthy and will only serve to distract you from your core business responsibilities. Why go through all that stress when you can outsource this service for just a fraction of your IT budget?

At DataGroup Technologies, compliance is more than a service we provide – it’s woven into the fabric of all of our IT solutions. We can help you build an IT environment that not only supports your business’s growth but meets the necessary IT compliance standards as well.

Reach out to us today at 252.317.0614 or drop us a line here to see how we can help you #SimplifyIT!

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What In The World Is Ethical Hacking?

What In The World Is Ethical Hacking?
What In The World Is Ethical Hacking?

What in the World Is Ethical Hacking?

The term “hacker” originated in the 1960s at MIT to describe computer experts who applied their skills to redevelop mainframe systems, boosting their efficiency and enabling them to multi-task.

Nowadays, the word is primarily used to identify skilled programmers who gain unauthorized access into computer systems by exploiting weaknesses or deploying bugs. They’re often thought to be motivated by malice, mischief, or money – and sometimes all three.

With the persistent popularity of the internet and the ever-expanding evolution of e-commerce, malicious hacking has become the most widely recognized form, a perception supported by its portrayal in various kinds of news media and entertainment.

That being said, not all hacking is bad. Which brings us to the second major type of hacking. Ethical hacking, in and of itself, might seem like a contradiction in terms – after all, hacking into somebody’s account or service doesn’t seem particularly ethical. But you may be surprised by the good that it can do.

Before we go further, let’s sort out the major differences between malicious and ethical hackers.

Malicious hacking is carried out in an attempt to breach the systems or networks of an organization (or individual) in order to compromise important data by stealing it, thereby tarnishing the organization’s reputation as well as its assets.

Malicious hackers, often referred to as “Black Hat” hackers, will gladly take advantage of any mistakes made by programmers during the software development process in order to penetrate the security framework of the software.

Ethical hackers, often labeled “White Hat” hackers, essentially employ the same techniques and approach the process with the same mindset as malicious hackers – the difference lies in their intent.

By definition, ethical hacking is the authorized process of intentionally bypassing the security defenses of an organization’s IT infrastructure with the express purpose of identifying any vulnerabilities, weaknesses, and other potential security threats.

Afterwards, the ethical hacker notifies the organization of any issues that they discovered while assessing the systems or network and propose solutions in order to help protect the organization’s assets from future attacks by malicious hackers.

Granting permission to have your crucial infrastructure ethically hacked by professional cybersecurity experts can go a long way toward improving the overall security posture of your organization.

Hiring an outsider to perform this service is generally preferable as it ensures that the ethical hacker uses a systematic and measured approach, thus closely mirroring what an external cyberattack might look like.

What In The World Is Ethical Hacking?

Is There Any Rhyme or Reason to an Ethical Hack?

Short answer: YES! In order to perform a hack legally, a White Hat hacker must observe and adhere to a set of clearly delineated ethical guidelines:

What In The World Is Ethical Hacking?

Key Protocols of
Ethical Hacking:

  1. Seek authorization from the organization before performing any security assessment on the system or network.
  2. Define the scope of the assessment and ensure that all work remains within the organization’s predefined legal boundaries.
  3. Report any security breaches and vulnerabilities identified during the assessment, and suggest possible remedies for resolving them.
  4. Respect the privacy of the individual or company whose system or network is being assessed. Abide by all terms and conditions of any non-disclosure agreement required by the assessed organization.
  5. After checking the systems for vulnerabilities, erase all traces of the hack. This will prohibit malicious hackers from infiltrating the system via any identified loopholes.
  6. Inform the software developer or hardware manufacturer of any security risks discovered if said risks were previously unknown.

In general, an ethical hacker seeks to answer the following questions:

  • What kinds of vulnerabilities would a potential attacker see?
  • What specific information or systems would a hacker most want to access?
  • What could an attacker potentially do with this information?
  • How many people might notice the attempted hack?
  • What is the best way to resolve these vulnerabilities?
What In The World Is Ethical Hacking?

What Are The Main Benefits of Ethical Hacking?

There are four primary benefits of ethical hacking, particularly  when compared with the disadvantages that are part and parcel of nearly all malicious hacks.

What In The World Is Ethical Hacking?

Prevent Data from Being Stolen and Misused by Malicious Hackers

Ethical hackers seek to identify and close loopholes in a computer system or network. This can help keep sensitive data from falling into “enemy hands.”

What In The World Is Ethical Hacking?

Discover Vulnerabilities from an Attacker’s Point of View

By testing a company’s security measures in a controlled, safe environment, an ethical hacker can work to detect possible entry points from the perspective of a cyberattacker. In doing so, they can address and fix any issues before a malicious hacker has the opportunity to exploit them.

What In The World Is Ethical Hacking?

Enhance Computer and Network Security

An ethical hacker can help determine which security measures are effective, which need to be updated, and which prove to be little deterrent to nefarious cyberattackers.

With this knowledge in hand, an organization can make more informed decisions as to how to enhance the underlying security of its IT infrastructure. By doing this, the organization further defends itself against would-be attackers that might seek to exploit the computer network or take advantage of mistakes made by personnel.

10 Advantages of Moving to The Cloud

Gain the Trust of Clients and Investors

Enacting improved security measures helps safeguard the integrity of customer information, including both products and data. This also helps build trust with clients and investors, the importance of which can’t be emphasized enough.

Are You Protected Against Business Email Compromise Attacks?

What Practical Advantages Can Ethical Hackers Bring To Your Organization?

They Understand How the “Bad Guys” Think

Getting inside the mind of a hacker is no easy task, even if you have a background in IT. Failing to comprehend how hackers think and what they want could be catastrophic to your business – and the bad guys are more than willing to turn your weak spots to their advantage.

White Hat hackers may be ethical in their own endeavors, but they know perfectly well how the minds of their questionable  counterparts work. They understand how hackers operate, and they can leverage that knowledge to safeguard your network against intrusion.

Why Increased Connectivity Means More Cyber Risks

They Know Where to Look

Each business network is incredibly complex, with interconnected computers, mobile devices, home-based workers, and traveling employees logging on from the road.

Understanding what to look for when assessing an organization’s cybersecurity can be challenging, but ethical hackers know where to start and where potential blind spots are likely to be lurking.

10 Advantages of Moving to The Cloud

They Can Discover Weak Spots You May Have Failed to Notice

You may believe that your network is as secure as it can possibly be, but it might have hidden weaknesses that you aren’t aware of. Those weak spots may be imperceptible to you, but a seasoned ethical hacker can recognize them from a mile away.

Pinpointing hidden weaknesses in a system’s cyberdefenses is one of the predominant reasons to enlist the services of an ethical hacker. These “good guy” hackers are experts at finding open ports, backdoors, and other plausible entry points into your computer network.

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Their Testing Skills Are Beyond Compare

Testing and retesting your network is an integral part of a successful cyberdefense, but the effectiveness of your strategy depends upon the skillfulness of the testers. If the people testing your network don’t know what to keep an eye out for, this could produce a false sense of security – and culminate in a devastating data breach.

With regard to network testing and intrusion detection, ethical hackers’ skills are unsurpassed. With years of experience scrutinizing networks for vulnerabilities, they know how testing should be carried out, and you can count on the accuracy of the results.

10 Advantages of Moving to The Cloud

They Can Help You Engineer a Reliable Network At the Outset

If you’re a newcomer to the business world, having an ethical hacker as part of your startup team can help you create a superior and more robust network from day one. Constructing a computer network with integrated security features will considerably reduce your susceptibility to breaches and data theft, and bringing White Hat hackers on board gives you an undeniable advantage.

Ethical hackers have encountered all kinds of networks, and they know how those systems should be constructed. If you want to create a network that’s fast, scalable, and impervious to hackers, these cybersecurity experts can help you accomplish it.

It might seem peculiar to welcome hackers into your company, but the right hackers can truly enhance the security of your organization and your network. Hiring ethical hackers is a phenomenal way to evaluate your cyberdefenses, so you can build a better and more secure corporate network.

What In The World Is Ethical Hacking?

Final Thoughts

Data breaches are becoming more common and costly every year. In its latest report, the Center for Strategic and International Studies stated that cybercrime costs an estimated $600 billion per year globally. Most businesses can’t afford to absorb the fines, loss of trust, and other negative impacts associated with data breaches.

With malicious hackers discovering newer ways to penetrate the defenses of networks nearly every day, the role of ethical hackers has become increasingly important across all areas.

Whether yours is a small, mid-sized, or large business, there’s always a possibility that it could fall victim to a cyberattack. Most businesses deploy some type of IT infrastructure to deliver services to their customers – whether it be computers, laptops, servers, printers, wireless routers, or (most likely) a combination of these. All these devices are in danger of being breached at some point in time by cybercriminals, unless your organization takes measures to ensure that they aren’t vulnerable to attacks. This is the critical role that ethical hackers perform.

To learn more about what DataGroup Technologies (DTI) can do to bolster the security of your organization, reach out to us at 252.329.1382 or drop us a line here.

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10 Advantages of Moving to The Cloud

10 Advantages of Moving to The Cloud
10 Advantages of Moving to The Cloud

WHAT IS CLOUD COMPUTING?

Cloud-based technology allows companies to expand their technical capabilities without the hardware hassle. Businesses that implement cloud services gain so much more than simple mobility. Moving to a secure cloud can help your business streamline its critical IT processes while simplifying business application management.

Cloud computing gives users the ability to access all the data and applications on your network by logging in from any device that has an internet connection. Programs are outsourced and reside in a secure data center rather than your hard drive.

10 Advantages of Moving to The Cloud:

10 Advantages of Moving to The Cloud

1) Cost Efficiency

Cloud technology eliminates the need for businesses to purchase and maintain additional hardware or software, greatly reducing your capital costs. With a cloud provider managing the business’s equipment, applications, upgrades, updates, patching, and all other IT processes, you’ll have more time to spend on running your business and more room in the budget to modernize and automate your processes.

10 Advantages of Moving to The Cloud

2) Flexibility

The cloud provides you the freedom to work anytime from wherever you are, as long as you can connect to the internet. In addition, many applications have been optimized for use with tablets and smartphones, so you don’t even have to carry a laptop anymore. The flexibility that the cloud offers also makes it easy to share documents with your colleagues. With software providing version control, it’s possible for multiple people to update the same document simultaneously, increasing overall productivity.

10 Advantages of Moving to The Cloud

3) Collaboration

Cloud-based workflow and file-sharing applications give teams in different locations the ability to work together more easily and efficiently. Staff can make updates in real time, see what other team members are working on, and communicate more effectively. This advanced level of collaboration speeds up projects and, ultimately, improves customer service.

10 Advantages of Moving to The Cloud

4) Security

The cloud service provider is responsible for maintaining all hardware, software, and networks in the cloud. A team of IT professionals ensures that equipment and applications are upgraded regularly, updated in a timely manner, patched when appropriate, and outfitted with the latest security measures. In addition, the cloud utilizes data encryption to ensure that anyone not authorized to access your data is prevented from doing so.

10 Advantages of Moving to The Cloud

5) Mobility

With cloud technology, you can provide total access to employees who work remotely or those who travel regularly, as well as individuals who work on a freelance basis. This increased flexibility allows employees to work on the go or from home, using their desktops, laptops, smartphones, and tablets.

10 Advantages of Moving to The Cloud / How to Protect Against Spear-Phishing Attacks

6) Scalability

Most cloud computing programs and applications operate on a subscription-based model. This allows your business to scale up or down according to your needs and budget. This level of agility gives businesses using cloud computing a huge advantage over their competitors.

10 Advantages of Moving to The Cloud

7) Data Backup & Recovery

With robust disaster recovery solutions in place, you don’t have to worry about data loss – even if your laptop, smartphone, or tablet is stolen, damaged, misplaced, or it malfunctions. You can quickly regain access to data using any computer or laptop with an internet connection. Daily data backups and recoverability tests ensure business continuity in case of an emergency.

10 Advantages of Moving to The Cloud

8) Competitiveness

Migrating to the cloud gives businesses of all sizes access to enterprise-class technology. Cloud-based business applications allows smaller businesses to compete with bigger, more established competitors, all while remaining lean and nimble.

10 Advantages of Moving to The Cloud

9) Environmentally Friendly

Since additional hardware and other physical products aren’t necessary, your business will help reduce environmental waste by operating in the cloud. This change will also likely decrease the production of paper waste. Not only are you cutting company expenses and freeing up physical space, you’re also empowering your employees to adopt a more proactive environmental approach.

Are You Protected Against Business Email Compromise Attacks?

10) Easy Implementation

A cloud service provider will work with you to outline your technical and business goals. This helps them to better understand which cloud services are right for you. From there, the provider will develop a plan and timeline to move you to the cloud. Preparing for your business’s transition to the cloud is pretty simple. You might want to consider upgrading your network bandwidth in advance of the move, as cloud computing can put a strain on local internet connections. You won’t need to hire additional staff to help with the transition. The cloud service provider will handle the move from start to finish.

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How to Secure Your Business Website in 2022

How To Secure Your Business Website In 2022
How To Secure Your Business Website In 2022

How To Secure Your Business Website In 2022

If you have a booming business website that’s raking in profits and helping you establish your brand, that’s great! However, you still need to make sure your site is protected from hackers and trolls who might want to tarnish your image. To ensure continued success and prevent bad actors from appropriating your intellectual property, follow these tips to help better secure your business website.

Are You Protected Against Business Email Compromise Attacks?

What Is Business Email Compromise?

According to TechRepublic, business email compromise (BEC) is “a sophisticated scam that targets companies and individuals who perform legitimate transfer-of-funds requests.”

Through the use of social engineering or malware, cybercriminals will masquerade as one of the individuals involved in these money transfers to trick the victim into sending money to a bank account owned by the cybercriminal. Once the fraud is exposed, it’s often too late to recoup the money. Scammers are quick to relocate the money to other accounts and withdraw the cash or use it to buy cryptocurrencies.

However, the scam is not always associated with an unauthorized transfer of funds. One BEC variation involves compromising legitimate business email accounts and requesting personally identifiable information (PII), wage and tax settlement (W-2) forms, or even cryptocurrency wallets from recipients.

Business Email Compromise Attacks – Managed IT Services vs. In-House IT Specialists

How to Protect Your Business Against BEC Attacks

In the public service announcement, the FBI offers several suggestions for businesses to adopt to better protect against business email compromise attacks.

  • Use secondary channels (such as phone calls) or multi-factor authentication to validate requests for any changes in account information.
  • Ensure that URLs in emails are associated with the businesses or individuals from which they claim to be originating.
  • Keep an eye out for hyperlinks that contain misspellings of the actual domain name.
  • Steer clear of providing login credentials or PII of any sort via email. Bear in mind that many emails requesting your personal information may appear to be legitimate.
  • Verify the email address used to send emails – especially when using a mobile or handheld device – by making sure the address appears to match that of the purported sender.
  • Enable settings on employees’ computers to allow full email extensions to be viewed.
  • Monitor your personal financial accounts routinely for irregularities, such as missing deposits.
Are You Protected Against Business Email Compromise Attacks?

What to Do If You or Your Company Should Fall Victim to a BEC Attack

According to TechRepublic, business email compromise (BEC) is “a sophisticated scam that targets companies and individuals who perform legitimate transfer-of-funds requests.”

Through the use of social engineering or malware, cybercriminals will masquerade as one of the individuals involved in these money transfers to trick the victim into sending money to a bank account owned by the cybercriminal. Once the fraud is exposed, it’s often too late to recoup the money. Scammers are quick to relocate the money to other accounts and withdraw the cash or use it to buy cryptocurrencies.

However, the scam is not always associated with an unauthorized transfer of funds. One BEC variation involves compromising legitimate business email accounts and requesting personally identifiable information (PII), wage and tax settlement (W-2) forms, or even cryptocurrency wallets from recipients.

Are You Protected Against Business Email Compromise Attacks?

What to Do If You or Your Company Should Fall Victim to a BEC Attack

Cybersecurity has never been more important. We live in an increasingly connected world, which enables cyberattackers to constantly find new ways to carry out digital attacks. Even the most vigilant business owners and IT managers can become overwhelmed with the stress of maintaining network security and protecting their data.

These increasingly advanced cyberattacks create unprecedented situations of data breach and money extortion. The tools that hackers use are getting smarter and stronger every day. If you’re not proactive about protecting your network, your business will become a target of cybersecurity attacks.

DataGroup Technologies, Inc. (DTI) offers a wide variety of cybersecurity services to help protect your business from cyberthreats, including security risk assessments, email security solutions, web/DNS filtering, next-generation firewalls, network security monitoring, operating systems/application security patches, antivirus software, and security awareness training. If you’re not 100% certain that your business is protected from cybercriminals, contact us today at 252.329.1382 or message us here to find out more about how we can help #SimplifyIT for your business!

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