The Bay Area IT Experts

Protecting yourself isn’t simple, but there are a few time-tested rules you can live by to help fend off the threats and control your data while living in an increasingly complex world.

These rules are adapted from Brian Krebs, a reporter who has written hundreds of cybersecurity stories in the Washington Post and is an avid security blogger. We’ve added our own spin based on our experience with working with Bay Area businesses over the years.

If You Don’t Need It, or Didn’t Ask for It, Don’t Click It

Malware and other cybersecurity threats often start with an end-user doing something to get infected. Thanks to the efforts of Microsoft and security software developers, an idle computer sitting in the corner of an office at night is much less likely to be breached than a computer that a user is sitting at and actively using. Cybercriminals understand this, and they use tactics to trick users into allowing malicious software to get installed.

For instance, most malware today is distributed through email attacks, where a legitimate-looking email comes in with an innocent-looking attachment that requires the user to click on to infect the computer. Other threats come in through installing bad applications that come bundled with malware. Remember a few years ago when browser toolbars would often get installed and slow down your computer or start manipulating how your browser worked? 

While some of these threats are slowly getting weaned out of existence because the software, we generally use is getting smarter or at the very least, more security-minded, the threats are still out there. Visiting the wrong website could lead to a scareware popup stating that your computer is infected. This popup might look exactly like your antivirus, and you might make the snap-decision to install malware just because it looked legitimate and urgent. It’s really all about being aware and thinking before you click, or immediately contacting your trusted IT support before you risk being breached.

If You Did Need It, Keep It Updated

Almost all software receives occasional updates from the developer. These updates might include new features, fix bugs and compatibility issues, make the software run faster or more effectively, or patch vulnerabilities. 

I know a lot of us also get that tinge of paranoia when we learn that something we use every day has been changed. For example, when my Gmail app on my smartphone updated and moved the setting to switch inboxes from the top left of the screen to the top right, it really upset my flow. It sounds small and stupid, but it has been several months, and my thumb is still not accustomed to going in that direction when I want to switch between my accounts!

Updates are a fact of life though, and while some software updates may seem frivolous or downright annoying, much of the time there is also a security aspect that cannot be ignored.

Cybercriminals are constantly looking to exploit software vulnerabilities; and, if they can find a way to break into hundreds of thousands, or millions, of computers through a vulnerability in an application, that’s payday for them. They might not know about a vulnerability until the developer releases an update for that vulnerability, but hackers also know that most people don’t run their updates right away. This opens up a window of time where they can take advantage of a security flaw, and the longer you ignore your software updates, the riskier it gets.

This rule, like the first, applies to literally every single device you own. Your desktop, your laptop, both PC and Mac, your smartphone and tablet, your Kindle, your Switch/Playstation/Xbox, your smart appliances, and everything else that connects to the Internet. Fortunately, a lot of devices these days automatically pull their updates, but it’s always important to understand that failing to keep your Internet-connected devices updated will lead to security breaches.

If You Don’t Need It, Get Rid of It

Want to avoid having to run updates for an application or device that you don’t use anymore? Just remove it from the equation. If you installed some software to edit a particular type of file for a project and don’t need it anymore, uninstall it. If you have an old tablet you keep plugged in that you haven’t used in six months, check it and run the updates or shut it down and take it off of your network.

Remember, every single thing you put on your network; whether it be a device like a computer, printer, or smartphone, or software on one of those devices, needs to be kept updated and secure. The more you have, the more overhead there is. Simplify your life and dial back. You’ll likely find there is a lot of stuff you’ll absolutely need to have as it is, but there is likely a lot of clutter you can remove.

Of course, you don’t want to remove anything that is actually actively keeping your network and files safe, so you’ll need to evaluate and audit things carefully, which leads to the next point.

Audit Your Technology Regularly, and Keep Additions/Removals/Changes Documented

Chances are you’ve made a lot of decisions over the last few years that you don’t remember making. We make decisions every day that are, in the long run, inconsequential and forgettable. This morning I had a bagel - I don’t normally have a bagel but we had blueberry bagels and I can’t say no to blueberries… the point is, in six months, I am not going to remember this bagel. I won’t even remember capturing this historical bagel moment on this blog post. The same goes for that snap decision to install a free application that lets you edit GIF files. In 6 months, you won’t remember that it is sitting there on your computer, and possibly increasing your chances that a threat might get in.

The same goes for the hardware on your network, the settings on your server, and even the security permissions for your online accounts, such as bank accounts, email, and social media. Taking time every few months to audit everything is crucial, because a simple inconsequential adjustment can come back to bite you later.

If you stick with these four golden rules, you can prevent a lot of headaches later, and these rules have proven to withstand the test of time, and probably will continue to for a long, long time. That doesn’t mean they are the end-all-be-all of protecting yourself and your business from online threats. For more help locking down your business and preventing cyberattacks, reach out to 415 IT at (415) 295-4898.

You can also check out the blog of Brian Krebs at krebsonsecurity.com, and for more IT security news and resources, be sure to follow our blog.

Uptime: The Anti-Downtime

Obviously, if downtime is something to be avoided, uptime--the reciprocal state of operations--is to be embraced. Uptime means that all of your IT is working as intended and your staff is able to produce their greatest output. At 415 IT, we do what we can to avoid risk, and as a result, we typically focus on avoiding downtime and providing as much uptime as possible. The question becomes how often is your IT completely functional and working for you? 

The typical business has a lot of different elements working to make up their information systems. They have servers, workstations, networking equipment, printers and copiers, and much more. In fact, if each piece of your IT infrastructure has 99% uptime (they likely don’t), what are the chances that each piece is down at the same time? Uptime as a metric actually corresponds with productivity more than any other. In fact, if someone isn’t being productive when all the IT they need and use is running effectively, they are missing an opportunity. 

We work hard to ensure that uptime is maximized. We constantly monitor and manage hardware, monitor networks, and put state-of-the-art tools to work that only have one job, eliminating any downtime. That’s why it is important to define the level of success that is provided by each service and system as they are available in real-time. Think about it, if you provide an employee a workstation that routinely needs support, and another a brand-new workstation that doesn’t have any technical deficiencies, can you really expect both of them to be equally productive? 

In the IT world, uptime is the goal, insofar as it gives the end user the best chance at achieving success. 

How We Can Help Build Uptime

As stated above, our whole business model is based on the uptime/downtime paradigm shifting dramatically in our clients' favor. We try to accomplish this in several ways. These include:

• Hardware procurement - We attempt to set our clients up for success by offering reliable technology that will work to meet their needs 100 percent of the time.
• Professional installation - Not only will we help procure solid technology, our professional technicians will configure, test, and install all computers, include all necessary peripherals and ensure that each server and workstation has the working software necessary to provide maximum productivity.
• Bulletproof networking - Networking is a huge part of the modern workplace. We set up all wired and wireless network connections, routers, switches, and all other network related equipment to the highest standards. This ensures that data flow and network access are optimally set up and maintained. 
• Remote monitoring - For information systems to maximize uptime, there have to be proactive efforts made. We remotely monitor and maintain all network attached machines, eliminating any significant downtime in the process.
• Backup and Disaster Recovery - Having a redundant and actively available data backup is proven to reduce downtime in the face of a data loss scenario.
• Help Desk - If end users have problems with their individual workstations, our comprehensive help desk service is a great resource to resolve problems and reduce downtime. 

If you would like to talk to one of our expert consultants about how we can help you get control over your IT and work to reduce or eliminate the downtime your organization experiences call us with your story at (415) 295-4898.

The Simplest Strategy

If there is a single strategy to selecting files that need to be secured through backup it would have to be that you should backup all files that you will not be able to replace. That seems pretty straightforward, right? Every folder and file that you can’t replace needs to be backed up, but the question becomes why should you stop there? 

Your business’ data is one of its most important assets it has, why not just back everything up. After all, the BDR we offer has no problems mapping and backing up all of your data. We understand that some businesses just don’t have enough vital data to spend a lot on their data backup systems, but today, with all the threats out there, ensuring that your unique and sensitive data is protected has to be a priority.

The Different Backup Strategies

In the data backup and recovery space, there are several different types of backups. Depending on what you need extra copies of, and when you need those copies made, you can choose exactly what type of backup strategy to use. They include:

• Full backups - As the name implies, this is when your backup platform makes copies of all data and it’s associated configurations to one platform. This can be accomplished through network attached storage, cloud backup provider, or even by tape. The main benefit of backing up everything is that all of your data is backed up and available in one place. With a full backup, it will take a small amount of time to restore files or folders, but if you have to perform a full restore, it will take longer. It is also the costliest type of backup as it requires more storage space. Full backups, however are typically a key element in other backup strategies, so even if you suppose that taking full, periodic backups doesn’t go far enough, the first backup you take will almost always be of this type.
• Incremental backup - An incremental backup just backs up changes made to data. Being so lightweight it can be of use protecting continuously updated data. The costs associated with incremental backup aren’t at all prohibitive, and while not comprehensive, it can be a good solution for the company that creates a lot of data. 
• Differential backups - Once an organization has performed a full backup of its data, differential backups are often used to update them between full backups. Differential backups are taken by backing up only what has changed from the last full backup taken, like an incremental backup. It continues to do so until the next full backup is taken. 
• Mirror backup - A mirror backup is a backup system that is so intuitive that it actually mirrors the computing system it is backing up. This type of redundancy is copied over separately, like it is inside the system, making storage space the major consideration. On the other hand, the mirror backup has the fastest restore time. 

Backups can be set up to run weekly, daily, and as frequently as every 15 minutes, depending on the needs of the organization. 

The 3-2-1 Rule

A common, and easy-to-remember acronym, the 3-2-1 rule is a method of backing up data that will ensure that all the data you need to protect is sufficiently backed up. Here’s how it works: 

You need to keep three copies of your data, with two copies being stored on different storage media (hard disk, cloud, tape, etc.), and one copy stored offsite. This strategy is a great baseline to keep all of your data safe and available for restoration. 

If you would like more information about data backup, call our knowledgeable staff today at (415) 295-4898.