SmallBizIT

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Is It Worth Fixing My Aging Office Computer?

If your trusty office PC has started showing its age, with more issues cropping up lately, you may be wondering if it’s finally time to say goodbye to your old friend. Or could some TLC in the form of repairs get it back in the game?

We are often asked to help clients make this decision. Several important factors must be considered when determining the best path forward.

How Old Is It Really?

While it may seem like you just bought it yesterday, some computers have relatively short lifespans in technological terms. If your machine is more than 7 years old, it’s likely well past its prime. Parts can become difficult to source, and repair costs may exceed the original value.

What Issues Are Cropping Up?

Minor glitches that cause annoyance but don’t hamper use, such as a faulty keyboard, can often be fixed for $50-$150. On the other hand, multiple hardware failures, a dying motherboard, or other major component replacements indicate deeper underlying issues. For problems of that magnitude, repairs may run to 50%-75% of a new comparable model.

Will Parts Be Readily Available?

Specific key components may go out of production after a few years, especially with aging laptops. If it’s determined that your motherboard, screen, or other vital piece needs swapping out, there’s a good chance we won’t be able to get a replacement. This significantly increases repair costs and turnaround time, due to custom orders or used-part sourcing.

How’s the Performance Over Time?

Modern computing demands continue to grow exponentially with each passing year. If your PC has been steadily slowing down over the last 6-12 months and is struggling to run even basic tasks, it may be time for an upgrade.

What’s Your Budget Situation?

For clients on a tight budget, we’re always willing to thoroughly diagnose issues and provide affordable repair options to squeeze out a little more usability from an older machine. However, if an attractive new model is realistically within your means, an upgrade may give you several more years of smooth sailing.

Let’s Diagnose Your Situation

Rather than taking guesses, we always recommend bringing your computer for a thorough diagnosis. We can carefully assess its overall condition, identify any underlying problems, provide repair estimates, and help you weigh up the costs and benefits of fixing versus upgrading based on your unique needs and budget.

With the right solution, you’ll be back to enjoying your computer for many more years to come! 

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This Familiar Pop-up Could Be Hiding a Nasty Surprise

If your business uses Microsoft 365 applications, you or your employees may have encountered a pop-up window requesting permission to access various account data.

In this article, we’ll cover choosing the safest option next time you encounter this pop-up.

What Is the “Permissions Requested” Pop-up?

This innocuous-looking window pops up from time to time within programs such as Outlook, Teams, SharePoint, and others. It prompts users to grant a specific app or add-in permission to access parts of their Microsoft account.

Users are quick to press the Accept button to remove the pop-up; however, as with any unsolicited request, caution is key, especially considering the sensitive nature of the business data in your Microsoft 365 account.

Understanding the Dangers of Overly Broad Access

At first glance, a request for permission may seem minor or necessary to use a certain program feature, but have you considered what exactly you may be granting access to? And more importantly, WHO are you granting it to?

You could be granting a third-party the ability to:

  • access all files within your account, both reading and writing;
  • read all of your emails and send emails as you;
  • read and modify any calendar you have access to;
  • read all of your contacts;
  • read Teams chat messages;
  • read all full user profiles within Microsoft 365;
  • and much more.

By approving these requests without understanding, you could unwittingly hand over control of your entire Microsoft environment and any contained data to an unknown third party. They would have ongoing access, potentially even after the app is removed.

Legitimate Uses

Certain apps and add-ins within Microsoft 365 do have legitimate integration needs. For example, your job scheduling CRM may require calendar and email access.

A project management tool allowing teams to collaborate directly within SharePoint may also need permission to upload files on behalf of users.

In these cases, granting an appropriate amount of permission makes sense.

What to Look For in a “Permissions Requested” Pop-Up

The key is to carefully review the proposed permissions for all external apps and add-ins, and understand precisely what access is required.

For example, reviewing the name of the requesting app or add-in can help determine if it’s something your company has purposefully installed or a potentially suspicious third-party program. If it says “Unverified” or “This app may be risky,” it might be best to press the Cancel button for now.

Check which specific permissions are being asked for. Does it make sense for a graph-making add-in to ask for full access to your emails and their contents? Probably not.

Checking with Your IT Team

If any aspect of the request seems ambiguous, vague, or overly broad in scope, it’s always best to approve it only once it can be validated by your company’s IT staff or managed service provider.

Their oversight helps ensure all access to Microsoft 365 data aligns with approved usage policies and does not inadvertently enable unauthorized or unintended access that could pose future risks. Even if it requires delaying approval, taking these extra precautions is well worth it to help maintain a secure environment.

After all, it’s much easier for your IT staff to investigate before sensitive data is exposed than to deal with potential security issues or breaches later. you can also purchase your Microsoft 365 license through CPI Networks and let us be the administrators to ensure these kind of requests are legitimate.

If you have any questions or are concerned that you may have given an App too much access in the past, reach out to us at (416) 645-2469, (905) 667-0441 or email us.

 

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When Your IT Goes Wrong, Who Do You Call?

It’s a Wednesday afternoon, and you’ve just sat down to focus on an important project. But suddenly, you notice your internet connection isn’t working. A few minutes later, the printer on the other side of the office starts beeping with an error. Then, a pop-up appears on your computer saying your antivirus subscription needs to be renewed.

You sigh in frustration. Not again! In the back of your mind, you see the notification from last week that your backup failed, but you haven’t had time to look into it.

Who do you even call for these issues? Which company provides your internet? Is it the one that also sets up the printer? Or did you get them from separate vendors at different times? You can barely remember all the various IT products and services you use on a daily basis, let alone who’s responsible for each one.

It’s a common dilemma business owners face. Over the years, technology solutions have been patched together from various sources, but now, when problems crop up, you’re left scrambling to determine who handles what.

When multiple providers are involved, finger-pointing becomes common. “It’s not our problem; you need to call someone else.” This runaround can drag problems out for days or weeks.

Wouldn’t having one trusted IT advisor on your side be a relief, rather than frantically searching for answers when problems strike? Imagine this: instead of making call after call, you open an app on your phone and quickly send a message explaining the issue. Then, you can relax, knowing CPI Networks is already working to resolve it.

CPI Networks is trained to see the bigger picture of your entire technology ecosystem. They can work with you proactively to design integrated systems that work as a cohesive unit, eliminating compatibility issues caused by patchwork solutions over time. And with 24/7 monitoring, CPI Networks is often alerted to problems even before they affect you.

Rather than waiting for problems to disrupt your work, CPI Networks shifts you to a proactive model where they work behind the scenes to pre-empt as many issues as possible, so there is no more feeling stressed each time a new pop-up or error message appears!

Imagine your busy day without worrying about when the next IT glitch may strike. With CPI Networks as a dedicated MSP partner, you can gain that peace of mind.

Contact us today at (416) 645-2469, (905) 667-0441 or email us to find out how CPI networks can help tame your technology problems. 

 

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The Power of Rebooting: Your Quick Fix for Tech Troubles

As the stereotype goes, when you report a problem to your IT team, their first question is often, “Have you tried turning it off and on again?” While it might seem annoying, the reality is that many issues can indeed be fixed with a reboot. The longer you keep your computer running without a restart or shutdown, the higher the chances of encountering problems.

Over time, it’s normal for a computer to exhibit decreased performance when left running without a restart for a long time.

This phenomenon occurs because a reboot effectively frees up memory space, restarts frozen applications and eliminates temporary files accumulated from various software applications.

A computer restart can also be a solution for network drive-related problems. If you encounter difficulties in connecting to one or all of your network drives, performing a computer reboot forces it to make another connection attempt.

Rebooting your computer also resolves problems related to freezing or unresponsive applications. In cases where your computer becomes unresponsive, and you can’t access the start menu to perform a restart, you can manually power it down.

This process is done by pressing the power button for eight seconds until it turns off and then pressing the power button again to restart it.

Whenever you install a Windows update, it is essential to restart your computer as the changes may not have taken effect, and you may only be protected once you do.

Frequently rebooting your computer, especially when encountering the described problems, can significantly reduce IT support inquiries.

It streamlines troubleshooting for your IT team, as they will know that a reboot has been attempted before seeking their assistance. And, perhaps most importantly, being able to confidently respond with “Yes, indeed!” when asked, “Have you tried restarting your computer?”.

Are issues still persistent in your computer after a reboot? We can help! Contact us today at (416) 645-2469, (905) 667-0441 or email us.

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6 Fresh Ways to Mark National Computer Security Day

Not worrying about bad actors infiltrating business technology would be a cause to celebrate, but that’s not a reality. So, instead, National Computer Security Day reminds us to promote computer security.

As technology advances, securing electronic devices and online systems grows more complicated. We now have October as Cybersecurity Awareness Month to encourage education and motivation. Also, since 1988, November 30 has been devoted to keeping online data safe and secure.

National Computer Security Day can remind staff about digital threats and best practices. For example, every business employee should:

  • use strong passwords;
  • protect their devices;
  • install updates and patches to secure against vulnerabilities.

Still, staff may not welcome more training on security procedures and protections. Counter their cybersecurity fatigue with these fresh ways to keep security awareness top of mind.

#1 Try trivia

Cybersecurity is not trivial, yet you can organize a cybersecurity-themed trivia quiz to gamify your information sharing. You might ask questions about online safety, best practices, or recent breaches, and offer prizes to the winning team.

Questions might include:

  • What’s a common two-factor authentication (2FA) method aside from SMS codes?
  • What type of malware encrypts your files and demands a ransom for their release?
  • What term describes the manipulation of individuals into revealing personal or confidential information?
  • What is the purpose of a virtual private network (VPN)?
  • Name one popular piece of antivirus software.
  • Name a recent high-profile data breach or cyberattack on a well-known company.

 

#2 Offer free lunch

 

Promote participation in cybersecurity by inviting employees to attend a lunch ‘n’ learn. Plan an interactive workshop and woo them with free food. Have hands-on activities addressing passwords and authentication, malware and viruses, or incident response.

 

#3 Set up a scavenger hunt

 

You might do this around your office or set one up online. Set up prompts to identify security threats, recognize phishing, or locate cybersecurity resources. Before awarding prizes, discuss correct answers to challenges and provide insights on cybersecurity.

 

#4 Put together an escape room

 

Like the scavenger hunt, you could set up an escape-room challenge. Have teams solve cybersecurity puzzles and complete tasks to protect their digital identity. Time the different teams and award prizes to the fastest escapees.

 

#5 Host a movie night

 

Show a cybersecurity-related movie or documentary after hours in the office. Provide popcorn while you show The Social Dilemma (2020), Cyber Crime (2019), or WarGames (1983), then have a brief discussion of the film afterward.

 

#6 Send out cybersecurity quizzes

 

Throughout the day, send out fun, informative quizzes. Every quiz completion can count as an entry in a raffle towards top prizes. Tailor your short, multiple-choice quizzes to your employees and industry.

 

Prioritize Ongoing Cybersecurity

 

Marking National Computer Security Day in one or more of these ways is great, but you should continue the cybersecurity conversation all year round. A managed services provider can help you stay ahead of cyber threats. We’ll review your cybersecurity posture regularly.  Call us at (416) 645-2469, (905) 667-0441 or email us.

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Neglected Software Vulnerabilities and Their Costs

Cyber insurance is essential for the internet-connected business. Yet, when was the last time you reviewed your policy? You may find new text outlining coverage for neglected software vulnerabilities. You may not even know what that involves. This article explains these vulnerabilities and how to avoid their associated costs.

Cyber insurance typically helps cover the costs associated with the following common risks:

  • network security failure;
  • class action litigation;
  • regulatory fines related to violating standards or privacy legislation;
  • business interruption.

Still, cyber threats always evolve. As a result, insurance companies continually rewrite their policies to cover risk areas. More insurers are adding neglected software vulnerabilities to their policies. Here’s what that means for your business.

 

What is a neglected software vulnerability?

 

Keeping your software current is an important best practice. It’s your responsibility to check for vulnerabilities and protect your systems. The National Vulnerability Database (NVD) informs businesses globally of known threats and patches available.

Patching the vulnerability helps prevent business losses, yet you may not be able to do so right away. You may need to test the update’s compatibility and capacity before installing it.

Still, once the NVD publishes a vulnerability and its patch, many insurers give you 45 days. If you fail to address a known threat, that’s considered neglect. The longer you neglect that vulnerability, the more responsibility you’ll bear.

The costs of a neglected software vulnerability

Software vulnerabilities can lead to network failure, business interruption, and liability. You could end up needing to cover:

  • IT forensics;
  • data restoration;
  • legal expenses;
  • lost profit;
  • credit monitoring and identity restoration;
  • expenses for implementing workarounds.

Yet insurers cover neglected software vulnerabilities on a sliding scale. Once you know about a vulnerability, you’re expected to patch it. So, the longer you wait, the more you’ll pay.

Chubb, for example, shifts more risk to their policyholders after 46, 91, 181, and 366 days. The limit of insurance covered might start at $1,000,000 with zero percent coinsurance costs. For neglected exploits 46-90 days old, the coverage falls to $500,000, and coinsurance increases to five percent.

 

Addressing software vulnerabilities

 

Cybercriminals continue to exploit publicly known vulnerabilities. Why? Because organizations continue to neglect patching and upgrading against known security risks.

Your attack surface grows when your business adds applications, merges with another organization, or allows employees to bring their own devices to work. Using legacy software that has reached it’s end of life can also leave you vulnerable.

Scanning your software for vulnerabilities could expose many risks. You may need to prioritize which to patch first. It can help to consider which ones pose the greatest risk to your mission-critical systems.

Lack the expertise to detect and mitigate vulnerabilities? CPI Networks can help keep your software up to date to prevent exploitation.  Call us at (416) 645-2469, (905) 667-0441 or email us.

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Free Yourself from Daily IT Distractions

Everyone who runs their own company knows the constant challenge of wearing many hats and trying to manage everything yourself. As much as you’d like to focus your time and energy solely on core business operations that drive revenue, other ancillary tasks often demand attention too, and keeping IT systems running smoothly is a frequent culprit.

Between the minor daily issues, users face implementing new infrastructure or software projects, security maintenance, backups, and disaster recovery planning, it’s easy for even basic IT administration to balloon into a full-time job. As a small outfit, you likely have yet to devote in-house experts or even just one employee who can handle everything. That’s where partnering with a managed service provider makes a lot of sense.

CPI Networks takes that entire IT weight off your plate by remotely monitoring, maintaining, and managing your networks, systems, security, and more, proactively addressing issues before they negatively impact your business. Here are some key ways they can alleviate the top IT pain points most small companies encounter:

Small Daily Tasks. When users constantly bother you with password resets, installing software updates, troubleshooting simple login problems, and so on, those minor interruptions throughout your day add up. An MSP handles all routine break/fix work, so trivial matters don’t waste your time.

Coverage During Time Off. Taking vacations, attending to family emergencies, or getting sick is inevitable. Still, when your only IT contact disappears even for a couple of days, problems will arise. An MSP is your always-available backup support to ensure nothing slips through the cracks.

Continuity Through Turnover. Retaining knowledgeable employees is tough, so high turnover for internal tech roles is expected. But with sensitive company data, you can’t afford disruptions from employees departing with institutional knowledge. An MSP keeps complete system documentation and access independent of individual staffers coming or going.

24/7 Monitoring. Most businesses don’t have devices and networks consistently watched around the clock. However, outages, downtime, and security breaches often happen outside office hours. 

Taking the Administrative Burden. Between ensuring backups are routinely performed, keeping security appliances and software patched, tracking software licenses, upgrading old hardware, and more, administrative IT functions multiply your plates. Having a group of certified experts take ownership of those chores allows you to rest easy.

In the end, any time you’re pulled from concentrating on direct revenue activities to stabilize unreliable infrastructure or solve technician-level issues, that’s money going out the window. CPI Networks exists to efficiently address those nagging IT problems holding small companies back.

Reach out to us today to see how we can help your business. Call us at (416) 645-2469, (905) 667-0441 or email us.

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Reasons to Rethink Your ISP-Provided Router

When you sign up with your internet service provider (ISP) you may also get a modem and router combination. It could be free, a rental, or something you buy outright. Before assuming that is the best device for your needs, weigh up these considerations.

Many ISPs provide you with a proprietary router and modem. Your internet service plan may include it for a rental fee, or you might have to pay over time to buy the device. If that’s the case, find out how much the modem and router would cost to buy outright. You might be able to buy a higher-quality device at a better price.

Other times, ISPs offer free modems and/or routers included with your plan. The price is reasonable, sure, but you could be getting a low-quality device. You might want to upgrade to a better option for not much more money.

What you need to know about modems/routers

Your small business network requires a modem, router, or combination device. The latter are growing more common.

The modem connects your small business to your ISP through a physical connection. This device translates ISP data into a format your home network devices can use.

The router creates a local area network (LAN) connecting your devices to your modem. This allows your computers, laptops, tablets, and smartphones to connect to the internet. You’ll have either a wired or wireless router.

In summary, the modem sends and receives internet signals, while the router distributes them to your devices.

What to look for in a router

Before relying on an ISP router, consider the benefits of a small business class devices.

Encourage a safer online environment for staff with features such as:

  • website filtering;
  • content filtering;
  • safe search;
  • device management;
  • reports and alerts;
  • remote management.

You can also improve network security with a router that allows you to set up a separate guest network. Provide guests with internet access without worrying they can access your private network.

You can also look for a router that supports Quality of Service (QoS). This feature allows you to allocate internet bandwidth to different devices or applications. For example, you can prioritize a work computer with more bandwidth than a gaming console.

Don’t settle for the ISP’s equipment

We’ve given you plenty of reasons to rethink your ISP’s router, yet choosing an alternative could overwhelm you. We can help you identify the right solution for your specific needs.  Call us at (416) 645-2469, (905) 667-0441 or email us.

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How to Combat Cybersecurity Fatigue

When was the last time you had to change your password or received an alert to update your device for what felt like the umpteenth time? These are minor frustrations, but ongoing IT requests can add up to cybersecurity fatigue. You can’t stop securing your tech, but you can combat employee annoyance with the process.

The need for cybersecurity isn’t going away, and the human element remains a weak link in every business’s security posture. That means we’re going to continue:

  • creating strong passwords;
  • installing updates and patches;
  • filling in multi-factor authentication prompts;
  • getting tested by social engineering attempts;
  • attending security training to ensure we know procedures and protections.

Yet it all takes time away from the work we want to be doing. Even the few seconds we wait for that push notification to arrive can feel like forever. Our impatience and annoyance grow. Eventually, it can lead to taking shortcuts or neglecting security alerts. That’s cybersecurity fatigue, and it can be a real risk to any business.

Signs of Cybersecurity Fatigue

The constancy and complexity of security measures make people feel overwhelmed or indifferent. That’s when you’re dealing with security fatigue. Signs to look out for include:

  • lack of motivation to follow security protocols;
  • careless clicking on suspicious links, downloading files, or sharing sensitive information without verification;
  • reuse of passwords or using weak passwords rather than complex and unique ones;
  • disregard for software, applications, or operating system update notifications;
  • indifference toward the need to adjust privacy settings;
  • impatience with security measures that add extra steps or delays to tasks;
  • susceptibility to social engineering techniques;
  • delays informing your tech team about incidents, waiting until the issues are critical;
  • connection to insecure networks or using personal devices for work activity.

Any of these can put the business at risk of cyberattack, data breach, or other disruption. Try the following strategies to reduce friction with cybersecurity policies and procedures.

4 Ways to Counter Cybersecurity Fatigue

The importance of cybersecurity can’t be minimized, yet adding more layers can cause fatigue to build. Instead, try these four strategies.

  1. Automate patches and upgrades. Save your employees from direct involvement in this cybersecurity effort. Instead, automate what you can, or work with a managed service provider who can take care of patches and upgrades for you.
  2. Provide password management systems. Make it simpler for your people to keep track of unique, strong passwords. Provide access to password managers such as LastPass.
  3. Choose tools that balance security and convenience. Look for ways to provide enhanced usability without compromising protection.
  4. Turn to remote management. IT pros can access and manage systems from anywhere with an internet connection. With proactive monitoring, they can identify and address potential issues before they escalate.

Partnering with a managed service provider such as CPI Networks can also help you curtail cybersecurity fatigue. We offer flexible and efficient IT support and management. Our experts can enhance cybersecurity without making your people work harder. Call us at (416) 645-2469, (905) 667-0441 or email us.

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Essentials to Know About Software Licenses

Bet this sounds familiar: A screen full of legalese opens up when you download some new software. You immediately scroll to the bottom and click “I agree.”

Most of us don’t actually read license agreements. This is not a good idea for individual use. Worse, it’s a real risk for businesses.

Even if you don’t read every one of those 60 pages in the End User License Agreements (EULA), it’s important to know the conditions for your license. You can often find this on a sales page or in a feature chart. This helps you understand the basics of your agreement.

After all, a software license legally establishes the conditions of your using that particular software program. For example, you may not be allowed to use the personal or educational license for commercial use in your business.

Why are software licenses important?

Software licenses protect the software developer or publisher and you, the user. The agreement establishes clear guidelines to help prevent misuse and copyright infringement.

You can run into legal and financial difficulties if you don’t understand the agreement; software licenses protect the developer’s intellectual property rights, after all. For example, you’ll often have to agree to a certain number of users for that copy of the software. If your license is for three users, you are risking legal ramifications if you’re using it for ten people in your business.

Keeping track of the number of people using a software license can also save your business money. You might have more licenses than users, for example, which is a waste of resources.

What else do I need to know about software licenses?

Along with rightsizing your software spending, also track renewal dates. You may have that license only for a year before you have to pay for it again. You don’t want to learn, on a deadline, that you’re locked out of essential software due to license expiration.

Different licenses will have various durations, so keep an eye out for renewal notices, and be proactive. See expiration dates as an opportunity to revisit the number of users licensed. You might also negotiate better pricing, or see this as a deadline to transition to a different program instead.

The software also reaches end-of-life or end-of-support after a set period of time. Typically, it’s ten years from its first release. You might continue using that software, but you put yourself at risk of vulnerabilities. The developer no longer patches and upgrades the software to protect it from cyber threats.

Software license best practices

Using software without a license risks fines, prosecution, and jail time. Companies such as Microsoft and Adobe will prosecute, or even pay rewards to people who report software piracy. The only exceptions are open-source software or freeware licensed for anyone’s use. Even in this case, though, it’s still important to review the sales page or features chart. It might state you can’t use that freeware for commercial use.

Try these best practices to avoid legal and financial concerns:

  • Read the agreements before you agree.
  • Don’t use software without a license.
  • Develop a process for monitoring your licenses.
  • Review your agreements, at least annually.
  • Consider partnering with a managed service provider to handle your software license management.

Our experts can help. Contact us today at (416) 645-2469, (905) 667-0441 or email us to learn more about our comprehensive services.

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