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  • Take notes the modern way with OneNote

    Take notes the modern way with OneNote

    Note-taking is a vital skill in life. Whether you’re meeting with a client or colleague or at a conference, you’re bound to list, quote, or summarize certain points in order to recall and better understand them later. Thanks to new technologies, you now have more ways to take notes than just using pen and paper. With your mobile device and Microsoft OneNote, you can easily record your notes and even customize and share them. Read on to discover how to get the most out of this app.

    Organize your digital notebook

    While both Microsoft Word and OneNote let you create text-heavy documents, they store and display saved information differently. Word displays one document at a time, while OneNote can show you all your documents at once.

    When you open the desktop version of OneNote for the first time, it shows you a default Notebook called “My Notebook.” If you want to create another Notebook, click on the < button beside the name of your current one, then choose +Notebook at the bottom of your screen.

    You can customize a Notebook by separating it into subcategories called Sections, which are like dividers in a physical notebook. For instance, you can dedicate one Section for notes regarding a particular client or product. Sections are shown as color-coded tabs along the top of the screen, next to the name of your Notebook. You can add more sections by clicking on +Section at the bottom left of your screen.

    You can add individual pages to a Section by clicking +Page, and you can use this feature to separate information. For example, you can add pages pertaining to a client’s contact details, project statuses, and billing information.

    You can rename your Notebook, or any Section or Page, by right-clicking on it and choosing the rename option.

    Start experimenting

    There’s no hard-and-fast rule to enjoy OneNote because each person’s note-taking habits are unique. It’s best to try out all the features and decide which are most useful for you. Here are some things you can try:

    • Add tags to your notes so you can search for them efficiently.
    • Instantly turn your drawings into shapes or text using the Ink to Shape and Ink to Text functions, respectively.
    • Solve equations by using the Ink Math Assistant (which can help you graph or solve math problems)./
    • Use Immersive Reader to read texts out loud.
    • Write on a web page in Microsoft Edge and save your annotations to OneNote.

    Keep in mind, however, that these work only in OneNote for Windows 10. If you’re using an older version of the app, you’ll need to upgrade to the latest version to enjoy these features.

    Share your OneNote

    So you’ve created a detailed plan for an upcoming event complete with visual pegs and handwritten instructions and you want to share this with your team. That’s as easy as pie with OneNote. Just go to the upper right corner of your ribbon, click on the Share button, and type in the email addresses of the people to whom you wish to send your notes. You can also set the sharing permissions to either “can view” or “can edit,” giving you more control over your data.

    OneNote has numerous features and it can take months for you to master all of them. Call us today, and we’ll make sure you’ll get the hang of OneNote in no time.

  • Creating a breakaway RIA? Keep these IT tips in mind

    Creating a breakaway RIA? Keep these IT tips in mind

    Here’s the scenario: you’ve worked your tail off as a RIA, and you’ve come to the point where you feel the need to move on to bigger things. You now have the experience, network, and resources you need to establish your own RIA firm. But before you get into the nitty gritty of creating a breakaway RIA, you should first understand what you’ll need for your information system.

    Big decisions need smart planning

    Building your breakaway RIA firm is a significant undertaking, but it’s not uncommon and it doesn’t have to be overly complex. In fact, most IT providers that specialize in RIAs should be able to guide you through the process. However, it will assuredly pay dividends for your transition if you first take the time to strategize the necessary IT components of your RIA firm.
    Here’s a checklist of tools and services you’ll need:

    1. A dedicated IT team

    You will need a dedicated IT team when creating your breakaway RIA. These professionals will be in charge of setting up the core of your infrastructure and should also be someone you can work with going forward. When seeking out an IT partner, you should make sure that they can provide the following:

    Related article: Hiring an IT Services Company? Here are a few things you should know.

    2. Tools for your day-to-day needs

    Your IT partner should be tasked to establish communications, digital collaboration, resource management, visibility, and control plans. These are your day-to-day tools, your essential business components that you’ll need not just to accomplish your company’s primary line of business, but also to ensure that you do so in a fiscally responsible way. For instance, your IT partner should be able to provide the following:

    • Microsoft tools like Word, Excel, Powerpoint, Outlook, and more
    • Archiving, journaling, encryption, and more
    • Secure single sign on capabilities for your cross-platform suites

    3. Backup and disaster recovery

    Backups and disaster recovery tools are necessities, and should not be left on the wayside when planning your breakaway RIA. You wouldn’t go on a long road trip without a spare tire and tools you might need in an emergency. Backups and disaster recovery tools serve a similar purpose, ensuring that your business survives setbacks on its path of growth. Here are some tools your breakaway RIA should have:

    • Data storage at multiple locations
    • A 7-year file retention policy
    • 30 day rolling backups

    4. Security and compliance

    Security is paramount in the RIA industry, as RIAs handle sensitive financial and personal information. And compliance is often seen as burdensome because it tends to make simple transactions and processes more complicated. But achieving compliance is necessary because it certifies that your business is operating in accordance with good faith practices and the law.
    Aside from built-in security and compliance features in your business tools, you should also make sure that your network as a whole has the following features:

    • Multi factor authentication
    • Data loss prevention
    • Restricted access for outsiders
    • Compliance and usage reports
    • Antivirus and antimalware
    • Mobile device management and security

    Related article: Improving RIA compliance with Microsoft Compliance Manager

    Find an IT service provider that understands the transition

    A great way to simplify your transition is by partnering with an IT services provider that fully understands the nuances of your industry. One that specializes in RIAs can give you good insight into what RIA firms go through when they start their operations. Your IT provider can also guide you in determining the right hardware, software, and infrastructure design needs within your budget range.
    Save yourself the headaches when you decide to become your own boss. Make the big move with RIA WorkSpace and ensure that all your needs are addressed without breaking the bank. Contact us to learn more about our services.

  • Why it’s time for your RIA to step up your IT security game

    Why it’s time for your RIA to step up your IT security game

    How off-the-shelf IT services and support leaves your critical data and IT at risk

    Your RIA might not have hundreds of employees, but you manage millions of dollars in assets for your clients. Its not good enough to have the kind of IT a typical business with 5, 10, or 25 employees has. RIAs like you need enterprise level security and IT systems to protect your clients and your business. The good news is, the “enterprise level” systems that used to only be accessible to bigger companies with big budgets are now also available to smaller firms like yours.

    In this podcast we discuss two fundamental problems we see with IT security at many RIAs:
    • Your IT provider might treat you like every other company with 5-25 employees. But you’re not and you need to demand higher standards to support the unique nature of RIAs.
    • Most RIAs are not using their Microsoft subscriptions to their full capacity. They don’t properly configure some of the important security features to meet their specific needs. Some even purchase third-party, sub-par tools to do what their Microsoft subscription could do if they had it set up properly.
  • Can your RIA lower cybersecurity insurance costs with advanced security and employee training?

    Can your RIA lower cybersecurity insurance costs with advanced security and employee training?

    In the face of rising cyberthreats, more and more RIAs are looking at cybersecurity insurance to protect them in the event of an attack. The insurance can be costly, however employing advanced security practices and training your employees can help bring that cost down.

    Related article: What is endpoint security and is your RIA on top of it?

    What cybersecurity insurance providers look for

    Cybersecurity insurance providers look at your RIA’s readiness to face cyberthreats as their basis for your premiums. The insurer will want to understand the nature of your business and the kinds of data you process and manage. They will especially want to understand the personal and financial information you manage for your clients and staff.

    They will also ask you about your IT security planning and history, so you should expect questions like:

    • What was your approximate IT security expenditure in the last year?
    • Do you manage your IT infrastructure in house or do you outsource it?
    • How many full-time IT security employees do you have?
    • How many employees have a dedicated IT security role?
    • What is your organization’s data retention policy?

    Also, they will likely ask you if your RIA firm is currently using any of the following cybersecurity tools:

    • Information and network security controls such as data encryption tools, multifactor authentication, firewalls, and the like
    • Ransomware controls such as email screeners, remote access tools, next generation antivirus (NGAV), endpoint detection and response (EDR), and backup solutions
    • Phishing controls such as social engineering training, wire transfer security protocols, and vendor/supplier verification protocols

    This assessment will paint a picture of your RIA’s overall security posture, which will then tell the cybersecurity insurance provider how much risk there is in insuring your firm.

    It’s important to note that some cybersecurity tools aren’t optional; cybersecurity insurance providers will recommend specific tools to your RIA before they can provide you with cybersecurity insurance. Some examples are next generation antivirus and endpoint detection and response tools that have centralized monitoring and enterprise-level activity logging features, and advanced email screening tools and practices.

    Lastly, you can expect any cybersecurity insurance provider to ask about your employee security training profile. Employees aren’t simply another line of defense when it comes to data security; they are integral to the success of any security strategy you seek to deploy. Here are some questions you should be prepared to answer:

    • Do any of your employees have IT security certifications?
    • What network security concepts do your employee onboarding and training cover?
    • Are all employees familiar with enough social engineering and phishing concepts to protect your business data?

    Related podcast: Why it’s time for your RIA to step up your IT security game

    How advanced security and employee training slash insurance costs

    Implementing advanced cybersecurity practices and tools lowers your risk for data loss and system damages in case of an attack. This, in turn, reduces your insurance premiums, as your organization is seen as being less prone to facing sudden liabilities. Therefore, improving your cybersecurity posture will bring in tangible benefits on multiple fronts.

    Also, providing ample training to your RIAs will help ensure that your security plan is given the best chance to succeed. In the eyes of a cybersecurity insurance provider, well-trained employees further reduce a company’s risk of data loss.

    Any insurance company will be more likely to extend their widest coverage to clients that exhibit these good business practices. So if you can show prospective insurance providers that you are taking proactive steps to limit your cyberthreat exposure, they will be more likely to offer lower premiums, provide better coverage, and even issue perks such as discounts or freebies from their partners.

    Partner with a trusted tech provider that specializes in RIAs

    A great way to improve your overall cybersecurity posture is to partner with a cybersecurity specialist. And it’s a plus if you can find one that is equipped and experienced with your industry’s specific requirements. In the RIA industry, it’s critical to work with an IT provider that has deep experience working with RIAs, as non-RIA providers will likely just deploy a one-size-fits-all approach that is insufficient to your needs. Worse, these basic cybersecurity providers can even hurt your RIA’s compliance posture.

    Protect your RIA from cyberthreats and lower your cybersecurity insurance in one fell swoop. Partner with RIA Workspace and enjoy the full host of benefits of working with an IT provider that specializes in RIAs. Contact us to learn more about our services.

  • Proper Device Disposal – SCAM OF THE MONTH

    Proper Device Disposal – SCAM OF THE MONTH

    Diego is trying to upgrade his laptop which meant getting rid of his old laptop. Diego bought this laptop himself a few years ago and used it for work from home activities during the pandemic. He put an ad in a social media public marketplace with the advertisement, “Selling my faithful work laptop, still works! I’ll clear all the company data when sold.” Diego’s ad got a lot of hits, and he soon had a buyer at his door. Before the buyer paid, she asked Diego if the device still had his work information on it. Diego said yes, but he would clean it off.

    Diego received the cash and said to the seller he would just need a few minutes to wipe the hard drive. The buyer said she was in a bit of a rush and would take care of that herself. The buyer did not wipe the drive and resold the laptop on the Dark Web.

    Did you spot the red flags?

    • Diego didn’t check with his supervisor before selling this device which he used for work
    • Diego advertised the computer was used for work, and had company data, attracting a shady buyer
    • The buyer insisted they would clear the data for Diego

    What you should know about this scam

    Disposing of devices properly is very important. These devices we use on a daily basis can store massive quantities of sensitive information. If the data is not properly wiped from a device, it could be easily accessible to the next person who obtains it. Even your personal devices will store YOUR sensitive information that you wouldn’t want others to have.

    A device’s hard drive is generally where information is stored. When the time comes for disposal, this information could be deleted, overwritten, or the hard drive itself could be destroyed. Electronic devices that should be considered for proper disposal include computers, smartphones, tablets, USB drives, and other backup media.

    Always check with your supervisor before disposing of a piece of equipment used for work purposes. Yes, it may be a device you purchased, but if there is a chance sensitive work data is residing on the device, management and IT should have a chance to remove that information securely.

  • BYOD Tips to improve safety

    BYOD Tips to improve safety

    Many businesses still rely heavily on landlines, which remain as one of the first points of contact businesses have with their customers. With the marriage of traditional telephony and digital connectivity comes a more affordable and reliable option: internet phones. Is this the best option for your business? Read on to find out.

    Different phone systems

    Today’s businesses still use landlines to connect with various stakeholders, such as customers, investors, and suppliers, to service their needs. However, telephony has come a long way from when it first came about in 1876. For instance, Voice over Internet Protocol (VoIP) phones have virtually unlimited reach, are automated, and are cheaper than ever to acquire.

    VoIP is a telephony solution that uses the internet instead of wired circuits to transmit data. VoIP does more than just transmit audio — it can also send a variety of data (video, multimedia, SMS, etc.) and perform other tasks as well.

    A VoIP system’s hardware (phone units, cables, CPUs, etc.) and software (one or more applications that run the system) can be either on-premises or hosted:

    • On-premises – Hardware and software are physically housed within the premises of the company.
    • Hosted – Some of the hardware, like phone units and other equipment, can be found within the premises. But most, if not all, of the software is hosted online. Service providers look after hosted systems for their clients.

    Life cycles: On-premises vs. hosted

    With hardware, it doesn’t matter whether it’s on-premises or hosted. Hardware is affected by the wear and tear stemming from daily use. Barring any accidents or physical damage, VoIP hardware should last several years.

    On the other hand, software requires regular updates. It’s worth noting that it’s faster and cheaper to update software that’s hosted in the cloud versus one that’s on premises. However, there’s not much difference in how much either one can last — software for both types of VoIP systems can last upwards of 10 years, depending on how dependable your IT support is.

    Technology today vs. before

    In the past, hardware and software were built to last. Today, they’re built to adapt and change, thanks to cloud technology.

    The effect of this shift on hardware and software is dramatic:

    Most hardware components are very similar, with replacements and upgrades coming every 5–8 years on average.

    Cloud software is faster, easier, and cheaper to upgrade than software for on-premises systems. Critical cloud updates can be released almost constantly, and a cloud system may be completely overhauled in as short as 2–3 years’ time.

    Whichever phone system you choose, it should integrate smoothly with the other systems in your business, such as email or customer relationship management software. And as your business expands, your chosen phone system should easily scale with it, too.

    Be a step ahead

    Downtime results in loss of potential sales and, essentially, wasted money. If your phone service is spotty and constantly unreliable, perhaps it’s time to switch to VoIP phones.

    Nowadays, it’s not the longevity of a tech solution that’s important, but rather staying ahead of the curve to trump the competition. Call our experts today so you can always leverage the best VoIP and other IT solutions available today.

    Published with permission from TechAdvisory.org. Source.
  • VoIP systems basics for your RIA

    VoIP systems basics for your RIA

    Many businesses still rely heavily on landlines, which remain as one of the first points of contact businesses have with their customers. With the marriage of traditional telephony and digital connectivity comes a more affordable and reliable option: internet phones. Is this the best option for your business? Read on to find out.

    Different phone systems

    Today’s businesses still use landlines to connect with various stakeholders, such as customers, investors, and suppliers, to service their needs. However, telephony has come a long way from when it first came about in 1876. For instance, Voice over Internet Protocol (VoIP) phones have virtually unlimited reach, are automated, and are cheaper than ever to acquire.

    VoIP is a telephony solution that uses the internet instead of wired circuits to transmit data. VoIP does more than just transmit audio — it can also send a variety of data (video, multimedia, SMS, etc.) and perform other tasks as well.

    A VoIP system’s hardware (phone units, cables, CPUs, etc.) and software (one or more applications that run the system) can be either on-premises or hosted:

    • On-premises – Hardware and software are physically housed within the premises of the company.
    • Hosted – Some of the hardware, like phone units and other equipment, can be found within the premises. But most, if not all, of the software is hosted online. Service providers look after hosted systems for their clients.

    Life cycles: On-premises vs. hosted

    With hardware, it doesn’t matter whether it’s on-premises or hosted. Hardware is affected by the wear and tear stemming from daily use. Barring any accidents or physical damage, VoIP hardware should last several years.

    On the other hand, software requires regular updates. It’s worth noting that it’s faster and cheaper to update software that’s hosted in the cloud versus one that’s on premises. However, there’s not much difference in how much either one can last — software for both types of VoIP systems can last upwards of 10 years, depending on how dependable your IT support is.

    Technology today vs. before

    In the past, hardware and software were built to last. Today, they’re built to adapt and change, thanks to cloud technology.

    The effect of this shift on hardware and software is dramatic:

    Most hardware components are very similar, with replacements and upgrades coming every 5–8 years on average.

    Cloud software is faster, easier, and cheaper to upgrade than software for on-premises systems. Critical cloud updates can be released almost constantly, and a cloud system may be completely overhauled in as short as 2–3 years’ time.

    Whichever phone system you choose, it should integrate smoothly with the other systems in your business, such as email or customer relationship management software. And as your business expands, your chosen phone system should easily scale with it, too.

    Be a step ahead

    Downtime results in loss of potential sales and, essentially, wasted money. If your phone service is spotty and constantly unreliable, perhaps it’s time to switch to VoIP phones.

    Nowadays, it’s not the longevity of a tech solution that’s important, but rather staying ahead of the curve to trump the competition. Call our experts today so you can always leverage the best VoIP and other IT solutions available today.

    Published with permission from TechAdvisory.org. Source.
  • Look to Microsoft Defender for endpoint protection at your RIA

    Look to Microsoft Defender for endpoint protection at your RIA

    RIAs deal with such highly sensitive information that they cannot rely on just basic data protection for their network. Sensitive data requires advanced protection, which is why many RIAs are looking for reliable endpoint security solutions that won’t break the bank.

    Endpoint security uses tools to protect data flowing between devices, computers, and external sources. Antivirus is one of the components of endpoint platforms that you might be familiar with.
    Defender is Microsoft’s endpoint solution. It is dependable and well-integrated into the other Microsoft tools you use and secures your business data with the highest levels of protection at all times. Many RIAs are already using Defender as part of their Microsoft subscription.

    Take the test: The 5-Minute IT Risk Scorecard for RIAs

    Here’s why you should consider Defender for your RIAs endpoint protection:

    Best-of-breed in endpoint security

    Top cybersecurity researcher Gartner named Microsoft Defender the 2021 leader in endpoint security because it achieved top marks in both completeness of security vision and ability to execute. Defender even outperformed some huge names in the cybersecurity arena such as McAfee, Trend Micro, VMware, and Broadcom/Symantec. Your RIA can rely on Defender to detect and stop advanced, real-world attacks including those from highly skilled threat groups that are known for using innovation, espionage, and stealth in attacking big financial institutions.

    [img src=”https://riaworkspace.bypronto.com/wp-content/uploads/sites/748/2021/07/Magic-Quadrant-for-Endpoint-Protection-Platforms.png” alt=”Magic Quadrant for Endpoint Protection Platforms”]

    Related article: Microsoft Data Loss Prevention Tools for RIAs

    Multi-platform and multi-device use

    Microsoft Defender is designed to help security professionals close security gaps for both macOS- and Linux-based servers. It also provides mobile threat defense in Android and iOS devices. Plus, Defender has features that can be used to secure unmanaged devices.

    Here are some examples of how Defender protects against various threats:

    Threat Defender Tools
    Insufficient security on unmanaged devices that connect to your network. Remote tools for your IT provider to lock or deny access to unmanaged devices so that they can be given ample security updates before they are allowed network access.
    Cyber attackers use low level malware-type attacks on computer firmware and chipsets to discreetly infiltrate your network. Unified Extensible Firmware Interface (UEFI) scanning for advanced vulnerability management and tamper protection to ensure that the fundamental components of your computers, servers, and other devices remain uncompromised.
    Employees use apps that are not approved or managed by your IT service provider (known as shadow IT) put your data at risk. Shadow IT discovery tools such as Defender’s Cloud Access Security Broker, acts as an intermediary between your users and your cloud service. This helps ensure that sensitive data stored in your cloud servers are not exposed to devices that are used in risky behavior such as shadow IT.

    Microsoft recognizes the power of collaboration, which is why they made broad solution integrations simpler than ever for Defender. Given the highly sensitive nature of RIA data, RIAs should have this tool at their disposal.

    Microsoft has also enabled integration for a growing number of security technology and managed services partners, so your RIAs will never lack the tools and support they need. It’s a great way to scale your security investments without having to acquire excessive amounts of resources and equipment.

    Protect your information system from one end to the other with Microsoft Defender. Our experts at RIA Workspace can help you get started. Contact us today to learn more.

  • The cost of a ransomware breach at your RIA

    The cost of a ransomware breach at your RIA

    A breach or ransomware attach at your RIA will result in a cost to many different sides of your business. There are some obvious impacts, but there are also some often overlooked areas that you should be aware of.

    Financial implications

    Depending on the type of breach and what was compromised, you may be facing a series of financial payments as a result.

    • You may incur regulatory fines or penalties from the SEC or other bodies
    • Ransomware payments can range from 10’s of thousands to even millions
    • An investigation into the breach, how it happened, and what was compromised may also be necessary and can be costly
    • IT costs to “stop the bleeding” and repair your systems will likely require outside consultants or specialists if your IT service provider doesn’t have the expertise to manage it themselves
    • If personal information about your clients, partners, or employees was exposed, you likely have an obligation to inform them and there may be instances where financial compensation will be required
    • You may require legal council to help manage everything

    Operational losses

    Your firm is likely to experience operational downtime due to the breach. How long and how widespread the downtime is will depend on the severity of the breach, your backup and recovery system, and the skill of your IT service provider.

    • You can experience a loss of productivity and revenue when your network is shut down
      • Ransomware can lock you out of your system for hours, days, or weeks
      • You will experience a shutdown for the rebuild of your system which can be quick if your backup and recovery is enterprise-level, or days or weeks if it’s notli>
    • The damage to your reputation will impact your client and partner confidence and could result in lost clients and revenue
    • Employees may lose confidence in the firm or move on due to the “belt-tightening” to make up for the cost of the breach
    • Many RIAs struggle to recover from a breach, leading to layoffs or even shutting down the business altogether

    The best way to minimize the cost of a breach is to not let it happen in the first place. You do that by staying on top of your security infrastructure and training your employees to spot the risks and avoid them. A good place to start is with checking your Microsoft Secure Score – Microsoft’s snapshot of how well your firm is implementing best practices. Check your score and then if you have questions about security at your RIA, contact us for a discussion or a quote today.