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 5 of the IT security features that RIAs aren’t using – usually because they don’t know about them. Or, their IT services provider isn’t aware of the unique security demands of an RIA and hasn’t enabled them.
We don’t go into the technical details in this podcast. This is for a partner or office manager who wants to understand what they can do today to maximize their Microsoft subscription and improve the IT security at their RIA.
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Top 5 IT Security Features Your RIA Isn’t Using But are Part of Your Microsoft Subscription
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Setting the 2021 IT Priorities for Your RIA
Most of us will be happy to see 2020 in the rear-view mirror. Despite the challenges, 2020 did provide some clarity for IT priorities moving into 2021. It shone light on some obvious shortcomings and reinforced the need for the average small or midsized RIA to stay on top of emerging technologies.
The good news is that technology really is an equalizer. There use to be a time when being a big firm meant you had access to technology that gave you the upper hand. That’s not the case anymore. What we like to refer to as “enterprise level” IT infrastructure and services is highly affordable and accessible even for a firm with only a handful of employees.
We’ve outlined three things (plus one bonus) that should be your big picture IT priorities in 2021. This isn’t a deep dive into the technology itself, just a high-level overview so you understand what’s out there, why it’s important for your RIA, and why you should be thinking bigger.
There is no reason to be limited by your network, security, or IT tools. In 2021 we encourage you to put the best of the best in place for your firm and get on with focusing on your clients and employees.Clean up your remote work environment
Some RIAs had a smooth transition to working from home. Others didn’t. Regardless of how easy it was (or wasn’t), 2021 will be the time to step back, evaluate how it all went, and clean up the loose ends.
2021 is also the time to think about making a remote work environment a permanent option for employees. Some people thrive in that scenario, while others will be lining up at the door to get back to the office. Being able to offer options instead of an all-or-nothing setup keeps employees happy and might help you with recruitment and growth down the road.
The top 2 things you should be looking for:
1. Can employees use the apps, files, and data at home like they do in the office?
When you log into your computer at home, it should look and function exactly the same as it does in the office. There should be no additional logins or steps to get to the apps and data you need. In fact, if things are set up properly, logging into your network from any device should give you the exact same experience. This can be managed with- A full network inventory which documents every piece of hardware your RIA owns and should be a standard part of your IT documentation and updated continually.
- Two-factor authentication can be configured to require a second step confirming your employee’s identity on any unrecognized device before it’s allowed to access your network.
- Mobile device management can give you a lot of flexibility while also protecting your RIA. You can define what devices can access your network, what data can be accessed on those devices, and establish standards for employee owned devices that access your network.
Simplify but upgrade your collaboration tools
2020 likely put your collaboration tools to a big test. And now you know what got a passing grade and what didn’t. You may even have identified a few gaps that you didn’t know existed until everyone was forced to work from home.
For a lot of RIAs, they turned to 3rd party apps for internal chats, file sharing, and screen sharing to help employees stay connected and work collaboratively. In some cases, these apps work well and make life easier. In other cases, they don’t work well, don’t play nice with the rest of your system, or even threaten your security and compliance requirements.
The top 2 things you should be looking for:
1. What tools are employees using and how are they connecting to your network and data?
Think about every time you download an app on your phone. It asks for permissions to access things like your photos, contacts, files, location etc. Business apps aren’t a lot different.Every collaboration tool you use is going to require access to some part of your network. Whether its to send messages to clients or access files to share with colleagues, that app is connected to your data and your network. That’s why you shouldn’t be relying on mainstream, consumer-grade apps to run your business. Those apps aren’t built to meet the security requirements of an RIA. Plus, they might not integrate well with the other tools you’re using, and it might be very difficult to archive or audit activity on them.
This can be managed with- Start with Microsoft. (Full disclosure, we’re big fans of Microsoft tools and platforms.) What you might not realize is that Microsoft has a full suite of collaboration tools that work in a familiar way to the other Microsoft tools you use every day, come with all the security Microsoft offers, and integrates with your other day-to-day apps. With your current Microsoft subscription, you have access to IM and chat, phone and video calls, and can work on shared files in real time through Microsoft Teams.
- Even if you don’t opt for the Microsoft tools, it’s a best practice to keep as many of these apps “under one roof” as they say. You don’t always get the best user experience when you use lots of different apps that work independently or require integrations. It can also result in some limitations or persistent problems that are difficult to resolve.
- Use advanced threat protection (ATP) to limit the apps accessing your network. Sometimes employees want to use the apps their familiar with, especially for things like messaging or chat. ATP tools let you limit what apps can access your data. So, even if employees download something like Facebook Messenger on their phone, it won’t be able to access anything on your network.
2. Can you meet compliance requirements for auditing and archiving activity on your collaboration tools?
The SEC has specific requirements for you to archive communications regardless of how it’s done. So, if you’re using IM tools for example to share information that needs to be archived, then you need to ensure that your apps will allow for that. And it’s not just about the SEC requirements, it’s a best practice for your RIA to be able to create a paper trail for all the communications and file editing your team does. For example, if there are files shared with staff in a OneDrive folder, can you tell for certain what the latest version is, who edited it, or who downloaded it? Do you have an official record of recommendations made to a client via your IM app? Are all these files archived for the right period of time with the right level of security?
Your archiving and data security go hand in hand. And it can be very complex. Some data is highly confidential and should have serious restrictions on how it’s used. Some data needs to be kept for an extended period in order to be compliant. There is a lot to manage when data is everywhere. However, it’s very possible to set up your network so this appears seamless to all your users.
This can be managed with- Data archiving moves your data (including your emails) to a separate storage location once it is no longer required for day-to-day activities. Think of this as long-term storage. You still have access to it, but if it’s an email for example, it isn’t occupying space in your Inbox. As you archive the data, you can categorize it with tags and classifications which help you manage your data retention requirements. Be sure the apps you’re using for collaboration allow you to easily archive communications and retrieve them when necessary.
- Data auditing gives you the ability to manage and monitor the history of any specific piece of data. You can, for example see who has edited, copied, or downloaded a specific file. If the collaboration apps you’re using don’t allow for auditing and archiving data, you should be looking for another solution.
- Move from OneDrive to SharePoint to share files and folders across the firm. SharePoint gives you far more advanced security features and makes auditing and archiving your data easier. While both make use of Microsoft data centers and therefore have a high level of security, OneDrive overall is designed for more of an individual consumer experience. SharePoint is designed for enterprise scenarios and comes with higher permission controls, better audit log features, and much better data loss prevention features (see the next section to learn more about data loss prevention). Don’t let any bad past experiences with SharePoint turn you away. It’s a different product then it was several years ago, and you can continue to operate like you do today with SharePoint working for you in the background.
Move to enterprise-level security (it’s easier than you think)
As an RIA, you require a more complex IT security structure than an average business of the same size. You’re managing several millions in investments for your clients, and the average IT setup for a small or midsized business doesn’t cut it. Enterprise-level security should be your biggest priority for 2021 if you haven’t already gone down this path.
“Enterprise-level” does not mean expensive. In fact, security tools like those from Microsoft are highly accessible and affordable – they simply need to be configured properly for the needs of an RIA. The big thing is you need more than just antivirus and firewalls – the hackers have gotten far to sophisticated for you to rely on just that to protect you.
The top 2 things you should be looking for:
1. Can you prevent data loss?
Data loss happens in a lot of ways. Some of it is intentional, and some of it is accidental. Regardless, the results are the same and could be catastrophic. This is especially the case if the compromised data is private or sensitive in nature like social security numbers or banking information. Loss of this data could lose you clients and credibility and result in action from the SEC.This can be managed with- Data loss prevention (DLP) tools are highly customizable and powerful tools that you should have in place at your RIA. Essentially, they let you identify sensitive information anywhere on your network – whether it’s in your email, in a SharePoint file, or shared in collaboration tools like Microsoft Teams. You work with your IT team to define what you consider sensitive information for your RIA. We’ve helped a lot of RIAs with this and there are a lot of common types of data – like social security numbers, banking information, employee personal files etc.
- Once you’ve defined the types of data you consider sensitive, DLP tools help you identify that data, monitor it, and automatically protect it. This includes the purposeful or accidental access of sensitive information. As an example, you could restrict any data that includes social security numbers from being shared, downloaded, copied, or printed.
2. Are you using the latest advanced threat protection tools?
Today’s threat are a mix of highly sophisticated attacks and old but effective tactics. One of the most fundamental things you can do, is train your employees to recognize things like phishing or websites with malware. However, it’s also important for you, as a business, to do as much as possible to limit the possibility of those employees making an honest mistake. Modern, advanced tools help you close the door to most of today’s threats.Email is one of the most common ways for hackers to access your network. It’s often (but not always) in the form of a phishing scam, which asks a user to click a link that takes them to a site infested with malware. However, it’s also common for hackers to create very convincing emails that look like they’re legitimately from a colleague, requesting money to be forwarded to a specific bank account or perform activities that give the hacker access to their login credentials. Not all phishing scams have the tell-tale signs of bad grammar and spelling mistakes anymore. They’ve gotten better.
But it’s not enough to just safeguard your email. Every “endpoint” (as we discussed earlier) that has access to you network needs to be proactively managed against those same threats.
This can be managed with- Advanced threat protection (ATP) for your email. Modern, cloud-based filtering for your email can protect you from the malware that we know about, but most importantly, can protect you against the malware we don’t know about. This is called “zero-day” protection and uses machine learning to identify the signs of something with malicious intent. If it triggers any of those signs, the email is routed to a special environment where it is analyzed further. If nothing is detected, you get the email as you normally would.
- ATP for email monitors attachments, links, and identifies phishing to help protect your RIA. It also has advanced reporting features so your IT team can closely monitor threats and trends for your organization. One of our recent blogs covers ATP for email in more detail if you want more information.
- Advanced threat protection (ATP) for all your endpoints. As we covered earlier, endpoints are all the various points at which someone can access your network. Think of all the computers, phones, and tablets used by your employees to do their work. ATP for endpoints works like ATP for email in that it uses advanced machine learning and behavioral signals to protect your entire network. Tools like this from companies like Microsoft use data from millions of end points on their servers to detect advanced threats early and make recommendations. This is the next-generation in cyber protection and includes tools that better equip your IT team if a breach were to happen.
BONUS for the early tech adopters – move to a cloud platform
Not to be confused with running your apps like Outlook and Excel in the cloud (aka a cloud workspace), a cloud platform separates your operating system, data, and apps from any local device. Everything is run on a remote server in the cloud. This has been around for a while but was complex, expensive, and didn’t always provide a good user experience. Today’s technology however makes it possible even for small or midsized RIAs.
A full cloud platform uses virtual machines (VM) which you can think of like a computer in your cloud-based server. These VMs run the operating system, deploy your apps, and store your data so the device you’re working on doesn’t have to. You can have multiple members of your team accessing a single VM to do their day-to-day activities instead of them relying on an operating system, apps, and data being available in their individual devices. The user experience is much the same as it would be for a cloud workspace.
Why would you want to go to a cloud platform like this?- Today’s rendition of a virtual desktop is best suited for RIAs who want complete mobility. You want the exact same experience on every device no matter where you’re working from.
- If you’re running legacy apps, this is a good option because it can eliminate the need to migrate that app to a more current operating system.
- You can have multi-session VMs (more than one person using a VM) which means there can be cost savings because you only pay for what you need.
Setting IT priorities for 2021
IT changes constantly. It’s important your IT tools and infrastructure don’t sit still. Your IT team should be on top of the emerging technology that best suits your RIA. And as we said in the opening of this blog, there is very little technology out there that’s exclusively in reach of only those large enterprise. Your RIA can and should have the best the industry has to offer.
If you have questions about any of these priorities or want some advice on how to implement them in your own RIA, we’re happy to help. You can fill out the form on our Contact Us page to get started. Good luck with your IT priorities in 2021. -
Know the risks from public charging kiosks
When your phone’s juice runs out and you’re nowhere near your charger, a public charging kiosk can look pretty promising. But what you might not know is that recharging phones at public charging stations can make you a victim of juice jacking.
What is juice jacking?
While newer phones can be charged wirelessly, older models still need power cords to power up their batteries. This charging method has one dangerous flaw: the cable used for charging can also be used for transferring data. Cybercriminals can exploit this flaw to commit juice jacking, or the act of using the USB data/power cable to illegitimately access phone data and/or inject malicious code into a device.
Juice jacking often happens at public charging kiosks. When you charge your phone, it is paired with a computer concealed within the charging stand. The computer can then access all of the information on your device, including personal data such as your address book, notes, photos, music, SMS database, and keyboard cache. It can even initiate a full backup of your phone, which can be accessed by the hacker wirelessly anytime.
Apart from stealing your data, cybercriminals can also inject malware into your phone through a public USB hub. All it takes is a minute of being plugged into a public charger for your phone to be infected by malware. Once infected, your phone can be prompted to display ads, download apps, or view web pages without your authorization.
How to avoid juice jacking
The most effective precaution against juice jacking is simply not charging your phone using a third-party system. Here are some tips to help you avoid using a public kiosk charger:
- Keep your battery full. Make it a habit to charge your phone at home or at the office when you are not actively using it. When unexpected circumstances happen and you get stuck outside, your phone will have enough juice and you won’t need to charge it.
- Carry a personal charger. External batteries like power banks have become very small and portable in recent years. Always have one in your bag so you can charge your phone securely on the go.
- If your device has a removable battery, carry a backup battery with you anywhere. If the idea of carrying a spare battery doesn’t appeal to you, you can opt to carry a battery case instead: it’s a phone case that doubles as a battery.
- Lock your phone. Without the proper PIN code or fingerprint and face ID scan, your phone cannot be paired with the hidden computer in the kiosk charger.
- If you must use a third-party power source, use power-only USB cables. These cables are missing the two wires necessary for data transmission, ensuring that they can only be used for charging.
Even something as trivial as powering your phone in a public kiosk station can compromise your device’s security. If you want to learn more about how to protect your gadgets from today’s security threats, don’t hesitate to call us. Our technology experts are happy to help.
Published with permission from TechAdvisory.org. Source. -
Two-step and two-factor authentication: What’s the difference?
Every RIA should have a strong cybersecurity posture to keep cybercriminals from infiltrating their network. One way to do this is by implementing a strict authentication process using two-step or two-factor authentication. These two processes are so similar that many confuse one with the other. Learn the difference between the two and how you can leverage them to safeguard your network.
If you want to improve your RIA’s cybersecurity, you should take a closer look at your authentication process. Two-step and two-factor authentication are two of the most commonly used authentication methods. Many use the terms two-step and two-factor authentication interchangeably, but there are subtle differences between the two.
Your current Microsoft subscription has advanced authentication features, and you should be using them. Learn more!
Why your RIA should use multi factor authentication tools from MicrosoftTwo-step authentication
A two-step authentication process requires a single-factor login (such as a password or biometric reading) as well as another similar type of login credential that a user must provide. This process typically requires entering a password for the first step and entering another security code for the second step, which may be accomplished by providing a one-time code generated by an authenticator app such as Microsoft Authenticator.
Two-step authentication adds an extra step in the verification process, making it more secure than single-step authentication (i.e., providing only a password). However, if a person or business is hacked, it won’t be enough to stop hackers from accessing whatever they are looking for.
Two-factor authentication
Two-factor authentication, a subset of multifactor authentication, is significantly more secure than two-step authentication. This type of authentication requires two different types of information to authenticate a user’s identity. For example, it could be a combination of a fingerprint or retinal scan as well as a password or passcode. Because of the additional authentication information required, hackers would have great difficulty breaking into a network using a two-factor authentication system.
Which one is better?
Relying on a single-factor authentication process is no longer sufficient to ensure the safety of your network. Securing the authentication process and making it difficult for cybercriminals to access your network should be on top of your priorities.
Muti-factor authentication is probably part of the Microsoft subscription you have in place now. The problem is, many RIAs simply haven’t configured it yet. To take the stress out of securing and protecting your network, call us today for expert cybersecurity advice.
Published with permission from TechAdvisory.org. Source.
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How do Microsoft 365 Group connectors work?
The cross-application service in Microsoft 365 known as Groups enables members of a team to collaborate and share resources with one another. Those resources can be a calendar, spreadsheets, and even an Microsoft Outlook inbox, among others. Groups also has a feature called connectors that allows users to share content from third-party services right in Outlook, making workflows more seamless. Let’s take a peek at what connectors can do for the teams at your RIA.
How do connectors work?
Connectors enable users to access third-party apps and services within their Outlook groups, eliminating the need to scour through dozens of tabs to open a specific application. For example, your staff can keep tabs on a particular hashtag your company is following on Twitter without having to open the app in another tab. They can also receive the latest news and current events by adding the Bing News connector or keep track of projects by connecting to Trello or Asana.
Content and updates from connected apps and services are delivered via connector cards, which offer a user-friendly way to interact with external applications. If a particular connector is added to a Group, connector cards are generated within the group’s activity feed. While most cards will display events in plain text, some applications like Twitter and Trello provide actionable messages. Trello, for example, allows you to assign or comment on an event card — which you can do without leaving Outlook.
You might also be interested in:
Clean IT up: Emails, chats, and files in one app – Microsoft TeamsAside from configuring the apps and services to connect to, the connectors feature also allows users to set the frequency of delivery of content and updates, enabling you to better manage your Outlook inbox.
Who can create a connector?
Any group member can configure and use a number of connectors. Once they configure a connector for a group, that app will be made available to other members. However, only the person who added the connector can modify the settings of that app.
Microsoft 365 also lets your business develop its own connectors by embedding the Connect to Microsoft 365 button on your site. This allows users to connect to your service and get updates on your company, as they would with other third-party services. Your Microsoft 365 client basically becomes a hub for third-party apps, keeping your company in sync to get more work done.
How do you access Microsoft 365 connectors?
Simply navigate to a Group from your Outlook page and click on the Connectors tab at the top of the page. From here, you can choose the apps and services your group needs, and connect these to any of your Outlook groups.
As your RIA grows, you’ll need to use more apps and services to be more productive. By aggregating them all in one place, you save time shifting around apps to find the information you need. So, the next time you create a Microsoft 365 Group, help your team members work more efficiently by setting up some connectors.
Microsoft tools like Groups and Outlook help RIAs of all size improve their workflows and enhance their productivity. If you’re interested in learning about Microsoft apps and what they can do for your firm, contact us today.
Published with permission from TechAdvisory.org. Source.
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OneDrive and SharePoint for RIAs: Which one to use?
File management solutions are a must for RIA firms, especially given the scope and sensitivity of the information you handle. Most RIAs are using Microsoft tools like OneDrive or SharePoint as they are easy to use, cost-effective, and secure.
But OneDrive and SharePoint are not the same. How do they differ and when should you be using them at your RIA? Read on to learn more.
Learn Your IT Risk Score Now: The 5-Minute IT Risk Scorecard For RIAs
What’s the difference?
While the two apps share a lot of similarities, they are actually very different at the core. OneDrive is an online file storage system, while SharePoint includes online file storage but can also act as a collaboration tool. Basically, OneDrive gives you space to store your files on the internet. You can access your data in OneDrive by simply signing in to your Microsoft account.
SharePoint, on the other hand, is a highly configurable web-based intranet platform that integrates with Microsoft 365. On SharePoint, you can build websites, store data, and create content and media to keep driving your business forward. However, you can also simply leverage SharePoint as a more secure, and more customizable solution for your file storage and access.
Both leverage the capabilities of the cloud and share a similar interface and user experience with other Microsoft apps, making them ideal for RIAs that already use Microsoft products. They both benefit from the security of Microsoft data centers.
When should I use OneDrive?
To put it simply, OneDrive is probably better suited for personal use or personal files than as a company-wide solution. It’s a dependable way to store your personal documents, photos, music, and other files and access them on your mobile device, your laptop, and other computers. All you’ll need to do is log in and voila! All your OneDrive-stored files will be synced automatically and available for your use.
OneDrive is less suitable for enterprise use because it lacks the security features and data management tools that RIAs should be using.
When should I use SharePoint?
SharePoint is far and away a better choice to manage files and data for your RIA. It has the enterprise-level security tools and features that you need to keep your data secure and compliant.
RIAs will immediately notice the robustness of SharePoint’s features, especially compared to OneDrive. Here are a few of the things you should consider with your SharePoint solution:
- SharePoint is highly customizable when it comes to site permissions, meaning how you give access to individuals or groups of individuals to specific data. You can get very sophisticated in how you allow people to interact with your files and information. This keeps highly sensitive information exclusively to those who require it.
- Data loss prevention tools give you the ability to flag certain types of information so it can be managed in a specific way. As an example, you can identify all the files and data in your network that include social security numbers and put restrictions on that data so it cannot be downloaded, printed, or forwarded for example. It’s a very powerful tool that creates a great foundation for protecting your data.
- SharePoint audit logs provide insight into who is accessing certain files or data and what they’re doing with them. This may not ever become an issue, but if you needed to confirm when something was edited and by who, you could do this. You could also use it to confirm if an individual employee was accessing certain files and downloading them for example. This tool can also be an important tool if you face an audit of your data by the SEC for example.
- Your options to expand what SharePoint does to allow for collaboration and communication across your RIA are vast. OneDrive really only functions as a file storage system. SharePoint on the other hand can act as a centralized hub for your team. This is something you can start with or grow into depending on your needs.
Not only does SharePoint protect data, but it also improves collaboration with your colleagues. The app integrates with other Microsoft solutions like Office and Microsoft 365, so you can share files and work seamlessly with one another. It even integrates with Microsoft Teams, making it easy to pull up files during teleconferences or to work on the same document while discussing key points over chat.
You’ll need to configure your SharePoint system properly to maximize its benefits. A specialized managed services provider like RIA Workspace can install and configure SharePoint for your RIA practice’s unique needs.
Empower your RIA practice with the right tools and technologies. RIA WorkSpace specializes in providing information infrastructure solutions, software, and support. Contact us today to take your RIA practice to the next level.
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Microsoft Teams or Google Meet. Which is best for your RIA?
Microsoft and Google have been competing on almost every front, and both have made big strides in machine learning, cloud computing, and productivity software. In terms of communication solutions, the tech powerhouses are also neck and neck with Microsoft Teams and Google Meet. These platforms share common calling and video conferencing features, but depending on your RIA’s requirements, one may be more ideal for your company than the other.
Please note that for an RIA, it’s not a best practice to opt for a free version of these solutions. For security and productivity reasons, you want an enterprise-level solution that will support your security and compliance efforts.
Enterprise-level IT should be your top priority for 2021. Learn more in our blog: Setting the 2021 IT Prioritise for Your RIA
Calling features
Microsoft Teams and Google Meet both offer enterprise-grade security, 1080p HD-quality video, and screen sharing capabilities, but there are some slight differences.
In the free version of Microsoft Teams, there is no limit to the number of people who can use its chat and document collaboration functions. Meanwhile, up to 20 users can join an audio or a video call. This number increases to 250 in the paid version. Most RIAs have access to a full version with their Microsoft subscriptions. If you’re not sure if you have access to Microsoft Teams, talk to your IT team or give us a call and we can help you out. (the hyperlink above is to the phone number – I’m not sure how to do that. Can a click on the CTA initiate a call?)
What’s great about Microsoft Teams is it supports meeting and group call recording, and even has captions and transcription features. It also has an inline message translation feature that translates messages into the language specified in a user’s settings. Plus, you can save and archive what you do in Microsoft Teams just like you do all your emails and files you manage through your Microsoft Office apps.
On the other hand, Google Meet’s free version supports up to 100 participants in a video call. What’s more, it has intelligent built-in features like muting and auto screen focus, which automatically switches the screen to the person who is currently talking. It also lets people join meetings even without Wi-Fi or data through unique dial-in phone numbers.
Integrations and add-ons
Microsoft Teams is, first and foremost, a unified platform that allows users to communicate and collaborate on a single platform. It comes with powerful content collaboration on Microsoft 365 apps (e.g., Word, PowerPoint, Excel) and easily integrates with hundreds of other productivity and collaboration platforms. Most RIAs appreciate that Microsoft Teams works like the other apps they’re already using.
Meanwhile, being a Google product, Google Meet fully integrates with Google Workspace (formerly G Suite). For instance, users can schedule appointments and set call reminders within Google Meet using Google Calendar. Users can even broadcast their presentations live on YouTube.
See how SF Investments used Microsoft Teams to stay connected while working from home during Covid restrictions. Listen to the podcast here.
Pricing
Both Microsoft Teams and Google Meet have free versions but with limited features. With the free version of Microsoft Teams, users can join a meeting and use its screen and file sharing features even without an account. However, if you’re like most RIAs and already have a Microsoft subscription, you likely also have access record and save meetings, call encryption and call-in features, and few other benefits.
Meanwhile, users can use Google Meet for free with their personal Gmail accounts, but also with limited capabilities. A subscription that starts at $6 per month per user, however, lets users get Google Meet along with all the other powerful Google business apps and tools.
What works for you?
Knowing the similarities and differences between the two platforms, it should be easy for you to decide which suits your RIA the best. Google designed Google Meet for startups and small companies that need a low-cost communications solution, while Microsoft Teams, with its robust features, is suitable for small and large businesses alike.
If you’re still unsure about either product, you can opt for a free trial to help you in making the decision. Otherwise, you can contact our team today so we can recommend a solution that’s perfect for your business.
Published with permission from TechAdvisory.org. Source.
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How to be proactive with cyber defense at your RIA
It’s good to have an IT team and/or a third-party partner like a managed services provider (MSP) that helps keep your RIA protected against cyberthreats. It is even better to have all stakeholders involved in preventing data breaches. Here’s how everyone can be proactive when it comes to cybersecurity.
Understand the threats you’re facing
Before any RIA (regardless of size) can work toward preventing cyberattacks, everyone involved needs to know exactly what they’re up against. Whether you’re working with in-house IT staff or an MSP, you should review what types of attacks are most common in your industry. Ideally, your team would spearhead this review a few times a year.
Reevaluate what it is you’re protecting
Once you have a list of the biggest threats to your RIA, you need to take stock of how each one threatens the various cogs of your network. Map out every company device that connects to the internet, what type of data they have access to (regulated, mission-critical, low-importance, etc.), and what services are currently protecting those devices.
Create a baseline of protection
By reviewing current trends in the cybersecurity field and auditing your current technology framework, you get a clearer picture of how to prioritize your preventative measures versus your reactive measures.
Before you can start improving your cybersecurity approach, you need to know where your baseline is. Devise a handful of real-life scenarios and simulate them on your network. Network penetration testing from trustworthy IT professionals will help pinpoint weak spots in your current framework.
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Did you know that most RIAs aren’t using all the security features available with their Microsoft subscription?
Check out our podcast to learn about what you might be missing.Finalize a plan
All these pieces will complete the puzzle of what your new strategy needs to be. With an experienced technology consultant on board for the entire process, you can easily synthesize the results of your simulation into a multipronged approach to proactive security.
Proactive measure What it entails Security awareness seminars for all internal stakeholders Train everyone from the receptionist to the CEO about effective security practices such as password management, proper mobile device usage, and spam awareness. Updated anti-malware software or cloud-based service Protect your data and systems against the latest and most menacing malware. Routine software patches and upgrades Minimize the chances of leaving a backdoor to your network open. Web filtering services Blacklist dangerous and inappropriate sites for anyone on your network. Perimeter defenses (e.g., intrusion prevention systems and hardware firewalls) Scrutinize everything trying to sneak its way in through the borders of your network. Policy of least privilege Limit users’ access only to the data they need to fulfill their tasks. Data segmentation Rank data according to sensitivity and build micro-perimeters around high-value datasets. Full-disk encryption Make data stored in computers and portable devices unreadable so that if these machines are stolen, the files they have inside remain secure. Virtual private networks Make data transmitted across unsecured connections unreadable so that intercepting it would become futile. Strict access controls Prevent unauthorized access to accounts by using strong passwords, multifactor authentication, and auto screen locks and logouts for idle users. AI-powered network monitoring Identify suspicious user and software behaviors such as employees accessing files outside their departments. As soon as you focus on preventing downtime events instead of reacting to them, the productivity and efficiency of your IT infrastructure will increase to levels you’ve never dreamed of.
Published with permission from TechAdvisory.org. Source.
We know the security demands for RIAs. We deal with them every day.
If you want some help taking a proactive approach to your security, get in touch.
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Boost your Mac’s speed with these 5 tips
Boost your Mac’s speed with these 5 tips
Even Macs aren’t immune to slowing down, but this problem is usually something you can resolve with a tweak or two. In this post, we offer five tips to keep your Mac as speedy and efficient as you need it to be.
Clean up your Login Items
The Login Items list (also known as the Startup List) contains all the apps and programs that automatically start when you log in. Having too many Login Items forces your computer to work harder at startup, slowing it down.You can remedy this by going to System Preferences and selecting Users & Groups. Click on Login Items to see the list of the apps that open on startup. Highlight the apps you want to prevent from launching automatically and click the minus button underneath the list.
Start up in Safe Mode
Your Mac’s Safe Mode can be used to troubleshoot system-wide issues, including problems with particular apps. Booting up in Safe Mode also deletes system caches.Cache files are temporary data stored on a hard drive to speed up various processes, such as loading websites or certain apps. Unfortunately, some of these files can become corrupted, which results in your computer slowing down. To bring back your Mac’s speed, you will need to clear the cache and delete temporary files.
Starting up in Safe Mode is easy. Just press the Power button and immediately after the computer starts, press and hold the Shift key on your keyboard. Release the key once you see the gray Apple logo and the progress indicator.
If you want to leave Safe Mode, just restart your computer. Make sure not to press any key once the machine starts up.
Start up in Safe Mode
An SSD is a disk storage system that uses interconnected flash-memory chips to store your data. It’s faster and more reliable than a hard disk drive (HDD), which stores data in a spinning magnetic disk. HDD has been around for years, but many new computers continue to use it. If your Mac uses HDD storage, upgrading to SSD will amplify its processing speed.But before you proceed, know that SSD storage costs more than HDD. If you want the same storage capacity offered by your machine’s HDD on your SSD, be prepared to shell out some extra money. Alternatively, you can settle for a much smaller memory capacity and just upgrade to a bigger one once your budget allows it.
Free up storage space
Having too many files can reduce your Mac’s speed. To free up space, just click on the Apple logo located on the top left corner of the screen. Select About This Mac and go to the Manage button will give you four options:- Store in iCloud – This offloads various content, including your files and text messages, to the cloud.
- Optimize Storage – This optimizes the TV app storage by deleting videos you’ve already watched.
- Empty Trash Automatically – With this option, all items that have been in Trash for 30 days will be automatically removed.
- Reduce Clutter – This lets you see the large files stored in your computer, and allows you to delete them manually to save space.
Update to the latest macOS version
macOS updates benefit your computer’s speed in several ways. First, they contain performance enhancements that help your computer run as smoothly as possible. Second, they augment your Mac’s protection against cyberthreats, which can slow down your machine. Updates are free, so you should install them once they become available.You can also configure your computer to install updates automatically. In System Preferences, select Software Update. Go to Automatically keep my Mac up to date and check the box.
If you’ve tried one or several of these tips and are still experiencing sluggishness, it may be time to consider other options, such as trading in your old Mac for a new one. Get in touch if you have any questions.
Published with permission from TechAdvisory.org. Source.
Did you know that most RIAs aren’t using all the security features available with their Microsoft subscription?
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