RIA Workspace

Blog

  • Virtualized business: cost and benefits

    Virtualized business: cost and benefits

    Virtualization addresses many challenges that RIAs face when upgrading their hardware and network. That’s because deploying virtualized systems offers an affordable and flexible solution to a typically arduous problem. But before you invest in a virtualized infrastructure, consider the following costs and benefits.

    The advantages

    One of the most significant advantages of virtualization is that it eliminates the need to buy more hardware to supplement your RIA’s requirements. Because it consolidates your physical servers, there’s no need to maintain and update unnecessary hardware. This means less time and money spent on maintaining and running your servers and managing desk side support.

    Moreover, virtual machines have made backing up your entire data center a lot less demanding. That’s because virtual machines take up-to-date snapshots of your servers and redeploy them seamlessly to another device. Unlike physical servers that require you to create backups of your server and current data, virtual backups cut the waiting time for server reboots.

    Virtualization also eliminates the risk of accidentally losing files. Should disaster strike your physical servers, you can easily migrate your virtual machines to another device and keep working as if the incident never happened.
    Additionally, opting for virtualization allows your RIA to have a higher degree of technological versatility because virtual machines have the added flexibility to run on different platforms, servers, and hardware. This means you won’t be tied down to a single IT provider. What’s more, your company has the freedom to upgrade hardware without long server downtimes.

    Finally, utilizing virtualization solutions puts your RIA in a good position to easily migrate to a prolific cloud environment.

    Factors to consider

    With no apparent disadvantages to virtualization, you’re might be getting ready to set up some virtual machines. But before you start virtualizing your business, consider the following factors first:

    •  Initial costs to set up your network’s hardware and software still exist, so thoroughly check the services and devices that your company needs before moving forward.
    •  Note that virtualization is an effective solution when you start with 5–7 servers running at your workplace. Usually, 10–15 is the optimal number of servers when you’ll start seeing a return on your investment. If you have fewer servers than the ones suggested above, then it’s probably best to opt for a different IT solution.
    •  It’s important to consider your staff’s skills and experience with technology before switching to virtualized systems. Do they need training? How can you help them transition quickly to the proposed infrastructure?
    •  Will your RIA have enough storage capacity? As a general rule, you should set aside 30–40 GB per user.
    •  Think about setting up failovers to ensure the security of your virtual system.
    •  Some applications are not compatible with virtualization such as mobile, media-rich, and certain security apps. So, if you use these types of software, it would probably be best to deploy a smaller-scale virtualization solution.
    •  Pay attention to the conditions of your software license. Installing some applications on several computers could lead to increased costs.

    Overall, the increased flexibility and reduced cost that a virtualized system offers are well worth the effort. While there are initial challenges to implementing virtual machines, many RIAs believe that the benefits outweigh the costs. To find out if virtualization solutions are for you, contact us today.

    Published with permission from TechAdvisory.org. Source.

  • Simplify Office 365 calendar sharing at your RIA

    Simplify Office 365 calendar sharing at your RIA

    Calendar apps have done wonders for the business world. They’ve made it so much simpler to schedule meetings with colleagues, manage projects, and increase productivity. But things can get sticky when you want someone outside of your organization to see your calendar. Thankfully, Office 365 tackles this challenge.

    Share an Office 365 calendar with specific people

    Click the Share button from the Home menu along the top of your Office 365 calendar. This will open an email window where you can enter the addresses of people you want to see your calendar.

    From that window, you can limit how much of your calendar they see by choosing from Availability Only, Limited Details, or Full Details. The latter two will show recipients the meeting names and participants of events on your calendar, whereas Availability Only will simply display scheduled events as Busy. After you’ve sent the invitation, recipients receive an email with a link to view your calendar in a web browser.

    Make an Office 365 calendar public

    If you’d prefer to have a link that you can share in a variety of channels whenever you’d like, click the Publish Online button from the Home menu along the top of your Office 365 calendar. From the dropdown menu, first click Publish This Calendar, then Configure This Published Calendar. This will create a link that you can give to collaborators outside your organization. As long as you don’t change your calendar’s visibility, they’ll be able to open that URL and view your availability.

    Share your calendar so others can manage it

    Users who have administrative control over their Office 365 calendar can set up special sharing settings that allow someone else to send and respond to invitations. From the Account Settings window, click on the Delegate Access button. This window lets you add or remove delegators and configure how much control they have over your calendar.

    Even something as simple as sharing your calendar outside your organization has the potential to increase office productivity and efficiency. If you have questions or concerns about managing various aspects of Office 365, get in touch with us today.

  • IT terms you should know

    IT terms you should know

    Jargon can be intimidating if you’re dealing with IT issues and you’re not techy. Learning these basic concepts will help you next time you have a conversation about the technology at your RIA.

    Malware

    For a long time, the phrase “computer virus” was misappropriated as a term to define every type of attack that intended to harm or hurt your computers and networks. A virus is actually a specific type of attack, or malware. Whereas a virus is designed to replicate itself, any software created for the purpose of destroying or unfairly accessing networks and data should be referred to as malware.

    Ransomware

    Don’t let all the other words ending in “ware” confuse you; they are all just subcategories of malware. Currently, one of the most popular of these is “ransomware,” which is malware that encrypts valuable data until a ransom is paid for its return.

    Intrusion protection system (IPS)

    There are several ways to safeguard your network from malware, but IPSs are quickly becoming one of the non-negotiables. IPSs sit inside of your company’s firewall and look for suspicious and malicious activity that can be halted before it can exploit or take advantage of a known vulnerability.

    Social engineering

    Not all types of malware rely solely on fancy computer programming. Experts agree that most attacks require some form of what is called “social engineering” to be successful. Social engineering is the act of tricking people, rather than computers, into revealing sensitive or guarded information. Complicated software is totally unnecessary if you can just convince potential victims that you’re a security professional who needs their password to secure their account.

    Phishing

    Despite often relying on face-to-face interactions, social engineering does occasionally employ more technical methods. Phishing is the act of creating an application or website that impersonates a trustworthy and often well-known business to elicit confidential information. Just because you received an email that says it’s from the IRS doesn’t mean it should be taken at face value — always verify the source of any service requesting your sensitive data.

    Antivirus

    Antivirus software is often misunderstood as a way to comprehensively secure your computers and workstations. These applications are just one piece of the cybersecurity puzzle and can only scan the drives on which they are installed for signs of well-known malware variants.

    Zero-day attacks

    Malware is most dangerous when it has been released but not yet discovered by cybersecurity experts. When a vulnerability is found within a piece of software, vendors will release an update to amend the gap in security. However, if cyberattackers release a piece of malware that has never been seen before, and if that malware exploits one of these holes before the vulnerability is addressed, it is called a zero-day attack.

    Patch

    When software developers discover a security vulnerability in their programming, they usually release a small file to update and “patch” this gap. Patches are essential to keeping your network secure from the vultures lurking on the internet. By checking for and installing patches as often as possible, you keep your software protected from the latest malware.

    Redundant data

    When antivirus software, patches, and intrusion detection fail to keep your information secure, there’s only one thing that will: quarantined off-site storage. Duplicating your data offline and storing it somewhere other than your business’s workspace ensures that if there is a malware infection, you’re equipped with backups.

    Published with permission from TechAdvisory.org. Source.

  • Browser extensions and online security at your RIA

    Browser extensions and online security at your RIA

    Think you’ve got enough online security measures in place at your RIA? It’s hard to tell since you’ll never really know what the next malware or online scam will bring. Plus, it only takes one employee’s mistake to put the company in danger. You can add another layer of online security using browser extensions.

    Prevent browser tracking

    If you don’t like the idea of a third party being able to track your browsing habits, try installing a tool that offers private browsing. These programs offer protection against tracking by blocking third-party cookies as well as malware. Some extensions also boast secure Wi-Fi and bandwidth optimization and can guard against tracking and data collection from social networking sites such as Twitter or Facebook. Some examples include Disconnect, uBlock Origin, and Ghostery.

    Blocking ads

    While online ads may seem harmless, the truth is that they can contain processes that might send your data back to a third party. A decent ad blocking program, like AdBlock Plus and uBlock Origin, will block banner, rollover, and pop-up ads, and also prevent you from inadvertently visiting a malicious site. Many blockers contain additional features such as the ability to disable cookies and scripts used by third parties on websites, the option to block specific items, and even “clean up” Facebook, and hide YouTube comments. The major blockers work with Google Chrome, Safari, and Firefox, and you’ll be able to find everything from user-friendly solutions to more advanced tools that are customizable down to the tiniest degree.

    Consider installing a VPN

    A VPN (virtual private network) browser extension is a simple way to connect your web browser to a VPN server. VPNs encrypt your internet traffic, effectively shutting out anyone who may be trying to see what you’re doing, and then routes it through the server to hide your location and IP address. Commonly used in countries such as China where the internet is heavily censored by the government, a VPN enables users to access blocked sites. There are a huge number of VPN browser extensions in the market, like NordVPN and ExpressVPN, so do a little research and find one that suits you best.

    If you’d like to know more about staying safe on the internet or would like to schedule a security assessment for your company, get in touch with us today.

    Published with permission from TechAdvisory.org. Source.

  • 10 Office 365 features your RIA needs

    10 Office 365 features your RIA needs

    Whether you need suggestions for your PowerPoint presentation, someone to edit your Word document, or input data into Excel, Office 365 has the features to help you with a variety of tasks. So, the next time you need some help getting work done, try using these tricks with Office 365.

    Simultaneously edit a document with other people

    With Office 365, people can work together on any Word, PowerPoint, or Excel document in real time. This means multiple people can edit a document and figure out what changes have been made and who made them.

    If your employees are still creating documents by themselves, sending them over to their coworkers by email, and silently waiting for a reply, then this Office 365 feature can help cut down on unnecessary email waiting time.

    Skype over a document with your coworkers

    In addition to being able to work together on a single document, you can also verbally discuss the edits over Skype. This application lets you talk to everyone who is working on the document with a simple click of a button. You can also keep talking to your coworkers even after you’ve left the Office document session.

    Link to files, don’t attach them

    Is the file you’re sending too big? With the business editor of Office 365, you won’t have to worry about compressing your documents before sending them over email. You can simply copy a link to the cloud file in your email and people with access to the link can immediately begin editing.

    Let Bing find presentation images for you

    Sometimes you just need that second opinion when you’re picking images for your presentation. That’s where Office Sway comes in. Basically, the application employs Bing image search to locate possible images that you can use for your presentation based on the words in the document.

    Laser pointer mouse icon

    Forgot your laser pointer on the day of your presentation? Simply go into presentation mode and hold Ctrl and the left mouse button to replace your cursor with a laser pointer.

    Change your electronic scribbles into text

    This OneNote feature allows you to convert your electronic scribbles into text in just a few steps. Simply choose the Lasso Select tool, circle the area you want edited, and click the Ink to Text option.

    Electronic signatures

    Printing out a document to sign it and then scanning it back to digital format is a bit outdated. With the Docusign app, you can set up your own electronic signature and sign documents easily from any device.

    Create Excel charts with ease

    Office 365 has built in new features that will allow Excel to better present and format your data. Simply select the cells that you would want in a graph or table, open the Quick Analysis tool, and pick how you would like to visually represent your information. Voila! Instant chart.

    Turn data from Excel into a map

    Provided that your data takes note of geographic locations, the Power Map feature can immediately distribute your recorded facts and figures over a 3D map.

    Create and convert PDF Files

    You have a variety of choices when it comes to creating PDF files from Word documents. Exporting your Word documents into PDF files can be done by going to File > Export > Create PDF/XPS. You also have the option of saving just a portion of a file by indicating the pages you want to be converted into a PDF.

    On the other hand, if you would like to edit a PDF, just open the file as a Word document. From there, you can copy and edit any content, images, or diagrams.

    Consider utilizing some or all of these features to make the most out of Office 365 and make your life a bit easier. If you’d like to know more about other features that Office 365 has to offer, give us a call.

    Published with permission from TechAdvisory.org. Source.

  • Warning signs your computer has malware

    Warning signs your computer has malware

    With the rise of eCommerce and online banking, cybercrime has evolved. Like criminals who pull smash-and-grab jobs, they go where the money is. However, unlike bank robbers, cybercriminals do their best to avoid detection by letting malware do the work for them. Viruses and ransomware sneak into PCs to quietly steal passwords, financial credentials, and other personal information to be sold on the black market for profit. Not all malware is stealthy though. Here are some telltale signs.

    Slow computer

    Are your operating systems and programs taking a while to start up? Is your data bandwidth suspiciously slow? If so, your computer may potentially have a virus.

    However, just because your PC is running slower than usual doesn’t necessarily mean that it’s infected, as there could be other causes to your computer slowing down. First, check if you’re running out of RAM. For Windows, open task manager (press Ctrl + Shift + Esc) and go to the Performance tab and check how many gigabytes of RAM are used up under the Memory section. For Mac OS users, you can open the Activity Monitor app and, under System Memory, you should be able to find out your RAM usage.

    Other causes could include lack of space on your hard drive or even damaged hardware. Once you’ve ruled out other possible causes, then malware may have infected your device.

    Blue screen of death (BSOD)

    If your PC crashes regularly, it’s usually either a technical problem with your system or a malware infection. You might not have installed the latest drivers for your device or the programs you’re running could possibly be incompatible with your hardware. If none of these problems are apparent in your PC, then a virus could be clashing with other programs and causing your crashes.

    To check what caused your last BSOD, go to Control Panel > System and Security > Administrative Tools > Event Viewer and select Windows Logs. Those marked with “error” are your recorded crashes. For troubleshooting solutions, consult forums or your IT department to figure out what to do next.

    Lack of storage space

    There are several types of malware that can manipulate and corrupt the files saved on your computer. Most tend to fill up your hard drive with suspicious files. Ransomware, for example, is a notorious type of malware that denies you access to your data until you pay a so-called ransom. There are more aggressive forms of ransomware, like NotPetya, known for exploiting security holes to infect computers without needing to trick users.

    If you find any unknown programs that you have never installed before, notify IT personnel in person immediately (do not email them) and have them handle the situation for you. Your device might not be the only one in your network that is infected with suspicious programs.

    Suspicious modem and hard drive activity

    Combined with the other warning signs, if your hard disk is working excessively while no programs are currently running or if you notice that your external modem is always lit, then you should scan your computer for viruses.

    Pop-ups, websites, toolbars, and other unwanted programs

    Pop-ups come from clicking on suspicious pages, such as those where users are asked to answer survey questions to access a website’s service or install free applications. While they’re inherently harmless, they could be downright annoying. Refrain from clicking pop-up pages and just close them instead. Run malware scans and update your browsers.

    You might think that downloading free applications is harmless, but the installation process can inject malware into your device. When you’re installing a program from the internet or even app stores, it’s easy to just skim over the terms and conditions page and repeatedly press next. This is where they get you. In the process of skipping over certain installation steps, you might have agreed to accepting a new default browser and opening unwanted websites and other programs filled with viruses. Be cautious when downloading something for free.

    You’re sending out spam

    If your friends are telling you that you’ve been sending them suspicious messages and links over social media or email, you might be a victim of spyware. Warn your friends not to open anything that appears to be spam and make sure to reset your passwords across all your devices and enable multifactor authentication.

    Knowing how malicious software affects your computer can help you take the necessary precautions and steps to rectify the situation as soon as possible. Regardless of whether or not your system has experienced these symptoms, it’s always smart to perform regular malware scans to ensure your business is safe. To find out more about malware and IT security, contact us today.

    Published with permission from TechAdvisory.org. Source.

  • A beginner’s guide to virtualization for RIAs

    A beginner’s guide to virtualization for RIAs

    If you’re just starting on virtualization at your RIA, you need to know it’s not just plug-and-play. You need to understand your IT environment, which is something that’s not immediately easy to grasp. If you’re a beginner, here’s a quick introduction.

    Conduct an assessment

    Evaluating your IT environment is an important step in the implementation process. After all, you can’t just go around virtualizing everything without a plan. An IT assessment performed by an impartial managed services provider (MSP) like us helps you understand what type of virtualization solution you need.

    For example, if the report shows that your computers don’t have enough processing power to run certain apps, desktop virtualization — which consolidates operating systems and apps into a single powerful server — is an ideal solution.

    From there, you should be able to estimate costs and set realistic timelines for its implementation.

    Don’t forget about hardware

    Just because virtualization frees up space in your server room, does not mean hardware is no longer an issue. No matter what type of solution you opt for, the servers you use must be strong enough to support the entire company’s computing demands.

    This means you must take stock of your apps and their hardware requirements and make sure your server has all the processing power, RAM, network capacity, and storage necessary to run them.

    Underutilized servers are excellent candidates for virtualization but purchasing new equipment may pay dividends in the long run. If you choose the latter option, ask your provider for recommendations. Chances are they’re partnered with virtualization-optimized hardware vendors that offer top-of-the-line servers.

    Prevent VM sprawl

    Virtualization allows you to deliver computing resources to workstations in your network via virtual machines (VMs), which can be created on a server in just a few minutes. While this lets you scale and provision resources quickly, there are risks if you don’t have someone regularly reviewing which VMs are worthwhile and which are outdated. You could be losing out on cost savings and efficiency benefits.

    When too many VMs are created, they can quickly consume server resources and complicate licensing and asset management.

    To prevent sprawl, you must establish policies and restrictions for VM creation. For instance, users must have a solid justification for creating a VM (e.g., testing software or provisioning apps for new users).

    Prioritize business continuity

    You must also protect the hardware running your virtual servers. Make sure to lock up server rooms and have secondary servers available in case the first one breaks down. While you’re at it, take advantage of automated backup solutions that make copies of your VMs and their files regularly.

    Work with experts

    Building and maintaining a virtual infrastructure is no simple task. That’s why you’ll want to work with a virtualization specialist who can guarantee a seamless implementation and provide continuous management services.

    Published with permission from TechAdvisory.org. Source.

  • The cloud is more secure than you think

    The cloud is more secure than you think

    Even to this day, many people doubt the cloud’s security even though experts argue that it’s almost always better than that of local area networks (LANs). So, whether you’re considering a cloud web server or internet-based productivity software for your RIA, take a minute to learn why the cloud might just be your best option.

    Hands-on management

    Unless you have an overinflated budget, relying on local copies of data and software means your IT staff is forced to spread themselves across a bevy of different technologies. For example, one or two in-house tech support employees can’t become experts in one service or solution without sacrificing others. If they focus on just cybersecurity, the quality of hardware maintenance and help desk service are going to take a nosedive.

    However, cloud service providers (CSPs) benefit from economies of scale. CSPs maintain tens, sometimes thousands, of servers and hire technicians who specialize in every subset of cloud technology.

    Fewer vulnerabilities

    Cloud security isn’t superior just because more technicians are watching over servers. When all the facets of your business’s IT are in one place, your technology is more susceptible to a slew of cyber incidents.

    For example, a server sitting on the same network as workstations could be compromised by an employee downloading malware-infested files. And this exposure extends to physical security as well. The more employees you have who aren’t properly trained in cybersecurity, the more likely it is that one of them will leave a server room unlocked or unsecured.

    CSPs exist solely to provide their clients with cloud services. There are no untrained employees and there are significantly fewer access points to the network.

    Business continuity

    The same technology that allows you to access data from anywhere in the world also allows you to erect a wall between your local network and your data backups. Most modern iterations of malware are programmed to aggressively replicate themselves, and the best way to combat this is by storing backups in the cloud. In the cybersecurity world, this is commonly referred to as data redundancy, and it’s easiest to achieve in the cloud.

    The cloud doesn’t only keep your data safe from the spread of malware; it also keeps data safe from natural and man-made disasters. When data is stored in the cloud, employees will still have access to it if your local workstations or servers go down.

    The cloud has come a long way over the years. It’s not just the security that has gotten better; customized software, platforms, and half a dozen other services can be delivered via the cloud.

    Published with permission from TechAdvisory.org. Source.

  • Office collaboration tools for your RIA

    Office collaboration tools for your RIA

    Office 365 is so chock-full of apps, it’s sometimes difficult to keep track of them all. Sure, you have the most popular tools like Word and Skype for Business, but there are three other tools in the lineup that can help with collaboration at your RIA: Outlook Groups, Yammer, and Microsoft Teams. Read on to find out what makes these collaboration tools different from one another and when each of them should be used.

    Outlook Groups

    With Outlook Groups, every member gets a shared inbox, calendar, project planner, notebook, and document library. You also get the ability to connect to third-party apps such as Twitter, Trello, and Mailchimp, so notifications are sent directly to your shared inbox.

    This means all relevant messages and information are contained in one place, so if a majority of your conversations occur via email, Outlook Groups is ideal. What’s more, staff that communicate with external parties will also find plenty of uses for its email features.

    A big drawback with Outlook Groups, however, is email overload. Because all messages and notifications are sent to one inbox, users may become overwhelmed by the number of emails they have to sort through every day.

    Microsoft Teams

    Microsoft Teams, a chat-based collaboration platform similar to Slack, works with Skype for Business so you can text, call, video chat, and share files with colleagues. Thanks to its seamless integrations with other Office 365 programs, you can even work on shared files without having to leave the app.

    Unlike Groups, Microsoft Teams is designed for high-velocity collaboration, making it the best of the three for completing projects with tight deadlines or other tasks where employees need immediate feedback.

    Yammer

    Much like Groups and Teams, Yammer works well with other Office 365 tools like Outlook and OneDrive. However, Yammer is a professional social media app designed to foster open communication and break down barriers between teams.

    With Yammer, important files and announcements can be shared with the entire firm like an office bulletin board. Users can see the most popular post on their feeds, follow it, and even provide their input by leaving a comment.

    Yammer also takes design elements and features from popular social media apps like Facebook, making it a popular choice for RIAs with millennials in their workforce.

    Although we’ve discussed the fundamental differences between Groups, Teams, and Yammer, we’ve barely scratched the surface of what each app can do. To figure out which apps you need, you must understand how your employees work, how they prefer to collaborate, and what you want to achieve.

    Published with permission from TechAdvisory.org. Source.