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Category Archives: Technology

Cybersecurity, MSP, Technology

How does encryption work?

How does encryption work?

Did you know that by 2025, globally, the amount of data generated in the cloud or connected servers will reach around 463 exabytes, each day? One exabyte is one billion gigabytes!

This figure from SeedScientific highlights just how much data businesses collect and store and is the reason why data must be kept safe from breaches and other cyberattacks. One of the ways to do this is through encryption which is already used in many of our daily online activities without you thinking about it, like in our online banking, shopping and browsing.

Encryption is the digital equivalent of an unsolvable jigsaw puzzle. It’s a way of scrambling information so that only the intended recipient can understand it. Encryption is an essential part of modern communication and commerce, allowing us to send sensitive, confidential or personal information over the internet without fear of it falling into the wrong hands.

With businesses storing their information in the cloud or on servers with an ongoing connection to the Internet, your data is most likely going to end up on another organisation’s systems, so it’s important to keep this data private.

What is encryption?

At its most basic level, encryption involves taking a message or piece of data and scrambling it using a mathematical algorithm. This algorithm is designed to be extremely difficult to reverse, meaning that anyone who intercepts the message will not be able to read it without the encryption key, which the recipient has, which then unscrambles it back into plain, readable text.

Encryption protects the data you send, receive and store on devices, whether it be text messages, running logs saved on your Apple Watch or banking information sent through your online account.

How does encryption work?

Think of encryption as a secret language between two people, the language being called, cipher text. Imagine you and a friend agree to use a secret code where each letter of the alphabet is represented by a number. You can use this code to send messages back and forth without anyone else being able to read them, as long as they don’t know the code.

In the digital world, encryption works in much the same way. When you send a message or data over the internet, it’s first encrypted using an algorithm that generates a unique key. This key is a long string of random numbers and letters that is used to scramble and unscramble the data in a process called decryption. Without the key, the encrypted data is unreadable.

This key can be generated through a couple of methods. Through Bit Sequence, or key space, where it specifies the units for the number of possible key combinations, with the bigger the key space, the stronger the encryption; as well as through Password-Based Key Derivation Function 2 (PBKDF2) which creates keys from a random string of passwords which then goes through Bit Sequence.

Types of encryption

There are two main types of encryption:

Symmetric encryption: where the same key is used to encrypt and decrypt the data. With symmetric, both the sender and receiver must have access to the same key.

Asymmetric encryption: this uses a pair of keys, one public key and one private key. The public key can be shared with anyone, while the private key is kept secret. When someone wants to send a message to you, they encrypt it using your public key. Only you can decrypt the message using your private key.

Encryption is used in a wide range of applications, from online banking and shopping to secure messaging and file storage. It’s also used by governments and military organisations to protect sensitive information.

There are different types of encryption algorithms, such as the now-obsolete Data Encryption Standard (DES) established by the U.S. government in 1977; Triple DES strengthens the DES through encryption, decryption and another round of encryption; RSA is popular for its key length; Advanced Encryption Standard (AES) was developed as the U.S. government standard in 2002 and is used worldwide; TwoFish is one of the fastest algorithms used both in hardware and software and is free to use.

One of the most common encryption protocols used on the internet by reputable websites is SSL or Secure Sockets Layer. This protocol is used to secure connections between web browsers and servers, allowing you to safely enter sensitive information like credit card numbers and passwords. SSL works by establishing a secure connection between your browser and the server using a combination of symmetric and asymmetric encryption. You can tell a website is using this technology by looking for the padlock icon in the URL bar and the ‘s’ in the ‘https://.’

Ensure you and your staff are only using sites using SSL when you’re storing or sending sensitive data, like purchasing something, filing taxes or doing other business-related tasks. Most email clients also come with an encryption option in the setting menu, so check that this is available so that your emails are being sent over an encrypted connection and that each email is then encrypted.

Encryption and Cybercrime

Encryption can also be used by cybercriminals to attack you, such as in ransomware attacks. Other than ransomware breaches that steal your organisation’s data and demand a ransom to prevent them from releasing that data, another attack involves hackers encrypting computers and servers of businesses and then demanding a ransom to provide the key to decrypt the data.

To protect yourself and your business from ransomware attacks, install and use security software on all your devices and make sure these are up to date. Update your operating system and other software you use as these often patch vulnerabilities found by the vendor. Be incredibly wary about email attachments, never opening any you’re not specifically waiting for. If an email tells you to enable macro settings to open attachments, doing so can cause macro malware to infect your files. Make sure your data is backed up in multiple locations, such as on the cloud, so that you can simply go back to the unencrypted form if in a ransom attack and above all else, don’t pay the ransom. The Australian Government states not to as there is no guarantee the criminal will release your data back to you.  

Why is encryption important?

In our digital age, encryption matters. The internet comes with a magnitude of privacy concerns, both nationally and globally, and encryption is another layer of online privacy you can use to send your personal information securely. Government regulations also require industries to implement security measures that protect customers’ information, such as healthcare providers protecting patients’ sensitive information that is stored online and higher education institutions protecting student records. Any breach can cause an organisation to violate The Privacy Act 1988 and can see businesses facing hefty fines, data loss and loss of trust and reputation.  

Encryption is an essential part of modern communication and commerce. It allows us to send sensitive information over the internet without fear of it falling into the wrong hands. Whether you’re shopping online, sending emails or storing files in the cloud, encryption is there to keep your data safe. So, the next time you use the internet, take a moment to appreciate the technology that’s working behind the scenes to protect your privacy and security.

Cybersecurity, Essential Eight, MSP, Technology

Essential Eight and why your business needs to Integrate Cyber Security

Essential Eight and why your business needs to Integrate Cyber Security

In today’s world, IT systems are an essential part of any organisation. They help in improving efficiency, communication and productivity. However, with the increasing use of technology, the risks associated with IT systems have also increased.

You must know what Essential Eight is if you’re an Australian organisation. It’s a cyber self-assessment security maturity tool to help organisations reduce Cyber Security incidents caused by cyber threats

The government currently recommends that organisations implement the eight essential mitigations as a baseline but we believe this will change in the future to be mandated so it is something we advise our clients and prospects to implement.

Developed by the Australian Cyber Security Centre (ACSC) to protect Microsoft Windows-based internet-connected networks, the framework has four maturity levels for each business’ risk category.

  • Level Zero: not aligned with strategic objectives.
  • Level One: partially aligned with the objectives.
  • Level Two: mostly aligned with the mitigation strategy objectives.
  • Level Three: fully aligned with objectives.

The levels depend on your business’ risk status and data sensitivity. Level One businesses, for example, are not commonly targeted specifically, so they just receive the typical mass scam emails. Level Two has the potential to be targeted but criminals will often move on if they find the security systems to be too hard to breach. Level Three are where attackers primarily focus as they have high dollar value data, such as banks and telecommunication companies.

Why should your business measure against Essential Eight?

Essentially, Essential Eight is all about Cyber Security and can be seen as a baseline for businesses to measure their maturity against, but it should be just one part of a wider framework that you should have in place. Cyber threats are constantly evolving, so businesses need to adapt to disruptions caused by Cyber Security incidents so that they can maintain business operations. This includes detecting, managing and recovering from incidents. We have other articles on our blog relating to these, so please read those to understand what your business should be doing to protect itself.

By measuring your business against the framework, your business can increase its knowledge of Cyber Security in business and identify company risks and how to control them. It allows your business to create a roadmap going forward that you can tick off to know that your company is becoming secure, and it gives you something to assess your service provider with to ensure they are integrating the Cyber Security processes within your business.

Limitations of Essential Eight

As mentioned, Essential Eight should not be used in isolation to protect your organisation. It’s not a fully-fledged Cyber Security framework and will not protect you from ever having cyber threats. For example, if you’re at Maturity level Three, this will not stop adversaries with the time, money and effort to compromise your business.

The Essential Eight is currently just a loose framework for your business to get started with implementing Cyber Security strategies to protect your businesses. When data leaks can cause your business to be in breach of laws such as The Privacy Act, you need to ensure that you are adequately covered.

The framework is also primarily designed for Microsoft Windows-based businesses, which represent the majority of public sector organisations’ corporate environments, hence why it was introduced by the government. So, while it’s not specifically designed for other operating systems like Mac, Cloud, Operational Technology (OT) or Linux, you can still use it to support your organisation’s Cyber Security development.

So, what are the Essential Eight strategies?

The Essential Eight strategies are designed to address the most common types of cyberattacks that businesses face. They are practical, actionable and cost-effective. Here’s a brief overview of each of the Essential Eight strategies:

  1. Application control: This strategy involves creating a list of approved applications that can be executed on a system. By doing this, organisations can prevent malicious software from running on their systems.
  2. Patch applications: Regularly patching applications can help businesses fix vulnerabilities in their software. This reduces the likelihood of cyberattacks that exploit these vulnerabilities.
  3. Configure Microsoft Office macro settings: Cybercriminals often use Microsoft Office macros to deliver malware. Configuring the macro settings in Microsoft Office can help SMEs prevent this type of attack.
  4. User application hardening: Blocks or removes common software used to download or run malicious software and prevents malicious software from running on business’ networks.
  5. Restrict administrative privileges: Limiting administrative privileges can help businesses prevent malicious actors from gaining access to critical systems.
  6. Patch operating systems: Similarly, regularly patching operating systems can help organizations fix vulnerabilities in the underlying software. This reduces the likelihood of cyberattacks that exploit these vulnerabilities.
  7. Multi-factor authentication: Using multi-factor authentication can help organisations prevent unauthorised access to their systems. It involves requiring two or more forms of authentication before granting access.
  8. Daily backups: Regularly backing up data can help businesses recover from cyberattacks. In the event of a ransomware attack, for example, businesses can restore their data from a backup rather than paying the ransom.

While you might not understand the technical processes of each of the Essential Eight, your IT service provider should be implementing these strategies to help your organisation protect itself against cyber threats. Talk with your MSP to see how and if they’re implementing these into your business.

Does my business need to implement Essential Eight?

While it is not mandated to do so, the framework is highly recommended by the government for Australian businesses to follow. At Pronet Technology, we recommend your company start integrating the framework as soon as possible. Even though we’re an MSP, over the last five so years, we’ve been doing all we can to learn more about and specialise in Cyber Security as we believe it plays an integral role in the longevity of businesses.

While ACSC recommends all businesses be at maturity level 3, each organisation’s Cyber Security level depends on its business need, size and complexity. As a business, conduct a risk assessment alongside your IT service provider to determine, analyse and prioritise the gaps in your business that can be strengthened and then act on those.

There are always going to be some challenges to improving Cyber Security within your business. It could be that you lack the staff and funding or that you don’t have the knowledge to successfully implement Cyber Security. You could have other organisational priorities or believe ad-hoc security is enough. Some people in the business might not yet be on board or you just don’t know how to improve. Cyber Security runs throughout the business so it’s something that everyone needs to understand and come on board with.

Most companies these days outsource their IT systems to service providers. Make sure you know the cyber maturity of your MSP in relation to Essential Eight so that you can build a strong working relationship with the MSP to ensure your business is protected.

By implementing these strategies, SMEs can significantly reduce their risk of cyberattacks. Essential Eight is not a silver bullet, but it’s a great starting point for any organisation looking to improve its Cyber Security posture. It’s important to note that Cyber Security is an ongoing process, and businesses should continually assess and improve their security measures.

Cybersecurity, Essential Eight, MSP, Technology

Using Two-Factor Authentication in your business

Using Two-Factor Authentication in your business

Multi or Two-Factor Authentication (2FA) is an incredibly effective way to prevent cybercriminals from accessing your business’ systems, services or applications. We’re all accustomed to the standard username and password model, but 2FA requires users to present two or more different pieces of evidence when logging into their accounts.

These can be things like a username and password (something you know), authorisation through a multi-factor authentication application (something you have) or a fingerprint (something you are). In an everyday scenario, while PayPass has made it obsolete, except for withdrawing money, when making a purchase, you used to need a bank card (something you have) and a pin (something you know).

While there is some highly advanced new tech that can overcome 2FA, by requiring two factors for authentication, 2FA makes it much more difficult for cybercriminals to gain unauthorised access to sensitive data and systems, even if they have obtained the user’s password through a phishing attack or other means.

Other than 2FA software that your business can use on your network, like Windows Hello, oftentimes, third-party vendors also have an option for this service to be used. Make sure to go into settings to set this up or contact the vendor to ask how.

When should Multi-Factor Authentication be implemented?

As an SME, you may not think that you have valuable data or assets that are worth protecting. However, any business that collects customer data, such as names, addresses and credit card information, is at risk of a data breach. In addition, if your business has any proprietary information or trade secrets, such as manufacturing processes or customer lists, you could be at risk of industrial espionage. Even if you don’t believe your data is worth protecting, the mere risk of a cyberattack interrupting your business operations is worth considering.

Some older, legacy systems may not support multi-factor authentication and even though it adds another step for employees and therefore, an added inconvenience, 2FA must be added to your business’ operations, even more so since it’s one of the Essential Eight Cyber Security strategies. It becomes important when performing work-related activities like remote access solutions, users performing privileged actions and when staff access important data. As mentioned, it provides a way to securely authenticate the user. If the first form of defence is breached, like a PIN (personal identification number), password or passphrase, then the attacker is unable to progress further as they don’t have the second.

Depending on what maturity level of Essential Eight your business is aiming for, how you implement two-factor authentication can differ.

At Maturity Level One, the authentication methods used must not be of the same class — something staff know, something they have or something they are — and one doesn’t have to be a memorised secret. If you’re only now implementing multi-factor authentication and need to be at a higher maturity level, it might be easier to simply use a higher form of 2FA as mentioned below.

At Maturity Level Two, the authentication methods that can be used, and in what combination, are restricted. Some acceptable multi-factor authentication implementations can include something users have (like a single-factor one-time PIN device or a single-factor cryptographic (a way of protecting information and communications through codes) software/device) or something staff have that is unlocked by something they know or are (multi-factor OTP device or multi-factor cryptographic software/device). Biometrics, like fingerprint or retina scanning, are not acceptable at this level. At this level, event logs for multi-factor authentication should also be collected and stored to help with incident response.

At Maturity Level Three, all staff accessing important data must be using multi-factor authentication. The types and combinations of 2FA are restricted, such as through cryptographically verifying what they are authenticating. Cybercriminals try to get around multi-factor authentication by stealing authentication requirements to impersonate staff, so organisations are to use multi-factor authentication solutions that are resistant to phishing, like security keys, smartcards or a Trusted Platform Module. Businesses are not to use push notifications or SMS codes as authentication methods as these are often used by adversaries.

How to Implement Two-Factor Authentication for SMEs

Implementing 2FA may sound complicated, but it is actually a straightforward process. Here are the steps you can take to implement 2FA for your SME:

  1. Choose a 2FA solution: There are many 2FA solutions available, including hardware tokens, mobile apps, and SMS-based solutions. Choose a solution that fits your budget and needs.
  2. Configure your 2FA solution: Once you have chosen a solution, you will need to configure it for your business. This typically involves setting up user accounts and configuring the authentication factors.
  3. Train your employees: It is important to train your employees on how to use the 2FA solution and why it is important. This will help ensure that they understand the process and are more likely to use it consistently.
  4. Test your 2FA solution: Before deploying 2FA to all users, it is important to test the solution to ensure that it is working correctly and does not cause any compatibility issues with your existing systems.
  5. Roll out 2FA to all users: Once you have tested the solution, you can roll it out to all users. This typically involves providing instructions on how to use the solution and ensuring that all users are using it correctly.

To test if these measures are working, try logging on to a system or software that has the authentication set up and see if the request for two or more authentication factors, such as a password or a one-time PIN, is shown. For high levels, watch as an employee that has administrative privileges authenticates to log into a system or software to see if they are required to use multi-factor authentication. Make sure to monitor the log-ins of multiple services, as, for example, a cloud service may have a different implementation of 2FA than an on-premise service. Also, for Level Three, ask staff members to send through lists of the important data repositories in the business’ network as well as screenshots of attempting to log in to these, including the multiple forms of authentication it should be requesting. Ensure event logs of multi-factor authentication are also protected and monitored for signs of compromise and modification.

Some tips

If you’re not aiming for Maturity Level Three, then select a multi-factor authentication solution that impedes less on user functionality. Make sure to also turn off and replace old and redundant authentication systems. If you’re receiving pushback for 2FA methods, introduce policies or implement the authentication in stages across the company, starting with high-risk users. Also, have a support plan to handle failed logins and account lockouts.

Keep in mind though that Cyber Security should be a part of your business’ culture. Everyone must be on board with implementing security measures, as multi-factor authentication is just one of the eight strategies and businesses need to implement them all to a certain degree.

Types of Two-Factor Authentication

SMS Token: Sends the user a unique token, usually a 5–10-digit code, via text message after entering their username and password, and this pin is then entered to allow them access. While user-friendly and available to pretty much everyone, text messages can easily get intercepted by 3rd parties and this method relies on people having a charged phone.

Email Token: Similar to SMS Token, this method sends a 5–10 alpha-numeric token or asks you to click a link provided in the email. Once again, these are user-friendly, cheap to set up and maintain and offer both a link or token if one doesn’t work. Sometimes, emails can go to spam or fail to be delivered and these can be intercepted by criminals.

Hardware Token: A user is given a physical device, such as a key fob, USB dongle or another device that generates a token for the staff member. These tokens are usually valid for only a short time. Hardware tokens don’t require reception or internet connectivity and is reliable and secure. They can be a bit expensive to set up though, and can be misplaced and can be a bit user-unfriendly when having one for service. Examples include:

  • Yubico YubiKey 5
  • Kensington VeriMark USB
  • Google Titan Security Key

Software Token: Where users download and install an application on their computer or device that generates tokens for the user. These are only available for short periods before changing. These are more user-friendly, updates when needed and can be customised with different features. Some can be expensive, though, and requires users to download and install software that might be compromised without knowledge. Two-Factor Authentication is available on most applications today for no additional cost and should be enforced across these applications. A firewall can also help by enforcing 2FA for remote connections. Examples of 2FA software include:

  • Google Authenticator
  • Microsoft Authenticator
  • LastPass Authenticator
  • andOTP
  • Authy

Phone Call: The employee receives a phone call once logged in, which provides them with the token. This method is both easy and inconvenient but is cheap and reliable due to requiring less bandwidth than data. Some negatives of this service are that phone calls can be intercepted or your voicemails can be hacked, and reception is required, as well as actually needing a phone.

Biometric Verification: Relies on the user being the token through fingerprints, retina scans and voice and facial recognition. It’s also user-friendly. This does, however, raise questions about the storage of biometric data and privacy concerns, and storage locations can be compromised. It also requires specific hardware, like cameras and scanners.

Implementing two-factor authentication is a simple and effective way to improve your SME’s Cyber Security posture. By requiring two authentication factors, 2FA makes it much more difficult for cybercriminals to gain unauthorised access to your sensitive data and systems.

If you have any questions or would like help implementing 2FA for your SME, please don’t hesitate to contact us. Our team of expert technicians specialising in Cyber Security can help you choose the right solution and ensure that it is configured correctly for your business.

IT Support, Technology

12 Technical Jargon terms you need to know

12 Technical Jargon terms you need to know

Technical jargon can often be confusing and overwhelming, especially for those who are not familiar with the IT industry.

As a company with tech staff, we know that one concern businesses have with dealing with IT support is that they might not answer your questions in a way you completely understand. They may seem as though they are talking down to you with their complicated technical jargon, but in reality, they are terms they are using with each other on a daily basis and sometimes they forget that others don’t know what on Earth they’re talking about.

While you don’t need a comprehensive education in technical jargon — you simply don’t have the time and possibly cannot be bothered learning about it, especially if technology is not an industry you’re interested in — having a brief understanding of these terms can be extremely helpful in communicating with IT professionals and making informed decisions about your IT infrastructure. In this guide, I’ll break down some common technical jargon you might encounter in the IT world.

  • Bandwidth: This refers to the amount of data that can be transferred over a network connection in a given amount of time. It’s often measured in bits per second (bps), kilobits per second (Kbps), megabits per second (Mbps) or gigabits per second (Gbps).
  • Firewall: A firewall is a piece of software or hardware that monitors and controls the flow of data between a computer or network and the internet. It acts as a barrier, blocking unwanted traffic while allowing authorised traffic to pass through
  • VPN: A virtual private network (VPN) is a secure connection between two or more devices that allows them to communicate over the internet as if they were on the same physical network. They allow users to use a public network to securely and remotely access a different network, such as a company intranet.
  • Cloud computing: Cloud computing is a way for businesses to store and manage their data, and run software applications on a data centre. Specifically, it’s a way for employees to access their work files, databases, software and analytics via the internet remotely, no matter where they are located or whichever device they use. It allows for greater flexibility, scalability and cost-effectiveness than traditional on-premises IT infrastructure.
  • SSL/TLS: SSL (Secure Sockets Layer) and TLS (Transport Layer Security) are protocols used to establish secure connections between web browsers and servers. They encrypt the data that is transmitted over the internet, making it more difficult for hackers to intercept and steal sensitive information.
  • API: An application programming interface (API) is a set of protocols and tools that allows different software applications to communicate with each other. APIs are commonly used to integrate different software systems and automate tasks.
  • DNS: The domain name system (DNS) is a hierarchical naming system that translates domain names into IP addresses. It’s essentially a phone book for the internet that allows users to access websites by entering domain names rather than hard-to-remember IP addresses.
  • RAID: RAID (redundant array of independent disks) is a storage technology that combines multiple hard drives into a single logical unit for greater performance, reliability and capacity. There are several different RAID levels, each with its strengths and weaknesses.
  • LAN/WAN: LAN (local area network) refers to a network of devices that are connected within a relatively small area, such as a home or office. WAN (wide area network) refers to a network that spans a larger geographic area, such as multiple offices or cities.
  • Patch: A patch is a piece of software that is designed to fix a specific issue or vulnerability in an operating system, application or other software system. Patches are released periodically by software vendors to address security concerns and improve performance.
  • Cache: A way to store frequently-accessed information is through a data cache. For example, web browsers use caches to store and load previously visited web pages more quickly. For a cache to be efficient, it must be quite small, so as they take up space over time and store more data, it can grow too large and slow your computer down rather than speed up processes. When this happens, you will need to clear the cache.
  • Cookies: HTTP cookies are small files sent by a website and stored in your browser to help the website remember information about the user, like usernames and passwords, billing addresses and browser history. While convenient, they also raise privacy concerns as they can be a security vulnerability.

These are just a few examples of the technical jargon you might encounter in the IT industry. While it may seem daunting at first, taking the time to understand these terms can go a long way in improving your communication with IT professionals and making informed decisions about your IT infrastructure. Since IT is very technical, it has more jargon than most other fields but these words help IT professionals communicate very specific information to each other, especially since the industry is so complex. If you’re ever unsure about a term or concept, don’t hesitate to ask your IT provider for clarification.

Make sure to follow us on LinkedIn and Facebook as we post explanations of technical concepts once or twice a week. These are in digestible snippets and are in layman’s terms to help you understand a bit more about the technological and Cyber Security world.

IT Support, MSP, Technology

What are Tech Warranties?

What are Tech Warranties?

All genuine Australian-certified products sold by a genuine Australian online or physical store have implied warranties under Australian Consumer Law.

According to the Australian Competition and Consumer Commission (ACCC):

“Warranties are extra promises that a business makes about the quality of a product or how it will fix any problems with a product or service.”

These are on top of consumer rights to a repair, replacement, refund or cancellation when there’s a problem with a product or service. Warranties must be honoured by businesses and staff must not pressure or mislead consumers to purchase extended warranties.

That doesn’t mean they don’t ask if you want to purchase an extension though, and nearly every time you purchase some new tech, there’s an option to add an extended warranty. You’ve probably found yourself asking, is it worth it? Would I even need it? Am I crazy not to purchase it?

Honestly, the answer is usually no for personal electronics.

Most of the time, the only people that benefit from tech warranties are retailers as they translate into serious profit margins. If people knew the actual statistics for how long their products last, they probably wouldn’t purchase extended warranties. According to Cyber Shack, a quality smartphone has less than a two per cent failure rate while a good laptop is under five.

Under the ACCC, your product has a warranty for however long it is reasonably expected to last. No one purchases a computer with the expectation it’s going to last only one year, but years, so that’s how long you can legally claim a refund, replacement or repair — your choice — as long as you provide proof of purchase and the fault is a manufacturing one. You may also be able to claim compensation if you can prove loss due to the item and companies cannot deny a claim or refer you to the manufacturer unless you agree. Make sure you also register the standard warranty after purchase so there is no hassle when you do need repairs.

Rather than spending money on extended warranties which can cost between 10 to 20 per cent of the retail price, consider spending that money on backup devices.

Extended tech warranties for businesses are different

When considering warranties for your business, you have different factors to consider, such as risk reduction, business longevity and employee productivity, which means extended warranties for business are needed and are usually part of the cost of doing business.

Pronet only sells our clients servers with 3-year warranties and then just before the end of those 3 years, we highly recommend clients purchase an extra 2 years, which we find most businesses are willing to do. Replacing servers are not as simple as replacing workstations as they take longer to install, test and get up and running as they have to be reconfigured around other network components which can cause delays to your business. If you have the warranty, manufacturers will then keep components available to honour the warranty so if you have older equipment without one, you may no longer be able to find the parts to fix them.

Businesses relying heavily on their computers should only be purchasing business-grade computers which have a base 3-year warranty period rather than the 1-year that personal, domestic computers offer. Our clients are then recommended to purchase an extra 2 years to push this up to 5 years, after which business computers are usually replaced.

Businesses that rely on their computers and technology should be using a managed service provider to look after their systems. It saves you the stress and time of dealing with having to contact and wait for manufacturers to come out and fix or replace the device. Experienced MSPs usually carry spare parts for common devices and systems they set up in your business, so if you have an issue, they can fix it for you promptly. Some MSPs would even carry ‘spares’ of critical equipment which they can loan you while your equipment is being fixed.

As a business owner or decision-maker, you’re constantly evaluating how to lower your risk, and using an MSP is the way to do this. We hope that answered some of your questions regarding tech warranties, but if you have any further questions, feel free to give us a call!

Cybersecurity, IT Support, Technology

IT solutions for SMEs with limited budgets

IT solutions for SMEs with limited budgets

As a small or medium-sized enterprise (SME) with a limited budget, it can be challenging to invest in IT solutions that can improve your business operations. However, several cost-effective IT solutions can help SMEs streamline their processes and remain competitive.

To decide what is best for your business, you need to understand your business’ needs, the people who work there, your budget and how staff need to work to meet the company’s objectives. When it comes to your staff, think about what they really need and if you’re unsure, ask them. Do they all need the same level of licences for the Adobe Suite or other software? Can you work from anywhere or do you need a traditional office setup? Identify what your business constraints are; if that’s a technology solution, direct your limited budget there.

One of the best ways to save money as a business is to make sure your initial investments are quality ones. For example, make sure your Wi-Fi network is properly set up, don’t purchase outdated, subpar equipment, make sure to update and maintain all your devices, invest in a web or mobile presence, install, update and regularly use anti-malware programs and most importantly, work with an IT service to manage your IT systems for you.

Managed service providers are cheaper than hiring an in-house IT team and they ensure your systems are working properly. An MSP is a way to reduce costs in your IT systems as it consolidates your technical support with one IT service. MSPs can provide businesses with access to experienced IT professionals who can help manage their IT systems, monitor for security threats and provide ongoing support and maintenance. A good MSP can help you determine what IT your unique business needs without pushing services on you that won’t benefit your business.

Low-budget IT Tools

Software can quickly become expensive, especially if you rely on multiple, complex systems to run your business and smaller businesses often turn away from investing in good software which can be detrimental to your business.

One of the most popular and cost-effective IT solutions for SMEs is cloud computing. Cloud-based solutions, such as storage and software-as-a-service (SaaS), can be accessed through the internet and can help businesses save money on IT infrastructure and maintenance costs. If you have one, ask your managed services provider to transfer your systems and data to the cloud.

Another IT solution that SMEs can consider is open-source software. Open-source software is software that is freely available to use and modify and can help businesses save money on licensing fees. Popular open-source software includes the operating system Linux, as well as productivity software such as LibreOffice. SMEs can also consider using open-source CRM (customer relationship management) software to manage their customer interactions and sales processes. Open-source CRM solutions, such as SuiteCRM or SugarCRM, can be customised to meet the specific needs of a business and can help SMEs improve customer engagement without breaking the bank.

Keep in mind, however, that open-source software does not come with support and is normally not as stable and reliable as commercial software. If you run into issues with open-source, you’ll need to rely on the goodwill of the community to assist you. As long as you understand this risk, then open-source is a low-cost solution. We generally would not recommend companies with more than five employees rely on open-source software as the risk of business interruption can be costly.

Virtualisation is another cost-effective IT solution that can help SMEs optimise their IT infrastructure. With virtualisation, businesses can run multiple virtual machines on a single physical server, which can help save money on hardware costs and reduce energy consumption.

Cyber Security

When times are tough for business, it might be tempting to cut costs in areas that might seem unnecessary, such as Cyber Security, but it is a decision that can see customers, clients and employees being exposed to cyberthreats.

There are a range of steps a business can take to create a defensive posture around Cyber Security that does not cost a fortune.

Your company should start with procedures and policies to create a Cyber Security culture within the business. This outlines how you will protect your employees, clients and customers. An incident response plan is essential to mitigate damage and protect your business operations, and even more so, training your staff about Cyber Security threats is one of the most cost-effective ways to reduce threats as most attacks occur due to human error. Regularly provide tips and refreshers, or ask your MSP to help with training.

There are certain budget-friendly security software you can use to help protect your business and its data. For example, to secure your digital assets and control them when they might be at risk, you can use a software called DriveStrike that can remotely locate, lock and wipe devices.

It’s also a good idea to invest in encryption. Many devices already have some sort of encryption options built into them, so take the time to configure these. Also, if you’re heavily reliant on email, there are security email services that encrypt your information while in transit. Make sure you encrypt your backups too and that these are stored in multiple locations.

While it might seem a hassle, using two-factor authentication adds an extra step of security when logging into accounts, such as emails, bank accounts, work machines or software. Many services and accounts already have this option built-in, so check if yours do and if not, make sure to use a program that does this as it increases the difficulty of cybercriminals accessing your data.

A way to protect your business freely is by making sure your software and applications are up to date. If a vendor notices a security risk in its service, it will fix the issue and release a security update. Make sure you immediately install these to prevent criminals from taking advantage of these risks. This goes with older software too. If you’re not already, make sure you are using Microsoft 365 rather than an older version as these older versions are not updated anymore. This gives cybercriminals the time to build complex threats that they can then use to infiltrate your business as they have no time constraint as they’re no longer being updated.

If your workforce is hybrid or remote, ensure employees know how to secure their home routers as they are usually only using consumer-grade ones compared to a more secure one in the office.

Make sure you’re educating yourself on the technology your company needs so you can understand the value you are receiving from the technology, hardware or software you are using or buying.

There are several cost-effective IT solutions available for SMEs with limited budgets. From cloud computing and open-source software to virtualisation and outsourcing IT support to MSPs, SMEs can take advantage of these solutions to optimise their IT infrastructure and improve business operations. By considering these IT solutions, SMEs can remain competitive in today’s fast-paced and technology-driven business environment.

Do keep in mind though, that to maximise your business’ collaboration, processes, Network and Cyber Security, and long-term growth, businesses should be investing in their IT systems. As your business grows, so do your IT needs, so if you’re trying to cut back on costs, your business might not reach the potential it possibly can. Investing in your IT systems can actually save you time and money, help you stay competitive, inform better decisions and increase revenue.

Well-thought-out IT solutions for SMEs can make the difference between thriving or barely surviving.

Strategy, Technology

10 ways to Include QR Codes in your marketing plan

10 ways to Include QR Codes in your marketing plan

Did you know that the use of QR codes skyrocketed in 2020, reaching a market size of $916.7 million? This is expected to grow an additional 5.6 per cent by 2026, which will exceed $1 billion!

QR (Quick Response) codes are two-dimensional barcodes that can be scanned by a smartphone camera to access digital content such as a website, video or social media page.

When using QR codes in your marketing plan, it’s important to make sure the code is easily scannable and that the landing page or content it directs to is optimised for mobile devices.

Additionally, providing clear instructions on how to scan the code can increase the chances of customers using it.

How to incorporate QR codes into your business

  • Business cards

Adding a QR code to your business card is a quick and easy way for customers to access your website, a video or your social media account, or even for them to take an action, such as calling a business number, sending an email or filling out an online form. You can print different versions of the business card with different QR codes linking to whichever form you’re after at that moment in time.

  • Special Offers

When scanned, the QR code can direct customers to a landing page with a coupon or promotional code to redeem the offer.

  • Ask for reviews or to conduct customer surveys

Businesses can gather customer feedback through QR codes as when a customer scans it, they can be directed to a survey or feedback form, where they can provide their thoughts on the product or service.

  • Improve customer experience

QR codes can allow customers to move through experiences at their own pace and interact with your brand in various ways. They let you provide more positive and memorable touchpoints without necessarily requiring more staff or an increased marketing budget.

Many museums and attractions place QR codes throughout venues that link to audio and video files, text and maps, among other things. You can also use QR codes to engage customers in interactive games, such as a scavenger hunt.

  • Payments

Incorporate QR codes into your mobile POS system. Customers can scan the QR code to make a payment or use a discount. Restaurants often do this with their ordering systems, linking QR codes to their menu and ordering page, allowing customers to order directly from their tables.

  • Information

QR codes can be printed on product packaging to provide customers with more information about the product, such as ingredients, video demos, detailed product descriptions, reviews or customer testimonials. You can even try adding QR codes to your direct mail marketing campaigns to give consumers your business’ contact data or direct them to your website’s landing page.

  • Products, giveaways and apps

Share a QR code via social media or through a printed code to download your app on the App Store or Play Store. You can also place QR codes on giveaways like T-shirts and pens to spread the word about your business. 

  • Wi-Fi

Cafes, libraries and public spaces can have customers scan a QR code to access Wi-Fi instead of having them enter a password. 

  • Events, social accounts and website

Market your events, such as concerts, trade shows or conferences, via a QR code on your social media account. When scanned, the QR code can direct customers to a landing page with event details, ticket information and registration forms. When scanned, QR codes can direct customers to your company’s social media page, where they can follow or like the page to stay up to date on your company’s news and promotions.

  • Job listings

Use QR codes in job listings so applicants can read the job description, understand the qualifications needed and apply. 

Benefits

Ease of use: QR codes can be scanned using a smartphone camera or a QR code reader app, making it a simple and quick way for users to access information without the need for typing in URLs or searching for information.

Versatility: QR codes can be used in a variety of ways, from product packaging to event tickets, business cards and customer self-service, providing a convenient way to share information and connect with and serve customers.

Cost-effectiveness: It’s relatively cheap for businesses to print QR codes, making them an affordable way to incorporate digital marketing strategies into your operations. They’re an easy way to connect offline and online media to diversify your business’ presence.

Data tracking: QR codes can be used to track user engagement and collect valuable data on consumer behaviour, allowing businesses to adjust their marketing strategies accordingly.

Enhanced user experience: By providing quick access to relevant information, QR codes can improve the user experience, leading to higher customer satisfaction and engagement.

Security Risks

While QR codes are a convenient tool for accessing digital content quickly, they can also pose security risks if used improperly.

Here are some security risks associated with QR codes:

Malware: Scanning a QR code can redirect the user to a website or download a file that contains malware. Hackers can use QR codes to deliver malware to unsuspecting users.

Phishing: QR codes can be used to direct users to a phishing site designed to steal personal or financial information. Users may not be able to tell if the site is legitimate, as the QR code may be used to mask the true URL.

Social engineering: Hackers can use QR codes to manipulate users into disclosing sensitive information. For example, a QR code could direct a user to a fake login page that captures their login credentials.

Unauthorised access: QR codes can be used to grant unauthorised access to sensitive information or locations. For example, a QR code could be used to bypass a security checkpoint or grant access to a restricted area.

Privacy violations: QR codes can be used to track user behaviour and collect personal information without their consent. This can lead to privacy violations and identity theft.

To mitigate the risks associated with QR codes, it’s important to take the following steps:

  • Only scan QR codes from trusted sources.
  • Verify the URL before entering sensitive information.
  • Use a mobile security app to scan QR codes for malware and phishing attempts.
  • Limit the personal information shared via QR codes.
  • Avoid using QR codes to access sensitive information or grant access to restricted areas.

Small and medium-sized businesses should ensure they are telling staff to check that QR codes haven’t been covered by another as QR codes cannot be hacked, only the destination of the QR codes.

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