Category Archives: Security

10 Benefits to Digitizing Your Business Documents

Digitizing your business documents shown with filing cabinet drawers on a computer screen

Reduce physical storage needs and documents readily available are just a few reasons to go all digital

Running a business is a constant process of optimization. Everyone wants to provide better goods and services, improve efficiency behind the scenes, and ultimately generate greater profits each year by lowering overhead and increasing revenue. However, if you’re still working with paper documents then your business is missing out on a major optimization opportunity. Digital document storage has come a very long way in the last 10 years and with the addition of the cloud to the available network infrastructure, there’s never been a better time to digitize.

Not sure about whether it’s the right choice? A lot of businesses are hesitant to change a major aspect of their internal process like how paperwork is managed for fear of damaging office efficiency. However, let us assure that once you make the switch to a self-organizing digital document management system, your efficiency will not only recover quickly, it will blow the top off your charts as employees gain back hours every week that would normally be spent filing, searching for files, or even just collating and stapling paper documents. Here are ten of the best benefits of going digital.

1) Reclaiming Office Space

How much space do paper documents take up in your office? A storeroom? Two store rooms and a supply closet? Then there’s the possibility of rented storage space for archived folders not to mention all the filing cabinets and in/out boxes taking up space in the employee office space. Once you’ve digitized, you might be surprised how much open space is created both in storage rooms, and on employee desks.

2) Saving on Auditor Fees

When the auditor comes to call, you pay their hefty hourly fees but they also expect you to bring them all the documents to be audited. With a paperwork system, this means paying them for the half hour or more per visit that your staff spends searching and fetching specific paper documents. All this paid-for time is regained with a document management system as your auditor can quickly and easily access everything they need in seconds, not minutes or hours.

3) Instant Document Retrieval

Speaking of fast document retrieval, how much time do your employees spend each week essentially shuffling paper or seeking desperately for misplaced documents? A single mis-file into an adjacent folder can cost hours of lost employee time, especially if you simply must have a specific copy or filled form. With an online document management system (DMS), files can be found instantly. Even if they’re in the wrong digital folder, a simple keyword or category search will quickly locate any specific document that’s needed no matter when it was scanned or how it was filed. Even mistakes can be fixed with a few clicks or taps.

4) Access from Anywhere

Running back to the office for a document is no one’s idea of a good day, especially when a project or deal was almost complete except for one missing sheet of paper. When your documents are stored on the cloud through a handy online management platform, they can be reached from anywhere. Employees and clients alike can log in and access any document they are authorized to view or edit making those last minute trips to the office for paperwork a thing of the past.

5) Cutting Edge Security

How secure are your sensitive business and customer documents? Do you keep them under lock and key in a filing cabinet, or more likely, do they sit on an employee’s desk for days or weeks at a time? While there’s a certain amount of security in physical documents, the best way to protect important data is to lock it away under the highest-tech procedures possible. With cloud document management, that’s exactly what you get.

6) Share, Collaborate, and Sign

When dealing with paper documents, the process of collaboration can be tedious and you can forget about collecting signatures quickly. Waiting on paper documents to be snail-mailed, signed, and returned or even delivered to and from via couriers can add hours, days, and even weeks to a project schedule. With online documents, you can quickly and easily share anything with anyone, invite them to edit the document with you, or shoot over a copy for a digital signature which can return to you in minutes if the recipient is ready for the transaction.

7) Open to Analytics

One of the most powerful tools any business can employ today is high-end computer analytics. AIs and similar programs can scan thousands of data points to produce interesting statistics like the average amount of time customer are active, the demographics of your existing customer base or the most popular account type. Once your documents are digitized, you could much more easily feed any information you have into an analytics program to get back useful business data.

8) Regulation Compliance Maintenance

Every business has to comply with regulations, whether it’s about how you store customer data or how you store leftover food. There are always documents to help you stay compliant and there is always an audit every year or so. Having a live, easy to access and edit documents not only make staying compliant easier, it also makes updating compliance with new rules and providing information to auditors go more smoothly.

9) Disaster Recovery Guaranteed

If something happens to your building or storage facility, so too does this thing happen to all your paper documents. Fire and flood can destroy them completely and even an earthquake can make it very hard to retrieve your paperwork and start again. With cloud-stored documents, you could disaster recover with laptops in a tent if that’s what it took and every document would be perfectly preserved for the purpose.

10) Green Without the Recycle Bin

The final benefit of digitizing those heaps of paper documents is the environmentally friendly aspect. Here is your opportunity to recycle reams, stacks, and mountains of paperwork and then never need to use up that many trees worth of paper again. You can stop buying pallets of printer paper and you can even tone down the big green bin in the office because from here on out, your paperwork will be made of electrons, not actual paper.

Digital transformation is something that every business and department is taking on this decade. Even if you are in an industry that traditionally works with physical paperwork, it’s important to digitize to back up, edit, manage, and secure your documents. For more information about the digital transformation and how your team can streamline digitization, contact us today!

Removing SAVEfiles Virus and Others with Webroot

Hands on a keyboard removing SAVEfiles virus with Webroot

Protecting workstations and servers is critical in preventing downtime

SAVEfiles is a recent high-profile web virus making its rounds on the internet. It is attacking Windows based computers, workstations and servers with the goal of locking out the user and encrypting key files through AES and RSA algorithms. The hackers demand a ransom (in the form of Bitcoin) in order to restore full service. Like the WannaCry virus before it, this is a dangerous malware that should be avoided at all costs. In the case that it has infiltrated your system, there are a few things to know.

Response

First and foremost, users should not under any circumstances actually send the funds to the hackers. Most likely the scammers will not send the encryption key and the victim will simply be out his or her money with no result.

Secondly, even if the hackers send the encryption key, it will most likely be located on another malicious server location. Accessing that server may allow your computer to download or access additional malware. That malware could spread to other people in your network or simply lock additional files on your computer. So it is ideal to avoid this result.

Next, use reimage repair to start over from the beginning with your Windows system. That detects the ransomware and helps to restart and avoid the malware. Finally, use a high quality anti virus tool like Webroot to eliminate the malicious software and free yourself of the damage.

Anti-Virus Tools

In order to solve this dilemma, the best thing to do is apply a Webroot Anti-virus tool. It is an evolution of the well-known Spy Sweeper product. It has a handy “fix it now” feature that does not require the user to do anything but click the button to resolve the problem. At that point, the software will search the entire system for foreign, unauthorized files and eliminate them.

Webroot has a vast library of potential viruses that it can knock out with ease. Additionally, it can detect new files that enter the system if they are not authorized. It will then eliminate those after the user authorizes it.

Webroot has one the Virus Bulletin certification for excellence four times. ICSA labs has also certified it as a dependable anti virus solution for computers and servers. For this reason, many people are willing to rely on it to fix their systems.

The Webroot version 7.0 is the most impressive release yet. This version has much better user interface design. It also divides messages into “Green”, “Yellow” and “Red” so that it is very simple to prioritize. Green means that the system is clear, yellow messages are warnings and red messages indicate a virus must be removed. It also offers automatic periodic scans that are either Quick Sweeps or Full Sweeps.

Other Actions

In the future, there several additional security steps you may take. Firstly, you can purchase a USB stick and keep sensitive files in this device offline. Additionally, you may keep redundant files in different locations on the cloud. That way, if your device is compromised you still can access the important files from another device.

Of course, don’t click on suspicious links or download software from unverified sources. These are the most common sources of viruses online.

Make sure to change passwords every so often so that if the device is compromised once, it won’t continue to be compromised.  Network admins should make sure to have different passwords and authentications for different levels of the network as well.

Get Started

Webroot Antivirus is a leading provider of antivirus tools. They have helped large and small companies attack malicious software and prevent it from infecting an entire network. For more information, please contact us.

5 Ways to Prevent Malware From Sneaking Onto Your Business Network

Prevent Malware - computer security concept

Malware is ever changing and always finding new ways into your device

The single biggest challenge of business cybersecurity is the fact that malware is built to be sneaky. It would be one thing if a hacker attack always triggered alarms and your IT team could fight them off like a castle siege. Or if you could always know what kind of malware would attack and prepare to defend against it. But that’s not how hackers and their automated malicious software work.

Instead, it is their goal to find gaps in your security, slip onto the system, and lurk until there is a way to do damage or otherwise exploit your company. Whether it is spyware, spamware, or ransomware, these malicious programs find ways to sneak into your business network in a wide variety of underhanded and unseen ways. Many businesses today are currently infected and have no idea that their data is being gathered, their IP address is being used for spam, or there is a ransomware attack waiting to strike.

We’ve put together five simple ways that your company can use to prevent malware from sneaking onto your business network in the first place. While hackers are always looking for a new angle, a comprehensive defense can significantly reduce your chances of getting a dangerous malware infection.

1) Fine-Tune Your Firewall

The first step is to make sure that your existing cybersecurity measures are not only strong, but detailed. A firewall is only as effective as it’s settings, and most default firewall settings are not sufficient to block cleverly designed malware. Open ports and generalized policies leave security gaps that malware, disguised as normal business network activity, can slip through.

Masking malware invasions is the primary way that hackers sneak through a firewall. The programs look and act like something firewall default settings will allow and then download themselves right onto your network. Work with your IT team and managed service provider to fine-tune your firewall so that only very specific work activity with key identifiers can make it through.

2) Employee Cybersecurity Training

Human error is actually the leading cause of business malware infections because employees must interact with outside sources like websites, downloads, and client communications in order to do their jobs. This is why hackers have long-since targeted employees with tactics like infected websites and phishing emails.

Your team can be trained to recognize dangerous websites, suspicious “client” interactions, potentially infected downloads, and phishing email attempts so that these are no longer an avenue for business malware infection.

3) Regular Virus Detection Scanning

It’s also safe to assume that at some point, malware will find it’s way onto your network. In fact, there might be some lurking right now from a time before you increased your cybersecurity procedures. This is why virus scanning is so important for both individual workstations and the network as a whole.

There are a variety of virus scanning solutions. There are programs that scan email attachments, computer hard drives, database servers, and complex networks. Make sure to perform comprehensive scans regularly to ensure that particularly sneaky malware does not stay for long.

4) Audit Employee Mobile Devices

Another dangerous avenue for malware infection are employee phones, tablets, and laptops. The more personal a device, the more likely it is that an employee has used it without a business-level of cybersecurity caution while at home or on vacation. The problem is that when these devices come into the workplace and connect to your office wifi, they might be bringing malware riders along with them.

It’s best to make a company policy that requires monthly virus scans of employee mobile devices, particularly if these devices are provided by the company. If employees are uncomfortable with having their personal devices checked for malware, ask them to refrain from connecting to the central company network with unsecured devices.

5) Work-Only USB Drives

Finally, watch out for USB drives. These incredibly useful little devices are great for transferring data from one computer and location to the next, but they can also be carrying infectious malware programs without the knowledge of the user. Once again, this is an especially serious risk when employees are using USBs they have brought from home.

If your workplace uses or permits the use of USB drives for file storage and transfer, make sure the drives are scanned and fully wiped regularly and consider limiting employees to only using work-provided USBs (that you can regularly secure) for plugging into work computers.

Malware is designed to be slippery, to hide on infected devices and to spread to new devices and networks when possible. Protect your business network from sneaky malware infection by covering all your bases, scanning for viruses regularly, and limiting employee’s ability to accidentally bring viruses to work from less careful personal online activities.

For more expert cybersecurity advice, a consultation on the health of your network, or a new MSP partnership for your business, contact us today!

Kovter Strikes Computers Everywhere

Removing Trojan Kovter Malware

Are you prepared for when disaster strikes

Every year, there are high-impact viruses that plague individuals and businesses alike. One of the newest that has wreaked havoc on the world of IT is known as Kovter. It’s affecting a number of computers and there are a lot of people that have been impacted by its destruction.

What is Kovter?

Kovter works as a Trojan. It has acted as a ransomware downloader as well as click-fraud malware. It is disseminated using malspam email attachments that contain malicious office macros. One of the ways that this fileless malware has been able to evade detection is by hiding inside of registry keys.

There has been a number of reports that indicate the Trojan infections receive updated instructions from a command and control infrastructure that serves as a remote access back door. When this happens, the hackers will have an access point into your computer or server.

Kovter showed up several years ago and continues to be the biggest threat throughout 2018. Part of this is because it has evolved significantly. It may use code injection as a way of infecting the target and will steal information so that it goes back to the command and control servers.

How to Look for Kovter

Kovter is really good at hiding itself. It generally infects a computer using an attachment that comes over as a micro-based spam. Once the attachment is opened, it will install on the computer and hide within the registry entries. Most of the attachments are compromised Microsoft office files.

Since it is fileless, it can be difficult to detect. However, you want to make sure that your organization is aware of how to protect against email threats. Use various anti-spam filters so that malicious emails can be blocked before reaching the endpoint user. You also want to make sure that security updates are applied as soon as possible.

Who Has Been Affected?

A number of people throughout the UK, US, Canada, and Australia have been affected by the Trojan. Many people found the virus through a malvertising campaign or Traffic Junky. People were sent to a pop-up that told them they needed to install an update to their browser. By doing so, they unknowingly downloaded Kovter to their computer.

It’s unclear as to how many computers have actually been affected – though the number is easily into the tens of thousands since one version or another has been around since as early as 2011.

What You Can Do

You need to be sure that you have a high level of security within your business. You want to make sure that you are protecting your servers and workstations so that they stay free of viruses and Trojans. Otherwise, malware can render your computer absolutely useless or result in important data being lost or stolen.

Webroot Antivirus is a 20-time winner from PCMag. It provides you with the antivirus protection on all of your devices so that you can enjoy a greater level of peace of mind. You get advanced threat protection and the security is always on. You can stop ransomware and enjoy real-time blocks on harmful sites. This way, no matter how much you teach your employees not to go to specific sites, you can ensure that dangerous sites are blocked to avoid various problems. Additionally, based on the antivirus protection that you choose, you will also be able to monitor your firewall and network connection and secure various smartphones and tablets that are used by your employees.

Learn more about Webroot Antivirus and how it can protect your servers and workstations by contacting SystemsNet today. Our various packages will monitor your systems and help you with all of the various components of your IT infrastructure. As geeks, we work hard to help you protect your systems