EU GDPR Legislation is 18 months away

For any organisation, big or small Data Protection is a major priority. May 25th 2018 is a date that they need to keep in their diary, as that is when the EU General Data Protection Regulation also known as GDPR comes into law.

The GDPR legislation includes mandatory breach notification, which means that organisations need to be able to detect, scope, and report a breach to the competent authorities within a very short space of time.

Failure to comply with this new legislation can result in large fines of up to €20m or 4% of global turnover.

If you are thinking we have 18 months to get ready for these new regulations, it is time to think again.

Recent research done by BT Ireland has shown that 69% of Chief Financial Officers (CFOs) are completely unaware of the GDPR rules. This is pertinent because thirty percent of CFOs and 26% of Chief Information Officers (CIOs) have the final sign-off on IT spend.

The research also revealed that only 28% of the CFOs who are aware of the EU GDPR believe it will have a significant impact, with the other 62% believing it will only have some impact.

What makes this more shocking is that the research was done with large domestic and multi-national organisations with an average of 800 employees. If the same research was done with SME’s, the results would likely be equally alarming and possibly even more shocking.

It seems that many CFOs think Cybersecurity and Data Protection are the exact same thing. This is probably one of the reasons why they are not that knowledgeable on GDPR.

Cybersecurity is the protection of your I.T. infrastructure including hardware, software and data stored from theft, damage and disruption to any services you may provide.

Data Protection is where an organisation’s I.T. infrastructure is setup to determine what data stored can be shared with third parties, and where that data is securely stored.

Once you know which is which you will then be able to plan the best way for your organisation to handle and comply with the GDPR legislation.

iPing provide managed services and IT services and we can help you comply with the GDPR legislation, so if you need some help with the above please contact us or give us a call on 01 5241350.

BYOD policy

Over the past 10 years as technology has advanced in leaps and bounds and become cheaper, it has also raised the issue of BYOD.

Bring Your Own Device also known as BYOD is when your employees use their own devices such as desktops, laptops, mobile phones and tablets in work and this can create a security issue.

By allowing your employees to use their own devices you are creating a scenario where a data breach can occur or where malware or viruses can easily enter your IT infrastructure. The only way to deal with this is to have a BYOD policy which determines what devices and OS’s can be used on your premises, and how you interact with external devices such as noncompany issued desktops, laptops, tablets and mobile phones.

Your BYOD policy should include:

  • Your IT department keeping a record of how many different OS’s your companies registered and unregistered devices (also known as personal devices) run?
  • Your IT department keeping a record of how many different registered and unregistered devices are being used?
  • What OS’s are not allowed? This could be because of software incompatibility or security risks.
  • Is any of your sales team allowed to use unregistered devices?
  • How secure are all the devices used in your company as regards a data breach?
  • How often any hardware and software used has to be updated.
  • The use of multiple versions of customer lists being used by your sales team must be banned as how do you know which one is the definitive one, and also who has the authority to amend or delete data in any of your databases.

By having a BYOD policy, you are ensuring that your IT ecosystem runs smoothly, making it easier to track where all your data is stored. The last thing you want is data to be stored on multiple devices with the possibility of any changes made not being shared, or malware and viruses making an appearance or security breaches taking place.

iPing provide managed services and IT services and we can help you set up your BYOD policy, so if you need some help with the above please contact us or give us a call on 01 5241350.

Dreaded Cryptolocker Virus

We have just come across an instance where a company employee opened a file that was sent to them by someone they did not know.

Once this file was opened it started to encrypt the information on the employee’s computer and also the section of the server that that user had access to.

We caught this virus quickly and there was a good backup in place so the company got out of this potentially disastrous situation with a few hours down time and some egg on the face of the employee who opened the file.

It is worth saying that the antivirus was up to date on this computer but it did not pick up this threat. The antivirus software is not infallible and employees need to be educated not to open files sent to them from people they do not know and even if they do know the person it may not even be a good idea to open the files.

There are many things that can be done to help lower the chances of these kind of attacks happening but it is so important to have a robust backup in place should a new variant of a virus get into your network.

If you need help with your backup or internet security strategy please contact iPing

Time To Improve E-Mail Security

E-mail Security Update

Over the past few weeks we are seeing an increase in attempts to access email accounts by phishing emails. We have seen mainly this problem on Google Apps and Office 365 accounts.

This usually happens when an employee in a company clicks on a link received by email from a person they know and trust. The staff member ends up putting in their email address and password in the page that opens and then in turn this gives the hackers the ability to send similar emails to all their contacts. You can read more about this topic in a previous iPing blog here

Over the next few weeks we will be working with our customers who are on the iPing Total Peace of Mind Managed Contract to get a plan in place to start getting email accounts onto the two factor email for Office 365 and for Google apps mail. You can get some more information on two factor here

If you are not on our Total Peace of Mind Package and would like to move onto it or would like some advice on the benefits of using the two factor email authentication please contact us or give us a call on 01 5241350.

Should I Authorise Payments by Email

Over the past few weeks we have started to see hackers use many different means to try get people to authorise payments via email.

We have seen some really good impersonation attacks that go like this. The accountant in a company gets an email from say the managing director asking her to pay an invoice. It turns out that it was not the managing director who sent the email but it was someone who either

  1. Sent an email that made it look like it was from the managing director but it was from a different email address and just had the name the same as the managing director.
  2. Someone was able to send a spoof email that was made to look exactly like the managing directors email.
  3. The managing director had his email hacked and someone was able to read his email and then send emails from his account.

There are means to address all of the above three seniors but they go beyond this post just make sure your Managed Service provider has things in place for the above scenarios.

The first simple thing you can do is not to just pay invoices that you get from someone in your company without a quick phone call to confirm that it is an actual invoice.

iPing provide managed services and business level email services so if you need some help with the above please contact us.

The most important thing is to-be vigilant!

Our First Server

It was a momentous week here in iPing this week as we decommissioned the first ever server that we had installed for our first ever client. See the picture below.

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Over the years this server has had quite a few upgrades to keep it working and even up to being decommissioned, it was still working well which is something the boys in the office are very proud of!

You might wonder then why was this server decommissioned now. We decided with the customer that even though it  was still working it made far more sense to replace it before it stopped working.

It  makes sense to replace computers and servers before they fail as the time lost and inconvenience caused by a failure usually outweighs the cost of replacing a server.

It is much easier to replace a server or PC when you get to decide when and you can pick a time that works with your schedule.

If you are looking to get a new server or replace an old server, contact the team in iPing.

The importance of e-mail to your business!

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Cast your mind back thirty years into the business world of the 80’s to have a view of how business people communicated then and you will find that the main modes of communication were.

  1. Letters
  2. Faxes
  3. Phone calls

Now shift on to the present day and you can see that the computer and e-mail has pretty much got rid of the FAX and it has demoted the letter to a service that usually is used to follow up a series of emails with.

For me the two mail factors email has played are

  • Speeding up the communication cycle from one communication per every day or two to being able to shoot emails over and back every ten minutes. This means the business cycle can be speeded up and decisions can now be made much faster.
  • The communication cost of doing business has also been reduced as we no longer have the same vast amounts of stamps, curriers and delivery trucks to pay for to allow for the same communication that comes at a very low cost all things considered with e-mail.

So if your business is looking for a rock solid email that your business can depend on give us a call here in iPing as we are experts in e-mail.

Protect Your Power To Protect Your IT

If you are running and servers or important IT on your premise it is important that you consider the safety of the power feeding this computer equipment.

In many of the Dublin areas there can be sudden an unexpected power cuts that may only last seconds or minutes but can stretch for hours. So for this reason it is important to have some backup power in place.

For a company who has a few servers you will need a good UPS (Uninterruptible Power Supply) in essence these are big batteries that your IT equipment runs from should you have a power cut. When the UPS is configured correct they will shut your server down properly while you wait for the power to come back on.

For larger IT configurations a generator may be needed as backup to the UPS though we have mainly seen them used where the power must stay on 24/7/365

If you have a small office and your IT infrastructure mainly in the cloud it is still important to have surge protectors to protect your computers from the random power cuts and surges.

So don’t just assume you have a UPS in place ask your Managed IT provider or pop us a line here at iPing and we will help answer the question.

Things to Consider when Selecting a Good Managed Services Partner

We have been asked a few times this year already as to what are some of the things to think about when selecting a good managed services partner. Here are few points that jump to mind:

  • PROACTIVENESS – It is very important that a proactive approach is taken by your Managed Services Partner to look after every area of your IT environment. This proactive approach will help fix computer issues before they arise allowing your staff to be more productive. At iPing, we use the best tools in the industry allowing us to fix issues before they become a problem for our customers.
  • COMMUNICATION – Your managed service partner must be good at communication at all times. This is important when everything is running smoothly to keep it like this and of course crucial when you have a problem. In business, information is key and if an IT problem has arisen you need to know what the effects of this will be on your business and the action plan for resolving the issue.
  • REGULAR HEALTH CHECKS – We cannot over-emphasize how important it is to have regular system checks being run on your IT system and this goes hand in hand with a good proactive approach to IT management.
  • GET IT IN WRITING – It is important to have a contract in place that sets out what is covered in the managed service. This allows you to know exactly what is covered and it will help give you some added peace of mind.

Internet Explorer 11 Is Now End Of Life

This may have slipped past you last week but Microsoft has ceased to support Internet Explorer version 11 and all versions before this. So in effect Internet Explorer 8, 9, 10 and 11 are no longer supported now.

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Some companies are using these older versions of Internet Explorer as this is what their old programs and websites run on correctly. If this is the case you need to look into getting this software updated.

If you do not have a really good reason to use an old version of Internet Explorer or any other web browser you want to speak to a managed IT Services provider like iPing to help with keeping all your software up-to-date!

If you need some help with your Managed IT Services you can contact iPing!