Recent Blog Posts

Why Would You Go Paperless? Most people in business don?t understand how expensive paperwork is. The frequency that workers create new documents, print those documents, and file them makes paperwork one of the costliest endeavors at your whole organization. So, to answer the question, businesses go paperless to reduce costs, but that isn?t the only reason.  Another is that by going paperless, you can get all the documents and files your organization saves at any time, from nearly any device or location. How does this happen? Workers scan physical documents to create digital files and then store them in a database where a simple search of the document management system (DMS) will return any file stored on the system. Best yet, the files in the DMS are actually stored in the cloud, so files can be retrieved from any place at any time, on most devices.   It may seem simple, but how many documents and files do you keep in your filing cabinets right now? Scanning all those documents takes a lot of time and effort; and does cost a bit up front. Industry averages are about 7-to-12 cents per page to scan and upload to the DMS. It might seem like a lot of money when you consider the thousands of files your business will need to scan to have a reliable and comprehensive solution for your business? document management, but that cost pales in comparison to the money your business is spending right now on a paper filing system.  One thing that?s nice, however, is moving forward with a paperless system is easy (once you?ve fully implemented it). You don?t need a traditional scanner for every document, most smartphones can simply scan a document by snapping a quick photo of the page, and then you can push the document into your digital filing cabinet. How Does This Equate to Cost Savings? It?s simple. Once your files are stored in the database, you never have to worry about paying people to physically find a file. All they need to do is search the DMS and the document in question is available almost immediately. The cost in filing paper files and in file retrieval is substantial. More than that, by storing this information digitally, and using a comprehensive backup solution, you will never lose files. Studies have shown that large organizations lose one file every six seconds and employees average about 20 minutes to find a file. That cost goes way down when all it takes is seconds. More than that, the physical files that you have to keep take up space in your office. Some businesses, like many professional services, keep a lot of files and the more space they take up, the less space is in use for operations. With paperless solutions, you can move those files to less-expensive offsite storage and use your current office space more efficiently. How to Get Started Would you like to learn more about implementing a paperless DMS into your office?s technology strategy? Reach out to White Mountain IT Services and our team today by calling (603) 889-0800.

Discord Discord was developed as a video conferencing solution for gamers, and operated in that fashion for a number of years, but over time it gained popularity because of the number of communication options that the software presents. Some organizations have gone so far as moving from more traditional collaboration apps to Discord because it is effective.  At its base, Discord is basically a conferencing application that is free to use. Users can create their own servers and use them to host several types of communication such as video chat, audio chat, and text messages. You can easily share screens and do it all in real-time. This is the part about Discord that gives it its benefits. Discord offers bots that help keep users focused on a task and offers organizations a great option as a team-building app. Without the massive list of useful integrations found with titles like Microsoft Teams and Slack, Discord doesn?t provide a lot of the tools built in to those other platforms, but is an extremely useful tool for collaboration nonetheless. Microsoft Teams Microsoft Teams? biggest benefit is a direct integration with Office 365. In a single window, users can view their Outlook-based communications and calendars, as well as create, share, and edit work found on the Microsoft Office platform. Shared workspaces are abound in Office 365 from apps such as OneDrive, OneNote and SharePoint. It provides a centralized platform in which to communicate, manage, and delegate work.  Microsoft Teams also offers a bunch of active integrations that provide third-party applications access, building on this cache of apps regularly. This provides teams with tools that aren?t native to Office 365. More than that, a direct integration with Skype provides meeting capabilities that fuel collaborative endeavors and push initiatives along faster.  Slack Slack, much like Microsoft Teams, is an extraordinarily useful tool for teams looking to collaborate. is a collaboration software designed to make project-based management easier. It is set up as a chat program with forum-like resources and a massive amount of integrations available to teams of people. Therefore, users can customize their Slack experience to meet their needs. The platform is used by millions of companies so the application integrations are current and updated with new features regularly.  In utilizing Slack, companies can work to replace a lot of the other traditional business communications such as email and text messaging and are available on desktop platforms and mobile platforms for continuous communication.  Is your business looking to add to its collaborative toolbox? Would any of these three work for your needs? Does your organization utilize any of these? If so, leave your experiences in the comments section below and return to our blog regularly for more great IT content. 

Controlling Purchases with a Password App store purchases, whether to purchase or subscribe to an application itself or to add features and functionality to a free version, can very quickly and very substantially add up?especially if someone else gains access to your device. Locking the ability to make purchases behind password-based authentication can help prevent such spending from taking place. Content-Based App Filtering As the Play Store caters to users of all ages and audiences, many applications include gambling, violence, and other inappropriate and otherwise ?Not Safe for Work? content. Naturally, you don?t want your business? users to be downloading these applications on company-owned devices?or, for that matter, using them during work hours. Filtering out these kinds of apps can be accomplished by navigating to the Play Store, accessing Settings, finding Content Filtering, and adjusting the settings to outline what is appropriate within your business. Review All Orders and Purchases Speaking of overspending and checking for inappropriate app downloads, keeping track of how much money has been spent in the Play Store is simple thanks to the record that is maintained. On the online version of the Play Store, access the Gear icon, and find the My orders section. View All Android Devices To close, the online version of the Play Store also allows you to keep track of every device associated to a particular Google Account and used to access the Play Store through it. Again, in the Gear icon, the Settings area will reveal this information. What else can the Play Store do to help you manage your mobile devices? Share anything we may have missed in the comments!

Explaining Best Practices Enterprise research company Gartner defines best practices as: ??a group of tasks that optimizes the efficiency (cost and risk) or effectiveness (service level) of the business discipline or process to which it contributes. It must be implementable, replicable, transferable and adaptable across industries.? How We Establish Practices as ?Best? When we talk about ?best? practices, we are simply outlining actions that can be taken to result in the best outcome. It?s that simple. If we are discussing IT strategies, security strategies, or actions you should take to improve your success rate with technology, we typically refer to them as best practices. As IT professionals, we are always actively seeking strategies to help our clients succeed more often. If you would like to have a conversation about a specific issue you are having with your business? IT, give us a call and our experts can help you establish practices that take your business where you want it to go. Reach out to us at (603) 889-0800 and stop back to our blog for more great technology and business-related content. 

The Threats Your Employees Can Pose When it comes to exposing your business to threats, there are a few ways that your cybersecurity may be undermined by your team members. To effectively reinforce your business? protections against these cyberthreats, you need to acknowledge this fact and prepare strategies to minimize the impact of all of them. By the most basic definitions, your employees can pose a threat to your business in three different ways: User Error Or, in simpler terms, an honest mistake. Just think about how often you?ve made an error where you clicked on the wrong thing or put information in the wrong place?these kinds of errors are only too easy to make in the workplace. Unfortunately, these mistakes can often have considerable impacts upon productivity, and can even influence your business? continuity. User Manipulation With so many businesses beginning to see cyberthreats as a real danger to their operations, security measures are finally being deployed more frequently. Unfortunately, cybercriminals have realized this and have responded by shifting their attention to the most susceptible way for them to access these newly hardened networks: the users who can grant them access. Through schemes like phishing, hackers can identify and focus on the users within an organization most likely to fall for such ruses. Of course, they also have other methods up their sleeve, so keeping your team aware of the warning signs is critical. Insider Threats Fortunately, threats that come from one of the business? employees are far less common, but it is still prudent to remain prepared and protected against them. An employee with a grudge may strike after they?ve left or steal a little data to make themselves more valuable at their next job. While you should cultivate a company culture that will discourage this, access controls and other preventative measures will help minimize the risks. Protecting Your Business from Internal Threats While we?ve touched on some strategies to help minimize the inherent threats your workforce will introduce to your company, the importance of security solutions combined with a security-first company mindset cannot be understated. Keeping your cybersecurity measures updated will make them more effective at blocking out threats. Access controls with role-based permissions will help keep your data on a need-to-know basis and in turn keep your data under better control. Your employees will likely pay more attention to their cybersecurity habits if reminded of the severity and prevalence of cyberattacks today. Your team can just as easily be a security asset as they are a security risk or liability, so training them sufficiently will result in significant benefits for you. Finally, you need to acknowledge any employee observations, as their insight might reveal security issues that would otherwise go unnoticed. At the same time, working to resolve any issues team members may have will help discourage the kind of ill will that leads to insider threats. While you won?t be able to please everyone, demonstrating a willingness to try can go a long way. White Mountain IT Services can help you out with both aspects, as we can both help ensure your productivity and security, while also providing your team members with IT support as they need it. Find out more about what we have to offer by calling (603) 889-0800.