Printing at Your Business Traditionally, businesses have used the printer liberally. In fact, according to a survey by Buyer?s Laboratory 90 percent of companies don?t bother tracking their printing costs. While this may be surprising to some–especially considering that number makes up for over five percent of a business? total revenue–with so much attention being put into organizational efficiency, printing is often ignored. If your business is one of the vast majority that doesn?t calculate printing costs, you should consider what it is costing your company. Printing costs are not limited to the cost of paper, ink, and electricity. Today, costs include the 15 percent of the time that your IT department spends dealing with printing issues and the 23 percent of help desk calls that deal with faulty printers, or printer-related issues. This money is coming out of your operational budget and you may not even know it.  What You Can Do? The first thing you should do, if you haven?t already, is to begin tracking your printing costs. It will be very beneficial to learn just how much money you are spending printing out papers that you may not have had to. Next you will want to consider putting in place a print management solution to help you get more transparency about what your associated printing costs are. Print Management is a strategy as well as a software, but you can?t really have one without the other. A print management strategy will allow you to get control over your organizational printing through controlling access and prioritizing the efficiency of document production. The main point of the print management strategy is to lower operating costs without making it difficult for your company to have the ability to print the necessary documents.  Some of the biggest benefits that a print management platform can provide include: Clear Assessment – As stated above, most organizations don?t bother tracking their printing costs. This tool will give you a clear view of your business? print volumes, printer and copier maintenance logs, and print routing information. Management – The print management platform gives day-to-day control over the organization?s printers and user print settings. Paper-to-Digital Conversion – This is where you would determine the utility of printed solutions. If you can transfer them to digital-only ones, you will invariably spend less money on printing. Improved Security – The more control you have over data, the more secure it is. When you rely on paper-based correspondence, there?s a higher chance of a security lapse. Real-Time Tracking – By tracking your print volumes, you can keep costs low, control user print limitations, and more.  If you are spending too much money on your business? documents, call the IT experts at White Mountain IT Services today to learn how to curtail those costs at (603) 889-0800.

1. Your company has changed directions or size. Any time a substantial change occurs in your company, it’s time to look at all the services your company uses. If your company is storing significantly more data or just acquired another company, you need more room. Accepting overage fees just to stick with your current plan and provider can be more expensive than it looks at first glance. So shop around based on your new tier of usage (whether it’s bigger or smaller). 2. You’ve added on features or services since your initial signup. Every cloud service provider offers additional services and premium perks. If you signed up for one package but your company needed to purchase additional line items since then, review your plan. Bundle packages are usually cheaper than going a la carte. If your current service provider won’t let you lower your monthly rate, shop around to put pressure on them or to head to greener pastures. 3. Your current service provider is no longer leading the pack. The technology market is highly competitive, and cloud service providers are no exception. Your current company may have offered the highest degree of security in its tier when you signed up three years ago, but now they might just offer middle of the road protections. No matter whether your primary concern is speed, security, or accessibility, keep track of the trends to make sure your service still does the best job of what you need. 4. There’s been a data security breach. Data breaches happen, and it’s going to be hard to find any technology company that hasn’t had some sort of scare. But if a serious data breach occurred or minor potential breaches keep happening, it’s time to get out of there. Switch to a nationally recognized brand that can’t afford the bad press of a breach and so does their best to protect their clients’ (and your clients’) data. 5. Your company needs more flexibility. Just like the first point, your company might be transitioning in terms of size, focus, and cloud demand. These changes might just be part of the business model instead of major alterations. Your peak months might see far more cloud usage than the off-season, and even your company’s internal travel-based or remote cloud access might fluctuate throughout the year. If your cloud service doesn’t offer slightly variable pricing that works in your favor, migrate to a more flexible cloud. 6. You want to switch from a public to a private cloud. If your company is growing to reach enterprise status, a public cloud might not be robust enough to support the growth. If your company is starting to need fine-tuned control and complete access into the “behind-the-scenes” portions of the cloud, switch to a private system. Delaying this switch can slow your company’s momentum. If any of these reasons sound familiar, migrate to a new cloud. White Mountain IT can help recommend the right service for your future cloud and manage the migration. Contact us today to get started.

Don?t Be Afraid of Reusing an Email! How often do you find yourself sitting down to write a response to an email, only to think of all the other times you?ve had to do the same thing, effectively verbatim? You know the messages: the ?thanks, but I?m not interested,? the ?you should have emailed this other person,? or the ?yep, got it, need anything, thanks!? These messages are the modernized cousin of the form letter, so why not use a standardized template for them? Your email platform of choice should have the capability to create these templates for your messages, or as they are referred to in Outlook, ?quick parts.? In Gmail, they are called ?canned responses.? By setting up these templates, you can save your future self a lot of time rewriting the same message. Use Groups! Let?s say you frequently share news with your team and its various departments, or a particular team you?ve put together internally for a project. Whatever the case may be, you want an easier way to send a message to a set group of people. In Gmail, you can create groups to send messages to later, that make a sort of forum in an email message. It really simplifies the task of reaching out to large groups of people in the office regularly. Stay Organized, or in Other Words, Don?t Be Afraid to Archive! One of the most common reasons that even the most organized inboxes get cluttered again: those emails that you just keep around in your inbox.  Whether they came in from a newsletter you?ve subscribed to, or if they were shared in a particular email chain that you keep going back to, these emails get in your way. Maybe there was an idea in there that you really liked, as in, this was a good idea, one that could potentially take your business to the next level, even the level after that. But wouldn?t you know it, now just isn?t the right time to do something like that, but we want to someday! So, to make sure that you had the seed that planted the idea when the moment was right, so you could swoop in and embrace the opportunity at some later date, you?ve kept this email? and a bunch of others that also had good ideas. Honestly, how likely is it that you will ever actually put one of these ideas into practice? You?re likely better off deleting messages like these. However, if you really, really want to keep them, try creating a folder called ?Future Plans? After all, your good intentions should be put somewhere. Now, we kid, but don?t miss out on the improvements that small adjustments like these can potentially make. Make sure you subscribe to our blog for more tips to help you get the most out of the technology that drives your business!

Compliance Fatigue Unfortunately, in a world as heavily reliant on security measures as ours is, this is the threat to cybersecurity that makes the most sense – businesses simply giving up under the increasing weight of the growing list of compliances and regulations that they are beholden to. As more and more standards are outlined for businesses to uphold–without much apparently being done to enforce them–businesses are just more likely to let a few things slip through the cracks. I hope I don?t have to explain how this could be dangerous. It goes without saying that these compliances are put in place for good reason, and as such, are meant to protect the welfare of a business and its clients. ?Letting things slide? therefore translates to ?putting all involved parties at greater risk.? Furthermore, there are also concerns around the idea that some businesses could be beholden to overlapping regulations that demand contradictory or prohibitive elements. Faced with mounting demands, cybersecurity may suffer through oversight or worse, omission, due to an overtaxed resource. Misconfigured Cloud Environments Cloud solutions have seen explosive growth as their benefits to businesses have been made clear. Unfortunately, this growth far outpaces the development of the workforce needed to maintain these cloud infrastructures and security configurations. As should come as no surprise, Gartner attributes a full 95 percent of public cloud security failures to the customers, not the providers of the platform. There are countless examples of misconfigured cloud solutions creating major security issues, many of which have taken place throughout 2019, like the infamous Capital One breach. Based on history like this, it can reasonably be expected that 2020 will see more of the same. Mobile Malware Again, surprising almost no-one, our increased reliance on mobile devices for many of our needs has led to a similar increase in malware intended for these mobile devices. In 2018, Kaspersky Lab discovered a considerably larger number of malware attacks meant to target banking applications, and the number of malware files rose from 18,501 to 29,841 within that year. That increase certainly isn?t nothing, and can be attributed to the simple fact that more people are using mobile banking applications. The cybercriminals have just shifted their focus as their targets have. Phishing Attacks One thing that no amount of algorithm tweaking or patching is ever going to fix is the nature of the person sitting at the keyboard. Your users (AKA you and your employees) are the weakest parts of your cybersecurity implementation, as you are the easiest to fool and will continue to be going into 2020 and beyond. Without the right training into effective cybersecurity practices, your company is going to be vulnerable to phishing attacks and similar scams. White Mountain IT Services can help. To learn what we can do to help protect your business in the new year, give us a call at (603) 889-0800 today.

First Off, What Does Google Collect, and Why? There are a lot of obvious things that Google knows about you. For example, it knows what you search for, and what result you click on. Google watches traffic across the web to determine what web pages are the most popular or the most authentic. Google can tell approximately where in the world you, and that gets even more accurate when you are using a mobile device. Google uses all of this data to refine search results. If you are looking for a place to order lunch, Google wants to give you results that would be feasible.  When it comes to data privacy at this scale, you have a few options. You can either: Ignore it and just allow any entity to collect, store, and share your personal information at any time. Disconnect from the grid, throw your phone into a lake, and move to a self-sufficient cabin in the woods. Do your best to understand and control what data gets collected, and find a balance between being private and being connected. As nice as option two sounds sometimes, most of us are probably better off with option threen. Let?s dive in and discover what Google knows about us, and how we can control what information they use. Let?s Look At Your Public Google Profile and Lock Things Down First, go to https://myaccount.google.com/ and sign in with your Google account.  This page is going to look a little different depending on what services you have and use through Google, but we?re going to be focused on privacy and security-related options. On the left-hand side, click Personal Info.  Google will display your basic information, such as your name, your date of birth, and any contact information Google has for you. If you scroll down, you?ll see an option that says Go to About me. Click that and Google will let you control what other people can see about you. You can click the pencil icon to edit any of the information, and click the green globe if you want to hide a particular piece of information from the rest of the world. This is just a small tip of the iceberg. Next we?re going to look at Google?s historical record of everything we?ve ever done online. How to Pause Google?s Web and App Tracking Google keeps a historical record of all of your Google searches and other online activity to cater their results to you. While you are signed in to your Google account, go to myactivity.google.com to review your activity. You can scroll through years of your personal search history, YouTube videos you?ve watched, apps you?ve used, and more. Go to https://myaccount.google.com/ while signed in with your Google account. This time, on the left-hand side, click Data & Personalization. Look for Activity Controls.   From there, select Web & App Activity. You can pause all web and app tracking by clicking the blue switch on the right. This will prevent you from seeing relevant search results or recommendations that are catered to you. It doesn?t delete the tracking data Google has on you, but we will go over that in the next step. Google will warn you that they still might temporarily use information from your recent searches in order to improve […]