Imagine losing years of critical data in an instant. No financial records, no customer files, no operational data to keep things running. It’s a devastating scenario that many businesses of all sizes face due to inadequate backup and recovery systems. Data loss can stem from ransomware attacks, hardware failures, human error, or even natural disasters. But here’s the good news: it’s preventable. A robust data backup strategy is the key to protecting your business from the unexpected.
This guide will walk you through the best practices to ensure your backup systems keep your data safe, minimize downtime, and bring you peace of mind. Why Backups Are Non-Negotiable for Business Success Data is the foundation of every modern business. Whether it’s your customer database, invoices, project files, or website, this information powers day-to-day operations. Losing access to these assets can cripple your business, leading to operational downtime, financial loss, and even lasting damage to your reputation. Studies show that 60% of small businesses close within six months of a data loss event. Lack of preparedness often exacerbates the impact, as recovery can be time-consuming and costly. Implementing a strong data backup strategy ensures your business can quickly bounce back from any disruption. Backup Best Practices Businesses Must Follow 1. The 3-2-1 Rule The 3-2-1 rule is a time-tested principle for effective backups. Here’s how it works:
2. Automate Your Backups Human error is unavoidable, but automation ensures that backups happen consistently and on schedule. Use backup software to automate processes, whether it’s a daily sync to the cloud or weekly disk imaging. Automation eliminates the risk of forgetting to back up, saving you time and reducing stress. 3. Encrypt Your Data Your backups are just as valuable as the original data. Without encryption, your backups could be stolen or accessed by unauthorized individuals, exposing sensitive information. Encrypt your data during transit and while it’s stored. Encryption ensures that even if files are stolen, they remain unreadable without the proper encryption key. 4. Regularly Test Backups and Recovery Processes A backup is only effective if it works when you need it. Regular testing is a critical step that many businesses overlook. Simulate data recovery from your backups to verify that the files are intact, and your systems can restore correctly. Test critical factors like Recovery Time Objectives (RTOs)—how fast you can recover data, and Recovery Point Objectives (RPOs)—how much data you can afford to lose since the last backup. Adjust your strategy frequently to match business requirements.
5. Stay Compliant with Regulations Data privacy laws like GDPR, HIPAA, or PCI DSS specify certain requirements for data storage, retention, and access. Ensure your backups meet these regulatory requirements. For example:
Relying on one physical location for backups can leave your business vulnerable to local events like fires or floods. Store one copy of your data in an offsite location or leverage cloud backups that are geographically redundant. This ensures your data remains safe even during natural disasters. 7. Utilize Versioning for Files Versioning keeps a history of changes made to files, allowing you to revert to earlier versions if needed. This is especially useful for combating ransomware attacks or recovering from accidental overwrites, giving you flexibility to restore files quickly. 8. Establish Retention Policies Determine how long you need to keep older backups based on your operational needs and regulatory compliance. Retention policies prevent you from using excessive storage space for outdated data, helping manage costs effectively. Risks of Not Having a Proper Backup System Ignoring data backups puts your business at significant risk. Without proper processes in place, you could face:
Getting started on a robust backup strategy doesn’t need to be overwhelming. Here’s a checklist to get you on the right path:
Protecting your business from the risks of data loss comes down to preparation. A robust backup system ensures that every piece of critical data is secure, accessible, and recoverable when needed. By following best practices like the 3-2-1 rule, encryption, and regular testing, you can significantly reduce downtime, save money, and most importantly, sleep better knowing your data is safe. Don’t wait for a disaster to act. Invest in your business’s resilience today and stay ahead of potential threats. If you’re unsure where to start, consider partnering with an IT consultant to guide you every step of the way. Your peace of mind is just a backup away. Reach out if you want help installing or reviewing and testing your backup and recovery system. Call us at 508-528-7720. Perhaps you have seen the unexpected EZPass text message on your phone demanding a payment, or perhaps an email from "Amazon" about your account and payment?
Hopefully, you did not click those links! These are two of the most recent smishing scams in the news. There are many others, and I hope you’ll agree that you should share this blog article with your team. This is fairly urgent given the smishing attacks you may be seeing reported in the news, or the actual attacks you are experiencing on your phone, or on your desktop, or notebook. Because this is so important, and given our goal to keep you secure on-line, my hope is you will read and share with your IT leadership team. The intent here is to educate and inform, as well as raise your awareness so you and your business associates (employees and vendors alike) are more keenly vigilant and on the lookout for smishing scams. With your protection in mind, here is an introduction to the whole cyber-creep game called smishing. First a definition: Smishing is a form of phishing that uses SMS text messages to deceive individuals into revealing personal information, clicking malicious links, or downloading harmful content. The term "smishing" is a combination of "SMS" (Short Message Service) and "phishing." How Smishing Works: Smishing attacks typically involve a fraudulent text message that appears to come from a trusted source, such as:
Common Smishing Examples:
Tips to Teach Others (Family, Team, or Clients):
What to Do Instead:
We are here to help you stay vigilant and aware, and are ready to provide customized support for your organization. We can also provide you with a customized smishing (and cybersecurity) awareness campaign. Call us at 508-528-7720 if you have any questions or want to discuss a smishing defense and recovery strategy by David Delorme, CTS Services, Inc.
When it comes to enjoying reliable, high-quality printing, planned maintenance is the key. At CTS Services, Inc., we know that you know the value your well-performing printers bring to your company's mission. A little attention when it's due, or when those signs of degrading performance first show up, goes a long way to ensuring your large format print jobs go as planned. Let's face it, large format printers are amazing tools that help businesses create sharp, professional visuals. These powerful machines produce high-quality visuals that help businesses communicate and create with precision. Large and wide format printers are indispensable tools in industries like architecture, engineering, design, marketing, and photography. But like any piece of equipment, they need regular care to keep running smoothly. Skipping maintenance can lead to annoying breakdowns, expensive repairs, or having to replace your printer sooner than you'd like. That’s why planned maintenance is so important—it helps prevent problems, saves you money, and keeps your printer working like new for years to come. This blog offers practical advice on maintaining your large format printer, addressing common problems, and providing solutions to maximize its life cycle and performance, and make sure you’re getting the most out of your equipment. Key Maintenance Practices for Long-Term Performance 1. Keep Your Printer Clean A clean printer is a happy printer. Dust and debris can easily accumulate inside your machine, causing clogs, streaks, and other printing defects. Regular cleaning helps ensure high-quality output and reduces the risk of damage. Here’s how you can keep yours in top condition:
2. Use High-Quality Materials Using the right paper, ink, and other consumables ensures smooth operation. Substandard or incompatible materials can cause paper jams, print defects, or even mechanical damage. Always:
3. Check Ink and Cartridge Levels Regularly Running out of ink mid-job can not only delay production but also leave dried ink residue in print heads, causing clogs. To avoid this:
4. Calibrate and Align Regularly Regular calibration ensures your printer operates at peak performance, particularly for color accuracy and resolution. Over time, misalignment can lead to:
5. Store the Printer Safely Your printer’s environment greatly affects its longevity. Heat, humidity, and direct sunlight can cause damage to electronic and mechanical parts. Always:
6. Perform Routine Maintenance Establish a preventative maintenance schedule to mitigate the risk of major issues. Tasks should include:
Common Problems and How to Address Them Even with diligent care, issues can arise that disrupt productivity. Below are some of the most common problems large format printer owners face, and how to avoid or fix them. 1. Print Quality Issues Symptoms include streaks, smudges, uneven color, faded outputs, or banding.
2. Paper Jams Paper jams are a frequent headache for printer operators, often caused by improper handling of the paper.
3. Network Connectivity Problems Many modern large format printers rely on network connectivity, which can occasionally fail.
4. Aging Equipment Older printers may experience dips in performance, increased downtime, or a loss of compatibility with newer technology.
When certain parts, such as ink cartridges or belts, are hard to source, it can put your printer out of commission.
Ignoring firmware updates might cause printers to operate inefficiently or fail to meet new compliance standards.
The Value of Professional Servicing While daily and routine maintenance is essential, partnering with a professional service provider adds another layer of reliability. Certified technicians can:
Final Thoughts Taking care of your large format printer doesn’t have to be daunting. By following these best practices and addressing issues as they arise, you can ensure your printer continues to deliver high-quality output while reducing costly downtime. Remember, prevention is the best repair. Routine maintenance, investing in quality consumables, and turning to experts, when necessary, will pay dividends in keeping your machine operational for years to come. One final recommendation: remember to check and update the media ICC (International Color Code) profiles on a regular basis. Updates will ensure color accuracy, clarity, and media feed through the printer. ICC profiles help you to get the correct colors for your images. With a little care and attention, your large format printer can remain a workhorse for your business, producing exceptional prints and maximizing your productivity. Does your large format printer need attention? We service all major brands, and our expert service team can quickly diagnose and repair your printer and restore it to factory-like performance. Request a quote. Send us your make, model, and serial number for a manufacturer's update. We'll take care of you. Learn more here. CTS Services, Inc. is a full-service IT support and managed services provider, located in Bellingham, MA. Reach us at 508-528-7720 or at www.ctsservices.com. Introduction
In our digital world, cybersecurity has become a crucial part of running a small-to-medium business (SMB). The landscape of cyber threats is rapidly evolving, making it essential for SMBs to stay ahead. Surely, you realize that cybersecurity is no longer an optional component of your IT strategy and business protection. With the constant evolution of cyber threats, especially with the evolution of AI phishing, it's important to stay one step ahead in all matters pertaining to business email communication (BEC). Nowadays, cybersecurity for SMBs is as crucial as having a solid business plan. The digital landscape is constantly changing, and so are the cyber threats that lurk in its shadows. This guide is intended to inform SMB stakeholders on the topic of cybersecurity threat protection. Of course, we are here to help you navigate this fast-changing topic and advise you on best practices to protect your employees and your digital assets. So, let's dive in and explore how you can better safeguard your business. This executive brief provides an overview of the importance of cybersecurity, the common threats faced by SMBs, and outlines best practices to protect your business. The Importance of Cybersecurity Cybersecurity is of paramount importance in today's digital era, particularly for small to medium-sized businesses, as I am sure you already know, yet it bears repeating. Its significance transcends the mere protection of sensitive data; it is an essential factor for the survival and continuity of your business. Cyber-attacks not only lead to financial losses but can also inflict irreparable damage to a company's reputation. SMBs, due to their limited resources, can be particularly vulnerable to these attacks. Effective cybersecurity measures can safeguard your business from these threats, ensuring the integrity, confidentiality, and availability of your digital assets. By staying ahead of evolving cyber threats, your business not only gains a defense mechanism, but also a competitive edge in the industry. The Risks of Ignoring Cybersecurity Best Practices Ignoring cybersecurity best practices can have dire consequences for SMBs, exposing them to significant risk. As Artificial Intelligence (AI) becomes more sophisticated, so do the phishing attacks that cyber-criminals launch. Today, AI phishing tactics can convincingly mimic legitimate communications, tricking even the most vigilant individuals into revealing sensitive information. Without properly implemented and regularly updated cybersecurity measures, businesses stand to lose not only their critical data but also customer trust. The financial repercussions can be catastrophic, leading to revenue loss, penalties from data breaches, and even business failure. Think of it this way. In this era, where cyber threats are intensifying in both complexity and frequency, neglecting cybersecurity best practices isn't just risky—it's akin to leaving your business's front door wide open. A company that ignores best practices for cybersecurity also jeopardizes their cybersecurity insurance coverage or the ability to file any claims. Non-compliance with requirements in your policy can negate or cancel your policy. Threats and Risks SMBs face a variety of cyber threats, including malware, phishing, social engineering, and ransomware. These threats can cause significant damage, including financial losses and harm to a company's reputation. Real-world examples show that no business is too small to be targeted. For instance, SMBs often have less robust security measures, making them attractive targets for cybercriminals. The Rise of AI Phishing Scams Let's talk about AI phishing scams. Sounds sci-fi, right? Well, they're very real and on the rise. These scams use artificial intelligence to mimic legitimate communication, making them harder to spot. As an SMB, your defenses need to be up to snuff to fend off these sneaky attacks.
Implementing robust cybersecurity measures can safeguard your business from these threats. Here are some key steps:
Don't leave your business exposed to cyber threats - take the next step toward lowering your IT risk exposure by contacting CTS Services, Inc., where cybersecurity is our top priority. We have prepared a more in-depth report, with a set of critical questions every SMB owner or IT executive should be asking about this topic. Email us at [email protected] or call us at 508-528-7720 and we’ll rush you a copy. When it comes to assessing IT risk and making smart decisions, a clear picture of the current risk posture is required, so that stakeholders can make informed choices. In this second part of our series on IT risk balancing, we present some further points to ponder.
The evaluation of the current IT risk management framework should begin by identifying and analyzing the current risks associated with the organization’s IT systems. This assessment should consider both internal and external threats that could put the system at risk, as well as any historical data or trends that may indicate potential future risks. Once these risks have been identified and analyzed, the organization should then determine an appropriate risk management strategy. This strategy should include areas such as IT policy and governance, personnel training and education, security controls, threat mitigation techniques and incident response plans. The evaluation should also consider whether the existing measures are adequate for addressing current risks or if additional steps need to be taken to ensure that all organizational assets are protected. Sometimes (usually) an expert is brought in to review the current scenario. An IT risk consultant's main responsibility is to help businesses understand and mitigate the risks associated with their IT infrastructure and technology assets. This involves identifying potential vulnerabilities, assessing risks, developing risk management plans, and designing effective security controls to minimize the risk exposure. At CTS Services, we guide our clients in establishing and improving security posture, optimizing security practices, and minimizing downtime through the use of technology tools and best practices. Some specific areas that we can advise on as an IT risk consultant, usually your Managed Services Provider, include:
While we certainly advise the CEO, CFO and CIO work hand-in-glove in balancing risks, there are many other stakeholders who made need a voice in the decision-making process, at a staff level perhaps. Here is a list of stakeholders related to IT risk management:
Here are seven IT risk assessment questions that CFOs, CEOs, and CIOs should be asking when it comes to managing IT risks to their business:
Developing a Sound IT Risk Assessment Plan The key is understanding the risks a business faces, generally, and those that are most prevalent within their company, including: 1. Cyber threats such as malware, phishing attacks and computer viruses pose a serious risk to any organization. CFOs must be vigilant in assessing their risk exposure, developing strategies to protect against malicious attacks, and regularly monitoring security performance. 2. The loss or theft of confidential data can have dire consequences for an organization’s reputation, financial standing and customer trust. CFOs should ensure that all data is securely stored and that access is strictly controlled. 3. Regulatory compliance issues are increasingly complex and require organizations to stay up-to-date with the latest requirements. A formal risk assessment process helps CFOs identify areas of non-compliance and create action plans to address them. 4. Weak authentication methods for user accounts leave businesses vulnerable to unauthorized access or data manipulation by malicious actors. CFOs must ensure that only trusted users can access sensitive systems or data with strong authentication protocols in place. 5. An inadequate disaster recovery plan could mean long periods of downtime or lost work due to system failures or disruptions. A thorough risk assessment will help CFOs develop strategies to minimize possible impacts on operations and services if disaster strikes. 6. Uncontrolled access to sensitive systems and data presents many risks, from hacking attempts to unintentional errors caused by untrained personnel making changes they don't understand or have authorization for. As part of their assessment, CFOs should ensure these systems are adequately protected with appropriate access controls in place. 7. Downtime due to system failures or disruptions can lead to severe financial losses as well as customer dissatisfaction if services are unavailable when needed most. To avoid this scenario, CFOs should always include adequate contingencies in their risk management plan, including strategies for preventing disruption before it happens and responding appropriately when it does occur. 8. Unauthorized access to networks or other resources can lead to unauthorized activity on the corporate network, resulting in costly damages for the company in terms of both financial losses and reputational damage if the breach goes public without proper remediation steps taken beforehand. Conclusion We hope this two-part blog series helps you to prioritize your IT and business risk posture. As a CFO, CEO or CIO it is essential to develop and maintain an effective IT risk management program to protect your organization’s information assets as well as your overall business continuity. By asking key questions about cyber threats, data security, compliance issues and more, these leaders can ensure that their business is adequately protected from potential risks. Implementing strong authentication protocols and disaster recovery plans as well as controlling access to sensitive systems are also critical steps for mitigating any financial or reputational damage caused by IT-related incidents. It’s time for organizations of all sizes to take proactive measures when it comes to safeguarding their technology infrastructure - don't wait until it's too late! We are here to help you minimize risks and stay in IT compliance, as your business may require. If you would like to get a clear picture of your IT risks, the risk gap, and your biggest vulnerabilities, then take the next step and request a phone consultation to learn more about our process. Call CTS now, before it’s too late, to create a comprehensive security evaluation and solution that specifically addresses your company needs. You can reach us at 508-528-7720 or send an email to [email protected] to schedule a time to meet – at your office via Zoom, or on the phone. This is the second installment of a two-part series. Read Part One here. |
AuthorOur blog posts are written by several members of our team. Please contact us if a particular post or topic is of further interest. We're here to help keep your business up and running. Archives
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