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Monitoring and Automation Make for a More Secure System

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Information technology, in many ways, is a necessary evil. Sure, modern businesses more or less require it to remain competitive, but it also opens up your business to a multitude of threats. Maintaining your security is made much easier with automated monitoring tools. Today, we’ll discuss how to use these tools to protect your business.

The Situation at Hand
Let’s face it, there is a mammoth amount of cyberthreats out there that could potentially infiltrate your business during your daily goings-on. What’s worse, it only takes one to find a weak point in your security and cause you and your business no small amount of trouble – and as though that wasn’t enough, this mammoth amount of cyberthreats is always growing and adapting to be more effective.

Frankly, unless your entire staff is devoted to maintaining the business’ security, it is highly unlikely that your business can keep up with the threats to it.

Unless…
There are a few solutions to this quandary – the first of which being the monitoring services that a trusted MSP like COMPANYNAME can provide. With the assistance of top-of-the-line automated tools to help detect and identify threats to your security, our team can ensure that your business remains safe.

Why Automation Helps
One of the reasons that our automated tools are so effective is that the slim chance of human error on our end is effectively mitigated. Rather than having our eyes trying to detect the minute warning signs of impending issues or threats, we have systems and software that utilize artificial intelligence and machine learning to catch threats before they darken your door, so to speak.

As a result, you can devote less of your valuable time, energy, and focus on keeping threats out, and more time on innovating and optimizing other, income-generating parts of your business.

If you would like assistance in setting up an automated system or would like to discuss our monitoring solutions a little further, please give us a call at PHONENUMBER.

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ALERT: Change Your Twitter Password, Says Twitter

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Twitter is recommending that all 336 million users change their passwords as soon as possible due to the discovery of an internal security flaw. While the issue has been fixed and no data breach seems to have taken place, Twitter is clearly taking this situation seriously.

On Thursday, May 3, it came to light that there was an internal log upon which an undisclosed number of account passwords were recorded without any protection. As a result, this unknown amount of passwords can no longer be considered secure, even though there is no apparent evidence that any data breach has occurred.

Twitter uses a process called hashing to protect their passwords, as many companies do. However, a bug created a log of passwords before they were hashed, leaving them fully legible. This bug has since been resolved.

In response to this situation, Twitter is being proactive and recommending that all of its users change their passwords, just in case. To do so, log in to your account in your browser, access Settings and privacy, and from there, Password. It is also a good idea to enable two-factor authentication by accessing Settings and privacy, clicking into Account. Once there, click on the “Set up login verification” button and follow the instructions. You will find yourself on a Login verification screen, where you can activate the means to generate another authentication code.

While disaster seems to be averted this time, you should not hesitate to change your password as soon as possible, and makes sure that all of your online accounts have strong passwords in place. For more information about keeping your identity safe online, call the IT professionals at COMPANYNAME at PHONENUMBER.

 

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What Star Wars can Teach About Mentorship

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The Star Wars saga has many recurring themes – the struggle between desire and destiny, good and evil, impulse and discipline. However, a theme that particularly stands out throughout the series is the examination of the relationship between student and teacher. This theme is similar to the relationship that an IT provider should strive to have with their clients.

For today’s Star Wars Day blog, we’ll review some of the lessons that a professional can learn from the Star Wars films, as well as what the insights that the relationships shared by the characters can reveal about being a mentor, as well as the mentored. To do so, we’ll examine some moments and characters from the complete series thus far – Episodes I through VIII – and the stand-alone Rogue One.

WARNING: this article may spoil a few key moments from the series, so continue at your own caution.

How to Be a Mentor, According to Star Wars
There is no shortage of those who could be considered mentors throughout the series. From Qui-Gon Jinn and Obi-Wan/Old Ben Kenobi, Luke Skywalker and Leia Organa, and finally, Yoda, many characters accept the mantle of mentor… albeit begrudgingly, at times.

In order to be a mentor, there are two requirements that each of these characters present during the series. Likewise, many characters also exhibit just one or the other characteristic. Yet, as they do not exemplify both qualities, they don’t quite qualify as a true mentor. We will explore these characters in more detail later.

These two requirements are to be a committed educator, as well as an equally committed leader. Each of the mentors listed above have had the opportunity to be both, and rose to the occasion. Qui-Gon took the initiative to take a young slave into his care, campaigning to the Jedi Council for the ability to teach him. When Qui-Gon was dispatched by Darth Maul, Obi-Wan rose to the occasion and took up Anakin Skywalker as his padawan learner.

Years after Anakin succumbed to his fear and hubris to be reborn as Darth Vader, Obi-Wan continued to be a mentor under the name Ben Kenobi, teaching the Skywalker of the next generation how to embody the principles of the Jedi. Once this Skywalker, Luke, had learned to be a leader, he teamed up with his long lost sister, Princess Leia Organa, to defeat the Empire. While Leia continued to lead an underground organization committed to fighting the Empire’s last remnants, Luke retreated to a sanctuary to ensure he was able to train the next worthy Jedi.

Finally, we would be amiss if we neglected to mention Yoda’s involvement as a leader throughout the saga. From the very beginning of the story, Yoda was a respected leader of the Jedi Order, proving his worth on the battlefield and in the Senate. When the Empire rose, he retreated to his home planet in wait of the next generation of Jedi to train. He then passed on, but returned as a Force ghost to impart his wisdom again, later in the series’ timeline.

Lining Up Star Wars Mentorship with Our Own (and with The Odyssey)
As one might imagine, the concept of mentorship has been around for much longer than Star Wars has been. In fact, we get the word “mentor” from a character in Homer’s epic poem, The Odyssey. Mentor was entrusted by the protagonist, Odysseus, to care for his son in his absence, and later assisted the young prince Telemachus in reuniting with his long-lost father by serving as his guide and, well, mentor.

In this way, Mentor serves a very similar purpose as many of the characters from Star Wars. By teaching another character and acting as a leader, he allows the protagonists to succeed in their quest – or, in the terminology more likely to be used in Star Wars, their mission. Furthermore, like the mentors to be found in Star Wars, Mentor shares a few characteristics with the mentors we see in the business world.

What Makes a Mentor, a Mentor
We’ve already established that a mentor should be a sort of amalgamation of a teacher, and a leader. This is admittedly a tricky balance to find, until you describe what kind of leader and teacher makes a mentor.

First, as a leader, you have to be able to be supportive as you take charge. As you work with a mentee, commit the time that the mentee needs to grow and devote your full attention to them. Just as Ben Kenobi understood Luke’s rage and bitterness after his aunt and uncle were slaughtered by the Empire’s stormtroopers, you need to be able to emphasize with your acolyte and guide them towards the higher purpose you can see them achieving.

As a teacher, it is important to also challenge those who you mentor. Not only should you assign tasks for your student to complete, these tasks should test the limits of their ability and set a standard that you expect them to meet. As Yoda challenged Luke to lift his X-wing fighter out of the swamps of Dagobah, he wasn’t coddling his student. Neither should you.

It is also important that, as their teacher, you review the lessons that have been imparted. These discussions will not only help ensure the information is retained, it will also encourage your mentee to draw their own conclusions. Remember, teachable moments happen all the time – it’s up to you to embrace them.

Finding Poor Examples in Rogue One
Alternatively, Rogue One offers a few examples of how to very much not be a positive leader. At the very beginning of the film, protagonist Jyn Urso’s father, Galen, is pressured into returning into the Empire’s service and designing the ultimate superweapon: the planet-destroying Death Star. In addition to being forced to work on a project he detests, he is stuck in a thoroughly unpleasant work environment. Oh, and did we mention that his wife was murdered and his daughter lost to him during the attack?

It should be no wonder, then, that instead of being loyal to his ‘employers,’ Galen instead decides to sabotage their operation from the inside. Hiding a critical weakness in the Death Star and sending word of it to the Rebel Alliance, Galen embodies the corporate espionage that a disgruntled employee could leverage against your business. A good leader sees the value in keeping an employee happy in two ways – first, it helps to keep that employee engaged and productive, and secondly, it reduces, if not eliminates, any ill will toward the organization.

In another example of the Empire’s failings in Rogue One, the antagonists of the film also leverage shady office politics to get a leg up on their superiors. For instance, Director Krennic elects to go over his commander’s head and out of the traditional chain of command, reporting directly to Darth Vader. As a commanding officer himself, Krennic serves as an example of what happens when office politics supersede the typical chain of command – and winds up being Force-choked into oblivion for his troubles. While it is highly unlikely that deviating from the chain of command will get you strangled like Krennic, it certainly doesn’t reflect well on you and shows a distinct lack of leadership and respect for the chain of command.

All this only goes to show that lessons in leadership can be found anywhere you look – even in a galaxy far, far away. Do you have any Jedi masters or mentors in your life? What have you learned from them? Share your thoughts in the comments, and may the Fourth be with you!

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Tip of the Week: Working from Google Home

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It is no secret that Google can serve a great utility in the office through its many services and applications. However, have you ever considered how the Google Assistant can, well, assist you through devices like your smartphone and the assorted smart speakers that Google has produced? For today’s tip, we’ll review how some of the features of the Google Assistant can lend you a hand in the professional environment.

Basic Automation
Since productivity is one of the top goals in almost any office, it only makes sense to first focus on how using Google Home can boost your productivity through automation. While the device can serve many purposes on its own, it truly blossoms as a productivity tool through integrations with other devices and services.

For example, if you have equipped your office with smart lights or smart thermostats, you can adjust your office’s environment simply by telling Google to make the change you want. As a result, you can take greater control over your business environment without interrupting your productivity. After all, doesn’t it take much less time and effort to simply say, “Hey Google, turn off the lights in the conference room,” or “Hey Google, set temperature to 73 degrees,” than it would to interrupt what you were doing and go manually make the same changes?

More Advanced Automation (Kind Of)
If you’re at all familiar with the web service IFTTT, you can integrate it with your Google Home device to automate a variety of outcomes, based on predetermined triggers. It’s right in IFTTT’s name: If This, Then That.

Using IFTTT, you can connect your Google Home (or whichever Google device you’re using) to design your own commands that require the use of the Google Home. All you have to do is set “this” to be the Google Assistant, and choose the trigger you want your command to use. These triggers will all be of the spoken word variety, and each command can feature a few different variations. Once you’ve assigned the words to the command, click Create Trigger. To add the desired action you want automated, click through “that.”

You can then search through the available channels that you can trigger through your Google Assistant, select the one you want, and fill in the required configuration fields. Once you hit finish, your automated action will be active and ready to go when you are.

Activating More Commands
The Google Home devices have other utilities baked in that can be of some use to you in an office setting, especially if multiple devices are in use.

For instance, if your office is large and you can’t get ahold of someone through message or phone call, your Google Home device can function as an intercom. By accessing the Assistant on your smartphone, you can command the Google Home to “broadcast” and it will replay whatever message you speak into it afterwards to any Home devices connected to your account.

Of course, the Google Home devices are receptive to commands from multiple users, with up to six accounts being able to use the devices in their own way. The Google Home will even customize their answers based on the user making the request through its Voice Match training.

Finally, if a visitor to the office has something to share over the Google Home, the Guest mode allows them to connect directly to the device, without needing to connect to Wi-Fi. This means that you can keep your Wi-Fi password to yourself, and not give it out to every visitor to your office.

How else can you think of to use the Google Home to augment your day-to-day activities in the office? Share your ideas in the comments!

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These 3 Industries are Being Fundamentally Changed by Smart Technology

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Smart technology has seen explosive growth in recent years, leading to an uptick in startups popping up to capitalize on smart tech and the innovative ways it can be leveraged. With demand for such devices increasing exponentially, it’s little wonder that many industries are diving into this technology. Today, we’ll discuss three of them.

Energy and Conservation
It should come as no surprise that a major driving force behind the use of smart technology is for this technology to use energy and natural resources more intelligently. Of course, it also doesn’t hurt that smart technology allows us to save time and money as well, through the automation of processes that once required a human touch to complete. In addition to making homes ‘smarter’ and more accommodating to the needs of those living in them, smart tech has been proven to be a major player in environmental conservation. Automated devices have been able to track and report on various kinds of environmental data, including waterflow, plant health, migration patterns, and many other variables, allowing us to use this data to improve our treatment of our environment.

Fitness and Health
Ever since the first ‘smart’ shoe – the Micropacer – was introduced in 1984 by Adidas, smart technology and fitness have been close companions. In just the past few years, devices like fitness bands and smartwatches have exploded in popularity, and more innovations have followed fast.

As fitness bands and watches have become more intelligent, the technology that powers them and their functions has improved as well. Now, features like application integration, improved functionality, and quicker response times are available in fabric form. These smart fabrics have led to innovations like smart socks and undergarments , fitness rings , shoe inserts , and other activewear and accessories hitting the market en masse. Using these technologies, everyone from the active exerciser to the casual enthusiast will be able to better measure and optimize their workout regimen, even avoiding injury.

Transportation
All over the world, one of the biggest time sinks is the battle to get from point A to point B. In many places, the commute to work can be stretched due to traffic congestion, and in others, impractical traffic patterns extend the amount of time spent sitting behind the wheel. This is one issue that is actively being worked on through smart technology now, as is evident by the aggressive research and development into driverless transportation. After all, with machine learning and AI behind the wheel, traffic as a whole could become a cohesive network, rather than the mass of individual, autonomous bodies all looking out for number one.

This is a concept that has long been considered as a solution for the persistent issues with mass transportation that have been evident since, well, mass transportation became a common thing. We have never been closer to successfully revolutionizing automated transportation in a way that is practical for widespread application. Pittsburgh, Pennsylvania, and other places have experimented with concepts like Uber’s driverless cars. While this initiative didn’t go quite according to plan, it still demonstrated that this technology is on the cusp of market readiness.

What are your opinions on smart technology? Do you see it being adopted in more aspects of life, or do you see it as being a short-lived interest? Talk about it in the comments section!

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What is Nanotechnology, and How Can it Be Used?

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Technology is seemingly being made smaller and smaller. Just think about the size of the computers from the mid ‘90s until now. Sure, you can still buy huge a gaming PC with a four-foot tower with liquid cooling, or one that is a fish tank (complete with fake fish); but, the computer you use the most fits in the palm of your hand.

Nanotechnology is the smallest “technology” yet. At its core, it’s a manipulation of the smallest elements of matter, measured in nanometers. Consider that your fingernails grow at about a rate of a nanometer per second, or that a single molecule of water is about a quarter of a nanometer across, and it will give you an idea just how small a nanometer is. It is quite literally one-billionth of a meter.

That’s really the start. Nanotechnology deals with anything in that arena that measures between 1 and 100 nanometers, and largely consists of the engineering of structures that function inside or alongside nature’s nanomachine, cells.

How Is This Technology?
It really is a true combination of science, engineering, and technology. To answer the question, engineers are currently at work attempting to create smaller, more powerful microprocessors that could be used to adjust the practical uses of every material of the physical world. You could make structures stronger, cure disease, and alter matter at the subatomic level. If that’s not technology, I don’t know what is.

When semiconductor manufacturers create the latest and greatest processors or microprocessors for use in a myriad of devices, they measure their nodes in nanometers. Today, these manufacturers are working on the five nanometer chip–a feat thought impossible by many – until IBM announced they had developed one . If DNA is only two nanometers across, we may only be a short time until machines will fit everywhere.

Why Don’t People Know About It?
Nanotechnology is in its relative infancy. In 2017, Dr. George Tulevski of IBM spoke to the challenges the field faces going forward. His perspective was that nanotechnology development and research actually has slowed since the 1980s. In the same TED Talk, he opined that the use of carbon nanotubes could potentially improve computing tenfold, but the development of this technology is just in its early stages.

Is This Technology a Good Thing?
With people today only having a limited understanding of the technology, there aren’t a lot of trustworthy opinions on the issue. Intellectia even seem hedged about the applications of nanotechnology. On one hand, theoretically it could do more than any other technology to help the human race. On the other, any technology made from wonder, and with benevolent intentions, can also be manufactured for malevolent use. Like with other contemporary technologies such as artificial intelligence, researchers will have to move slowly and not let potential profits influence their release of products involving nanotechnology.

Do you consider nanotechnology to be interesting? Would you like to see how far this rabbit hole goes, or should we as a people leave well enough alone? Leave your thoughts in our comments section below, and return to read more great technology blogs from COMPANYNAME.

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Tech Term: Bandwidth

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Here’s a question we want you to take a second to consider…How much do you rely on the Internet? The answer for almost everyone is that it is essential to your current quality of life. Technologies have been developed, industries have been launched, and literally billions of people use it every day, making it one of the predominant inventions in human history. At the heart of this phenomenal technology is bandwidth.

The term bandwidth, in the context of the Internet, is the volume of information per unit of time that a transmission medium can handle. Simply put, the larger the bandwidth your connection has the faster the data can move through the medium. Bandwidth is measured in the amount of data transferred per second, specifically megabits per second (mostly written Mbps or Mb/s). Megabytes, written MB is not typically used in measuring bandwidth as a connection that is advertised as 15 MB is actually 1.875 Mbps since there are eight bits in every byte.

Most Internet Service Providers, or ISPs, will sell packages of a certain megabits, but if you really want to ascertain the bandwidth your computer is running on, your best bet is to use one of the numerous Internet speed test sites like the one at speedtest.net.

The best analogy, and the one that we’ll use, is that of plumbing. It’s said that data is to available bandwidth as water is to the size of a pipe. As bandwidth increases more data can be transferred through it, just as a larger pipe passes more water. Increasing bandwidth, or finding a larger pipe, will allow for even more data/water transfer. For the average user that only uses a couple of apps, a web browser, and doesn’t stream media, a small bandwidth connection will work fine. For tech-savvy families or very small businesses that have multiple devices connected to the Internet at once, they will find they will need more bandwidth to do the things they want to do seamlessly. Larger businesses will need enterprise-level bandwidth of multiple hundred Mbps.

Your Internet connection isn’t the only place where bandwidth comes into play. If you have a website, you will have to pay for a bandwidth level that is commensurate with the traffic and data interaction. In many cases, the more bandwidth you need, the more you will need to pay for hosting.

For more information about technology terms that confuse you, visit our blog, or contact our technology professionals at PHONENUMBER.

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How to Properly Assess Your Technology Needs

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Nothing lasts forever, especially not the technology that a business relies on to function. Between typical wear and tear and the always-improving trajectory that the technology industry follows, you will likely need to actively evaluate your needs and what you resultantly need to obtain. Today, we’ll walk you through how this technology assessment should be shaped.

What Should your Assessment Focus On?
As you go about evaluating your technology, you need to consider how it has (and is projected to) affect your business. Looking to the past, anticipating the future, and being aware of the present where your technology is concerned will allow you to make better choices as you move forward.

The Past
For example, take the lesson that philosopher George Santayana coined: “Those who cannot remember the past are condemned to repeat it.” This is more or less a fancier way of saying that, if someone never learns from the mistakes they’ve made before, they’re going to keep making the same mistakes. This is why your technology assessment needs to consider the decisions you have made, and if the results were as you expected.

Were your investments into certain solutions ultimately worth it? Did that new process you implemented see any success, or was it even actually adopted by your workforce? Looking at your past decisions and their outcomes will help you make more informed decisions with a better chance of benefiting your company.

The Present
Of course, there will be other signs of issues around you at any time, so it is equally important to evaluate your technology’s efficacy in the given moment. Are your employees able to use the tools at their disposal to properly and successfully do their jobs? If not, what is the root cause of their difficulties? Where do they see the solutions just being insufficient or problematic?

This insight will allow you to reevaluate if your investments are getting as much mileage as they need to be, and therefore will give you a better idea of how your business’ needs should be prioritized moving forward.

The Future
Speaking of moving forward, you need to do something with all the insights you’ve collected from your analysis of the past and present. Making informed decisions based on what you anticipate the future to hold in technological innovations will allow you to center your solutions around your anticipated needs. While this isn’t an exact science, it is better to at least try to predict an outcome than it is to be blindsided by something you could have seen coming.

Benefits of a Technology Assessment
Running a comprehensive assessment of the technology that you leverage in your business’ operations can provide you with various advantages that you might not have access to otherwise. First of all, an assessment is an excellent way to identify any problems your technology may be suffering, as well as to zero in on your business’ needs, as was discussed above. As a result, a technology assessment also serves as an excellent means of narrowing down possible solutions to these deficits. This enables you to select the solutions that are right for you, reducing the costs incurred by deploying solutions that aren’t a good fit.

How Technology Should Be Assessed
Just as trying to sweep a mess out of a carpet is much less effective than using a vacuum cleaner, just giving your needs a quick once-over before making a change or electing not to will not provide your business with any benefits.

Instead, try a more in-depth method to maximize your returns.

  • Study Workflows – Are your employees encountering problems in their workflow? Ask them what improvements would be welcome and compare their suggestions with the growth plan you have projected for your future. Will their suggestions be compatible with the growth plan you’ve established?
  • Analyze Technology in Place – Working again with your employees, establish what strengths and (more importantly) weaknesses your current solutions exhibit that could influence your workflow. A comprehensive understanding of your business technology will help with the next step.
  • Explore Alternative Approaches – Before you charge ahead and take a chunk out of your finances, take the time to brainstorm other resolutions to your IT concerns and deficits. If a slight tweak to the process can resolve the problem, or more effectively using the solutions you have on hand is all it will take to fix it, wouldn’t you say that’s a better option than making huge, expensive changes?
  • Take Stock of Your Resources – If it happens that you do need a new system or solution, it helps to know what you have going in and have your priorities lined up. If a new solution is too expensive, or your team is resistant to change, blindly implementing it all at once could open you up to problems.

Once these steps are completed, you should be much more prepared to make a decision concerning your technology. Need some more help? COMPANYNAME is here with the expertise to assist you in assessing your IT. Give us a call at PHONENUMBER for more information.

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Which Authentication Option is Best?

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Smartphones have steadily increased in their capabilities, and as they have done so, they have resultantly gathered more and more data that needs to be secured against potential security threats. Fortunately, there are also more ways to protect your smartphone than ever before. For today’s blog, we’ll take a look of the options you have to secure your devices.

The Password
Passwords are the reigning king of authentication. A well-regarded password is your average user’s go-to; and, if not created with security in mind, can be very problematic. Since users have problem remembering new passwords, even if it’s one that they are able to choose, many users will create obvious passwords that can easily be guessed or hacked.

Conversely, a password (or the passphrase) can be one of the strongest security measures available for your mobile device, as it is important for every mobile user, especially one that has access to business networks, to secure their devices.

The Pattern Lock
The second option we will go over is called a pattern lock. It is the three-by-three swipe-based gesture that unlocks the device. This natural and intuitive lock is very fast, and if all nine dots are used in a pattern, it provides close to 400,000 possible configurations. Pattern lock comes up short in a couple ways. People tend to use shapes that are more easily guessable. It’s also relatively easy to ascertain the password if you watch a user’s hand.

The PIN
The PIN authentication option is a relatively strong one, as the typical four numeral option has over 10,000 different combinations. Android features the ability to support up to 16 digits. That’s 10 quadrillion different combinations. Of course, not many people are going to be able to remember a 16-digit PIN (and how annoying would it be to have to enter that every time you unlock your phone?). Simple pins are the norm, and therefore not very secure.

The Fingerprint Scanner
This authentication method is now becoming standard on most smartphones and has by-in-large been very popular. It’s secure enough to be trustworthy, and very fast. Moreover, many financial applications utilize the fingerprint as a form of authentication, making the option that much more attractive. The only drawbacks are that sometimes manufacturers will put it in an inconvenient spot on the device and that it doesn’t work with gloves.

Using the Face
All newer smartphones have been taking advantage of facial recognition software. This allows a user to gain access by just glancing at the phone. Since this is an operating system-dependent option, most phones will be getting this option. It may not currently be the most secure option, but as the technology advances, this will be the go-to method for all authentication.

Other Security Measures
Many phones now also offer security features that rely on alternative forms of authentication. On-body detection keeps the device unlocked whenever it is being carried – regardless of who is carrying it. Other options such as having your device unlock when a user says “Okay, Google” is more for convenience than privacy or device security.

What’s the Best Option?
Currently, if you are looking for the most secure and accessible option, your best bet is to use the fingerprint scanner on your phone. Back that up with a five-or-six-digit PIN and you’ll be good to go. In the future, expect the facial recognition software to improve precipitously; and, therefore, be the most secure (and popular) option to get into a mobile device.

What form do you use? Leave your favorite security methods in the comments section below.

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Tip of the Week: Keeping Track of Your Inventory

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Regardless of your organization’s size, there is more than likely a large amount of information technology to keep track of and maintain. As is usually the case when so many moving parts and variables are involved, the task of keeping them organized can quickly become difficult and stressful. This week, we’ll give you a few tips on how a proper inventory can help your business stay apprised of its IT resources.

What Can an Inventory Do?
At its core, an inventory serves the purpose of keeping track of the assets and resources a business has in its possession. This spans from how many cases of burger patties a fast food franchise has to how much water a hydroponic plant has in reserve. Not only does this assist the business with ensuring that it always has the resources necessary to operate, it also assists with insurance claims. By keeping you up-to-date on what you have, an inventory serves as a documented resource that can support your claims if the need arises – such as after a disaster event or theft.

Furthermore, a detailed and up-to-date inventory record can help you to identify how old your resources are, allowing you to prioritize when it needs to be refreshed and/or replaced.

As one would imagine, these are all important factors to consider when technology is involved. In light of this, it becomes especially important to develop and enforce a unified and direct system as a standard during the inventorying process.

What Your Inventory Needs to Account For
As you create this system, you need to make sure it addresses the five key details included in a comprehensive inventory record.

1. What is it that you have?
Of course, the whole point of an inventory is to identify the resources you have on hand. Given the long, detailed names that many technology components have (in addition to the many details a piece of hardware or software will have that need to be addressed), it may make the most sense to develop a shorthand that easily and efficiently communicates what exactly it is that your business has in its possession.

For example, if you utilize differently-sized hard drives for different tasks and purposes, you will likely have a stash of these hard drives squirrelled away for later use. Rather than writing out a comprehensive list, creating an internal shorthand will make the task of inventorying these components much easier.

So, if a company were to have 7 spare hard drives, 1 blue hard disk drive with a 5 terabyte capacity, 3 red solid state drives with 10 terabytes each, 2 black hard disk drives with 10 terabytes each, and one purple hard disk drive with a capacity of 5 terabytes, using shorthand might simplify that list into:

  • 1 HDD – BLUE – 1TB
  • 3 SSD – RED – 10TB
  • 2 HDD – BLACK – 10TB
  • 1 HDD – PURPLE – 10TB

2. Where is it stored?
This consideration is especially important if a company has more than one location or stores their supplies in more than one spot in the building. Your inventory record needs to keep track of where a given component is kept so it may be found quickly if need be. Make sure you mark the building it is in, as well as the room and where specifically in that room it is kept. This adds a little more information to your shorthand list:

  • 1 HDD – BLUE – 1TB (MAIN LOCATION/BASEMENT/SHELF A)
  • 3 SSD – RED – 10TB (MAIN LOCATION/BASEMENT/SHELF E)
  • 2 HDD – BLACK – 10TB (SAT-OFFICE1/ROOM4/SHELF B)
  • 1 HDD – PURPLE – 10TB (SAT-OFFICE2/ROOM2/SHELF D)

3. Additional Details to Include
Finally, there are other pieces of information you should use your inventory process to track. To assist with potential insurance needs and monitoring your solutions for a refresh, it helps to add the date that the technology was acquired, as well as how much it cost to acquire it. As a result, your list becomes:

  • 1 HDD – BLUE – 1TB (MAIN LOCATION/BASEMENT/SHELF A) – $95 (May 9, 2017)
  • 3 SSD – RED – 1TB (MAIN LOCATION/BASEMENT/SHELF E) – $250 (June 30, 2017)
  • 2 HDD – BLACK – 1.5TB (SAT-OFFICE1/ROOM4/SHELF B) – $160 (August 18, 2017)
  • 1 HDD – PURPLE – 10TB (SAT-OFFICE2/ROOM2/SHELF D) – $355 (February 2, 2018)

Other Considerations for Your Inventory
Maintaining an up-to-date set of totals for your inventory is an essential process. After all, what’s the point of keeping track of your inventory if it isn’t going to be accurate anyway? This means that, in addition to ensuring that you start off with the right numbers, you need some sort of system to help you keep a running total. Whether this system is manually keeping totals on a clipboard, updating a spreadsheet, or leveraging asset management, is up to you.

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