Cyber security is a major concern for any business, from small mom and pop shops to major multinational corporations. In fact, it is estimated that cyber crime could cost users and businesses $6 trillion globally by 2021. That is a staggering figure that could seriously hinder the growth and operations of any business. Perhaps one of the scariest issues surrounding cyber security is that hackers are constantly finding new ways to attack devices and networks. Businesses must stay on their toes and work hard to eliminate threats before they become legitimate targets. To help prevent threats, IT professionals should be aware of the top IT security trends for 2019.

The Growth of IoT

IoT (internet of things) refers to the many different connected devices that are entering mainstream business. There was a time when businesses mainly had to concern themselves with basic connected devices like computers, multifunction printers, and other essential network devices.

Today, businesses need to consider things like connected speakers, smart assistants, tablets, smartphones, connected light switches, among a whole host of other devices. It is estimated that the IoT industry could grow by up to 15% year over year through 2020.

This poses an interesting dilemma for businesses and cyber security professionals. Do they embrace IoT and the potential risks that may be associated or ignore the rapidly growing trend? Businesses that hope to be a part of the future may not have much choice. Rather than ignore one of the biggest IT security trends for 2019, businesses should get ahead of this issue.

Cryptocurrency Mining Malware

Cryptocurrencies, like Bitcoin, were a part of the mainstream consciousness as prices reached all-time highs in late 2017 and early 2018. After a major crash in the value of cryptocurrencies, there was much less discussion about this modern investment and payment technology. However, cryptocurrencies have not disappeared and neither have the threats associated with them.

Although the value of cryptocurrencies, like Bitcoin and Ethereum, are not as high as they once were, they are still widely accepted online and still have potential for growth in the coming years. This makes cryptocurrency mining malware a very real cyber security threat in 2019 and beyond.

This form of malware is installed on unsuspecting devices without users being aware. It covertly takes control of processing power to mine cryptocurrency in the background while users complete normal daily tasks. This leaves less processing power for users to take advantage of and, in some cases, could lead to premature equipment failure. This ultimately costs businesses money as they replace devices much sooner than they should need to.

The Rise of Mobile Technology

The way people do business is changing. 80% of people are using smartphones todayIn addition, more and more apps are being released that make doing business on mobile devices more efficient and effective. This is a huge opportunity for businesses, but could also become a major cyber security threat if handled incorrectly.

One of the biggest IT security trends for 2019 will involve employers embracing the mobile workforce and its associated challenges. How can employers ensure that devices are secure without holding their employees back with outdated security efforts?

Mobile employees will need the right devices to ensure they can do their job wherever they may be. This enables employees to do their best work at any time but, of course, companies must first embrace this technology.

Bringing Cloud Security Down to Earth

The business world may be on the edge of a data revolution. More and more businesses are moving data and services to the cloud. While this enables businesses to become more agile and move away from physical storage, it also introduces new security concerns.

When businesses move to implement cloud services, they must ensure that their organizational security is ready to handle this new technology. Luckily, cloud services can be made to be as secure as any other data storage method – as long as the right steps are taken.

There are also potential savings for businesses that choose to adopt cloud services. Large spaces for data storage equipment will no longer be required and associated costs, like electricity, can be cut as well. This cost-benefit will certainly make cloud security and implementation one of the biggest IT security trends for 2019.

Keeping Step with Technology and Cyber Security

Predicting technology and cyber security trends can be a challenge as the industry moves so quickly. It is impossible to say what the next great app, service, or device could be. However, having a trusted partner is essential to keeping up with the constantly changing technology landscape for businesses.

To learn more about the cyber security trends of today and tomorrow, contact RJ Young and learn about their managed IT services that can protect businesses from new threats, while allowing them to embrace new technologies at the same time.

Almost every company has an old office printer that isn’t working the way it should. Perhaps it’s showing signs that it is coming to the end of its life or maybe it’s time for a new business copier with better, more modern features. In either case, shopping for a new business printer can seem like a daunting task for organizations that haven’t been in the market for a while. The office printer has come a long way in the last few years and the amount of features a new multifunction printer offers may come as a surprise.

Connectivity is King in Today’s Office

There was a time when all an office printer had to do was print. Today, an office printer is a hub for productivity. Printing is just one of the many tasks people expect their new multifunction printer to perform.

One important feature to look for is connectivity to apps or services. Cloud storage has grown in popularity and many printer manufacturers recognize this. If team members use one of the top cloud storage services, then a new multifunction printer will most likely be able to connect with that service. However, team leaders will want to confirm the printer’s ability to connect prior to making a final decision.

Connecting with these services can save a company both time and money. Scanning documents for easy sharing on cloud storage drives can boost productivity and reduce the need for printing multiple copies for the next big meeting. Being able to pull documents directly from the cloud for printing is also much easier than downloading the document to a computer, printing, and then walking to the printer to pick up the document.

How Much Work Does an Office Printer Do?

Small business copiers and printers come in all shapes and sizes to meet the needs of a wide range of businesses. Printers often have a pages per minute (ppm) measurement as a part of their spec sheet. This number can help determine the right printer for a growing business.

For example, an office printer in a small office of three people who only print a few pages per hour is not the same office printer deployed in an office with 15 people who print much more throughout the day. Consider team needs for printing, and then look for the small business printers that most closely satisfy those needs.

For light printing needs, this simple exercise could prevent a company from spending unnecessary money on a printer that is overkill for their office. For heavy users, finding the right printer to handle output will save them from a lot of future stress and frustration.

Go For the Touch Screen

Having a bright, beautiful touch screen on a new multifunction printer is an absolutely essential feature with today’s printers. Touch screen technology is now standard in almost every consumer tech product and most users are as familiar with a touch display as they are with their keyboards.

In addition, with so many features packed into a new multifunction printer, quick and easy access to complete the task at hand is vital. A touch screen allows users to quickly find the feature they need, complete their request, and move on to the next job.

Most importantly, touch screens are customizable. IT professionals can set the screen to show the features and services most frequently used, so that most tasks only require a few taps.

How Does It Integrate with Mobile Technology?

So much business is now done using smartphones and tablets. In fact, 77% of Americans own a smartphone and 92% of Americans aged 18 to 29 own one. Being able to seamlessly send documents from a mobile device to a new business copier or printer is an essential feature for small business printers that promise improved productivity.

If an office operates on a smartphone just as much they do on a laptop or computer, then being able to print from a phone should be near the top of a most wanted features list. In addition, this allows mobile or remote employees to print to the office multifunction printer without actually having to stop into the office.

Still Searching for the Perfect Office Printer?

Keep the current needs of the team in mind when searching for a multifunction device, but also consider where the department or company will go in the future. Will cloud storage become a part of the business, or is mobile functionality important? Buying a new business copier is a big decision that affects the productivity of a team for the foreseeable future. Making the right choice is important to ensure that workflows run even more smoothly than before.

Browse Product Catalog

Still wondering which multifunction printer is right for you? Contact us at RJ Young to speak with an expert product advisor who can help you narrow down your business copier options and select the perfect device for your needs.

Technology, in general, has been an important tool for businesses of all types. These days, it has become the norm to see smartphones, tablets, laptops, and other exciting technologies in modern business environments. Of course, with each new device that employees and employers adopt, there are new concerns that arise including compliance concerns, security concerns, and compatibility concerns. To help navigate the changing landscape of technology, many industry professionals are using Managed IT Services for legal service companies.

The expectations of IT staff have changed as much as the technology in offices. How does legal office managed IT services improve the service and security that firms can offer? This article will cover some of the most important points to answer that question.

Spend Money More Effectively with Managed IT Services

As more devices enter the offices of law firms and technology becomes more advanced, the duties of IT staff also become demanding. The cost of employing a full in-house IT staff can be significant with some IT managers earning over six figures. Of course, the cost of not having adequate staff could be more significant if law firm data security becomes threatened. Modern law firms must ask themselves if they have the resources to hire and maintain in-house talent.  

When law firms trust managed IT services with many of their essential IT needs, they are able to more effectively spend their IT budget. Existing on-site staff can be redirected to tasks that will make the most difference within the business. Law firms without on-site staff can reduce their hiring plans and allocate that piece of their budget elsewhere.

There is also the benefit of having clear monthly costs dedicated to managed IT services for law firms. Instead of paying hourly wages as well as potential overtime expenses on top of equipment costs, law firms can count on one simple monthly expense. This is important when considering that in the digital economy also earn almost double average salary for other employees.

A Greater Focus on Compliance

In today’s modern connected word, IT services are about more than just making sure all devices are working correctly. Law firm data security is important to the competitiveness of a firm, the protection of client information, and compliance with applicable laws or regulations. A serious data breach for a law firm could be costly both with regards to money as well as reputation.

By shifting the responsibility for compliance to dedicated Managed IT services, law firms can trust that professionals are monitoring compliance standards and remediating any shortfalls. Most importantly, any changes to laws, regulations, or best practices can be followed and implemented quickly.

Managed IT services for law firms also offer 24/7, around the clock support because hackers don’t always wait for business hours to launch attacks. This level of support also allows software to be remotely updated to ensure security without interrupting business operations. Simply updating software could reduce one of the greatest security risks within a law firm and help ensure security compliance.

Embrace an Agile Work Environment

Technology and the way people work are constantly changing. Nearly 70% of people use their own personal devices to complete work tasks and businesses are embracing this change. What happens as new technology is introduced, new staff is brought on, and new offices are opened? All of these scenarios could become compliance and logistical nightmares. 

An important role of managed it services for legal service companies or law firms is to implement a device policy and ensure that the devices people are using are compliant with law firm security standards. The same goes for devices issued by the firm to employees including smartphones, tablets, or laptops.

Deploying new devices can be a time-intensive undertaking for IT staff that are already stretched thin. Managed IT services allow law firms to embrace agile work environments by deploying devices quickly, ensuring compliance, and verifying that all services are working as intended. This reduces downtime for employees and also allows other IT concerns to be managed quickly and effectively. On-site IT staff simply do not have the manpower to manage device deployments as well as other requests in the same way that managed IT services can.

Better Security, Exceptional Service, Lower Costs: Choose RJ Young’s managed IT Services for legal service companies

Data security is always a top concern for law offices across the country. Balancing the use of new technologies with the need for client data protection is something that every law firm must address. Embracing new technology can allow for better service to clients as well as better efficiency, but a poorly planned IT strategy or overwhelmed IT department could turn into a compliance and security risk.

If you are interested in learning more about 24/7 managed it services for legal service companies, contact our team today.

Many people believe that copier security only involves the physical paper used within each device, but it’s more complicated than that. If your company is printing or copying documents like patient or customer records, financial data, insurance forms, etc., then the same security measures need to be taken for your network or computers. Many companies, especially healthcare organizations, may be wondering exactly how HIPAA relates to copier security.

Any device that is capable of receiving, storing, or transmitting protected health information needs to adhere to HIPAA’s legal requirements for data security. 

Nonetheless, copiers represent one of the most overlooked devices when it comes to enterprise security, but the office copier should never be forgotten. Hackers know many businesses fail to properly protect them – making copiers extremely vulnerable targets.

Why is Copier Security & HIPAA Compliance So Important?

Does your business copier, printer or multifunction printer do the following?

  • Connect to your network?
  • Have a hard drive?
  • Have scanning and emailing capabilities?

If so, then the correct data security strategy needs to be in place.

Security in the medical industry is the law. Companies need to properly secure data to maintain HIPAA compliance and avoid a HIPAA violation. HIPPA Security Rule focuses on the confidentiality, integrity, and availability of PHI (protected health information). Confidentiality means that data or information is not made available or disclosed to unauthorized persons or processes. Integrity means that data or information has not been altered or destroyed in an unauthorized manner. Availability means that data or information is accessible and usable upon demand only by an authorized person.

Nonetheless, copiers are a treasure trove for hackers seeking an entry point into your company data. Therefore, copiers need to be both secure and HIPAA compliant. There are three key reasons why:

1. Copiers Are Computers

Copiers, as well as other office devices like printers and scanners, are easy to disregard when it comes to data security. They do not look or behave like computers. Employees tend to not interact with printers and scanners, but do with computers that directly communicates to them.

Yet, copiers and printers have all the features of a computer: a hard drive which stores data, a processor to handle the more sophisticated functions, and an internet connection to support seamless integration upon which companies rely to keep their processes optimized. Copiers are computers, but often without the same security measures as their more recognizable counterparts.

2.  It Is Easy to Copy Printed Sensitive Information

Modern data security often emphasizes digital data and digital solutions. However, this emphasis opens the doorway to forgotten avenues through which data moves within a business or healthcare organization.  

A tremendous amount of healthcare data originates and circulates in hard copy, from patient forms to printed records. An unsecured copier represents an enormous security risk in such an environment by making it easier for sensitive information to fall into the wrong hands – unintentionally or intentionally.

HIPAA reflects this reality, requiring that a company applies physical safeguards to technology which might house, receive, or transmit private health information. That includes who has access to a copier and who can use its functions.

3. Integrated Copiers – Such as Those on MFPs – Make Copiers More Powerful

These days, it’s quite common for offices to leverage the space-saving and productivity-driving capabilities of multifunction printers. These are devices that have multiple office functions bundled into a single unit. There are many strategically advantageous reasons to deploy one or more in the office.

There are also many more opportunities for those photocopies of protected health information to end up in the wrong hands or email. Therefore, HIPAA compliance takes on extra levels of importance in highly integrated environments. One wrong press of a button could result in a costly and damaging data breach.

How to Make Copiers HIPAA Compliant

Take steps to make copiers HIPAA compliant, which adhere to the HIPAA Security Rule. Consider implementing copier security features such as:

  • Restricting physical and network access. User needs to physically access a copier to use it. By restricting the access it makes it harder to get to the copier is the first line of defense for keeping it secure.

  • Improving authentication methods. Digital copiers now come with advanced authentication methods, and others may be installed easily. Consider having users create an account with a login password, keycards, or another authentication methods to ensure that only the right people have access to the machine. Also, set up an automatic log-off function as an additional safety step should users forget to log-out.

  • Configuring the device to not store data. Digital copiers have hard drives which may store images of client files, patient information, legal documents, or other sensitive material. Fortunately, most devices can be configured to not store these sensitive files after the job is finished. A good rule of thumb is to remove the hard drive when disposing of a copier, printer, or MFP.

  • Using encryption. Data encryption is a best practice when it comes to data security, but is often overlooked with copiers and printers. Use encryption to ensure that personal information which passes through a copier cannot be stolen. In addition, safeguard the data by periodically overwriting the hard drive as well as deleting the copier memory.

  • Enforcing a policy against abandoned documents. Even in the digital environment, which represents a modern business, physical documents may still pose a security risk. Enforce a policy against abandoned documents in trays or on the copier glass which may disappear unintentionally or on purpose.

How Does HIPAA Relate to Copier Security? RJ Young Knows.

HIPAA does relate to copier security, and companies that handle protected health information must consider the role of these devices in their office. Devices like copiers and printers represent a cybersecurity risk as they are routinely overlooked in security plans. However, ignorance is not a lawful excuse according to HIPAA and protecting your office printers can go a long way to preventing a breach.

RJ Young helps companies find blind spots in their security strategies. Contact RJ Young today to get all of your devices up to date with HIPAA compliance.

Having reliable, accessible data and IT security are critical to business owners year round, but it is particularly so during tax season.

For an accounting firm, a server crash amidst the busy season could cost the firm thousands of dollars in opportunity costs. It can also cause other problems such as loss of customers, compliance violations, and a decrease in the firm’s confidentiality integrity. For business owners, a server crash and loss of data, such as tax files and receipts, during tax season lower their opportunity for tax savings.

There are 3 common misconceptions related to data backup and retrieval, which prevent both small and enterprise-level businesses alike from utilizing proper backup systems and increasing their IT security.

Data backups are time-consuming

Many business owners and office managers associate data backup with retaining physical copies of files on tapes, flash drives, or external hard drives. This redundant and time-consuming task can seem like a burden and is subsequently done infrequently. Fortunately, with the advancement of technology and cloud services, the time associated with backing up data has been significantly reduced. Computers can be set to automatically transfer files and data to a secure cloud, which removes the need for manual backup processes. This process ensures that the security risk associated with losing data remains low and allows employees to better allocate their time to other tasks.

Data backups are expensive

As with any new technology, early systems designed to make data backups simple were too expensive for most businesses. Today, almost every business is implementing a cloud security service to protect their data and provide additional network security to minimize the danger of a cyber attack and data loss. These systems are now affordable for most businesses because they have become common and have several variations.

Once cloud services became well-known, multiple vendors began offering them, which drove prices down. Additionally, these vendors offer several variations of cloud backup services that allow a business owner only to purchase the services they require for their business. These variations let business owners select a data protection plan that works for their company and avoid wasting money on unnecessary services.

Data is already being backed up

Most organizations have implemented a data backup system to protect their files at some point and, therefore, believe that their data is secure. Since the time of implementation, several different issues could have happened to the backup system causing data to be rendered vulnerable. Problems such as hardware malfunctions, servers rebooting and backup processes never being restarted, or backup procedures being designed but never implemented could all contribute to data loss and an increased risk for cyber attacks.

By using cloud services, hardware and server malfunctions are no longer a concern for businesses. Cloud services remove the need for employees to manually check backup systems and is automatically performing updates to ensure that security measures are always up to date and operating at peak efficiency. With its ease of use and increased security measures, cloud services are capable of providing better data protection than old backup systems.

These misconceptions may have been legitimate in the past, but with the development of cloud services, backups are simple, automated, and cost-effective. With cloud services in place, an IT security provider can get accounting firms up and running with minimal downtime and ensure that other businesses never lose data, letting both businesses save money and better protect their business.

To learn more about protecting your business’s data through cloud services, click here or call RJ Young at 800-347-1955.