Expanding HIPAA Accountability

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HIPAA Logo
As more businesses provide health care coverage, or assist employees in obtaining coverage, under the Affordable Care Act, we find ourselves possessing and managing even more sensitive personal information about our employees.  And, while we are not working with medical records, per se, we are often exposed to insurance account and activity information that cannot be disclosed.

Communications with your insurance broker or carrier should be secure — from end to end.

The good news is that you have options.

  • Policy-Based TLS Encryption
    • If your broker or carrier is willing to share some technical info, you can setup policy-based TLS encryption that will forcibly encrypt all emails between your email service and theirs.
    • They will likely need you to prove, or certify, that you encrypt data from your email service to your end users on every platform.
    • Policy-Based TLS Encryption is part of Google Apps, but not every email service is capable.
    • This is the lowest cost, but most technical solution.
  • Manual Encryption Tools
    • Third party apps, like Virtru, let users encrypt email messages before they are sent.
    • They are inexpensive and easy to use, and can also track when messages are opened or forwarded.
    • They are NOT foolproof, as they depend on users knowing what must be encrypted and remembering to do so — every time.
    • This is the lowest cost solution, but most susceptible to an accidental breach.
  • Automated Encryption Tools
    • Integrated email encryption solutions, like Zixmail, give users the ability to flag messages for encryption.
    • They also use heuristics to scan all email traffic, identifying those that should be encrypted and doing so automatically.
    • While slightly more expensive, these tools effectively monitor policy compliance and mitigate your risks.

Select the type of encryption solution you need, based on how your business operates and who is responsible for keeping information private.

 

Unlike many providers, we offer each type of email encryption service on a per-user basis. Most businesses have a limited number of staff working with sensitive information; we can provide these users with encryption services. Our approach provides the protection you need and respects your budget and priorities. Contact us to learn more.

 

Embracing the Cloud: Unlocking the Top Benefits of Migrating from On-Premise Infrastructure

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Moving from On-Premise to CloudMoving from on-premise to the cloud can offer numerous benefits for businesses and organizations.

Most of the businesses, nonprofits, and local governments we help move to cloud platforms see both tangible and intangible benefits shortly after deployment. Whether they focus on improved availability and reliability, easier secure access to files, lower capital expenditures, or the benefits of improved collaboration and access to video conferencing services, very few businesses regret the move.

Top Benefits of Moving From On-Premise to Cloud

  1. Cost Savings: Cloud services eliminate the need for upfront capital expenses on hardware and data center infrastructure. Instead, businesses can opt for a pay-as-you-go model, where they only pay for the resources they use. This cost-effectiveness can significantly reduce IT expenses and is among the top benefits of moving from on-premise to cloud.
  2. Scalability: Cloud providers offer the ability to scale computing resources up or down based on demand. This flexibility allows businesses to handle fluctuations in traffic, application usage, and storage requirements without the need for overprovisioning or hardware upgrades.
  3. Accessibility and Mobility: Cloud services enable access to data and applications from anywhere with an internet connection. This accessibility fosters remote work, collaboration and enhances productivity as employees can work from various locations and devices.
  4. Data Redundancy and Reliability: Cloud providers often have multiple data centers across different regions, ensuring data redundancy and high availability. This minimizes the risk of data loss due to hardware failure or disasters.
  5. Security and Compliance: Reputable cloud providers invest heavily in security measures and comply with industry-specific regulations. They often have dedicated teams to monitor security threats and implement robust data protection practices. This is another key benefit of moving from on-premise to the cloud, as it provides essential resilience and continuity for a business.
  6. Automatic Updates and Maintenance: Cloud services take care of software updates, security patches, and system maintenance. This frees up IT staff from routine tasks, allowing them to focus on more strategic initiatives.
  7. Faster Deployment: Cloud infrastructure can be provisioned and deployed quickly, speeding up the time-to-market for applications and services.
  8. Innovation and Access to Advanced Services: Cloud providers frequently introduce new services and technologies, empowering businesses to leverage cutting-edge tools without investing in research and development.
  9. Global Reach: Cloud services have a global presence, enabling businesses to expand their operations to new markets and serve customers worldwide with reduced latency.
  10. Environmental Benefits: Cloud computing can lead to reduced energy consumption compared to on-premise data centers, as cloud providers optimize data center operations at scale.
  11. Business Continuity and Disaster Recovery: Cloud services often include robust backup and disaster recovery features, ensuring data resilience and continuity in the face of unforeseen events.
  12. Collaboration and Workflows: Cloud-based collaboration tools facilitate seamless teamwork, enabling employees to share and collaborate on documents in real-time, enhancing productivity.
  13. Competitive Advantage: Adopting cloud technology allows businesses to stay agile and respond quickly to market changes, gaining a competitive edge over competitors still reliant on traditional IT infrastructure.

Other Indirect Advantages of Shifting from On-Premise to Cloud Solutions

Many organizations do not look beyond the scope of their cloud implementation for other, indirect or subsequent benefits. Cloud migrations often create opportunities for additional IT simplification that can improve the users’ experience as well as further lower costs.

Most common across our customer base is the ability to simplify wide area networks. Organizations with multiple locations rely on wide area networks to connect offices, servers, and people. We see several common architectures, each with limitations.

  • Centralized servers require all users not at the server location to access data remotely, at lower speeds.
  • Distributed servers provide performance, but require more complicated backup solutions and/or data synchronization.
  • Spoke and hub networks connect all sites, typically over leased/dedicated lines.  Bandwidth between sites is limited and relatively expensive, with a single path (or, hopefully, redundant paths) to the Internet.
  • MPLS (Multi-Protocol Layer Switch) networks provide a managed network, better security, and greater Internet bandwidth, but still rely on leased/dedicated bandwidth to the carrier.
  • Lan-to-Lan and PC-to-LAN VPNs can securely connect machines and sites over private or public lines, but VPN services add overhead that hurts performance, increases admin costs, and makes it more difficult for users to connect.

When files and other data are centrally located in the cloud, you can simplify your wide area networks and lower costs.

Because your data is centrally located, you may no longer need point-to-point connections between your offices. Replacing point-to-point, VPN, and MPLS links with Direct Internet Access Links can have up to a 100X benefit, as many carriers can provide you with up to 10x the speed at as little as 1/10th the cost. At these price points, building in redundancy is affordable and can protect your businesses from carrier outages.

As you move to the cloud from on-premise software and infrastructure, reassess the role of your wide area and Internet links. Simplification and modification of your architecture can save you time, money, and overhead, while providing faster, more reliable service.

If you would like to review your network for opportunities, or discuss the potential benefits from moving to the cloud, please contact us for a no-obligation discussion.

 

Our First eBook: 7 Policies for Every Company Using Drive

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We are please to announce the launch of our new eBook series with the publication of 7 Policies for Every Company Using Drive. Based on one of our most popular 3T@3 Webcasts, this eBook discusses information privacy and security issues and policies that should be in place to protect your customers, your information, and your business.

Our new eBook series is part of our growing suite of resources intended to help educate and inform on topics related to Cloud Computing for Small and Mid-Size Businesses.

Click here to access the eBook.

 

 

Chrome for Meetings Grows Up

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CFM Large Rooms
Chrome for Meetings has given organizations an affordable, effective way to integrate HD video conferencing services.  This week, Chrome for Meetings grows up with the addition of a hardware bundle designed for larger conference rooms.

Designed for rooms with up to 24 people, the new bundle includes:

  • Pan-Tilt-Zoom Camera
    Enjoy professional video quality with the USB-enabled 1080 HD PTZ camera
  • Dual Microphone/Speaker
    Capture conversations in longer rooms with an additional mic and speaker
  • Dual Connections
    Connect two monitors to the PTZ camera and dual microphone/speakers, for the richest video conferencing experience

Pricing starts at $1,999, inclusive of the first year management and support fee of $250.

Contact us for more information, to arrange a demo/trial, or obtain a quote.

 

 

Google for Nonprofits is Global

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Google for Nonprofits LogoDid you know?

Google’s programs and products for non-profits are available to non-profits and non-governmental organizations across the globe.

This Google for Nonprofits support article lists and provides links to all programs for available for non-profits by category and by country.

If your nonprofit would benefit from guidance or assistance moving to Google Apps for Nonprofits, please let us know.

 

Cloud File Services: How to Define Their Role and Manage Data Better

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cloud file services

What Are Cloud File Services?

Users can store, access, and exchange files and data via online platforms known as cloud file services, also referred to as cloud file storage or cloud-based file sharing services. Without the use of physical storage devices or on-premise servers, these services offer a practical and effective solution to manage files from numerous devices and places.

Cloud file services can fill many different roles for your business. Often, the use of cloud file services begins with employees using consumer products, like Dropbox, to share files with customers and each other. While sync-and-share can be an effective way to manage files, you should always rely on the business editions to ensure that the business is in possession of, and is managing, your data.

That said, this use of file sync-and-share tends to be transient in nature. At the other end of the spectrum, many businesses are replacing on-premise servers, NAS, and SANs with cloud file services, which become the primary file service.

To help you plan how to create the best cloud file service for your business, consider these working definitions and considerations with respect to data protection and management.

Define the Role of Your Cloud File Service

Transient File Service

  • Transient file services are used occasionally for storage and sharing of files.
  • Often a sync-and-share service (Dropbox, box.net, etc) or a peer-to-peer service (Drive, etc.), files are copied to the file service and shared.
  • In most cases, files sync back, or are manually copied, to their primary location. As the primary location for files is protected by backups and permissions management, transient file service generally don’t need or have backup protection.
  • Permissions management is often the responsibility of the individual users. As such, transient file services should not be used for sensitive or protected (PHI, PCI, etc) information.

Secondary File Service

  • A Secondary File Service will fill the role that the Transient File Service provides, but will also be the home — the system of record — for some information.
  • Companies create Secondary File Services to handle information that is used collaboratively, but wants to keep internally-used data and critical business information in-house. An architecture firm, for example, might have active projects residing in a cloud file storage service while keeping past project data and internal operations (HR, finance, accounting, strategy) on in-house systems.
  • While sync-and-share can serve the needs of secondary file server, peer-to-peer and managed file services provide better control over your data.
  • As a Secondary File Service will be the system-of-record for important information (i.e., the data is not synced or copied to other storage), these file services should be protected by Backups.
  • Secondary File Services may or may not be used for sensitive or protected information. If they are, then active permissions monitoring and management is advised to prevent inappropriate disclosures, leaks, or breaches.​

​Primary File Service

  • A Primary File Service becomes the system of record for most, if not all, of your company’s files and data. As such, the cloud file service will hold sensitive and protected data.  Access, permissions, and protection are as critical in the cloud as they are on-premise.
  • Backup/recovery and active permissions management become critical components for ensuring data reliability, security, and privacy, and may be required for regulatory or industry compliance.
  • While smaller businesses can use the peer-to-peer, larger businesses or those with larger numbers of files find that a managed and structured file service works better.
  • Centralized ownership and control over permissions improves security and efficiency.
  • Sync-and-share services may still be used to support off-line work, but should be managed closely to ensure sensitive and protected data remains secure.

 Hybrid File Service

  • A Hybrid File Service exists when the Primary File Service is split between on-premise servers and cloud-based file services.  A Hybrid File Service differs from the use of a Secondary File Service in that the Hybrid File Service sees both on-premise and in-cloud as equal components of the ecosystem. Data location is based on access needs and usage rather than on the type of data.
  • For some organizations, Hybrid File Services represent a transition period from on-site to cloud file services. For others, Hybrid File Services reflect a broader hybrid cloud strategy that mixes SaaS and IaaS services with on-premise systems.
  • As Hybrid File Services create a cloud-based extension of on-premise servers, a managed file service with central ownership and permissions control is most often the best structure.
  • With a Hybrid File Service, the cloud component requires backup/recovery and permissions protection on-par with your in-house servers.

By understanding and defining the role of your cloud file services, you have a better understanding of the type of managed cloud services to use — sync-and-share, peer-to-peer, or managed file services. You can also best determined the level of backup/recovery, access, permissions, and encryption you want and need to meet your business’ needs and any regulatory or industry requirements.

Still on Windows Server 2003? Don’t Migrate, Modernize!

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Sunset
If something works, why fix it?

We understand why you may still be running Windows Server 2003. For businesses with relatively simple IT needs, the benefits of moving off Windows Server 2003 has never quite justified the cost. After all, migrating means more than new hardware and a new version of Windows Server. Migrating triggers a major round of updates to other systems, such as backups, virus protection, databases, and business software.

Let’s face reality: Migrating is expensive and probably adds little or no value to your business.

Modernization Adds Value

When people remodel kitchens and baths, they do more than replacing aging appliances and cabinets with new versions of the same old stuff. People improve their space utilization, make traffic flows more efficient, add features that make life easier and more convenient, and improve aesthetics.

The same is true for IT. When you modernize your infrastructure, you have the opportunity to update how your IT supports the way you and your team work on a day to day basis.

Companies that modernize their IT, they …

  • Improve the ways in which employees communicate with each other and with customers
  • Enhance and enable collaboration and the sharing if information
  • Make work more efficient with better access to information and applications
  • Empower people to work remotely and from mobile devices
  • Reinforce efficient and improved processes

Modernization 101: Server to Service

One of the most effective ways to modernize is to replace aging servers with cloud-based services.

Replacing Exchange servers with Google Apps or other cloud email services is a long-proven to reduce costs, outages, and frustration. This modernization can enhance data privacy while enabling new communication capabilities, ranging from secure instant messaging and voice calling to video conferencing and integrated mobile services.

When you move from a physical file server to a managed cloud file service, your modernization still leaves you with shared file space, control over access and permissions, data backup and recovery, and malware protection. More than lowering the cost of file storage, file service modernization  ….

  • Enables more efficient and effective sharing of files and information
  • Improves version control for files and documents
  • Delivers easy and secure access from mobile devices and remote users (without the cost and headaches of VPNs)
  • Lets users work together, in real time or not, as part of a team
  • Provides a slew of additional capabilities proven to enhance productivity

Getting Started

Just like your kitchen, your first steps in your IT Modernization are to think about what …

  • currently works,
  • could work better, and
  • new features and ideas you need or want to incorporate.

For your IT modernization, you need to look around and window-shop … get ideas and a sense of the market. As you learn about your options, think in terms of services, not things, and how you want your employees to work with one another, with your customers, and with others. From there, you can start thinking about features, design, and how you can best use new, cloud-based solutions.

 

If you are worried about the end of Windows Server 2003 in July, or if you are dreading a migration from aging systems to new versions of the same old solution, contact us to discuss your needs and priorities. Give us a chance to design a solution to modernize your technology, and your business.

 

 

McAfee MXLogic Update May Stop Inbound Email

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McAfee
Earlier this week McAfee MXlogic added a new “Spam Flood Prevention” feature with the intent of stopping hailstorm and snowshoe style attacks that flood inboxes with email from specific IP addresses.  The feature will defer and eventually expire any more than 100 email messages per day from a single IP address.

While this sounds like an easy fix to a troubling problem, most cloud-based email services route email through a limited number of IP addresses. If you receive enough email from senders using Gmail, Google Apps, Office 365, or from senders with gateway services like Reflexion and Zixmail, MXlogic will likely block and discard legitimate messages.

And since you likely don’t know the sender’s email service, you will have no idea why, or how much, information is missing.

We recommend that you perform the following workaround steps in MXLogic:

  1. Log into the Control Console.
  2. Select Email Protection > Policies.
  3. Highlight the desired inbound policy (usually Default Inbound) and clickEdit.
  4. Click the Spam tab, which will default to the Classifications sub tab.
  5. De-select the check box for Enable Spam flood prevention.
  6. Click Save. Please allow 20 minutes for full replication of settings across the servers.

More information can be found on the following McAfee Support Article.

If you would like to reduce the time, effort, and cost of managing your email services and protecting your data, please contact us to learn more.

 

 

The End of Postini is Really Happening

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The End of Google Postini is Really Happening

After nearly three years of planning, data migration, and enhancements to the spam/virus protection within Google Apps, June 15, 2015 marks the day when Google Postini email security and compliance solutions truly ceases to exist. As of the 15th, mail flow through Postini message center systems will halt.

Google Postini customers that have not updated their MX records will stop receiving email; messages will bounce back to the sender

For customer migrating from Google Message Discovery (aka Postini archiving), the MX records need to change, even if the data migration or validation processes are still active.

Have questions about Google Postini coming to an end? Contact our service team for help.

 

 

Don’t Lose It, Use It (for PD)

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Mobius TPD Icon
June has arrived and the 2014-2015 school year is almost at a close. Now it is time to turn our attention on the summer and beyond. As the next academic year approaches, it’s important to consider how to continue improving the classroom experience and incorporate techniques that appeal to a wide range of learning styles.

As always, here at Cumulus Global we are ready and excited to help with any technology needs you might have, but we are sensitive to the fact that budget can be an issue. So, to celebrate the end of this school year and to welcome in the next, we are offering special pricing on our Professional Development and Training services.

For a limited time, you can save money with prepaid professional development services.

20% off on-site or live web training sessions

  • Full Day On Site Training – $1995 now $1,596
  • One Web-Based Session – $695 now $556
  • Series of Three Web-Based Sessions – $1925 now $1,540
  • Series of Six Web-Based Sessions – $3,500 now $2,800

10% off our Professional Development planning services

  • Basic Professional Development Plan – $995 now $895
  • Full Professional Development Plan – $1,995 now $1,795

A great opportunity for surplus funds, you can use your prepaid services anytime during the 2015/2016 fiscal year (subject to availability of a Certified Google Apps for Education Instructor).

For more information or to discuss your options, please contact us or fill in the form, below.