Tip of the Day: The Power of Free Word Processors

a person typing on a laptop keyboard

Computers are wonderful machines that can be our best friend or our worst enemy. If one wishes to harness the power of that friendly side of computers, it helps a great deal to understand computer word processors. 

In the computer world, if one wants to type a statement, letter, or some other kind of document, a word processor program will typically be used. The most common word processor program in use today is Word which is sold by Microsoft. There are some other options that may be used for typing documents that are free. OpenOffice Writer and LibreOffice Writer are free options.

Issues

The only major obstacle to using these particular free options is that the file extension (.odt) generated by the program when a document is saved might not be readable by the word processor program installed on another computer.

For example, say a document is typed and saved with a .odt file extension. Then, sent to a computer with Microsoft Word installed. Depending on which version of Microsoft Word is being used, Word might not be able to read the document. However, the free options mentioned above both have a function to convert .odt files into .pdf format. Most computers have software installed that can read .pdf file types. If no software is installed to read the .pdf file type, simply download and install a free .pdf reader program.

As implied, there is no exact science to collaborating with word processor programs. However, the benefits are many including saving money. Furthermore, the information herein only skims the surface of what word processors can do. If a business has several employees requiring the use of a word processor but there is no budget for purchasing such software, the free options could serve nicely as an alternative.

Please contact us if consultation is needed with regards to word processor options.

Business Technology: Don’t Ignore These Password Tips

a man sitting at a desk using a laptop computer

One thing that has remained a constant in the battle against data breaches in business technology. The importance of adhering to a well-rounded password policy. This should be outlined by the company’s network administrator and supported by management. 

If a data breach should occur, poor passwords such as “1234” or “password” are no match against hackers.  Any organization that wants to avoid a data breach should create and strictly adhere to a comprehensive password plan.

Password Essentials

A good password plan requires some effort on both the part of the systems administrator and individual staff members.  An effective system administrator will make use of tools that lock someone out after a few failed login attempts, force the requirement to select new passwords every 30-90 days and require staff members to use new passwords rather than simply reusing old ones. 

They also may be able to control the content of passwords by requiring the inclusion of numbers, symbols, and both upper and lower case characters when passwords are created.

Staff members should be informed not to use personal information such as their date of birth, addresses, or SSNs for passwords.  In addition, staff members should be instructed to always log out of applications after use, or employ a password-protected screensaver when they leave their desks in order to discourage others from gaining access under their login.

Termination – Voluntary and Involuntary

Many organizations allow their employees to log in to corporate applications from home or from their own smart devices.  When employees leave a company, it is imperative that the former employee has zero ability to gain access to corporate systems.  Employers must keep a comprehensive, up-to-date list of every application an employee has access to. Additionally, all devices from which they access corporate systems.  If an employee is fired, all passwords must be changed. Also, access cards, hardware equipment, and keys to buildings must be accounted for.

In the case of voluntary terminations, some employers will ask their former employees to vacate the premises immediately.  In other cases, an employer will allow the employee to fulfill what is typically two weeks’ notice.  Regardless, employers need to have a system access policy already in place. This ensures a smooth transition of the employee over to a former staff member.

If you would like to know more about creating a comprehensive password policy for your business technology, please contact us.

Find Your Weak Link And Help Prevent Security Breaches – Computer Tip Of The Day

a woman sitting at a table with a laptop and cell phone

There have been many unfortunate incidents of hackers stealing customer and employee information. Including, social security numbers, credit card numbers, checking account numbers, and other highly-sensitive information. Basically, data security is not something that should be taken lightly. Thus, you should never assume that your business will not become the target of security breaches.

Hackers have become very sophisticated. Many of them will tend to find a weak link in a business’s security features. It can be extremely difficult to access a business network through various firewalls and other barriers. However, many businesses will still have their data breached because hackers will find access to the system through a weak link.

What can you do to prevent breaches from occurring in your business?

Use a Risk Assessment

What kind of sensitive information is being used in your business? Once you take the time to evaluate the different types of sensitive information, you will gain a better understanding of what information will likely be targeted by hackers. The information that you feel is most vulnerable should be at the top of the list of data to secure first.

Encrypt Your Data to Prevent Security Breaches

Do you have encryption software installed on all the computers in the office? Do you have encryption software installed on your workplace’s mobile devices and USB drives? Not only should you use data encryption, but you should also make sure all devices and important accounts are being secured with passwords.

Revisit Your Security Policy

When some data breaches occur, it is due to what is taking place on the inside. Only the employees you trust the most with sensitive data should have access to it. If it is unnecessary for an employee to have access to sensitive data, they should not be able to easily access it. We encourage you to have a data privacy policy that will lay down the rules for accessing sensitive data. Additionally, any paper documents you have in the office should be secured. Therefore, they cannot be easily accessed by unwanted hands and unwanted eyes.

Security is a constant struggle because there is always someone who is looking for any weak links and vulnerabilities. Do you want to reduce the chances of your business becoming a target of security breaches? Contact us today for more information.

Computer Tip of the Day: Knowing Your Computer

a man sitting at a desk using a laptop computer

Computer terminology can be confusing, especially for those who have not worked with computers very much. There is an advantage to knowing your computer. When computers break down, it can save time and money to have an understanding of their individual components. This is due to the fact that a technician might not have to be paid to resolve the problems. Research on the internet can be done to find solutions to computer problems using the names of computer parts as keywords in an internet search.

Sometimes knowing the parts of a computer isn’t enough. It helps to learn how to interpret error messages and error codes that a computer spits out. Computer error code details can usually be searched on the internet to learn more about what the error code means.

Troubleshooting

When troubleshooting a computer regardless of whether it’s a desktop, laptop, tablet, or phone, 8 separate parts should be kept in mind. That is a power supply, hard drive, RAM, CPU, motherboard, keyboard, mouse, and screen. This is necessary because if one does not know the difference it will be more difficult to obtain help on free computer-help forums. Additionally, to search keywords on the internet in general.

For example, the display that allows one to see data stored on a computer is called the monitor or screen. When an error code is displayed on the screen, it would cause confusion to say, “My hard drive is giving me a certain error code,” or, “My screen has a computer virus.” It’s a common issue that the different parts of a computer are confused. The recommended terminology is to say, “My screen is displaying an error code”. Also giving specific details of the error code. Although the source of the problem might originate with the computer’s hard drive, the error code for that will typically be displayed on the screen.

Please contact us so that we may help sort out any issues with your computer.

The Importance of Network Vulnerability and Penetration Tests

an open laptop computer sitting on top of a bed

A company’s network system is of paramount importance to its ability to conduct daily business operations.  If a network goes down, whether from a security breach or for another reason, the cost to individual organizations can be significant.  This is just one of the reasons why it is important to select an IT organization that can provide proactive support in order to prevent problems before they even occur.  In this post, we will define what network penetration and vulnerability tests are, the differences between the two, and why both are essential.

Network Vulnerability Tests

A network vulnerability test scans an entire network, looking for all the vulnerabilities across the entire system.  This type of automated test should be conducted on a regular basis. Typically every quarter and when any new equipment is added to the network.  A baseline report for each new piece of equipment should be included as part of the vulnerability test. Including any subsequent changes investigated such as added services or open ports. Both of which could mean unauthorized changes occurred on the network.

Network Penetration Tests

A network penetration test, also known as a pen-test, is more specialized than a vulnerability test. A vulnerability test is designed to alert network administrators to any and all weaknesses. Whereas a penetration test will report on the severity of any weaknesses found in vulnerability testing.  Unlike an automated vulnerability test, a penetration test is conducted by a tester looking for specific ways in which to exploit a network.  In short, they are acting as if they are a real hacker.

Some industries are mandated by government regulations as to how often their network should be pen-tested.  For others, at a minimum, a professional network support team will recommend their clients have penetration testing when any of the following occurs:

  • changes in end-user policies,
  • new office location(s),
  • significant upgrades,
  • applications, infrastructure modifications, additions
  • after the application of security patches.

If you would like to know more about network vulnerabilities, network testing, or our professional support services, please contact us.