End-of-Year Tech Tips

Many people are trying to wrap up their end-of-year business matters and are thinking about 2017. Personally, I like to make some time at the end of the year to do my annual tech tune-up. These are tasks that are often put on the back burner.
Here are a few tips before you get started again for next year.



Go through old documents and make sure they are properly filed on your computer or cloud storage. Clearing out the old pictures, videos and music from your mobile devices is part of the process. They’re certainly very tedious tasks, but very
rewarding once accomplished.

This is when I think I can regain control of my email. There is nothing more daunting than knowing I have 10,000 emails sitting in my inbox. Make time to manage your email folders, bulk file some of these emails, delete
most, and try using rules to help you prioritize your incoming email for next year.



Backup and disaster recovery

The end of the year is a good time to test your current backup strategies. For example, it may be necessary to adjust or come up with a process that meets new compliances. Backups are the cornerstone to all your disaster recovery plans.

The biggest questions around backups tend to focus on the time to recovery and archiving data policies. Do you have accounts that depend on you to work all the time? How long do you need to maintain these records? Updated backup plans will help your company to recover from a cyber compromise, major equipment failure, water damage or catastrophic mistake made by one of your staff members.

I can’t emphasis enough the necessity of having plans that include keeping your data securely stored many miles outside your region. Consider cloud solutions that automatically safeguard your data in offsite secure locations.





Updates for software and devices



Your office and network have more devices than you may realize. Create an inventory of those devices and run all necessary updates. There are plenty of devices you don’t regularly update that should be part of
this process. Routers, wireless access points, security cameras, printers, and copiers are often overlooked, but they should get updates along with all your regular computing devices. You should update your applications, operating systems, anti-virus
software, iPhones and tablets on a regular basis, not only for new features, but more importantly, for timely security updates.





Password changes

This year shed even more light on the cyber security issues facing many organizations. Following good password management practices is
critical. If it has been a while, now is the best time to change and update your passwords. The need to use passwords with long complex characters and that are unique to each site can’t be overstated. A good New Year’s resolution would be to
start using a password manager to help you keep up with the task, such as LastPass or 1Password.

Review how you are safeguarding client and employee data

An annual review of all company and client data is important for obvious reasons, but may have compliance implications as well. Putting safeguards in place can help to prevent fraud and identity theft, as well as enhance customer confidence and
trust. Safeguard reviews should start with an observance to HIPAA, IRS guidelines or other industry standards that may be necessary for your business. You will want to preserve the confidentiality and privacy of all data by restricting access and
disclosure. This may not be a costly effort, but one that takes awareness and often simple procedures. The recently updated Safeguarding Taxpayer Data: A Guide For Your Business from the IRS, offers many ideas on how to approach the topic, even if you are not an accounting firm. Some of these steps are non-technical too. Where are the paper files kept? Who has access?

If you are looking for ways to meet these ever-increasing compliance requirements and keep your data secure,
contact us
today. Learn how the
Ease Cloud Workspace
can help solve these issues so you can securely work anywhere and on any device.