Nathan Parks — Page 16

Is It Time to Ditch the Passwords for More Secure Passkeys?

June 25, 2023 by Nathan Parks

Passwords are the most used method of authentication, but they are also one of the weakest. Passwords are often easy to guess or steal. Also, many people use the same password across several accounts. This makes them vulnerable to cyber-attacks.

The sheer volume of passwords that people need to remember is large. This leads to habits that make it easier for criminals to breach passwords. Such as creating weak passwords and storing passwords in a non-secure way.

61% of all data breaches involve stolen or hacked login credentials.

In recent years a better solution has emerged – passkeys. Passkeys are more secure than passwords. They also provide a more convenient way of logging into your accounts.

What is Passkey Authentication?

Passkeys work by generating a unique code for each login attempt. This code is then validated by the server. This code is created using a combination of information about the user and the device they are using to log in.

You can think of passkeys as a digital credential. A passkey allows someone to authenticate in a web service or a cloud-based account. There is no need to enter a username and password.

This authentication technology leverages Web Authentication (WebAuthn). This is a core component of FIDO2, an authentication protocol. Instead of using a unique password, it uses public-key cryptography for user verification.

The user’s device stores the authentication key. This can be a computer, mobile device, or security key device. It is then used by sites that have passkeys enabled to log the user in.

Advantages of Using Passkeys Instead of Passwords

More Secure

One advantage of passkeys is that they are more secure than passwords. Passkeys are more difficult to hack. This is true especially if the key generates from a combination of biometric and device data.

Biometric data can include things like facial recognition or fingerprint scans. Device information can include things like the device’s MAC address or location. This makes it much harder for hackers to gain access to your accounts.

More Convenient

Another advantage of passkeys over passwords is that they are more convenient. With password authentication, users often must remember many complex passwords. This can be difficult and time-consuming.

Forgetting passwords is common and doing a reset can slow an employee down. Each time a person has to reset their password, it takes an average of three minutes and 46 seconds.

Passkeys erase this problem by providing a single code. You can use that same code across all your accounts. This makes it much easier to log in to your accounts. It also reduces the likelihood of forgetting or misplacing your password.

Phishing-Resistant

Credential phishing scams are prevalent. Scammers send emails that tell a user something is wrong with their account. They click on a link that takes them to a disguised login page created to steal their username and password.

When a user is authenticating with a passkey instead, this won’t work on them. Even if a hacker had a user’s password, it wouldn’t matter. They would need the device passkey authentication to breach the account.

Are There Any Disadvantages to Using Passkeys?

Passkeys are definitely looking like the future of authentication technology. But there are some issues that you may run into when adopting them right now.

Passkeys Aren’t Yet Widely Adopted

One of the main disadvantages is that passkeys are not yet widely adopted. Many websites and cloud services still rely on passwords. They don’t have passkey capability yet.

This means that users may have to continue using passwords for some accounts. At least until passkeys become more widely adopted. It could be slightly awkward to use passkeys for some accounts and passwords for others.

Passkeys Need Extra Hardware & Software

One thing about passwords is that they’re free and easy to use. You simply make them up as you sign up for a site.

Passkeys need extra hardware and software to generate and validate the codes. This can be costly for businesses to put in place at first. But there is potential savings from improved security and user experience. These benefits can outweigh the cost of passkeys.

Prepare Now for the Future of Authentication

Passkeys are a more secure and convenient alternative to passwords. They are more difficult to hack, and they provide a more convenient way of logging into your accounts. But passkeys are not yet widely adopted. Additionally, businesses may need to budget for implementation.

Despite these challenges, passkeys represent a promising solution. Specifically, to the problem of weak passwords. They have the potential to improve cybersecurity. As well as boost productivity for businesses and individuals alike.

Need Help Improving Your Identity & Account Security?

Take advantage of the new passkey authentication by exploring it now. It’s the perfect time to ease in and begin putting it in place for your organization.

Give us a call today to schedule a consultation.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

How to Create Insightful Dashboards in Microsoft Power BI

June 20, 2023 by Nathan Parks

Data visualization is a powerful tool for communicating complex data. It presents it in a simple, easily understandable format. But it is not enough to simply create a graph or chart and call it a day. To truly make use of information, it is important to create insightful reports. Reports that effectively communicate the story behind the data.

Insightful reports help decision-makers understand key trends and patterns. As well as identify areas of opportunity and make informed decisions. If analytics graphs and bar charts are only telling part of the story, it can lead people to wrong decisions.

Creating holistic and insightful reports requires the use of several data points. One tool that enables this is Microsoft Power BI.

What Is Microsoft Power BI?

Microsoft Power BI is a business intelligence tool. It allows you to connect many data sources to one dashboard. Using Power BI, you can easily model and visualize data holistically.

The platform has over 500 different data connectors. These connectors can tap into sources such as Salesforce, Excel, Azure, and more. Users can leverage pre-built report templates to save time in creating data-rich reporting. Teams can also collaborate and share dashboards virtually.

Tips for Designing Great Data Visualization Reports

Getting started in Microsoft Power BI entails:

Signing up for the software
Connecting your data sources
Using its tools to create report visualizations

But creating great reports goes beyond that. Below, we’ll go through several tips and best practices for getting the most out of your Power BI output.

Consider Your Audience

You should design reporting dashboards with the end user in mind. What is it that this audience wants to see? Are they looking for bottom-line sales numbers? Or do they want to cover insights that can help target productivity gaps?

The use of clear and concise language and effective visualizations are important. These help to highlight the key takeaways from the data. Customize reports to the audience’s level of technical expertise and business goals.

Don’t Overcomplicate Things

Many times, less is more. If you find that your dashboard looks crowded, you may be adding too many reports. The more you add, the more difficult it is to read the takeaways from the data.

Remove all but the most essential reports. Look for ways to include different data sets in a single report, such as using stacked bar charts. Dashboards should show important data at a glance, so do your best to avoid the need to scroll.

Try Out Different Chart Types

Experiment with presenting your data in different ways. Flip between bar, pie, and other types of charts to find the one that tells the story the best. When building a new dashboard for your organization, get some input. Ask those who will review the reports which chart type works best for them.

Get to Know Power Query

Power Query is a data preparation engine. It can save you a lot of time in developing insightful reports. This engine is used in Microsoft tools like Power BI and Excel.

Take time to learn how to leverage this tool for help with:

Connecting a wide range of data sources to the dashboard
Previewing data queries
Building intuitive queries over many data sources
Defining data size, variety, and velocity

Build Maps with Hints to Bing

Bing and Power BI integrate, allowing you to leverage default map coordinates. Use best practices to leverage the mapping power of Bing to improve your geo-coding.

For example, if you want to plot cities on a map, name your columns after the geographic designation. This helps Bing identify exactly what you’re looking for.

Tell People What They Are Looking At

A typical comment heard often when presenting executives with a new report is, “What am I looking at?” Tell your audience what the data means by using features like tooltips and text boxes to add context.

Just one or two sentences can save someone 5-10 minutes of trying to figure out why you gave them this report. That context can get them to a decision faster. It also helps avoid any confusion or misunderstandings about the data.

Use Emphasis Tricks

People usually read left to right and from top to bottom. So put your most important chart at the top, left corner. Follow, with the next most important reports.

If you have specific numbers that need to stand out, increase the font size or bold the text. This ensures that your audience understands the key takeaways.

Use can also use colors to emphasize things like a “High, Mid, Low.” For example, a low level of accidents could be green, a mid-level in yellow, and a high colored red. This provides more visual context to the data.

Need Help with Power Bi or Other Microsoft Products?

We can help you get started or improve your use of Microsoft 365, Power BI, and more. Give us a call today to schedule a chat about leveraging this powerful platform.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

These Everyday Objects Can Lead to Identity Theft

May 25, 2023 by Nathan Parks

You wouldn’t think a child’s toy could lead to a breach of your personal data. But this happens all the time. What about your trash can sitting outside? Is it a treasure trove for an identity thief trolling the neighborhood at night?

Many everyday objects can lead to identity theft. They often get overlooked because people focus on their computers and cloud accounts. It’s important to have strong passwords and use antivirus on your PC. But you also need to be wary of other ways that hackers and thieves can get to your personal data.

Here are six common things that criminals can use to steal your information.

Old Smart Phones

People replace their smartphones about every two and a half years. That’s a lot of old phones laying around containing personal data.

Just think of all the information our mobile phones hold. We have synced connections with cloud services. Phones also hold banking apps, business apps, and personal health apps. These are all nicely stored on one small device.

As chip technology has advanced, smartphones have been able to hold more “stuff.” This means documents and spreadsheets can now be easily stored on them. Along with reams of photos and videos.

A cybercriminal could easily strike data theft gold by finding an old smartphone. They often end up at charity shops or in the trash. Make sure that you properly clean any old phones by erasing all data. You should also dispose of them properly. You shouldn’t just throw electronics away like normal garbage.

Wireless Printers

Most printers are wireless these days. This means they are part of your home or work network. Printing from another room is convenient. But the fact that your printer connects to the internet can leave your data at risk.

Printers can store sensitive documents, such as tax paperwork or contracts. Most people don’t think about printers when putting data security protections in place. This leaves them open to a hack. When this happens, a hacker can get data from the printer. They could also leverage it to breach other devices on the same network.

Protect printers by ensuring you keep their firmware updated. Always install updates as soon as possible. You should also turn it off when you don’t need it. When it’s off it’s not accessible by a hacker.

USB Sticks

Did you ever run across a USB stick laying around? Perhaps you thought you scored a free removable storage device. Or you are a good Samaritan and want to try to return it to the rightful owner. But first, you need to see what’s on it to find them.

You should never plug a USB device of unknown origin into your computer. This is an old trick in the hacker’s book. They plant malware on these sticks and then leave them around as bait. As soon as you plug it into your device, it can infect it.

Old Hard Drives

When you are disposing of an old computer or old removable drive, make sure it’s clean. Just deleting your files isn’t enough. Computer hard drives can have other personal data stored in system and program files.

Plus, if you’re still logged into a browser, a lot of your personal data could be at risk. Browsers store passwords, credit cards, visit history, and more.

It’s best to get help from an IT professional to properly erase your computer drive. This will make it safe for disposal, donation, or reuse.

Trash Can

Identity theft criminals aren’t only online. They can also be trolling the neighborhood on trash day. Be careful what you throw out in your trash.

It’s not unusual for garbage to enable identity theft. It can include pre-approved credit card offers that you considered “junk mail.” Your trash can also hold voided checks, old bank statements, and insurance paperwork. Any of these items could have the information thieves need to commit fraud or pose as you.

A shredder can be your best friend in this case. You should shred any documents that contain personal information. Do this before you throw them out. This extra step could save you from a costly incident.

Children’s IoT Devices

Electronic bears, smart kid watches, Wi-Fi-connected Barbies… all toys that hackers love. Mattel’s Hello Barbie was found to enable the theft of personal information. A hacker could also use its microphone to spy on families.

These futuristic toys are often what kids want. Parents might think they’re cool, but don’t consider their data security. After all, these are children’s toys. But that often means they can be easier to hack. Cybercriminals also zero in on these IoT toys, knowing they aren’t going to be as hard to breach.

You should be wary of any new internet-connected devices you bring into your home. That includes toys! Install all firmware updates. Additionally, do your homework to see if a data breach has involved the toy.

Schedule a Home IT Security Audit & Sleep Better at Night

Don’t let the thought of identity theft keep you up at night. Give us a call today and schedule a home IT security audit. You’ll be glad you did.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

How to Use the New Virtual Appointments in Microsoft Teams

May 20, 2023 by Nathan Parks

Scheduling appointments is a common activity. Salespeople often set up virtual appointments to answer questions about a product. Software companies allow people to schedule live demos. Telehealth therapists allow clients to book video sessions.

Those are just a few examples of some groups that are going to love a new Microsoft Teams feature. Virtual Appointments was recently added to the platform. It adds a new meeting style tailored for engagements with customers.

Have you’ve been using Teams and a different online appointment app? This new feature will streamline the experience.

What Is Virtual Appointments in Teams?

Virtual Appointments gives you an all-in-one meeting platform for customer engagements. You can schedule, manage and conduct B2C meetings in Microsoft Teams.

This new feature brings together the scheduling component with the video conference interface. Anyone with the link can join the virtual appointment. They do not need a Teams account.

The power of Microsoft’s scheduling app, Bookings, connects to Teams. This makes the Virtual Appointments function as seamless as possible.

Some of the features below will be available with any Microsoft 365 plan. Some are available with a premium plan.

Teams Virtual Appointments Features

Manage Scheduled Appointments

You can see your scheduled appointments in a single view. Manage cancellations and time changes easily.

Send Customized Confirmations & Reminders

You can send customers a customized message via SMS or email. This personalizes the experience for them. You can also use automation to give that personal touch without having to send each one manually. Automated appointment reminders are another time-saving function.

Customized Waiting Room

Add a personal touch to your virtual engagements. You can customize the Teams waiting room. You can use themes and logos to brand your business. You can also chat with attendees while in the lobby waiting room. This is helpful if your current appointment is running a little long. You can let them know you’ll be right with them.

Meeting Follow-ups

You can send meeting follow-ups after a virtual appointment. This helps you reduce the time it takes to send any promised follow-up information. You also keep all details in a single place. This makes your client communication trail easier to follow.

Organization & Department Analytics

How effective are your appointments? It’s hard to know if your demos are resulting in sales if you don’t have a good tracking system. It’s also important to have visibility into customer appointments across the organization.

You can do this with a premium analytics feature. It gives you helpful reporting. The reporting provides insights into B2C virtual appointments in all departments.

How to Use Virtual Appointments

To start using Virtual Appointments in Teams, admins must set up a few things. Note, they must be a Bookings admin to access these settings.

Create a Calendar

In the Virtual Appointments app choose to “Create a calendar.” You can find this option on the Home tab.

Larger organizations may wish to create different calendars for different departments.

Add Staff

Next, add staff members. You can add up to 100. You will also need to assign them a role. Once you’ve added your staff, you can view their availability in both Teams and Outlook.

What’s another nice thing about using an integrated platform like M365? It’s the cross-app compatibility. Your calendar syncs across apps.

Create Appointment Types

You’ll next set up your appointment types. You can choose from these two options:

Scheduled: You schedule the day/time. The system adds this information to the email confirmation.
On-demand (Teams Premium): Customers can choose when to meet from your booking calendar.

Set Up SMS Notifications (If desired)

If you choose to use SMS notifications and have the right Teams plan, you can set this up next. This allows you to easily send appointment confirmations and reminders via text message.

Note: Attendees currently need a valid U.S., Canadian, or U.K. phone number to receive the SMS notifications.

Link Forms (If desired)

If you would like your attendees to fill out any forms, you can link them now. Virtual Appointments allows linking up to four cloud-based forms. These would be forms you have created in Microsoft Forms.

Publish Your Booking Page

If you want to give customers the ability to book on-demand appointments, take this next step. You will need to publish the booking page. You do this on the “Manage” tab of Virtual Appointments. Select “Booking page,” and turn on “Publish booking page.”

Get Help Using Your Microsoft 365 Tools More Effectively

Microsoft 365 is a platform with many possibilities. Often, companies aren’t using all the features they could. As a result, their team may be less effective. They could also be wasting money on apps they don’t need.

Are you interested in help supercharging your Microsoft 365 experience? Give us a call today to set up a meeting.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

7 Customer-Facing Technologies to Give You an Advantage

May 10, 2023 by Nathan Parks

Customers look for convenience. In today’s world that means technology that makes their life easier. From webforms to POS systems, you need to keep the customer experience in mind in all you do.

When people aren’t happy with their experience interacting with a company, they leave. And their experience might not have anything to do with your products or services. Maybe they found it hard to navigate your website. They may have a question, but no one was around to answer it.

Customers expect you to make it easy for them to do business with you. Companies that do that, reap the benefits. Customer-centric companies are 60% more profitable than those that aren’t.

Technology is key to converting website visitors into clients. It’s also key for keeping customers happy and returning to buy again.

Where should you focus? Below are several ideas for all business budgets.

Cloud Forms

Are you still emailing forms in Microsoft Word to your customers? Using cloud-based forms makes the experience much better. Your customer doesn’t need to save a form to their computer and remember to email it back. Instead, they can follow a link and fill out the info online from any device.

Moving your forms to the cloud makes it easier for you as well. The form data comes in automatically. These systems also collate forms and provide analytics.

If you use Microsoft 365, then you already have a cloud form tool. Look for Microsoft Forms in your available applications or visit Microsoft’s site.

Digital Signatures

Experts expect the use of eSignatures to grow by 69% by 2024. The ability to digitally sign documents means more contracts get signed. People don’t have to print out a form, sign it, then scan it back in. Any of those activities could mean a bump in the road.

Printers run out of ink. People have trouble with a scanner they rarely use. The list goes on. Any problem can mean a customer rethinks signing a document that you need.

Using digital signatures streamlines the process. You can handle the transaction online. You also ensure you have a legally binding signature.

Smart Chatbot

When someone makes a buying decision, they often have a question. If they don’t have a quick and easy way to get an answer, they may go elsewhere.

Chatbots are really smart these days. If you program them right, they can answer a large percentage of repeat questions. They’re there 24/7 on your website ready to help in a moment of need.

Many customers actually like them. About 68% of consumers are happy using helpful chatbots. They say they like that they get a fast answer from a bot. This isn’t always the case when customers send an email.

SMS Notifications

SMS notifications are another type of technology that can improve customer experience. Emails have become flooded with junk mail. When someone needs to know about a shipment or purchase, they often prefer it by text. This way the message isn’t missed.

Think about implementing SMS notifications for important customer alerts. Make sure you have an opt-in and opt-out method. It’s also a best practice to let the customer choose which alerts they want to receive. Such as payment notifications, sales, or shipping details.

Business Mobile App

People have been in a transition from websites to apps for a while. Of course, the internet isn’t going away, but apps are gaining ground. A big reason for this is the rise of smartphone use.

Smartphone searches are overtaking web searches. And when people are on a mobile device they prefer apps over websites. Studies show that mobile users spend 90% of their time using apps, and just 10% using an internet browser.

Think about implementing a mobile app for your business. This can make it easier for customers to do business with you. It also gives you more marketing and service capabilities, such as push notifications.

If you’re on a tight budget, you could start with a “wrapper” app. These are solutions that take your existing website and transform it into an app.

FAQ Kiosk

For retail stores, having an FAQ kiosk available can provide a positive experience. It can allow customers to get questions answered quickly. It could also help them look up sales and coupons.

Service businesses can also benefit by using this digital tool. They can use it for commonly asked questions. They can also use it to direct clients to staff offices.

VoIP Phone System

You might think of your phone system as an internal piece of IT. But it’s also one of your most customer-facing technologies. The experience people get when they call is a vital part of how they view your business.

VoIP phone systems give staff the flexibility to help customers anywhere. This is true even when away from their desks. They also enable things like group ring, auto-attendant, and voicemail to email. All these features make for better caller interaction with your business.

Get Help Planning Your Technology Roadmap

Which technology upgrades will benefit your bottom line the most? How should new systems integrate into existing solutions? These are some of the things we look at when helping you look ahead to the future. Give us a call today to schedule a chat.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Windows 8.1 Just Lost All Support. Here’s What You Need to Know

April 30, 2023 by Nathan Parks

Companies both large and small share this one cybersecurity problem. They have computers that are still running older operating systems. Staff might use these devices only occasionally. Or the company may be running customized software that won’t run on newer OS versions.

The problem is that when the OS becomes outdated, the system is open to cyberattacks. When Microsoft or another developer retires an OS, it means that it is no longer supported. No more feature updates and no more security patches for newly found vulnerabilities.

The latest operating system to lose all support is Windows 8.1. Microsoft released the OS in 2013, and it was officially retired on January 10, 2023. Microsoft issued the following warning for companies:

“Continuing to use Windows 8.1 after January 10, 2023 may increase an organization’s exposure to security risks or impact its ability to meet compliance obligations.”

Here are a few facts you should know about what this retirement of Windows 8.1 means.

The OS Will Still Technically Work

When an operating system reaches its end of life, it doesn’t just stop working. Thus, many companies go on using it without realizing the security risk. Technically, the OS will work as it did the day before retirement. But it’s a lot less safe due to the loss of support.

Your System Will No Longer Receive Security Patches

Software and OS vulnerabilities are sought out and exploited all the time. This is what hackers do for a living. The vulnerability cycle usually begins with hackers finding a software “loophole.” They then write code to exploit it that allows them some type of system access.

The software developer learns of this, usually once hackers start breaching systems. They write code to fix that vulnerability. Developers then send the fix to users via an update that they install. This protects the device from one or more hacker exploits.

When an OS reaches its end of life, these fixes are no longer made. The developer has moved on to focus on its newer products. So, the vulnerability remains. It leaves a device vulnerable to hacks for days, months, or years afterward.

Approximately 61% of security vulnerabilities in corporate networks are over five years old.

Options for Upgrading

If you have a computer that is still running Windows 8.1, you have two options for upgrading. You can opt for Windows 10 or Windows 11. If the computer is running such an old OS, there is a chance your system may not meet the requirements for one or both. In this case, you may need to buy a new device altogether.

Microsoft states that there is no free option to upgrade from 8.1 to Windows 10 or 11. Some of the advantages you gain when upgrading include:

Better built-in security
Faster processing
Capability for more modern features (like facial recognition)
Improved accessibility features
Updated productivity tools (like snap layouts in Windows 11)

What Happens If I Don’t Upgrade?

Security & Compliance Issues

Your data security is at risk if you stay on Windows 8.1. Without any security updates, any vulnerabilities will stay unpatched. This leaves your system highly vulnerable to a breach. One hacked system on a network can also cause the breach or malware infection to spread to newer devices.

If you have to comply with a data privacy regulation, like HIPAA, you’ll also run into issues. Data privacy rules dictate making reasonable efforts to protect data. Using a device with an outdated OS jeopardizes meeting compliance.

Slowed Productivity

The older systems get, the slower they get. Staff that must work on outdated software often complain that it hurts productivity. 77% of surveyed employees were frustrated with outdated tech. Employees dealing with outmoded systems may also quit. They are 450% more likely to want to leave and work elsewhere.

An outdated operating system can hold your staff back. They miss out on modern time-saving features. They can also run into problems with bugs that will no longer get fixed.

Incompatibility With Newer Tools

Software and hardware developers aren’t looking back. Once Microsoft retires an OS, they aren’t prioritizing its compatibility. In fact, some may not want their product to be compatible with it because of the liability.

When you have issues using modern software and hardware it hurts your business. You become less competitive and begin to fall behind. Staying on an outmoded OS keeps you stuck in the past.

Get Help With Your Windows Upgrades

We can help you upgrade smoothly from an older Windows OS to a new one. If you need a new system, we can point you in the right direction for the best value. Give us a call today to schedule a chat about upgrades and where your security stands.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Why You Need to Think Twice Before Using Lensa AI & Other Self-Portrait Apps

April 25, 2023 by Nathan Parks

It’s a common theme. You begin seeing these amazing CGI images of your friends on Facebook or Instagram. You think, “How can I make one?”

Filters and self-portrait apps have come a long way. You can now make yourself look like Hollywood’s version of a character in the next hit animated film. It still kind of looks like you, only a dream version with “perfect” hair, skin, and facial features.

The latest of these modern vanity marvels to make the rounds is Lensa AI. You upload about 10 photos so the app can feed that data into its AI algorithm. Then, once it maps your facial features, it generates several fantasy selfies of you.

These magical avatars don’t come for free though. While you can download the app for free and use it in a limited fashion, you need to pay to do more. To get unlimited access for one week, it’s $2.99. There are several pricing tiers for its avatar packs and membership access. These range from $3.99 for Avatars Pack 1 to $35.99 for full membership.

It sounds like a little harmless digital fun, right? That’s what many companies making apps like this like you to think. Vanity is an easy sell, and who doesn’t want to have a fabulous profile pic?

But for Lensa AI and several similar self-portrait apps, you’re paying more than you know. The cost comes from the data privacy rights you’re giving up. And these can go far beyond the app itself.

Why Worry About Data Privacy with Lensa AI & Similar Apps?

Thanks to laws like GDPR, software and app developers need to tell you what they do with your data. Looking at the app at the Mac App Store, a few alarming things jump out.

Data Used to Track You

Once you download the Lensa AI app, it can track your phone activity. The app store states that the app may use purchases and unique identifiers to track you. And this doesn’t mean only tracking you while in Lensa AI. It can track you across websites and apps owned by other companies.

Data Collected

Lensa AI scours your device for a lot of different data points. By downloading it, you permit it to do this. Some of the tracking links to you personally (such as linked to your name, IP address, or phone number). It collects a lot of other data, but not with your name or another identifier on it.

Data collected and linked to you:

User content (such as the images you upload)

Data collected, but not linked to you:

Purchases you make on websites or apps
Usage data for apps, etc.
Identifiers (this isn’t specified, but could mean things like city or gender)
Diagnostics from your device

Loss of Rights to Your Uploaded Images

What apps like Lensa AI do with your data is a grey area. Many tech companies, such as Facebook, have been known to act irresponsibly with user data. Many are purposely vague in their terms and conditions, leaving the door open.

One section from the Lensa AI Terms that users agree to states the following:

“…solely for the purposes of operating or improving Lensa, you grant us a time-limited, revocable, non-exclusive, royalty-free, worldwide, fully-paid, transferable, sub-licensable license to use, reproduce, modify, distribute, create derivative works of your User Content, without any additional compensation to you…”

For the sole purpose of “operating” Lensa, could mean anything. It could mean that to make more money to operate the business, the company needs to use your images. Note that it also states it can modify, distribute, etc. YOUR user content.

Things You Can Do to Protect Your Data Privacy

Don’t Immediately Jump on Every Fad

This one may be hard when you see all your friends using a new app. It’s natural to want to be a part of that. But try waiting a week. Most likely those avatar images from the latest selfie app won’t be blowing up your feed anymore.

Read App Terms & Conditions

Take the time to read an app’s terms. You are often giving up more data privacy rights than you realize. This includes giving an app the ability to track just about everything you do on your device. Be aware of what’s at risk before you download a new app.

Restrict Data Collection

If you can’t resist an app’s charms, at least make it as secure as possible. This includes taking the time to restrict its data collection features, where possible.

Use your phone’s privacy and security settings to turn off data sharing. For the Lensa AI app, you can also contact the company to request that it delete your data from its servers. Its privacy policy states to email privacy@lensa-ai.com for questions and concerns.

Get a Device Privacy Checkup

The more apps you use, the more complicated data privacy can get. Don’t leave it to chance. We’ll be happy to help. Give us a call today to schedule a device privacy checkup.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Microsoft Forms: One of the Handiest Freebies in Microsoft 365

April 20, 2023 by Nathan Parks

Microsoft 365 is one of the most popular cloud platforms in the world, with about 345 million paid seats. Microsoft cloud tools numbers were up 32% in Q3 2022 compared to the previous year.

One of the reasons for its continued growth is the suite of cloud tools offered in the service. Users get a stable of over 20 different apps, including the core MS Office suite.

With so many different apps, it’s not uncommon for some to go unused. Companies may not even be aware they have access to these other helpful tools. One of the handiest apps you get with a Microsoft 365 subscription is Microsoft Forms.

From sending year-end customer surveys to assessing change readiness, Forms makes it easy. This online survey and form-building tool has a lot to offer organizations. And if you have a subscription to Microsoft 365, then you already get Forms included for free.

What Is Microsoft Forms?

Microsoft Forms is a drag-and-drop form, quiz, and survey creator. It’s simple to use and allows you to send out surveys via a link. Recipients can fill out your form online from any device.

Once recipients fill out the survey, the results come into the software instantly. You can see the collated results charted in the software. You can also export the results to Excel.

How to Get Started in Forms:

Visit Forms.office.com and log into your Microsoft account.
Choose “New Form” or “New Quiz: from the top menu

OR you can choose to explore the built-in templates.

Click “Add New” to add a new form field. You can choose from field types:
- Choice (i.e., multiple-choice question)
- Text
- Rating
- Date
- Ranking
- Likert (a scale that records attitudes/opinions about a topic)
- Net Promoter Score® (a scale from “not likely” to “extremely likely”)
- Section (separator that can include a title and image)
Enter your questions.
Once finished, click “Send” at the top. You can distribute the survey using the following options:
- Link to a web form
- Email
- QR code
- Embed in a web page
- Via Facebook or Twitter
View responses on the “Responses” tab

Advantages of Using Microsoft Forms

It’s Included in Microsoft 365 Subscriptions

If you already subscribe to Microsoft 365, then it makes sense to use Forms. It can save you money if you’re using a separate survey tool, like Survey Monkey. It’s easily accessible by signing in with your Microsoft account.

It Saves Time

Sending a survey by email is time-consuming. You have to worry about emails bouncing due to an attachment. You also need to spend time collating all the results as they come in.

Using MS Forms can save you a lot of time. People don’t need to download anything or open an email file attachment. They simply follow your link and fill out the form online. As soon as they fill the survey out, you get the result. Forms also collates all the answers for you.

Get Charted Results Automatically

You can quickly see the results of the survey in meaningful graphs. Forms makes it simple to export to Excel if you want to upload the survey results into another platform.

On the “Responses” tab, you can hover over the result graphs to see the details.

Charted Results — Image from ocmsolution.com

It’s Easy to Use

There’s a very low learning curve with Microsoft Forms. The interface is intuitive and simple, so just about everyone can jump in and start using it.

What Are Some Ways You Can Leverage Microsoft Forms?

Annual Customer Satisfaction Survey

Using a web-based survey can increase your response rate from customers. They can fill out your satisfaction survey from any device, making it quick and easy for them.

You can see results instantly. Then, chart them to gain insights into what your business is doing right, and what you can improve upon.

Employee Security Awareness Quiz

Send a security awareness quiz to your employees using Forms. It can be easily integrated into your cybersecurity awareness training. The platform also tells you the average response time per person.

Change Readiness Survey

Change management is a growing focus of many organizations. This is due to the speed of technology-driven transitions. You can use Forms to improve user readiness for change adoption. Create and send out a change readiness survey to affected groups.

Event Registrations

Are you hosting an event? You can easily gather registration details. Send out a Forms link via QR code, social media, text, or email.

Volunteer Registration Form

Embed an MS Forms registration form on your web page to sign up volunteers. The platform will automatically collate different talents or other volunteer information. This helps you better match people’s talents to your needs.

And More

You’ll find more ideas from the Forms templates. Such as:

Competitive analysis study
Post-event feedback survey
Office facility request form
Employee satisfaction survey
Product pricing survey
Food catering request form
Save the date form
Course enrollment form

Would You Like to Get More Out of Microsoft 365?

There is a good chance that your company may be leaving some value on the table with M365. Give us a call today to learn more about our Microsoft 365 support services.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Data Backup Is Not Enough, You Also Need Data Protection

April 15, 2023 by Nathan Parks

The need to back up data has been around since floppy disks. Data loss happens due to viruses, hard drive crashes, and other mishaps. Most people using any type of technology have experienced data loss at least once.

There are about 140,000 hard drive crashes in the US weekly. Every five years, 20% of SMBs suffer data loss due to a major disaster. This has helped to drive a robust cloud backup market that continues to grow.

But one thing that’s changed with data backup in the last few years is security. Simply backing up data so you don’t lose it, isn’t enough anymore. Backing up has morphed into data protection.

What does this mean?

It means that backups need more cybersecurity protection. They face threats such as sleeper ransomware and supply chain attacks. Cloud-based backup has the benefit of being convenient, accessible, and effective. But there is also a need for certain security considerations with an online service.

Companies need to consider data protection when planning a backup and recovery strategy. The tools used need to protect against the growing number of threats.

Some of the modern threats to data backups include:

Data Center Outage: The “cloud” basically means data on a server. That server is internet accessible. Those servers can crash. Data centers holding the servers can also have outages.
Sleeper Ransomware: This type of ransomware stays silent after infecting a device. The goal is to have it infect all backups. Then, when it’s activated, the victim doesn’t have a clean backup to restore.
Supply Chain Attacks: Supply chain attacks have been growing. They include attacks on cloud vendors that companies use. Those vendors suffer a cyberattack that then spreads throughout their clients.
Misconfiguration: Misconfiguration of security settings can be a problem. It can allow attackers to gain access to cloud storage. Those attackers can then download and delete files as they like.

What to Look for in a Data Protection Backup System

Just backing up data isn’t enough. You need to make sure the application you use provides adequate data protection. Here are some of the things to look for when reviewing a backup solution.

Ransomware Prevention

Ransomware can spread throughout a network to infect any data that exists. This includes data on computers, servers, and mobile devices. It also includes data in cloud platforms syncing with those devices.

95% of ransomware attacks also try to infect data backup systems.

It’s important that any data backup solution you use have protection from ransomware. This type of feature restricts automated file changes that can happen to documents.

Continuous Data Protection

Continuous data protection is a feature that will back up files as users make changes. This differs from systems that back up on a schedule, such as once per day.

Continuous data protection ensures that the system captures the latest file changes. This mitigates data loss that can occur if a system crashes before the next backup. With the speed of data generation these days, losing a day’s worth of data can be very costly.

Threat Identification

Data protection incorporates proactive measures to protect files. Look for threat identification functions in a backup service. Threat identification is a type of malware and virus prevention tool.

It looks for malware in new and existing backups. This helps stop sleeper ransomware and similar malware from infecting all backups.

Zero-Trust Tactics

Cybersecurity professionals around the world promote zero-trust security measures. This includes measures such as multi-factor authentication and application safelisting.

A zero-trust approach holds that all users and applications need ongoing authentication. So, just because a user is logged into the system today, doesn’t mean they are completely trusted.

Some of the zero-trust features to look for include:

Multi-factor authentication
Distinct file and folder permissions
Contextual authentication
Verification of permissions for file changes

Backup Redundancy

If you back up to a USB drive or CD, you have one copy of those files. If something happens to that copy, you could experience data loss.

Cloud backup providers should have backup redundancy in place. This means that the server holding your data mirrors that data to another server. This prevents data loss in the case of a server crash, natural disaster, or cyberattack.

Air Gapping for More Sensitive Data

Air gapping is a system that keeps a copy of your data offline or separated in another way. This would entail making a second backup copy of your data. Then, putting it on another server. A server disconnected from external sources.

This is a feature that you may want to seek out if you deal with highly sensitive data. It helps to ensure that you have at least one other copy of your backup. A copy walled off from common internet-based attacks.

Need Help With Secure Backup & Data Protection Solutions?

Have you updated your backup process for today’s threats? Give us a call today to schedule a chat about data backup and protection.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

8 Reasons Every Company Is Now a Technology Company

April 10, 2023 by Nathan Parks

Whether you sell shoes or run an accounting firm, you need some type of technology to operate. Today’s companies aren’t just in the business of selling their own goods and services anymore. They also must master various types of digital tools.

These include software, payment systems, computers, Wi-Fi networks, mobile devices, and more. Companies also need to protect their devices and network.. If that technology isn’t working, it can impact a business significantly.

98% of surveyed organizations say that just one hour of IT downtime costs more than $100,000. The reliance on technology means that every company is now a technology company.

This is the case no matter what products you sell or services you provide. Let’s discuss exactly why this is the case in today’s world.

What Makes Technology a Backbone of Any Business?

1. Technology Is a Critical Part of Business

Even farmers use tech to check commodity prices, sell livestock, and keep their books. Most companies couldn’t operate without their software. Or without databases filled with important information.

IT downtime is so devastating for this very reason. Remember the breaches impacting global meat producer JBS and Colonial pipeline? Those companies had to halt operations because of ransomware attacks.

They both paid the ransom to their attackers so they could begin operating again. Without the technology that’s become a normal part of our day, a lot of companies would close.

2. Customers Expect an Excellent Digital Experience

Customer experience came in first in a survey of top business priorities for the next 5 years. Nearly 46% of respondents said it was at the top of their list.

If a customer has just one bad experience with your company, they will likely go elsewhere. In a digital world, those experiences are often:

Navigating your website
Checkout experience
Appointment scheduling ease
Shipping notifications
Helpfulness of online chat
Response time from customer support
Ability to contact your company via social media

To keep up with consumer expectations in 2023 and beyond, means you need to use technology. From your website to your payment experience, people expect a smooth digital flow.

3. Employees Need Devices to Drive Productivity

How do employees work productivity without the use of a computer, tablet, or mobile device? These devices keep staff connected to each other and your customer data. Devices enable communication and are how much of the work in offices gets done. If they don’t run well, business productivity suffers.

4. AI & Automation Help Companies Stay Competitive

AI and automation help organizations move faster. AI can personalize a consumer shopping experience. Automation can help sales teams close 30% more deals and improve conversions by over 200%.

To stay competitive, companies must integrate technology tools with AI and automation capabilities. This means they need to know the best ways to use these tools. Plus, integrate them well with existing solutions.

5. Information Is Being Generated at a Rapid Pace

Companies generate information digitally at a dizzying pace. Can you imagine what it would be like if you had to go back to all the paper files? You’d need a separate building just for all the filing cabinets.

Files, documents, and customer records are largely digital now. Keeping track of all that information and making it searchable requires technology skills.

6. Vendors/Suppliers Are Leaving Legacy Systems Behind

Think of the vendors you use to run your business. Could you interact with any of them offline only? No email, no digital documents? In most cases, the answer is, “No.”

The companies that you rely on for your business are also “technology companies” in the same way. Most will be leaving behind legacy systems like fax machines and paper documents. Thus, you need to use digital means to interact with them.

7. It’s Difficult to Grow Without Tech Innovation

People are limited by what they can mentally and physically do in a day. Computers and technology have exponentially increased that. They do a lot of the processing and manual work.

The cloud is often touted as leveling the playing field for small businesses. It allows smaller companies to leverage technology to do more affordably.

It’s hard to continue growing your business without the smart use of digital tools. This includes reviewing your technology infrastructure and looking at innovations on the horizon.

8. Business Continuity Needs

Business continuity is about keeping your company running despite any crisis events. One natural disaster could severely impact a building and everything in it. But, if you are storing your data in the cloud and using cloud software, your business can still operate.

Companies that aren’t employing backup systems are at significant risk. Tech solutions create the ability to continue operating from anywhere, increasing business resiliency.

What Does Your Innovation Roadmap Look Like?

Using technology securely and to its fullest can be a full-time job. Give us a call today, we can help take that burden off your shoulders.

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.