Category: Articles

Few things are as frustrating for IT users as when computers break down without a recent file backup having been performed. No backup means all that work, essential business records, and creative thoughts are gone forever.

Everyone knows that they should back up their files regularly. But how often is regularly? That is an easy question to answer. Suppose you are happy to risk losing a week of work, backup weekly. For most people, losing even a day’s work can be expensive.

We recommend backing up your files hourly. Yes hourly. That may sound difficult to do. But we can set it up so that it takes place in the background, without you even knowing. Setting up computer backups is one of our IT managed services.

The most common backup approach

The usual approach is to create copies of your essential personal files – Word docs, Excel spreadsheets, pictures, videos, and voice files, and so on, allowing you to access those copies.

An alternative approach – create a system image

In addition to personal files, many other files can be backed up. These include your apps and computer settings. If you lose these files, you will need to spend many hours on your new computer configuring all the settings plus downloading and installing the applications you use.

Creating a system image of your computer saves you all that time. The image will include every folder, file, app, and setting. The benefit of this method is that if your PC crashes and you have to set it up again, you only need to restore the system image, and you are back in action.

Some businesses choose to back up their essential work files hourly and, in addition, create a system image once a month.

Conclusion

The importance of backing up all your important computer files, apps, and settings cannot be stressed too often. The process may be daunting for you because it is not something you do every day. However, we do. To learn how we can help organise your backups, please feel welcome to contact one of our Rapid IT Support team.

If your small business has been growing steadily, you might be aware of just how frustrating IT issues can be and how much they can impact your business operations. If your team is growing or you are using your tech more frequently, it might be time to consider outsourcing your IT support. If your phone lines are down or your computers won’t start, you might be missing out on valuable communication or interest from clients, so getting everything back up and running quickly is key.

Signs you need support

Has your IT budget been blown by costly software installations or time-consuming updates? Struggling with email setup, system updates, reboots and slow computer speeds? Are you spending far too much time training staff on using basic IT systems? As a small business owner, your time is precious, and there are so many different areas that need your attention. If you’re not an IT professional but you’ve managed to get by without IT support until now, as your business grows, there might be new technical tools, systems and datasets you need to manage. It’s essential that your business keeps its digital information secure and protected, but sometimes basic antivirus software isn’t enough.

A convenient solution

It might be too soon for you to employ an IT professional who won’t have too much to do on a daily basis, but having reliable tech support can be essential as your business grows. Managed IT service providers give you the knowledge and support of a dedicated IT team when you need it, and at Rapid IT, we’re available 24/7 for all of your IT issues. Remote IT support services can help with a wide variety of tasks, including email set up, virus removal, new computer setup and PC troubleshooting, without actually having to visit your premises.

Call Rapid IT

At Rapid IT, we specialise in providing affordable and reliable IT support for businesses across Australia. We offer 24-hour tech support with a range of affordable price plans, so call us today on 1300 727 430 to get rid of your small business IT worries for good.

Email setup and support are some of the services offered to SMEs by managed IT service providers. The service has many elements, including connecting email addresses to a mail client, creating email signatures, automating replies, designing rules to filter spam, and ensuring that individual employees’ emails are synchronised across multiple devices. It also includes the prevention of spoofing.

What is spoofing?

Spoofing refers to cases where a hacker hijacks an email account and uses it to send out spam emails. The recipients of the spam think your business sent it because it came from your company. It is a common problem suffered by many SMEs.

The recipients of the junk mail may email you back complaining about the spam. Another sign of spoofing is when your business receives hundreds, if not thousands, of bounce-back messages on emails that were sent through your account and correctly rejected as spam by recipient servers.

By hacking your email address, a spammer increases the chance that victims will open the spam emails, click on a malicious link, and download a virus. When the victims discover the damage, they will naturally blame you, not the hacker.

Protect your email account username and password

If your business email account has been used for spoofing, it means that someone has the email address, account username and password. This can easily happen if one of your employees has been careless with those details.

A worse case is when a trojan or virus has slipped past your IT security and is operating on your computer, without your knowledge, to collect keystrokes and other data.

Potential solutions

If your business email account has been hacked, it means a spammer has obtained the account username and password. Change them immediately.

Scan all your computers for malware and viruses. Ideally, you already have anti-virus software installed on your business network. Make sure you upgrade it every time a new update becomes available.

Next, set up a Sender Policy Framework (SPF) record. It is an email authentication method used to indicate to mail exchanges the hosts that are authorised to send mail for your domain. Although the method is not perfect, it can help.

If you’re looking to protect your SME business email from spoofing, you need a professional managed IT service provider. To learn more, please feel welcome to contact one of our Rapid IT Support team.

Over the past couple of years, there has been a sharp increase in so-called “tech support” scams.

The scam goes like this, a company or individual calls you up claiming to be from a major software company. They claim they need access to your computer to install a vital security update.

Once they have access to your computer they remotely install spyware or ransomware software that can lock you out of files until a ransom is paid, or leave a backdoor into your system allowing them to access crucial data.

This type of scam is commonplace and can be extremely damaging for victims. But it also calls into question the validity of remote IT support. If allowing remote access can compromise your system to such an extent, is it safe to allow anyone access to your PC?

Is remote IT support safe?

The short answer is, yes. Remote access is simply a tool helpdesk support technicians use to fix computer problems remotely. There is nothing wrong with remote support itself, but it is true, that damage can be done if the person acts maliciously.

But the same is true when you allow physical access to your desktop or laptop. So the question is not about how safe remote tech support is. It is more about whether you trust the person repairing your computer.

Why is remote access useful?

Remote access has transformed IT support over the past decade. Before remote support solutions became widely available, IT support technicians had to physically visit your location which involved a great deal of time and cost.

But with remote access, the helpdesk analyst can quickly gain access to your computer to identify the fault and get you back up and running in a few minutes. So remote access is not a bad thing, it is very helpful indeed.

Remote access security checklist

To help put your mind at rest we have developed the following five-step security checklist. Use this list to ensure the people accessing your computer are authorised, honest and trustworthy.

Do you know the person asking for remote access?

Are they qualified to fix your computer?

Can you watch while they carry out repairs?

Will the session timeout after being inactive for several minutes?

Did you ask them for help? (Never trust anyone who cold calls you, no matter which company they claim to be working for)

Do you need remote IT support?

If you have a problem with your PC or laptop, Rapid IT Support is here to help. Our team of qualified IT help desk technicians are all located in Australia and we have strict security protocols in place to monitor sessions and protect the data of our clients.

Initiating a support session couldn’t be easier, simply complete the support form here and one of our qualified IT support technicians will call you back. We’ve made it simple, safe and efficient, the way tech support should be.

Managed IT services refer to outsourced IT tasks. Managed IT services involve an independent contractor performing agreed-upon IT services for a customer. Many of the services are performed remotely rather than on-site.

History

Managed IT service providers first emerged during the 1990s, soon after application service providers (ASPs) began offering remote application hosting services. ASPs demonstrated the viability of providing support services off-site. Over time, enterprises have increasingly relied on managed IT services because they allow them to focus on their core business and provides predictable pricing.

Commonly outsourced services

Managed IT services began with businesses outsourcing the remote monitoring and management of their desktop computers, mobile devices and servers. From that beginning, the range of outsourced services quickly mushroomed.

Another common example now is VOIP telephony services. Managed service providers often maintain ‘voice over internet protocol’ communications for customers.

Cybersecurity is being increasingly performed by managed services providers who remotely monitor threats and provide rapid incident response. In this area, providers partner with security software vendors.

Similarly, managed IT services may include cloud computing or support of a major software platform such as Salesforce or ServiceNow. In these instances, the managed services provider usually partners with the cloud provider or the software vendor.

Contracts

Two separate agreements typically define the relationship between a managed services provider and its customer. A master services agreement sets out the basic terms and conditions under which the provider will provide its services. A service level agreement identifies the specific services to be provided and how the successful delivery of each service will be measured. Some providers choose to combine these agreements into one document.

Pricing

Managed services providers may price their services on a unit basis (per-device or per-user) or as an all-inclusive monthly flat-fee. The pricing basis is often finalised after discussion with the customer.

Conclusion

Over the past twenty years, enterprises have increasingly relied on managed IT services because it provides them with efficient IT services, allows customers to focus on their core business, and provides them with predictable pricing.

If you are looking to outsources some of your IT tasks, we can help. Please feel welcome to contact one of our Rapid IT Support team.

The Solarwinds hacking case in 2020 shone a spotlight on how vulnerable a business can be to cybercrime. The hack was unprecedented in its audacity and scope. Its full extent is still coming to light. More remains to be discovered. But already, we know that it affected thousands of organisations around the world, including large corporations and governments. The case almost makes it seem as if a small business has no chance against hackers. But dig a little into the details, and nothing could be further from the truth.

Microsoft, Google, and Intel were among those hacked. Ironically, it was their network management software that played a key role in the whole affair. It all started with two simple human errors.

Mistake one – Human error: Clerical slip

Programmers at Microsoft, Google, and Intel write software code and save it on a platform called GitHub. Their work was compromised because one of the team members mistakenly marked the work ‘public’ instead of ‘private’. The team member was an IT professional, not a computer novice.

Mistake two – Human error: Weak password

Once hackers got into GitHub, they snooped around and identified usernames and passwords. Amazingly, they discovered that the password used to unlock one of the GitHub servers – the so-called SolarWinds server – was SolarWinds123. This pathetically weak password was set up by a programmer – an intern programmer but, again, an IT professional.

Malicious software ‘Sunburst.’

With that Solarwinds123 password, the hackers set about doing their nasty stuff. They developed malicious software called Sunburst and placed it in updates produced by Microsoft, Google, and Intel for their network management software. Those hacks went undetected for many months. Once those updates were released with the Sunburst virus, the customers who downloaded the patch were infected. Once infected, the customers were at the mercy of the hackers.

Conclusion

The biggest shock from Solarwinds is how easy it was for hackers. Despite all the technology and resources possessed by the corporations and governments that were hacked, the attack started with two simple human errors.

If you are concerned about the vulnerability of your business, Rapid Support can help. Our IT managed services include comprehensive cybersecurity support, spanning technology and people. We provide cybersecurity monitoring, virus removal and incident response. We can also help you train your existing employees and hire cybersecurity professionals.

Cyberattacks are increasing. Some estimates suggest a cybercrime is committed somewhere in the world every 11 seconds and that cybercriminal activity is one of the biggest threats confronting businesses over the next twenty years.

Despite the magnitude of this threat, many business leaders remain largely ignorant about cybersecurity. Here are four realities that cyber experts from the University of New South Wales stress that every business leader should know.

All businesses are vulnerable

All businesses nowadays are linked to the internet, whether it be via a website, email, computerised database, payment system, or another digital channel. Cybercrime can affect any internet-connected organisation, whether it be a local corner store or tech-savvy start-up, large multinational company or major government agency.

The biggest cyber threats are phishing attacks and compromised emails

In phishing attacks, hackers try to collect confidential information using misleading emails or websites. The word was formed in the 1990s specifically to describe this fraudulent activity.

An email compromise is like email phishing, but more targeted in that criminals pose as a prominent company executive to convince an employee to provide information or money. It is a particularly pernicious form of phishing because the email pretends to be from within the business.

Although viruses in the form of ransomware, spyware, or other malicious software (malware) receive a lot of attention from the media, they are not the most prevalent cyberthreat. Cybersecurity firm Fireye Inc, reports that over 80% of email attacks do not involve malware.

Employees are the first line of defence

Firms must invest in employees training designed to help them allow them to identify and respond to cyberthreats. Antivirus software and firewalls are extremely important. But people, not programs, should be the first line of defence against cyberattacks. Phishing is successful because of human, not technical, fallibility. A technical solution can help, but regular employee training is a must.

Cyberthreats are constantly evolving

Cyberattacks vary by firm size and industry type. Hackers are incessantly developing new threats. Business leaders must be ever vigilant and seek advice from cybersecurity trained staff, as well as external IT services experts when necessary.

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Nowadays, there’s an extremely high demand for sensitive company data on the dark web. Hackers use this information to commit identity theft and other cyber-crimes. Protecting your sensitive data effectively requires training, which is where an IT security expert from a professional tech support company can help. Here are some common warning signs of identity theft and how to mitigate them:

#1. You notice a discrepancy on your bank statement or your cheques bounce

If you find that your bank account summary has a discrepancy, this could be a sign that an identity thief might have spent money using your account. Check your bank statements regularly and contact your bank once you see any unrecognised withdrawals or suspicious charges.

If a thief did access your bank account, close it and open a new one using a new account number.

#2. You get phone calls from debt collectors

Another common warning sign that your identity has been stolen is if debt collectors start calling you or your company and asking for unpaid bills that you don’t recognise. This could mean that someone has used your business data to rack up debts by purchasing goods in your name, upgrading services on existing accounts and benefiting from them.

It’s a good idea to keep an eye on every bill that you receive, including medical bills or statements, to identify discrepancies. Also, take a look at the credit report for any unfamiliar accounts or charges. If you suspect that you’re a victim of identity theft, contact your service provider as well as a major credit reporting agency to report the fraudulent activity.

#3. You receive notification that your information is compromised in a data breach

If you receive notification that a data breach has occurred at one of your merchants and your company’s information has been exposed, act quickly. Swift action will help protect your data from being used for any fraudulent transactions.

Do you want to keep your business or personal devices and data free from security breaches or hacks? Hire a professional IT technician to install your IT equipment or look for our managed service providers Sydney-wide to get premium-quality helpdesk support.

There is an almost unlimited amount of software out there, from productivity tools to entertainment and everything in between. There is something for everyone, and today we want to highlight 3 pieces of software that will boost productivity in your office almost immediately; something for dictation, something for automation, and something for planning.

Nuance Dragon

Dragon is a piece of software by Nuance designed around the theme of speech recognition. On this basis, the two primary functions that it performs is dictation, as well as speech-based automation. For example, one could say “insert my signature” in an email, and if programmed, a full signature block will be inserted.

Dictation is a valuable tool for speed and accuracy, as well as health. For anyone with wrist or hand injuries, typing for hours of any given day can be extremely painful, however, dictation can assist. For anyone worrying about their wrist health, dictation can also provide a solution, which is why Dragon is perfect for almost any office space.

Zapier

If you are tired of busy-work, then Zapier may become an integral part of your IT solution.

For example, let’s say that your business process says that whenever a specific email address gets an email with an attachment, the attachment needs to be saved to a company’s cloud solution, and then your colleagues need to be informed of it. Instead of doing that yourself, Zapier can handle all that for you, letting you get back to the more important business of the day.

Zapier isn’t traditional software, in that it is used entirely in a browser, but that’s fine, since it does everything it needs to do in the background, so you can stay busy. Setting it up can be as simple or as complex as the tasks you need to be completed, but reach out to your managed service provider for assistance if needed.

Trello

Trello is a tried and true classic of office planning. Trello uses a ‘card’ system, wherein every task is assigned a card on a board; like a real-world pin-up board. From there, cards can be assigned to categories, assigned to people, updated, and much more. By using software like Trello, large tasks can get broken down into the sum of their parts, and those parts assigned to team members accordingly. Most notably, it eliminates the classic “I thought you were doing that!” pain point that is faced by many within their organisation.

Summary

If you have any IT solution needs, get in touch with Rapid IT today on 1300 727 430.