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Why Is Document Management Software More Efficient?

Posted on by Michael Hutchinson

Document management software is more efficient than traditional paper-based document management for several reasons:

  1. Digital Storage: Document management software allows you to store documents digitally, eliminating the need for physical storage space, filing cabinets, and the associated costs. This not only saves space but also reduces the risk of document loss or damage.
  2. Easy Retrieval: Digital documents can be easily retrieved using search functions. This is much quicker than manually searching through physical files, which can be time-consuming and error-prone.
  3. Version Control: Document management software often includes version control features, ensuring that you always have the most up-to-date version of a document. This eliminates confusion and errors that can occur when multiple copies of a paper document are in circulation.
  4. Security: Digital documents can be encrypted, and password-protected and have access controls in place to restrict who can view, edit, or delete them. This is generally more secure than relying on physical documents that can be easily misplaced or stolen.
  5. Collaboration: Many document management systems support real-time collaboration. Team members can work on the same document simultaneously, make comments, and track changes, improving productivity and reducing the need for physical meetings and exchanges of printed materials.
  6. Workflow Automation: Document management software often includes workflow automation features that streamline business processes. For instance, it can automatically route documents for approval, track progress, and send reminders, reducing the need for manual follow-ups.
  7. Backup and Disaster Recovery: Digital documents can be easily backed up and replicated offsite, ensuring data recovery in the event of a disaster. Physical documents can be lost forever in such situations.
  8. Audit Trails: Document management software can maintain audit trails, showing who accessed or modified a document and when. This is valuable for compliance and accountability.
  9. Cost Savings: While there is an initial cost associated with implementing document management software, it can lead to significant cost savings in the long run. It reduces the need for physical storage, printing, and document distribution, as well as the time spent searching for and handling documents.
  10. Remote Access: With document management software, you can access your documents from anywhere with an internet connection. This is especially valuable for remote work and allows for increased flexibility.
  11. Scalability: As your business grows, document management software can scale with you, accommodating a larger volume of documents and users without needing significant physical space and infrastructure expansion.
  12. Environmental Benefits: Going paperless with document management software reduces the environmental impact of paper production, printing, and disposal.

In summary, document management software offers increased efficiency by streamlining document handling, storage, retrieval, and collaboration while also providing security, cost savings, and scalability benefits that are difficult to achieve with traditional paper-based systems.

Here at Xcel, we can help you keep all your documents in one place, saving time, money, and any disasters – call us today at 405.748.4222 to learn more and sign up for our document management software.

 

When Microsoft Discontinues Support!

Posted on by Michael Hutchinson

Microsoft typically discontinues support for its server products according to a predetermined product lifecycle schedule.

The support lifecycle consists of several phases, including mainstream and extended support, before a product reaches its end of life. Here’s a general overview of these phases:

Mainstream Support: During the mainstream support phase, Microsoft provides regular updates, security patches, and bug fixes for the server product. This phase typically lasts for about five years from the product’s initial release.

Extended Support: After the mainstream support phase ends, the product enters the extended support phase. During this period, Microsoft continues to offer security updates and patches, but other support services, such as no-charge incident support or non-security hotfixes, may be limited or available at an additional cost. Extended support usually lasts for five more years.

End of Life (EOL): Once a server product reaches the end of the extended support phase, Microsoft no longer provides updates or patches for that product, except in exceptional circumstances (e.g., critical security vulnerabilities). The product is considered at its end of life, and organizations are strongly encouraged to migrate to a supported version or find an alternative solution.

It’s important to note that the specific support timelines can vary depending on the server product and version. Additionally, Microsoft may occasionally extend support for certain products if there is a significant customer demand or if the product is critical in infrastructure.

For accurate and up-to-date information on the support lifecycle of specific Microsoft server products, including the exact dates for mainstream support, extended support, and end of life, it is recommended to visit Microsoft’s official product lifecycle page or contact Microsoft’s support services directly.

Keep in mind that running a server product beyond its end of life can pose significant security risks, as it will no longer receive security updates and patches, making it more susceptible to vulnerabilities and cyberattacks. Therefore, it’s essential for organizations to plan their server infrastructure upgrades and migrations in line with Microsoft’s support lifecycle to maintain a secure and well-supported IT environment.

If you would like us to review your technology for FREE, call us now at (405) 748-4222

10 Ways Managed IT Services Can Support Your Business Growth

Posted on by Michael Hutchinson

Managed IT services are crucial in supporting business growth by providing efficient technology solutions, enhancing productivity, and allowing companies to focus on their core operations. 

Here are 10 ways that managed IT services can support business growth:

Cost Efficiency: Managed IT services offer cost-effective solutions by eliminating the need for in-house IT staff and infrastructure. This allows businesses to allocate resources more strategically and invest in other growth-focused areas.

Proactive Maintenance and Support: Managed IT services provide proactive monitoring, maintenance, and support for IT systems, ensuring that potential issues are identified and resolved before they impact business operations. This minimizes downtime and enhances overall efficiency.

Scalability: As your business grows, managed IT services can easily scale your technology infrastructure to accommodate increased demands, without the need for significant capital investments or disruptions.

Focus on Core Competencies: By outsourcing IT management, businesses can concentrate on their core competencies and strategic initiatives, leading to improved productivity and innovation.

Cybersecurity and Data Protection: Managed IT services offer robust cybersecurity measures to safeguard sensitive data and protect against cyber threats. This instills confidence in customers and partners, which is crucial for business growth.

Access to Skilled Professionals: Managed IT services provide access to a team of skilled and certified professionals who stay updated on the latest technology trends, ensuring that your business benefits from the best IT practices.

24/7 Monitoring and Support: Managed IT services offer round-the-clock monitoring and support, which helps prevent downtime and ensures that technical issues are addressed promptly, minimizing disruptions to business operations.

Business Continuity and Disaster Recovery: Managed IT services implement comprehensive disaster recovery plans and data backup solutions, ensuring that your business can quickly recover from unforeseen events and continue operations.

Improved Efficiency and Productivity: Through streamlined processes, automation, and optimized technology solutions, managed IT services enhance overall efficiency and productivity, enabling your business to accomplish more with fewer resources.

Strategic Technology Planning: Managed IT services collaborate with your business to develop a technology roadmap aligned with your growth objectives. This includes evaluating new technologies, planning upgrades, and implementing solutions that contribute to your business’s expansion.

Managed IT services offer a range of benefits that directly contribute to business growth by providing cost-effective, reliable, and scalable technology solutions. By outsourcing IT management, companies can focus on their core operations, leverage advanced expertise, and ensure the stability and security of their IT infrastructure, ultimately positioning themselves for sustained success and expansion.

Call 405.748.4222 to take care of all your managed IT needs.

IT support systems offer peace of mind

Posted on by Michael Hutchinson

Imagine if every time you had an issue with Windows, your hardware, or security you could reach out for support. That would certainly be convenient!

Having readily available support for Windows, hardware, and security issues would greatly enhance user experience and productivity. It would provide timely assistance and resolution, reducing frustration and downtime. You could rely on experts to address their concerns, offer guidance, and provide solutions tailored to their needs.

Such support systems could take various forms, including:

Online Support Tickets: We have a ticketing system whereby you can submit a ticket or send your request to a special email for support tickets. These tickets are reviewed by our team and addressed by order of importance and in sequential order. 

Live chat or messaging: Instant messaging platforms where users can interact with support personnel in real-time. This allows for immediate assistance, clarifications, and guided troubleshooting.

Remote desktop support: Technicians can remotely access your systems with your permission, enabling us to diagnose and resolve complex issues more effectively. This can save time and minimize the need for physical intervention.

Phone support: A dedicated helpline where you can speak directly to support representatives here at Xcel, who can provide guidance, walk you through troubleshooting steps, or escalate the issue to specialized teams if required.

By offering comprehensive support, including hardware and security assistance, we want you to feel more confident in your technology choices and have a reliable avenue to resolve any issues you encounter. This would promote a smoother user experience and ultimately increase satisfaction with Windows-based systems.

Here at Xcel, we offer IT support when you need it. Just call (405) 748 4222 for more information.

How can workflow management help my business?

Posted on by Michael Hutchinson

Workflow management is key for businesses. It monitors and coordinates tasks, resources, and processes to make sure they are completed on time, with the right resources, and with teams working well together to hit goals. This boosts productivity and customer satisfaction, saving time and costs.

Businesses can use workflow management to spot any problems that slow things down. By mapping out processes, they can streamline operations, allocate resources better, and automate where possible. Plus, employees will be clearer on their roles and can work together more easily.

Workflow management has been around for centuries. Before tech advancements, paper notes were used to assign tasks, which were passed around departments until the job was done.

What are the Benefits of Workflow Management?

To increase productivity and efficiency, improve communication and collaboration, better task tracking and time management, and streamline your business processes, explore the benefits of using workflow management. 

Increased Productivity and Efficiency

Businesses must boost their productivity and efficiency to stay competitive. Workflow management offers many advantages like automating tasks, simplifying communication, and helping teams focus on core activities. Plus, it can reduce errors and enhance customer satisfaction.

Workflow management improves efficiency by identifying issues in processes. Implement tools like project management software or automation tools for quicker task assignment and progress tracking. Communication among teams is improved by fewer delays and misinterpretations.

Workflow management can also be integrated with messaging apps and CRMs. This boosts transparency, even for remote workers not present. It’s an amazing opportunity – assess your company’s current processes and consider how automation, integration with other technologies, and improved communication flows can help you reach your goals!

Improved Communication and Collaboration

Communication and collaboration are key to business success, no matter the size. Good communication means everyone knows what to do, making processes smoother and mistakes fewer. Workflow management software makes it easier for teams to break down silos and work together.

Workflow systems make it easier for different departments to work together. People can track projects without changing the scope of the project. Access controls let you give people different access rights.

Having employees understand their roles and tasks makes them accountable and motivated. Setting performance targets helps everyone stay on track. Regularly reviewing performance shows areas that need work.

Better Task Tracking and Time Management

Efficient time management and tracking of tasks are very important for any organization’s success. A workflow management system helps businesses to manage their operations and become more productive. Here are six advantages of such systems:

  • Keeping track of tasks.
  • Identifying unnecessary steps that slow down workflow.
  • Improving resource allocation and scheduling.
  • Better communication between team members and departments.
  • Gaining real-time insights on task progress.
  • Reducing errors and delays.

Workflow management systems help with task assignment, completion, delegation, and monitoring. They also help teams collaborate better by sharing files, documents, and other materials. Automated activities are possible too, like providing reminders for overdue activities.

A company that was struggling with task management saw a 30% increase in efficiency after introducing workflows. They optimized their resources and eliminated inefficient processes.

Streamlined Processes and Reduced Errors

Streamline business processes for smooth functioning and no mistakes. Workflow management software provides an answer. Break tasks down into steps. Track progress easier. Rules & automate routines reduce errors from people.

A good workflow system lets employees collaborate better. Automated notifications and deadlines keep everyone on time. These solutions work for teams at home and in the office.

Not just errors, workflow management brings better consistency across projects. Processes become predictable with same routines over time. This organization increases productivity and project quality. Spend less time fixing errors or inconsistencies, businesses can focus on growth and innovation.

Implementing Workflow Management

Identifying Workflow Processes

It’s important to recognize that every business has special workflow processes. To be efficient, it’s essential to identify them. Clear communication and an understanding of each process’s role can help avoid delays.

Choosing a Workflow Management System

When picking a workflow management system, budget, scalability, user interface, functionality, and data security should all be taken into account. This way, the system you choose will meet your business needs and allow you to efficiently manage workflows.

Customizing Workflows to Your Business Needs

Workflow management is a must for businesses that want to run their operations efficiently. Customized workflows need to be designed to fit the company’s specific needs, which can improve productivity and the quality of output. An individualistic approach helps tasks to be done without a hitch and deadlines to be met.

When customizing workflows, some key points to consider include the type of work, number of employees, and existing processes. The workflows must be easy to use and navigate, with smooth transitions between stages and efficient tracking.

Transparency in communication is another important factor. This helps to avoid delays or conflicts that would lower productivity. Organizations should also monitor their customized workflows regularly and make changes if needed.

The success of workflow management depends on how much control an organization can get over their processes, as well as how much potential they get from their employees. To stay competitive, customizing workflows to fit your needs is essential.

Monitoring and Evaluating Workflow Management

To monitor and evaluate your workflow management with regular reviews and updates, measuring and analyzing workflow performance, and making changes for continuous improvement is the solution to optimize your business processes. 

Regular Reviews and Updates

When reviewing, look for areas that need improvement before problems arrive. Regularly evaluating helps keep focus on goals and objectives, and helps to improve processes.

Team members can give valuable insights to help streamline and make it more efficient. Invite open communication between all members to work together to find the best solution.

Organizations should also consider investing in tools and tech to monitor progress. These tools track metrics like task completion rates, cycle times, and workflow bottlenecks. This info helps managers identify trends or problem areas that need attention.

Making Changes for Continuous Improvement

Continuous improvement is key for any workflow system. Monitor and evaluate to spot areas that need work. This makes it easier to optimize processes and manage resources.

Organizations must take a proactive approach. Create a culture that encourages feedback from employees, customers, and stakeholders. Analyze the data to reveal possible improvements.

Test and implement new strategies. Get feedback on how the new strategy will impact workflow. See if they line up with objectives and goals.

Are you interested in learning more about how workflow management can impact the efficiency of your business processes? Fill out our brief contact form, and we can set up a  FREE CONSULTATION

What happens when my data is hacked? 

Posted on by Michael Hutchinson

Data breaches are more common than ever before, and they can have devastating consequences for individuals and organizations alike. When your data is hacked, sensitive information, such as personal or financial details, can be exposed, leading to identity theft or financial fraud. This breach could also compromise an organization’s reputation and result in legal action. It is crucial to take preventative measures by securing passwords, updating software regularly, and avoiding suspicious emails or links. 

In a data breach, it is vital to act quickly and decisively. Notify the appropriate parties immediately, including law enforcement if necessary. Change all affected passwords and monitor any suspicious activity on accounts related to the compromised data. 

You must keep backups of essential data regularly to ensure you do not lose valuable information during a potential attack or breach.  

Types of data that can be hacked 

To protect yourself from potential data breaches, you must understand the types of data that can be hacked. To safeguard your personal information, financial data, healthcare data, and intellectual property, you need to be aware of the risks and the necessary precautions to take. Let’s delve into each of these sub-sections to gain a better understanding of how to protect your data. 

Personal data
As we all know, sensitive information, such as personal data can be easily hacked by attackers. This type of data refers to any identifiable information related to an individual. It can include their full name, date of birth, social security number, credit card details, and even login credentials for online accounts. 

In addition to these common types of personal data, other sensitive information may be compromised through hacking attempts. Such information includes biometric data (e.g., fingerprints), medical records, and location data. 

Always use a strong password for your online accounts and enable two-factor authentication whenever possible to prevent unauthorized access to your personal data. 

Financial data
The security of financial information is crucial as cybercriminals can target it. Various types of monetary data can be hacked and used for fraudulent activities such as identity theft, unauthorized transactions, and more. 

It’s always recommended to use a unique combination (special characters + alphanumeric) and change passwords frequently to lower the chances of your financial data being compromised. 

Healthcare data
The protection of sensitive data is essential in the healthcare industry as it plays a vital role in maintaining patient privacy. Electronic health records (EHRs), medical devices, and personal health information (PHI) are all forms of Medical Data that can be easily hacked by cyber-criminals. 

As technology continues to grow and expand within the healthcare industry, medical institutions must prioritize security measures so that they are not vulnerable amidst rising cases of cyber-attacks. 

Intellectual property
The protection of knowledge assets is an essential part of data security, and unauthorized access to this type of data can lead to significant financial damage that may affect the integrity of a company. These valuable assets come under the category of proprietary information.[Text Wrapping Break]In addition, trade secrets, and confidential business information are also often targeted by hackers. These forms of proprietary information include sales reports, customer lists, and ​​strategies for pricing and marketing a company’s offerings. 

Immediate steps to take after a data breach 

Contacting financial institutions
After experiencing a data breach, it is crucial to inform financial institutions as soon as possible. This includes banks, credit card companies, and any other financial institution where your personal information may have been stored. 

Informing financial institutions of the breach helps prevent unauthorized access to your accounts and minimizes the risk of fraudulent charges. Additionally, many financial institutions have protocols in place for dealing with data breaches and can provide you with guidance on how to minimize any potential damage. 

Changing passwords
After a data breach, resetting passwords is crucial for securing sensitive information. Here’s how to go about it: 

  1. Change passwords of compromised accounts immediately.
  2. Avoid reusing old passwords and choose a strong, distinct one. 
  3. Enable two-factor authentication for added security. 

It’s important to note that new passwords should not be similar or related to the previous password. This reduces the chances of hackers guessing them using common patterns. 

Use a password manager to generate and save complex passwords for all your accounts securely. Don’t have one, give us a call! 

Notifying affected parties
When a data breach occurs, it is critical to inform affected individuals promptly. This can be done through various communication channels, such as email, phone and social media. It is recommended to communicate clearly and provide detailed information about what data was compromised and how the incident occurred. Additionally, it is necessary to provide guidance on how individuals can protect themselves. 

Organizations need to be transparent about the measures taken to prevent future breaches. Providing regular updates on the remediation process can help maintain customer trust and illustrate that the organization takes security seriously. 

Photo by Markus Spiske on Unsplash 

Your IT Superhero!

Posted on by Michael Hutchinson

Have you ever wished for an IT superhero to swoop in and save the day when your technology is not working? We can’t promise a superhero coming to your aid, but we can help you find the best IT services for your business challenges.

No technology issue is too small or too big! Whether you’re having trouble connecting to the internet or have problems with your computer, tablet, or other devices, we’re here to help.

What should you do when your technology isn’t working?

When your technology isn’t working as it should, there are several steps you can take to try to resolve the issue. First and foremost, it is essential to remain calm and approach the problem organizationally. Below are some troubleshooting tips to get you started:

  1. Make sure all connections are secure. Check that all cables, power cords, wireless connections, and other cords or devices that may influence your technology’s functionality are secure and properly connected.
  2. Realign drivers and firmware updates if necessary. Check your manufacturer’s website for updates for any drivers or firmware for your device that may have been recently released, as these could affect how it works when not appropriately updated.
  3. Disable any unnecessary background programs or applications on your device. If programs are running unnecessarily in the background of your device, it could cause a strain on its ability to function correctly. The best way to determine if this is the issue is by disabling these items one at a time until you can pinpoint which program or application is causing the problem before deciding what action needs to be taken next.
  4. Restart your technology as a last resort measure before seeking professional help if needed or desired – often, just simply restarting can fix minor issues with technology not functioning correctly due to a glitch in the system or code in specific applications that may have been unintentionally activated or installed incorrectly during its initial setup process. This process will override most errors, providing some relief until more thorough diagnosis methods, such as scanning viruses/malware, can be explored.

Knowing When to Call a Professional

Sometimes, your technology issues go beyond basic troubleshooting and require a specialist to diagnose and fix the problem. Usually, this is the case when dealing with matters hardware-related as in downtime of computers or other products. In these cases, it’s best to call a professional to help repair or remedy.

It’s essential to understand when you should try to troubleshoot further and when the risk of attempting a further repair on your own outweighs the likelihood of being able to succeed without professional help. If a hardware issue seems outside your technical skill level or knowledge base, it’s better to consult an IT professional as soon as possible to minimize damage and repair costs.

A professional technician can offer timely solutions and prevent further damage. They can accurately diagnose the problem quickly without wasting time or money on unnecessary repairs. The team at Xcel Office Solutions specializes in providing efficient solutions for all kinds of tech-related problems – from virus removal and system upgrades to repairs of hardware components.

Benefits of Professional IT Services in Oklahoma

No matter the size of a business, secure and reliable technology solutions are essential to success. Professional IT services in Oklahoma provide companies with various options and support solutions designed to maximize efficiency and minimize downtime.

From enhancing existing systems to designing and implementing new ones, professional IT services in Oklahoma can provide the expertise needed to ensure a company’s success. Through consulting services, businesses can access strategic plans for their technology, which help reduce risk, increase reliability, and protect data.

These solutions also offer 24/7 monitoring and support. This on-demand assistance includes training staff in using various systems or troubleshooting issues as they arise. Additionally, consultations can provide insight into future needs based on current trends and development that may be taking place within a business industry.

Professional IT services in Oklahoma also provide comprehensive Cyber Security options that protect companies from various threats. Trusted companies will use rigorous cybersecurity strategies, including regular patching schedules, secure encryption protocols for user data protection against online threats, including malware and ransomware attacks, and comprehensive disaster recovery plans crafted to recover quickly from any circumstances should an incident occur.

In addition to providing peace of mind through security measures tailored to the needs of specific businesses’ sectors or sizes, professional IT services can be tailored specifically towards their objectives with zero-downtime implementation allowing companies to continue operating at their peak. At the same time, adjustments are being made safely while never missing a beat, ensuring minimal disruption is experienced during these transition phases – ultimately allowing these operations to run smoother over time and increasing long-term profitability significantly.

Conclusion

In conclusion, it can be said that there are many reasons why your technology may not be working correctly. It could be that the device driver needs updating, the operating system needs to be reinstalled, the device is physically damaged, or the port is malfunctioning. Whatever the cause, it is important to take note of any error messages and talk to a professional if necessary.

With managed IT services, you don’t ever have to spend much time trying to remedy tech issues. You can call Xcel Office Solutions to submit a support ticket depending on the level of urgency. If you aren’t already a client, don’t worry. We love a challenge and are ready to resolve your IT challenges too.

What is the Dark Web?

Posted on by Michael Hutchinson

Are you frightened by the Dark Web? Criminals can use the privacy it offers to purchase and provide illegal items and activities. Your company data can be used to manipulate employees into giving company credentials through phishing scams. 

Let’s look at the importance of understanding this mysterious part of the internet. 

An Introduction to the Dark Web 

The dark web is a secret online network. It has unique software and private connections. Although it is used for various criminal activities some people use it legally. For secure communication, journalism without censorship, and accessing services without giving personal information. 

Cybercrime and the Dark Web 

Because of the nature of the dark web, it’s perfect for criminals to work anonymously, doing unlawful actions like scams, phishing, identity theft, and trafficking of arms, drugs, humans, money laundering, and ransomware. 

Criminals hide on the dark web because it offers anonymity. This makes it hard for law enforcement to investigate or track them. That’s why cybercrime on the dark web has become more advanced.  

Organizations should monitor dark-web activity related to their brand. Do you know we offer a dark web audit of your company data? Through this audit, we can reveal any company or personal breaches that could make you vulnerable. 

Strategies for Mitigating Dark Web Risks 

Organizations must proactively protect themselves from the Dark Web and data vulnerabilities. 

We can help set up technologies like encryption and firewalls, teach employees about security, check for suspicious activities, control access to data, and set up secure connections. 

Our in-depth audit will investigate suspicious activities regarding your company data on the Dark Web. If we discover any issues with your data, we can advise you on appropriate action and implement the strategies you are most comfortable with. 

Conclusion 

The implications of the Dark Web are significant. It can affect individuals, businesses, governments, and organizations. To protect yourself or your business, it is essential to understand and recognize the risks. 

Your data security should begin with discovery. Only with facts regarding your vulnerabilities can we formulate an appropriate plan of action. We must carefully investigate to make informed decisions. If your data is compromised, it could drastically impact various compliance regulations for your organization. 

For your FREE dark web audit, visit THIS PAGE and fill out our brief form requesting your tech audit and dark web scan. 

What is Phishing? (Not fishing)

Posted on by Michael Hutchinson

Phishing is a type of attack that uses credible appearing emails and websites to steal information; credit cards, passwords, financial information, etc. Phishing scams are becoming increasingly sophisticated and can be difficult to spot. 

Here are some of the latest phishing scams: 

Email scams: Phishing emails often look like they are from legitimate companies, such as banks, credit card companies, or online retailers. The emails may contain links to fake websites that look real. If you click on a link in an email and enter your personal information, that information is available to the attacker. They often sit on information for a few days before taking next steps (e.g. distributing phishing emails to your contact list, impersonating YOU.) 

Social media scams: Phishing scams can also occur on social media. Scammers may send you messages that look like they are from friends or family members. The messages may contain links to fake websites or ask you to send money to someone. If you click on a link in a social media message or send money to someone, you could be giving your personal information or money to the scammer. 

Phone scams: Phishing scams can also occur over the phone. Scammers may call you and pretend to be from a legitimate company. They may ask you to verify your personal information or send money to someone. If you receive a phone call from someone you do not know, do not give them your personal information or send them money. 

How to protect yourself from phishing scams: 

Be suspicious of all unsolicited emails, social media messages, and phone calls. Do not click on links in emails or social media messages, and do not send money to someone you do not know. 

Never give out your personal information, such as your Social Security number, credit card number, or bank account number, to someone you do not know. If you are asked to give out your personal information, hang up the phone or delete the email. 

Use a strong password and two-factor authentication for your online accounts. A strong password (10+ characters) is difficult to guess, and two-factor authentication adds an extra layer of security by requiring you to enter a code from your phone and your password when you log in. 

Keep your software up to date. Software updates often include security patches that can help protect you from phishing scams. 

Be aware of the latest phishing scams. Scammers are constantly developing new ways to steal your personal information. Stay informed about the latest phishing scams so you can protect yourself. 

If you think you have been the victim of a phishing scam, contact one of our team to verify whether you have had a breach. We also offer a free dark-web audit to review if you or your staff have security concerns. Call 405.748.4222 or fill out our contact form HERE.

Phishing and Cybersecurity

Posted on by Michael Hutchinson

Keeping your business data secure is of critical importance. If you are a business that captures and stores sensitive client data, you can no longer ignore the need for cybersecurity. We have some horror stories where phishing campaigns have compromised business data. Once your data has been breached, it is challenging to be retroactive concerning your security! 

We offer cost-effective solutions. Utilizing technology, including AI, we can be proactive to ensure your data is not at risk. 

Safety is critical regardless of whether you’re a small biz or a big company. Taking action and using AI can help erase the risks of phishing campaigns.

Introduction to Phishing Campaigns

Phishing is a way to target vulnerable people and organizations. The worst outcomes may be identity theft, ransom demands, financial loss, and data loss. Email phishing is one of the main approaches for an attack. It can be used to start further actions, such as stealing credentials and delivering malware. Phishing campaigns are complex operations that include reconnaissance, foothold establishment via malware or links, stealing credentials, and malicious web activities.

A common technique is email spoofing. This is where the sender’s address is hidden, so it looks natural. They also use URL manipulation. This is when a believable link is sent but hides a malicious URL. They may also use social engineering with false websites appearing to be from a well-known brand. The aim here is to access sensitive data in corporate networks or persuade someone to give confidential info. In some cases, phishing scams contain ransomware as an attachment.

The number of phishing attacks has increased, meaning Artificial Intelligence (AI) solutions are necessary to detect and prevent these attacks. Organizations use AI to spot phishing attempts in real-time before they reach their targets. This protects people from harm and effectively provides anti-phishing protection across large networks and traffic volumes.

Types of Phishing Campaigns

Phishing campaigns are malicious attempts to get sensitive info. This information includes passwords, credit cards, banking details, and personal data. These campaigns aim to manipulate someone into taking an action that would benefit the hacker.

Types of phishing attacks include spear phishing, domain spoofing, and whaling.

Spear phishing is an email attack tailored to a specific person or group. Attackers make emails look legitimate, and they often have attachments that look safe but contain malicious software. This gives the hacker access to the recipient’s device or network information.

Domain spoofing is another type of phishing. Attackers register lookalike domains and use them to send malicious emails. They may pretend to be a senior executive as part of a business email compromise (BEC) attack.

Whaling is a more sophisticated attack targeting high-profile people like executives and celebrities. They have detailed research about their target and a potential reward if successful.

Security experts have developed AI solutions to provide better protection against cybercrime. Automation tools and brand management systems can detect suspicious account activity and quickly respond to malicious content. AI can also identify trends in negative behavior, even if the bad actors use zero-day ransomware exploits or targeted spear phishing campaigns.

Business Challenges and Concerns

Phishing campaigns can present organizations with a tricky situation. The risk of tech-savvy criminals and the challenge of predicting and preparing for attacks involving Artificial Intelligence (AI) is complicated.

Criminals with AI have the edge over usual attackers. They have access to powerful tools which let them make more refined phishing campaigns that can exploit weaknesses in enterprise systems. AI makes it easier for criminals to craft emails quickly and cheaply, believably personalize emails, monitor email trends from certain domains or groups, and link attacks over time. This means that enterprises must be extra careful when defending against phishing threats.

Training staff is essential to understand how to protect themselves against attack methods and spot malicious email attachments or links. This should include knowledge of social engineering, such as impersonations, baiting messages, and spoofing messages.

Organizations must protect their networks and keep up with the newest threats. Analysis of past incidents is critical to find current weak spots, which will help their defense strategy. Monitoring recent trends is also essential. Enterprises should evaluate performance measures and the security team’s ability to respond to threats quickly.

AI Solutions for Phishing Campaigns

AI tech can protect organizations from cyber threats, such as phishing campaigns. It’s used with traditional security tools to provide extra defense and detect suspicious behavior in real-time.

The most effective AI-based solutions use machine learning, deep learning, natural language processing, and other techniques. These can recognize malicious emails from previous examples and analyze the content structure and writing style. AI tech helps predict, detect, and respond to threats quickly so businesses can reduce vulnerability and remediate issues faster.

Advantages of using AI-powered solutions include improved system efficiency, automated responses, enhanced data visualization, near-zero false positives, reduced TCO, improved threat visibility, better scalability, automation of complex threat response processes, higher detection rate accuracy, and better decision-making capabilities. An AI solution offers a comprehensive, tailored solution with faster results than traditional security measures.

AI for phishing defenses is still relatively new. It provides enhanced accuracy in recognizing malicious emails compared to traditional methods. Manual processes like spam filtering and threat scanning are automated too.

Conclusion

Artificial intelligence helps fight phishing campaigns. It can assess data quickly and precisely, spot malicious activities, and act fast against threats. It boosts the performance of conventional cyber defense and offers organizations strong protection from unknown phishing.

However, AI can not replace human judgment or instinct when identifying an appropriate action. AI makes the process more secure and efficient, yet businesses need to be aware of their security posture by doing things like employee training and risk management strategies. These steps will ensure that companies combine AI with tried-and-true methods to prevent sophisticated attacks.

Call Xcel today if you have questions or need training or cybersecurity for your business: 405.748.4222

Business Cybersecurity Fundamentals

Posted on by Michael Hutchinson

Are you wondering why cybersecurity is so critical? Cybersecurity has become essential for businesses of all sizes. In this blog post, we’ll cover why cybersecurity is so crucial for Oklahoma businesses and what options are available to protect your business and employees. 

Introduction to Cybersecurity in Oklahoma 

Cybersecurity is an increasingly important consideration for businesses of all sizes throughout Oklahoma and the rest of the world. As technology advances, hackers and other malicious entities continue to find ways to damage or steal large amounts of data from organizations. Small businesses that lack the resources to implement complex security systems are particularly vulnerable to this kind of attack, putting sensitive customer information, confidential documents, and trade secrets at risk.

For small business owners in Oklahoma, it is imperative to understand the scope and severity of cyber threats that could affect their operations. Cybercriminals don’t necessarily target larger organizations as they realize that small businesses typically lack adequate cybersecurity policies and procedures. By taking proactive steps to secure their networks and data, Oklahoma business owners can ensure they do everything possible to protect themselves from online threats.

In this article, we will provide an overview of the many forms of cybercrime that puts businesses at risk in today’s digital age, discuss the importance of strengthening cybersecurity in Oklahoma companies, review best practices for remaining safe online, and provide helpful resources for merchants looking for more information on how to stay secure online.

Benefits of Cybersecurity for Oklahoma Businesses 

Cybersecurity is an ever-evolving field that requires constant vigilance to protect businesses from cyber threats. Oklahoma businesses need specialized knowledge and expertise to protect their assets and customers to meet the increasing demand for digital security.

As technology advances and cybercriminals become more sophisticated in their tactics, having the right cybersecurity solutions in place has never been more critical. Taking a proactive approach to cybersecurity can help Oklahoma businesses prevent costly data breaches, protect valuable data, safeguard intellectual property (IP) rights, manage risks associated with remote workers and contractors, and comply with federal regulations such as HIPAA and GDPR.

In addition to keeping your systems secure from external threats, various solutions can help manage internal risks such as phishing attempts and insider threats like employee negligence or abuse of data access privileges. Relevant technologies include:

Authentication and authorization measures include multi-factor authentication (MFA), identity management systems, encryption of sensitive data, network activity monitoring software, automated analysis tools that detect anomalies in user activity logs, and regular vulnerability testing.

By investing in up-to-date cyber defense technologies and advanced detection capabilities, Oklahoma businesses can secure their systems against today’s most advanced attacks while reducing the cost of compliance with government regulations. Implementing best practices for maintaining digital safety can also generate greater customer confidence while assisting organizations in assessing potential liabilities associated with preventive or corrective measures.

Common Cybersecurity Threats Facing Oklahoma Businesses 

Oklahoma businesses of all sizes face various unique cybersecurity threats, including malware, phishing scams, denial of service attacks, data theft, and more. You risk financial losses, compromised customer information, and other damaging consequences without proper measures to protect your business from these potential threats. Oklahoma business owners must be proactive about cybersecurity and take the necessary steps to safeguard themselves against malicious actors. 

Malware is one of the most commonly used methods for attacking businesses in Oklahoma. Malicious software, such as viruses and worms, can be used to damage computer systems or steal data. Phishing scams are social engineering attack that uses email or other communication channels to convince recipients to give up confidential information or download malware onto their systems. Denial-of-service attacks are when hackers overload a computer system with requests so it can no longer process them correctly. Data theft occurs when attackers access confidential information, such as financial records or customer databases, without permission through unsecured networks or physical breaches. 

To protect against these threats, Oklahoma businesses must implement cyber security best practices such as:

  • Network segmentation, encryption, and authentication measures;
  • Patching systems regularly;
  • Identifying vulnerable areas within your networks;
  • Training employees; and
  • Developing incident response plans for cyber security incidents should they occur.

As a business, your employees have numerous roles that don’t include staying ahead of cyber threats. Xcel offers managed monthly IT resolutions to prevent threats, compromised security, and data loss. We support your business and do all the leg work required to maintain your business integrity.

Understanding the Risks of Not Having Cybersecurity 

The potential risks posed by a cyber-attack are daunting. With the increasing prevalence of digital technology in Oklahoma businesses, it’s become even more critical for companies to adopt security measures to protect their data and assets. According to research conducted by the U.S. Department of Commerce, more than half of all small businesses in the United States have been victims of cyber crimes such as hacking and identity theft. The costs associated with these breaches can be substantial—from lost productivity to damaged customer relationships – We offer proactive measures to safeguard against their attacks.

To start, it’s vital for business owners in Oklahoma City to understand the specific risks they face regarding cybersecurity. At the same time, Xcel can take steps to ensure YOUR systems remains secure. From installing up-to-date software patches and setting solid passwords to implementing antivirus programs, we can implement various steps as your IT service provider. The depth of security measures necessary will depend on you, the decision maker, your particular security needs, and budget constraints. In addition, we will conduct regular internal audits regarding your specific cybersecurity requirements.

Choosing an effective cybersecurity solution for your unique circumstances is often an overwhelming process for business owners, so it’s essential to recognize that there is no one-size-fits-all solution to protect valuable data and assets from malicious intrusion. Taking the time upfront to understand better the various threats posed by cybercriminals—and proactively designing measures tailored specifically for each company—can go a long way towards ensuring continued success in today’s digital marketplace.

Cybersecurity Solutions for Oklahoma Businesses 

Businesses in Oklahoma must take cybersecurity seriously to protect their confidential data and operations. Cyber threats, such as ransomware, hacking, phishing, and data breaches, are real risk, but these threats can be addressed with the right precautions. Understanding the risks and taking the appropriate steps is essential for business owners to keep their data secure.

Cybersecurity solutions and options vary depending on a business’s unique needs, but they all require an ongoing commitment to maintaining system security.

What can you expect when you trust your Cybersecurity needs to Xcel Office Solutions?

  • We provide education in the form of employee training on how to spot and prevent potential cyber threats;
  • We review your firewall protection and implement new protective measures as required;
  • Initiate malware protection software to detect and block harmful files;
  • We offer regular security software updates;
  • We will implement encryption protocols for sensitive data;
  • Continue to monitor user access activity;

We set up and schedule ongoing data backup of important files for disaster recovery purposes and ensure physical device security.

By proactively safeguarding networks, Oklahoma businesses can reduce the chances of falling victim to cybercrime while protecting their customers’ private information. With proper cybersecurity measures, companies can rest assured that their operations remain safe from any malicious intent or accidental mistakes made by employees or third parties. Investing time now into cybersecurity solutions will help avoid costly mistakes in the future caused by insufficient measures being taken for cybersecurity protection. We have affordable and manageable IT service plans covering your security needs.

Establishing a Cybersecurity Plan for Your Oklahoma Business 

As we work with businesses in Oklahoma, we will construct a cybersecurity plan that meets their organization’s specific needs and reduces the threat of cyber breaches. This plan should include procedures, risk assessments, and programs designed to identify potential risks, protect information assets, decrease vulnerability, and manage any violations quickly and efficiently.

Businesses should become familiar with the legal requirements related to their industry regarding cybersecurity protection so they can meet compliance regulations and communicate their needs to our team. An effective cybersecurity plan includes analyzing all security protocols, including staff education and training; incident response; asset management; anti-virus and firewall protection; secure password strategy; access control; data destruction guidelines; email security policies while maintaining an awareness of changing threats by keeping up with technology advances.

An essential step in establishing a plan is conducting an internal security audit of existing protections and an external audit utilizing external technicians. Businesses should also have guidelines for staff about safely using devices for work purposes – such as restricting which devices can connect to the network or only allowing particular types of mobile applications access to shared networks. Additionally, organizations in Oklahoma must ensure their internet service is secure by encrypting data sent over wireless connections or other networks at a level appropriate for their industry’s compliance regulations.

Conclusion: The Importance of Cybersecurity for Oklahoma Businesses 

As the world economy shifts more and more toward the virtual and digital realms, businesses of all sizes in Oklahoma must take proactive measures to protect their data, customer information, and infrastructure from cyber threats. Cybersecurity is critical to ensuring online safety; it safeguards against potential malicious activity. This makes it essential for business owners to have proper cyber security protocols, ranging from regularly-updated firewalls and continuously monitored configuration settings to comprehensive incident response plans.

By understanding the growing importance of cybersecurity for Oklahoma businesses, business owners can take actionable steps to ensure that their data is secure and protected from any malicious or emerging technological threats. 

By taking steps now to bolster defenses against external threats and malicious actors, companies in Oklahoma can ensure that they remain protected—even if an attack does manage to breach their networks or systems.

Call or email our support team today for more information on our cybersecurity solutions. (405) 748-4222 or THackelman@xceloffice.com.

Fixing Office 365 Error CAA20002 and TLS 1.2

Posted on by Matt Rose

We recently had an issue pop up in our environment where some users stated that their email was not updating. When we took a closer look we found Outlook had “Need Password” showing in the status bar. However, the user was never prompted for a password at any time. As we dug deeper into the issue we encountered a Office 365 error window stating the following error code: CAA20002

A Google search on this error code resulted in a plethora of links, of which 95% were associated to a problem with Microsoft Teams. We could not find any information that detailed this error CAA2002 for Outlook. After trying most of the fixes that were associated to Teams we found none that had any positive result. We finally stumbled across the fix and I wanted to post it in case anyone else came across this issue.

 

I turned out to be a very simple setting that was never even mentioned in any of the web links Microsoft had us refer to for the fix.  Anyway after wasting way too many hours on it here is the fix.

Open Control Panel and then Internet Options. Click on the Advanced tab at the top.

Make sure the “Use TLS 1.2” box is checked and uncheck the 1.0 & 1.1 and you should be good to go.