Your need-to-know guide to cloud security

January 1, 2023

Everything You Need To Know

The growth of cloud computing has completely changed how we work. Zoom, Microsoft 365 – the whole array of collaboration tools that have become part of daily life over the past couple of years – these are all cloud-based applications that many of us wouldn’t want to do without.

Storing data in the cloud has become standard for many businesses, thanks in part to its ability to grow as your business grows. You never pay for more storage than you need; you have access to more facilities than you would if you kept your data in-house; and you have no need to maintain bulky servers.

But security in a cloud environment can create challenges.

Cloud security encompasses all the policies, systems and services that protect your business from criminals. And since data is crucial to most businesses, protecting it should be taken seriously.

In the past, we mostly connected to our company networks from inside the office. That made it easier to protect the data within our own four walls. But we now access applications, documents, and services from anywhere, and that requires a very different approach to security.

In many ways, the move to the cloud has created an open invitation to cyber criminals. All they need to do is get hold of your login credentials and they’re in – relatively simple phishing emails or brute force cyber-attacks are all it takes.

This provides the attacker with genuine credentials, making it even more difficult to detect unauthorized access to your systems – especially now that many of us are working flexible hours and may access systems at any hour of the day or night.

Scarier still, once inside, cyber criminals can spend weeks, even months, digging around in your network before they launch an attack. That’s to allow them time to plan, find your security flaws, and prepare to do the most damage.

So it’s vital for you to have the right security tools and protocols in place when using cloud services. They should secure your data, no matter where your people are working from, but also be smooth, intuitive, and easy to use so there is no change in the way you work.

Cloud environments nearly always offer some security, but that doesn’t mean they’re not vulnerable to attack. They need to be correctly configured for security to be effective.

By mid-2021, almost 98% of businesses had experienced at least one security breach. The levels of crime are rising, and the number of affected businesses is growing...

Planning is key.

That means keeping up with cloud security trends and being aware of the evolving challenges and threats.

In this essential guide, we look at the most effective ways to protect your cloud services. Some are simple to implement yourself, others may need more expertise. So buckle up for a few long words, and if you do feel that you need the support of a trusted IT expert, just get in touch. It’s what we do.

Multi-Factor Authentication (MFA)

The most obvious way to keep your data protected is to introduce stronger security to your cloud login procedure. That’s where MFA comes in. It’s the equivalent of adding an electronic lock to the front door, and only giving the keycode to people with the right ID.

Multi-factor authentication requires a second-stage, single-use password to make the login process more secure. This second password is usually sent to a smartphone or generated via a secure USB key, so that only the intended person is able to use it.

According to Microsoft, MFA protects against 99.9% of fraudulent sign-in attempts.

The other good thing about MFA is that the second stage notification can act as an extra security alert. If, say, you receive a text with a single-use password, but you haven’t attempted to log in to the application, you’ll know that someone is trying to access your account. That allows you to take action to make sure they’re not successful.

Use encryption

Storing, sharing and transferring data is a major benefit of cloud applications. But instead of taking these actions and thinking nothing of it, try adding encryption into the mix.

This means that your data is encoded the moment it leaves your device and stays that way in the cloud until you use it again, or share it with a privileged co-worker, for example. When it stays encrypted for the duration, this is called end-to-end encryption. It stops cyber criminals being able to hijack your data once it leaves your device or network. It also means that, should your cloud provider suffer a breach, any data that’s stolen will be useless without a decryption key – which only you have.

Many cloud services will provide this service as part of your package. But it’s good practice to make 100% sure, instead of assuming it’s being done.

Cloud Security Posture Management

This isn’t about taking care of your back. CSPM constantly monitors the services you use, which allows you to spot and fix security issues before they become a problem.

If you use one cloud service, chances are you use several of them, and keeping track of every app and server is a job in itself. Your data can be exposed if you inadvertently leave a cloud service open.

An expert IT service partner will be able to deploy CSPM monitoring for you across all your systems and applications.

Manage your user accounts

As with any of your sensitive data, you need to actively manage who is able to access what kinds of information.

Some members of your team, especially in IT, may have high-level admin accounts with full access to your entire system. As you may imagine, unauthorized access to this could be extremely detrimental. For that reason, admin-level devices should not be able to browse the web or read emails because of the increased risk if an account was compromised.

Make sure that employees who don’t need admin access don’t have it. The more people who have higher level access, the greater the opportunity for cyber criminals to gain entry to your cloud services.

Install the update

As with all applications, cloud services receive regular software updates to keep them working optimally, and to patch any new vulnerabilities.

It’s important that these patches are applied immediately to prevent cyber criminals from taking advantage and entering your network.

Alerts are often issued about newly discovered vulnerabilities and it’s important that you follow the alert’s advice and apply any new updates.

Zero trust

The basic principle of zero trust is to never trust and always verify. That means you should always confirm the identity of anyone trying to access your cloud services, whether they are from within or outside of your network.

Zero trust also supports the ‘least privilege’ principle – that means that people are only given access to the things they need to perform their job, and nothing more.

Zero trust principles extend deep into the way chunks of data speak to each other in the cloud, so if you work with a lot of personal or business-critical information, you should definitely seek expert guidance on keeping it secure.

You still need to back up

You have a backup, right? Just because your data is in the cloud, it doesn’t mean that you shouldn’t be backing it up.

No network is impossible to breach. Your cloud security strategy – and indeed your entire security strategy – should always include storing offline backups of data. So if something happened that left your cloud services unavailable (like your provider suffering a major disaster of its own), your business wouldn’t be thrown into chaos.

It also means that in the event of a ransomware attack, you still have all your data to work with. You do still have to worry about where stolen data could end up, but you can at least continue working.

Keep it simple

Cloud services should make things easier for everyone in a business, and your security should feel simple too.

Make sure you’re using the right tools, that are effective, but also accessible and intuitive. If they’re not, you risk your employees not using them at all.

If your processes are overcomplicated, employees will bypass security measures or save their work elsewhere – often within personal accounts – which is the complete opposite of security.

So for the best chance of keeping your cloud services secure, make tools easy to use and your rules simple to follow, to encourage people to work with them.

There’s a lot to think about when it comes to the security of your cloud services. Some of these protections will already be offered by your cloud service provider, but if you’re unsure, it’s worth checking your set-up to understand if you could be at risk.

If you find that your cloud services aren’t as secure as you’d like, or you simply don’t know where to start, call on the experts.

That’s us.

Get in touch today to find out what we can do to help keep your data more secure.

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Unlocking Your Potential with Microsoft Copilot

September 20, 2024

In today's fast-paced business environment, efficiency and productivity are paramount. Imagine having an assistant that never gets tired, never misses a detail, and can help with everything from drafting emails to organizing meetings. This is the promise of Microsoft Copilot, a smart, AI-driven tool integrated into the Microsoft apps you already use. What Is Microsoft Copilot? Microsoft Copilot is an AI-powered assistant embedded within the Microsoft Office suite, including Word, Excel, Teams, and more. It's designed to handle time-consuming tasks that often slow down teams, allowing you to focus on more important aspects of your work. The best part is that you don't need to be tech-savvy to use it—if you're familiar with Microsoft Office applications, you can seamlessly incorporate Copilot into your workflow. How Does Copilot Work? Copilot operates within the Microsoft 365 ecosystem to provide real-time assistance as you work. Here's how it enhances your productivity: In Word: Assists in drafting reports, creating outlines, and suggesting edits to improve your writing. In Excel: Helps analyze data, generate charts, and even create complex formulas. In Teams: Summarizes meeting discussions, highlights key decisions, and notes action items. In Outlook: Summarizes lengthy email threads and suggests responses to streamline communication. Benefits of Using Copilot Seamless Integration One of the standout features of Copilot is its seamless integration into software you're already using. There's no need for complicated installations or extensive training sessions. Because it's built into Microsoft 365, your team can start using it immediately with minimal disruption. It works across devices, so whether you're in the office or on the go, Copilot is readily accessible. Simplifying Daily Tasks Routine tasks like sorting through emails or organizing meetings can consume a significant portion of your day. Copilot automates these tasks by summarizing long email chains, suggesting responses, and helping organize your schedule. This allows you to focus on tasks that truly require your attention and expertise. Enhancing Collaboration During collaborative efforts, especially meetings, keeping track of everything can be challenging. Copilot addresses this by summarizing entire meetings in Teams, capturing key points, decisions, and tasks. It ensures that everyone stays on the same page and helps in planning the next steps without missing any critical details. Boosting Creativity Starting a new document or presentation can sometimes be daunting. Copilot assists by generating first drafts or outlines based on your prompts. This feature helps overcome writer's block, allowing you to quickly move forward with your projects and add your personal touch during the refinement process. Making a Difference in Your Business By integrating Copilot into your daily operations, you can create a more productive, efficient, and creative workplace. It not only handles administrative tasks but also empowers you and your team to unlock your full potential. With Copilot handling the groundwork, you can dedicate more time to strategic thinking and innovation. Conclusion Microsoft Copilot represents a significant advancement in how we interact with technology in the workplace. Its ability to seamlessly integrate with familiar tools and simplify complex tasks makes it a valuable asset for any business looking to enhance productivity and collaboration. By leveraging Copilot, you can focus on what truly matters—driving your business forward.

Cyber extortion: What is it and what’s the risk to your business?

August 12, 2024

Cyber extortion is a topic that's been making headlines and causing sleepless nights for many. Is it something that's on your radar? It should be, because it could affect your business one day. So, what is cyber extortion? It's a type of cybercrime where criminals threaten to harm your business by compromising its data and digital assets unless a ransom is paid. These threats often involve ransomware, a malicious software that encrypts your data, making it inaccessible until you pay the ransom. Sometimes, cyber criminals go a step further by stealing data and threatening to release it publicly on dark web leak sites if their demands aren't met, a dual threat known as double extortion. According to a 2024 report, the number of victims of cyber extortion scams has skyrocketed by 77% over the past year. What’s more, small businesses are four times more likely to be targeted compared to larger counterparts. This is a worrying trend, especially since smaller businesses often have fewer resources to defend against these attacks. In the first quarter of this year alone, 1,046 businesses fell victim to double extortion. While that number may not seem huge, the actual figure is likely much higher since many cases go unreported, hiding in the shadows of what experts call the “dark number.” The truth is, all businesses, regardless of size or industry, are potential targets. However, certain sectors are more frequently attacked. Manufacturing, professional, scientific, and technical services, as well as wholesale trade, top the list. Alarmingly, the healthcare and social assistance sectors are also seeing a significant rise in attacks, despite the potential societal and political repercussions. Cyber criminals are opportunistic and strategic, targeting regions with strong economic growth and shared languages. For instance, cyber extortion attacks in the US have increased by 108%. While the rise in cyber extortion is concerning, there are steps you can take to protect your business. Here are some key strategies: Back up your data: Ensure you have a robust backup plan, keeping your critical data in an offline or offsite location, and regularly test your backup restoration process. Keep software updated: Make sure all your devices use the latest software, especially those connected to the internet. Implement Multi-Factor Authentication (MFA): Strengthen your access controls with MFA, adding an extra layer of security by requiring multiple forms of verification before access is granted. Also, limit user access to only the systems they need for their job. Patch and vulnerability management: Regularly update your systems to fix any security vulnerabilities. Cyber criminals often exploit known weaknesses, so staying on top of patches can prevent many attacks. By understanding what cyber extortion is and how it works, you can better prepare your business to defend against it. The key is to be proactive. If we can help prepare your business and keep it safe, get in touch.

Ransomware threats are surging – here’s how to protect your business

July 8, 2024

Imagine waking up one morning, turning on your computer, and finding that all your important files—customer data, financial records, and more—are completely inaccessible. Then, a menacing message appears, demanding a ransom to unlock your data. This is ransomware, a type of malicious software that seizes your data and holds it hostage. It often begins with an innocent-looking email or link, luring you into a trap. This deceptive tactic is known as a phishing email, where the sender seems legitimate but is actually a cybercriminal. Once you click on the link or open the attachment, malicious software is silently installed on your system, and the attackers swiftly begin their work. They encrypt your files, rendering them inaccessible, and then demand a ransom in exchange for a decryption key. Paying the ransom is highly risky because there's no guarantee you'll regain access to your data, and it only encourages further attacks. The year 2023 saw a significant surge in ransomware attacks, following a two-year decline. Reports indicate a dramatic increase in ransomware incidents, breaking a six-year record. One major factor behind this spike is the emergence of Ransomware-as-a-Service (RaaS), a model that allows cybercriminals to "rent" ransomware tools, making it easier than ever to launch attacks. Consequently, more businesses are finding themselves listed on data leak sites, with a 75% increase in victims between 2022 and 2023. To make matters worse, attackers are becoming more sophisticated. They develop new variants of existing ransomware, share resources, and exploit legitimate tools for malicious purposes. They also act quickly, often deploying ransomware within 48 hours of gaining access to a network, and tend to strike outside of work hours to avoid detection. A ransomware attack can have devastating consequences for your business. The financial losses can be substantial, not just from the ransom itself but also from downtime and recovery costs. You risk losing critical data if decryption is not possible, and your reputation could suffer if customers learn their information was compromised. Additionally, your business operations could be severely disrupted, impacting your ability to serve clients. So, how can you protect your business from this growing threat? Educate Your Team: Ensure everyone knows how to recognize phishing emails and avoid suspicious links and attachments. Regular Backups: Frequently back up your critical data and store those backups securely offline. Keep Systems Updated: Maintain up-to-date software and systems with the latest security patches, and invest in robust security tools. Limit Data Access: Only grant employees access to the information necessary for their jobs. Monitor Network Activity: Keep an eye on your network for unusual activity and have a rapid response plan for incidents. If your business does fall victim to a ransomware attack, stay calm and seek assistance from cybersecurity experts like us to resolve the issue. Remember, it’s best not to pay the ransom, as it only fuels further criminal activity. Our team specializes in helping businesses take proactive measures to safeguard their data. If you need assistance, please get in touch with West Coast IT.

Now Copilot’s going to make your team work better together

June 13, 2024

Have you heard about Team Copilot yet? It’s the latest addition to Microsoft’s suite of AI tools and should be available later this year. Think of Team Copilot as an advanced, AI-powered assistant designed to help your team work better together. While Microsoft’s 365 Copilot has been a personal assistant for individual tasks like drafting emails or recapping missed meetings, Team Copilot takes it to the next level by focusing on group activities. There are three main ways Team Copilot can help your team: 1. Meeting facilitator During a Teams video call, Team Copilot can take notes that everyone in the meeting can see and edit. It can also create follow-up tasks, track time for each agenda item, and assist with in-person or hybrid meetings when used with Teams Rooms. 2. Group text chat assistant In group text chats within Teams, Copilot can summarize lengthy conversations to highlight the most important information. It can also answer questions from the group, making it easier to stay on track and informed without wading through pages (and pages and pages) of chat history. 3. Project manager Team Copilot can help manage projects by creating tasks and goals within Microsoft’s Planner app. It can assign these tasks to team members and even complete some tasks itself, like drafting a blog post. It will notify team members when their input is needed. You know that productivity isn’t just about individual work. It’s also about effective teamwork. So, by helping with group-oriented tasks, Team Copilot can make big improvements to your overall productivity. It’s important to note that while Team Copilot is incredibly helpful, it doesn’t replace the role of a human meeting facilitator. It won’t lead meetings or ensure inclusivity, but it will create agendas, track time, take notes, and share files. It’s more of a business insights assistant, helping with group interactions and meetings rather than censoring comments or keeping people in line. But hey, who knows what’s to come in future! Team Copilot will be available in preview later this year for Microsoft 365 customers with a Copilot subscription. While it’s a work in progress, the potential it has to transform team productivity is huge. Keep an eye out for its release and think about how it could fit into your workflow to boost your team’s productivity. If you have any questions or need further assistance in understanding how Copilot can benefit your business, get in touch.

Cyber security training once a year isn’t working

May 8, 2024

We all know how important it is to keep our people up-to-date on the latest cyber threats. After all, with cyber attacks on the rise, staying one step ahead is crucial to protect your business from potential breaches. But here’s the thing – annual cyber security training just isn’t cutting it anymore. Sure, it’s become a routine part of the calendar for many organizations. And it’s great that it’s happening at all. But ask any security leader, and they’ll tell you… employees find it time-consuming and uninspiring. From clicking through slides to skimming through videos at double-speed, it’s usually seen as just another box to check. And let’s be honest, even for those who do engage with the training, there’s little evidence it leads to real behavior change. That’s because the traditional approach lacks interactivity and doesn’t connect with employees on a personal level. It’s more about checking boxes than building a culture of cyber security vigilance. Guess what? There’s a better way. It’s all about small, regular, human-centric interventions. Think of it like the speed signs you see when you’re driving. They remind people to stop and think before they engage in risky behavior. Just as the signs work for driving, this kind of training makes your employees more aware of what they’re clicking. By nudging employees toward safer decisions in real-time, we can help them develop better cyber hygiene habits without overwhelming them with information overload. It’s about empowering them to make smarter choices every day. And with the amount of Generative AI and third-party tools we’re surrounded with right now, it’s more important than ever to give employees the guidance they need to navigate potential risks. Whether it’s through real-time coaching or policy reminders, we can help employees understand the importance of safeguarding sensitive data. So, while there may be a place for annual training, it’s time to think about using a more proactive approach to cyber security education. This is something we can help you with. If you want to learn more, get in touch.

Why you’re better in a contract with your IT company

April 8, 2024

Imagine you're driving down a winding road in the middle of nowhere. Suddenly, your car breaks down. You're stuck, miles from assistance. You feel helpless. Frantically searching for a solution. This scenario isn't too different from the world of IT support when you rely on what’s known as a break/fix relationship with your provider (when your IT is broken, they fix it. And that’s it; there’s no proactive work). But what if there was a way to ensure a smoother journey? That's where the magic of having a contract with your IT support provider comes in. Think of it as having a trusted mechanic who not only fixes your car but actually prevents breakdowns in the first place. Whether you run a bustling corporation or a small startup, entering into a contract with your IT support provider is the smart, cost-effective way to ensure a smoother tech journey.

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