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When computers started to become a common fixture in offices, they were supposed to help reduce paper usage. Ironically, the machines only made it possible to generate more data than originally anticipated, resulting in even more documents being printed out.  Thankfully, the increasing prevalence of digital documents may soon completely replace paper-based documents. The question now becomes whether investing in the IT systems necessary to become paperless outweighs the value of retaining paper-based systems. Here are reasons why the answer to that question is a resounding ?yes.? 1. Save money, time, and effort One of the biggest benefits of going paperless is that it can save you money, time, and effort. Paper, ink, and printers can be expensive, and the time spent filing, organizing, and searching for paper documents can be a major productivity drain. Going paperless can help you save money on these costs and free up your employees’ time to focus on more important tasks. 2. Save space and improve efficiency A paperless office is also more spacious and efficient. With all of your documents stored electronically (as opposed to physically in large filing cabinets), you can easily access them from anywhere there is an internet connection. This makes it easier to collaborate with colleagues, share information with clients, and track down important documents.  3. Increase security Paper documents can be easily lost, stolen, or damaged. Going paperless can help you improve the security of your documents. When your documents are stored electronically, they are easier to back up and protect from unauthorized access.  4. Be more environmentally friendly Going paperless is also good for the environment. The production of paper requires a significant amount of energy and resources, and paper waste ends up in landfills. By going paperless, you can help reduce your office’s environmental impact. 5. Improve customer service A paperless office can also help you improve your customer service. When you can easily access customer records, you can provide faster and more accurate service. This can lead to increased customer satisfaction and loyalty. How to Go Paperless If you’re thinking about going paperless, there are a few things you need to do to get started. First, you need to assess your current paper usage. Once you know how much paper you’re using, you can start to identify areas where you can reduce your paper consumption. However you decide to start, do start small. Don’t try to go paperless overnight. For example, you can start by digitizing your most important documents and then gradually work your way through the rest of your paper files.  The ideal next step is to have everyone use electronic forms and signatures, which highlights the importance of getting employee buy-in. Explain the benefits of going paperless and make sure they have the tools and training they need to be successful.   And do remember to be patient. Going paperless takes time and collected effort. Don’t get discouraged if you don’t see results overnight. Just keep working at it and you’ll eventually reach your goal. Once you’ve reduced your paper usage, you need to choose a document management system, which will help you store, organize, and access your electronic documents. There are a number of different document management systems available, so you choose one that meets your specific needs. Going paperless can be […]

Cybersecurity threats are constantly evolving, and businesses need to be aware of the latest ones in order to effectively protect themselves. In 2023, some of the biggest cybersecurity threats to businesses include: Phishing: Targeting the human element In 2022, phishing was the most reported cybercrime, with 300,497 complaints. IBM?s Cost of a Data Breach 2023 report also found that phishing is the second most common way that hackers gain access to a company’s IT system. Phishing is so successful because it targets the human element. Humans are naturally inclined to trust emails and text messages that appear to be from a legitimate source. This is why phishing emails are often designed to look like they are from a company that the victim does business with, such as their bank or credit card company. To defend against phishing, companies should conduct regular awareness training sessions. During these sessions, employees must learn about the different types of phishing attacks, common signs of a phishing email, and steps to take if they receive a phishing email. Businesses should also run phishing simulations to test their employees’ ability to identify and report phishing emails. Ransomware extortion: A growing cyberthreat Ransomware attacks have evolved in recent years, incorporating double extortion tactics that make them harder to detect and more damaging. In the first quarter of 2023, cybercriminals launched ransomware attacks on 1 in 31 organizations worldwide. This statistic underlines the importance of regular data backups and proactive security measures. When businesses are prepared for any eventuality with a data recovery solution, they can shield themselves from the impact of ransomware attacks without succumbing to the demands of cybercriminals. Wipers and destructive malware: An unseen danger Wipers and destructive malware are a growing threat to businesses. These types of malware are designed to delete or destroy data, making it irretrievable. This makes wipers and destructive malware even more damaging than ransomware, which makes data inaccessible by encrypting it.  To protect against wipers and destructive malware, businesses should implement comprehensive cybersecurity measures, including firewalls, anti-malware software, and round-the-clock threat monitoring and detection. Cloud-based threats: Guarding data in the cloud In 2018, the Software Engineering Institute of Carnegie Mellon University identified 12 risks, threats, and vulnerabilities in cloud computing, which are all still relevant today as businesses continue to adopt cloud computing. As cloud adoption surges, organizations must be vigilant against unfamiliar cloud security practices and shared security model risks. They should also enhance security protocols, foster cloud awareness in their organization, and partner with trusted cloud service providers (CSPs) to safeguard against cloud-based vulnerabilities and threats. Businesses do not need to worry about moving their data to the cloud when they have experienced CSPs to guide and guard them. Mobile malware: A rising menace Mobile devices and apps are ubiquitous tools that everyone has adapted to. This has led to an increase in mobile malware, which poses a serious danger to businesses. To protect themselves, businesses must educate employees about the risks of mobile malware and enforce security measures so that they can thwart malicious attempts to infiltrate their mobile devices. They should also use a mobile device management (MDM) solution to better control and secure mobile devices. MDM allows businesses to easily enforce security policies, track device usage, and remotely wipe data that?s stored in stolen […]

Businesses today are heavily reliant on digital solutions for operations, marketing, security, payments, and more. Because of this, it?s extremely important for businesses to have a capable IT backbone and support system to ensure uninterrupted operations. However, excellent IT support is rarely cheap, which can be a problem for smaller businesses with limited resources. For these organizations, an outsourced IT helpdesk can be the best solution to keep their IT ecosystem running. Related article: Choosing The Right IT Ally How Does an IT Help Desk Work? An IT Help Desk can provide all the technical support needs of a business’s employees and/or customers. It allows users to troubleshoot problems, track and prioritize issues, and get assistance with products, services, or processes. An effective IT Help Desk can help reduce downtime, improve employee productivity, and increase customer satisfaction. To request technical assistance, employees and customers can either submit a ticket to the Help Desk, or they can search through a knowledge base with help content to find answers on their own. A robust IT helpdesk system can help users with the following: Bug fixes on company-issued software Questions about proper usage of hardware and software Incident monitoring Network and VPN troubleshooting Login and password problems Device compatibility Scheduled maintenance, upgrades, and patches What Are the Common Features of an IT Help Desk? For an IT Help Desk to provide exceptional support to employees and customers, it must have the following features: Ticketing system A ticketing system is a centralized platform that allows IT teams to manage employee conversations and respond to requests from multiple channels. The ticketing system will create a ticket that contextualizes the concern to help support agents resolve issues and provide personalized service. It must also be able to automatically route tickets to the agent best suited to handle the request, which is based on expertise, availability, or workload. Self-service portals A self-service portal is a website or an application that allows employees to find information and get help on their own. This can include FAQs, troubleshooting guides, and knowledge base articles. Employees can use the self-service portal to find answers to questions without needing to reach out to an agent. It?s also a great idea to create a place in the knowledge base for senior-level employees to share their knowledge with new hires or less-experienced peers. This can help the latter get up to speed quickly and prevent them from potentially clogging the helpdesk. This way, the ticket volume in the helpdesk queue becomes more manageable. Reporting and analytics IT Help Desk reporting and analytics tools can help businesses understand which areas employees or customers need the most assistance. Businesses can use these tools to track metrics such as ticket volume, response times, and first-contact resolution times. This information can also help them identify areas where their support system can be improved. Prebuilt dashboards provide real-time helpdesk metrics and key performance indicators (KPIs) based on industry standards. This means that businesses can start generating reports right away, without having to configure the tools themselves. Custom reporting lets companies create a personalized view with the metrics most relevant to them.  Related article: Empowering Nonprofits With IT What Are the Benefits of an IT Help Desk? Investing in an IT Help Desk can provide many benefits, such as: Reduced […]

Nonprofit organizations face special challenges; not only do they have strict budgets, but they are also mostly self-defined and have more than standard cookie-cutter business operations in place. At Info Advantage, we help to bridge the gap between Nonprofits and IT. We?re able to do this by offering solutions and services, training, and consulting that helps Nonprofit organizations raise funds and communicate with their stake holders while managing their operations more effectively. Here are a few ways that we can help: State Contracts: Acquire discounted pricing as an eligible buyer through our Woman Business Enterprise and New York State OGS contracts. Nonprofit Grants: Utilize and maximize available grants to manage IT more effectively. Procurement: Receive peace of mind with compliance and help building the dynamic, reliable, and sustainable IT structure you need to do the most good. Like many businesses, Nonprofit organizations have operational problems and productivity deficits that can be mitigated with the use of innovative technology. Operations bottlenecks can sink the effectiveness of these organizations; keeping resources scheduled and on-point can often be difficult for Nonprofits that seem to be handling all their issues as they arise. Technology can help Nonprofit organizations in numerous ways, here are 4 immediate benefits: Enhanced Efficiency & Production ? Automated systems often allow for increased efficiency and productivity that streamline processes and boost delivery. Expanded Reach ? Additional capacity to reach and serve more people. Increased Revenue and Decreased Costs ? Maximize your marketing messaging and reach while decreasing your operating costs through adequate technology use and training. Mitigated Risk ? Investment in IT infrastructure protects assets and mitigates potential legal liabilities. One thing we know is that almost any business or organization can benefit from having a comprehensive plan for their IT management. Rest assured, our team will support you every step of the way, providing you with access to leading technology vendors that offer custom options at competitive prices to adhere to your budgeting needs and goals. When you partner with Info Advantage, you get our 31 years of industry experience as we manage your IT and allow you to focus on your goals and business programs. We’re ready to get started, simply contact us today to learn more about how Info Advantage can help improve the overall effectiveness of your charity or nonprofit organization.