“I miss my filing cabinet,” said no one ever.

Document management isn’t always sexy. But it can be when you have the right system in place.

Do you know where all of your documents are? It’s 2014, but some of us are still comfortable in our old ways of storing important information.

Twenty years ago, the answer to that question was either “in my filing cabinet” or “on my desk”. But today, while we may be slightly more updated many people are still not as organized as they could be.

Do YOU use any (or all) of the following?

Document-Management-Summit-Biz-Tech
  • Filing cabinets
  • Network drives
  • Email
  • Personal computer
  • The Cloud (Dropbox, OneDrive, Google Drive)
  • Offsite storage
  • Office desk

Having a significant number of storage locations using various document formats presents a number of risks and issues, including the costs associated with the physical storage of the documents and the time it takes to search for them.

Creating additional document repositories also typically results in the same documents being stored in multiple locations by different departments. Yikes! 

This introduces issues related to:

Version control:
“Who has the most recent version?”
Retention:
“Have I deleted all documents that have expired?”
Collaboration:
“Are two people changing the same document at the same time?”

 

 Well, what’s so sexy about that?

 

When you get this system implemented, you can expect to see:
  • Cost savings from elimination of excessive document repositories, physical storage space, and maintenance costs (typically costs about $20 to FILE a doc, and $120 to FIND a misfiled doc!).
  • Time savings when searching for documents.
  • Space savings by converting paper archives into electronic formats.
  • Helps achieve and maintain ISO compliance
  • Reduce exposure in legal discoveries by eliminating expired documents.
  • Disaster recovery protection in the event of a catastrophic event.
  • Improved access to documents via secure web-based interfaces.
Document-Management-Summit-Biz-Tech
Now THAT’S sexy.

Summit Business Technologies has been delivering document management solutions for over 10 years by partnering with industry leaders that allow us to provide solutions that deliver compliance and productivity benefits. Our solutions are tailored to your specific requirements and include all the components necessary to define, implement and provide ongoing support for your Document Management System.

Check out all the ways Summit can help you here.

Prefer to talk? Call us: 410-987-5914 x.5142

By Divya Ooi, Divya.Ooi@SummitBizTech.com

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Mobile Device Tips

Tips All Mobile Device Users Should Know
  1. Turn on Auto Lock Password Protection on phones or tablets – If company e-mails or documents are on the device, set a password and turn it on to prevent unwanted users accessing the data on your phone.
  2. Turn on Find My Phone – When do most people think about using a location tool? After they have lost their phone. Be prepared, set up location services, remote lock, remote wipe and know how to use these valuable tools.  Do this now!
  3. Encrypt Your Data – Especially on laptops! – Once implemented, it is automatic and secure. Protect your data from theft, invest in a data encryption software solution and deploy to your mobile workforce.
  4. Cloud – Keep important business documents stored in the cloud not locally on your device.  Now revisit item  #1 – Lock password.
  5. Anti-Virus – Protect your device from Malware and virus attacks. Install and keep your virus protection up to date.
  6. Free Wi-Fi can be dangerous – Some networks are not safe, choose your Wi-Fi carefully.  Be sure your device has its firewalls up!
  7. Back Up Often – Setup a back-up schedule to ensure you have a copy of your data, just in case you drop your mobile device in the resort pool, um, I mean your morning mug of coffee.
  8. Mobile Device AnalysisContact us today for a free mobility analysis.


Mobile Device Facts

  • 1.75 billion smart phones are used today
  • 4.55 billion mobile users worldwide in 2014
  • 72% expect mobile use to expand in their businesses

Mobile Management Tools We Love & You Will Too

We recommend Sophos Mobile Device Management tools for every business. Learn more about how to manage your mobile workforce with Sophos Mobile Device Management.

sc award Sophos Mobile Control 4.0 Wins 5-Star rating from SC magazine.

“Easy to deploy and manage” with a “Vast a set of features!”

By Jessica Tinordi,  Jessica.Tinordi@lightindustries.com

Resources: Sophos.com

Protect Your Accounts from Hackers – What You Should Know About the Russian Hacker Password Heist

IMG_6858You may have heard about the “Russian Hackers” who stole 1.2 billion “Internet Credentials” from over 420,000 web sites. Below are the facts about this evolving story, as well as, advice on protecting your website log-in information.

What You Should Know:

It has not yet been disclosed to the public which web sites were compromised.

No major e-mail providers were compromised.

The web sites compromised range of those from Fortune 500 companies to very small companies.

Many sites have been informed of their breach and are working a fix, but many sites remain vulnerable.

3 Things You Can Do Now to Protect Your Websites Accounts:

  1. Be proactive. Assume that the web sites where you have accounts have been compromised.  Change your password on those sites as soon as possible.  Best practices suggest that you change your passwords on a regular basis. Summit recommends changing passwords every month.
  2. Be cautious.  Expected an increase of scam attempts in your e-mail and social media. You will likely receive “Important and Urgent” or “Look at this!” messages from friends and family members whose social media and other accounts have been compromised. Be extra vigilant; do NOT click any links.
  3. Do Your Homework.  Do not open attachments from anyone, unless you have verified the legitimacy. (If you are not sure who sent you an email, a good old-fashioned phone call may be in order.)

Should the identified scope of this event grow and have potential impact on Summit customers, we will advise further. If you have questions, contact us. We would be happy to help.

By Jessica Tinordi,  Jessica.Tinordi@lightindustries.com

wifi image from SophosUsing Wi-Fi is convenient and often FREE, but it can put your data at risk.

Would you want someone else accessing your pictures, your documents, your emails, all of YOUR stuff? I didn’t think so.

Did you know that just checking your email in a FREE Wi-Fi environment, (coffee shop, doctor’s office, the bus) could open up your device to allow intruders to view data?

So how can you keep your stuff safe and free of hackers?

Sophos, the company dedicated to making Security Simple, came up with this list of 10 tips: sophos.com/tips.

By Jessica Tinordi,  Jessica.Tinordi@lightindustries.com

Resources: Sophos.com

Increase traffic to your website. What is SEO and do I need it for my business?

What is SEO, Do I need SEO for my Website?   Yes. Absolutely!

Search Engine Optimization or “SEO” is a way to optimize the ranking of your website on search engines’ results pages so that it can be found when people are running searches related to your business, brand, product or service. With the rise in smart phone usage and people searching for things on the go, it is important to have your website come to the top of the list!

According to market research, people find your business online in the following ways:
     

     71%  by searching Google, Bing, or another search engine
     46%  from a link from another website
     41%  by word of mouth
     38%  from a print advertisement
     22%  from a promotional email

“The number one way that people find your business online is through web searching.”

All the major search engines like Google, Bing and Yahoo have results that are ranked based on what the particular search engine considers most relevant to users. Search Engine Optimization helps to code your page properly in order to make you more visible to someone searching for your product. Through this process, SEO increases traffic to your webpage, increasing business!

How can SEO be measured? Analytic Reports! How many people are searching for your website by typing in your company name? How many are finding you by a keyword search? This information helps to better direct traffic, giving you a baseline of who is visiting your website and how they got there.

“With this knowledge and SEO actions in place, you can use your website to do more business, gain more customers, and make more money!”

Do you need SEO? The answer to this is YES.

SEO is something that you could research and do yourself, but it is very time consuming and oftentimes, confusing. With ever-changing “Google rules,” it can be difficult to get the best results. Since Google has 67% market share of the searches run on the internet, effective SEO is rooted in a deep understanding of the algorithms behind the rankings.

If you want to know how your website stacks up against the competition, how much traffic is hitting your site, how they are getting there, and have the ability to drive more business through your website, give Light Industries a call!

We have cost effective packages priced for those who want to dip their toe in the pool, or dive in headfirst!

by Kimberly J. Scolaro, Telocommunications Projects Manager

For more info email Jessica.Tinordi@lightindustries.com

More IT departments are allowing mobile device and Mac usage.  Is your data encrypted?

More companies are allowing employees to use their mobile devices for business, opening the doors to new data threats.

You trust your employees, but what if they lose their phone?  Your business data could be compromised!

Sophos surveyed IT managers to find out how they handle the challenge of device diversity across their organizations and found that 78% support or plan to support Mobile and Macs on their networks.*

78% of IT Managers plan to support Macs

41% of IT Managers see Mac / Mobile usage increasing

75% still have not adopted Mobile Device Management (MDM)

The latest version of Sophos Cloud, the managed security solution, has just been released. It includes innovative solutions to protect businesses from the ever-changing security challenges they face today.

This new Sophos Cloud version is the only service to manage Windows, Macs and mobile devices from a single console!

Centralized IT management over all your devices, effortless deployment and easy to use security management tools.

* For the Full Story, read Sophos Cloud brings simplicity to managing Windows, Macs and mobile devices by Bill Lucchini, Senior Vice President and General Manager, Sophos Cloud.

For more information, or help setting up your Mobile Device Management tool, contact us today.
By Jessica Tinordi,  Jessica.Tinordi@lightindustries.com