Enhancing File Sharing Security in Your Organization

File-sharing software has become an essential tool for modern organizations, enabling more effective communication and collaboration on documents. While it boosts efficiency, improperly protected files can fall into the wrong hands, leading to serious risks such as fraud and identity theft. Understanding and addressing these vulnerabilities is critical to safeguarding your organization’s sensitive data.

Why Are Shared Files Vulnerable?

The primary reason shared files are at risk is that much of the data is stored by the organization’s internet service provider. Without proper security measures, this data can become an easy target for unauthorized access.

A recent Entrepreneur.com article offers actionable steps to prevent your shared files from falling into the wrong hands.

Educate Employees About File-Sharing Risks

The first step is to raise employee awareness about the risks associated with file sharing. Educate your team on general security practices to ensure they understand the potential consequences of mishandling sensitive files. When employees recognize these risks, they are more likely to adopt the necessary precautions to protect the data they manage.

Control Access to Cloud-Based Files

If your organization uses cloud storage to save and edit shared files, restrict access to authorized users only. Consider upgrading to a service that allows you to set file permissions, such as OptfinITy Sync. Many cloud-based systems also provide tracking features to monitor who has sent, received, opened, or shared a document. These features ensure your files remain secure and inaccessible to unauthorized individuals.

Keep Systems and Staff Updated

Ensure all content management systems (CMS) are regularly updated to protect sensitive files effectively. At the same time, continuously educate staff on the latest software updates and security protocols. This dual approach enhances your CMS’s ability to safeguard files while empowering employees to uphold strong security practices.

Implement an Integrated Security System

Deploy a comprehensive, integrated security system that addresses all potential threats. While standalone security solutions can focus on specific areas like email or file sharing, an all-encompassing system provides more practical and robust protection for your organization.

Get Expert Help with File-Sharing Security

As cloud users with a robust product like OptfinITy Sync, we are here to help ensure the security of your file-sharing software. If you have any questions about protecting your organization’s files, call us at 703-790-0400 or visit us at www.optfinity.com.

Safeguarding your shared files is crucial—take these steps today to secure your data and prevent potential security breaches.

Protect Yourself from Phishing Scams During Natural Disasters

When a major tragedy like a hurricane or the Boston bombing strikes, your first instinct may be to help those affected by donating money. Unfortunately, cybercriminals exploit people’s goodwill by launching phishing scams and fraudulent websites designed to solicit donations. According to a recent cyber intelligence advisory, the number of newly registered domains containing words like “claims,” “compensation,” “lawyers,” “relief,” and “funds” has spiked following Hurricane Florence, indicating that fraudsters are targeting individuals eager to contribute to disaster relief efforts.

Be Cautious of Pleas for Donations

Always approach individual pleas for financial assistance with skepticism. This includes requests through social media, direct emails, and crowdfunding sites. Even if a request appears to come from a trusted source, verify the legitimacy by checking reliable resources like the Federal Trade Commission Consumer Information website or the National Voluntary Organizations Active in Disaster website.

Beware of Suspicious Links

Phishing emails often contain links that claim to lead to “more information” or images. While the content may seem relevant, always verify the legitimacy of the website before clicking any links. Check the URL carefully to ensure that it matches the trusted organization’s website.

Check the URL to Identify Fraudulent Websites

A simple way to identify fraudulent websites is by hovering over the link. If the URL displayed doesn’t match the expected destination, it’s likely a scam. For instance, an email that directs you to donate for hurricane relief at www.madeupdomain.org might actually link to www.madeupdomain.com.

Avoid Spam Emails and Suspicious Links

Never open spam emails, click on attachments, or follow links in unsolicited messages. Avoid providing any personal information to a website unless you are absolutely sure of its legitimacy.

Stay Vigilant and Follow Safe Email Practices

While it’s always important to follow safe email practices, it’s especially crucial during times of crisis. Phishing and malware attacks tend to surge in the aftermath of disasters. Once your technology is compromised, fixing the damage can be costly and time-consuming. Protect yourself by staying vigilant and cautious.

If you have any questions about how to avoid phishing scams or malware attacks, feel free to contact OptfinITy at 703-790-0400 or visit our website at www.optfinity.com.

Protect Your Small Business from Ad Fraud

As a small business or organization, you cannot afford to waste money on anything that doesn’t directly boost awareness or increase revenue. While paying for ad space on high-traffic websites can effectively promote your brand, beware of fraudulent websites that drain your advertising budget.

Beware of Fraudulent Websites

Fraudulent websites often appear legitimate but are filled with keywords designed to manipulate Google’s ranking system. These sites may seem like good options but are designed to trick you into spending money with no real return. Always research websites thoroughly before investing in ad space.

Understand the Impact of Ad Fraud

Ad fraud can devastate small businesses, draining advertising budgets and leaving organizations with no return on their investment. Thousands of businesses fall victim to ad fraud, and without caution, your business could become the next target.

Verify Traffic Sources

When purchasing ad space, always question the sources of traffic. Use third-party verification tools to run buying tests and identify non-human or invalid traffic. This approach ensures you’re not wasting money on fake traffic.

Work Directly with Advertisers

Only work with advertisers who can prove their identities and provide direct communication. Scammers often hide their identities to avoid being caught. By working with verified advertisers, you reduce the risk of falling for scams.

Leverage AI to Combat Ad Fraud

AI is a powerful tool in the fight against ad fraud. It can filter fraudulent IP addresses, clean spam bots, monitor site traffic, and detect click fraud. AI’s ability to analyze complex data and self-learn makes it the most effective defense mechanism against ad fraud.

Stay Vigilant to Protect Your Budget

Ad fraud continues to thrive, especially as technology evolves. Stay aware of the risks your organization faces and take proactive steps to protect your advertising investments. If you need help securing your business from ad fraud, contact us at OptfinITy at 703-790-0400 or visit www.optfinity.com.

Why Your Business Needs a Mobile App

It seems like there’s an app for everything today, and your business should be no exception. A mobile app establishes credibility and provides people with another way to interact with your organization.

Why Create an App When You Have a Responsive Website?

If your organization already has a responsive website that delivers an optimal user experience on all devices, you might wonder why you need an app. A recent article highlights the importance of mobile apps and explains why your organization should consider creating one.

Mobile Apps Offer a Seamless Experience

With the growing number of smartphone users, mobile apps serve as an easy-to-use alternative to websites. Designed specifically for mobile devices and touch navigation, apps offer a more engaging and interactive platform for users interested in your organization.

Stand Out from the Competition

As mobile apps continue to grow in popularity, having one for your organization enhances credibility and helps you keep up with—or even surpass—competitors. People spend significantly more time on their phones than on other devices like laptops or desktops. By directing users to your app for information, you provide instant access to your organization, giving you a distinct advantage over businesses that rely solely on a website.

Personalize the User Experience

A mobile app allows you to create a more personalized experience for your clients. By enabling notifications, users stay informed about updates, upcoming events, and special promotions. Instead of relying on email—where messages may end up in junk folders or be deleted—notifications appear directly on their smartphone screens, increasing visibility and engagement.

Let OptfinITy Help with Your Mobile App Needs

OptfinITy is ready to assist your business with IT solutions, including mobile app development. If you have any questions about our services, call us at 703-790-0400 or visit our website at www.optfinity.com.

Stay Safe on Public WiFi: Essential Tips

Public WiFi is everywhere—in coffee shops, restaurants, and malls. Many people immediately connect to these networks for better device functionality or to access the internet on non-data-enabled devices like laptops. While convenient, public WiFi poses security risks if you don’t take the right precautions. A SmallBusiness.com article offers valuable suggestions to help protect your information when using public WiFi.

Connect to the Right Network

Public places often have multiple WiFi options, and cybercriminals exploit this by setting up malicious networks. Connecting to a fake network can grant hackers immediate access to your data. Always verify that you’re using the official network. For example, “PANERA” might be legitimate, while “Panerawifi” could be a fraudulent version.

Avoid Online Purchases

While it’s tempting to take advantage of a flash sale, avoid making purchases on public WiFi. Even encrypted credit card information travels through the airwaves, making it susceptible to interception by cybercriminals.

Limit Logins and Ensure Encryption

Logging into accounts on public WiFi increases the risk of password theft. If logging in is necessary, ensure the website uses encryption (look for “https” in the URL) to reduce vulnerability.

Use Unique Passwords

If a hacker steals your password, you don’t want it to grant access to all your accounts. Using different, complex passwords for each account minimizes potential damage.

Protect Your Connection with a VPN

A Virtual Private Network (VPN) encrypts your internet connection, making your session private even on a public network. Though setting up a VPN can be complex, it’s a valuable tool for securing your data. Businesses frequently use VPNs to allow employees to work securely from remote locations.

Stay Vigilant on Public WiFi

Public WiFi offers convenience, but it also exposes your data to potential threats. Avoid activities that involve sensitive information while connected. If you have questions about VPNs or WiFi security, contact OptfinITy at 703-790-0400 or visit www.optfinity.com.

We use passwords for everything. Our email, social media, bank accounts, and many other online platforms require passwords for access. Since passwords are needed for so many things, many people choose to go with easy-to-remember passwords, or use one password for everything. While it may be convenient to not have to memorize a bunch of passwords or forget the composition of a complex one, you are essentially leaving all your personal information out in the open if you create weak passwords. A recent article from smallbusiness.com gives some basic do’s and don’ts for password creation as well as addresses the issue of forgetting your complex password.

Here are some of those items:

1. Don’t use a simple pattern. Example: “qwertyuiop” or “asdfghjk”
2. Don’t use a favorite sports team. If you must, substitute characters for letters.
3. Use your birthyear at the end of a phrase but don’t use it alone.
4. Never use your children’s names.
5. Don’t use swear words and phrases, hobbies, famous athletes, car brands, or movie names.

What you should be doing is ensuring that:

1. All passwords have at least eight characters or more and contain a mix of character types.
2. Your password is changed often…at least once a month for bank and other financial related logins or that it is adequately complex using a password tool.

An easy trick to create unique, strong passwords, is to come up with a phrase that you will remember such as “I eat 4 tacos for lunch daily.” You can take the first letter from each word in the phrase, turn the “four” into a number, and you have your base password: ie4tfld. Then, to create unique passwords for your different accounts, use the first and last letters of the account you are signing into and insert them in the beginning and end of the base password. Capitalize the first or last letter and you have a strong, unique password for every site. For example, your password for your Netflix account would be nie4tfldX, and your password for your Hulu account would be Hie4tfldu.

As always, OptfinITy is here to answer any questions regarding technology for your business or organization. If you have any doubts about password strength or protection don’t hesitate to give us a call at 703-790-0400, or visit us on our website at www.optfinity.com.

Whether you like it or not, Google tracks your location at all times if you use any of their apps on your smartphone. Although sharing your location has benefits—such as quickly getting directions to a nearby restaurant or checking the local weather—you may prefer to prioritize your privacy over these conveniences.

Google claimed that pausing your location history would prevent them from storing your location. However, many Google apps, including Maps and Weather, continue to collect and store time-stamped location data without your permission, even when you activate the “Pause Location History” setting.

To fully stop Google from collecting your location data, you must also disable another setting called “Web & App Activity.” Google enables this setting by default, and its description does not make it clear that it tracks location data. Instead, it suggests the setting only affects search engine results.

Pausing these settings means you’ll lose personalized features, such as web browsing suggestions based on your location and history. However, you can feel at ease knowing Google is no longer tracking your every move on your smartphone.

If you have any questions about how location services affect your mobile device or want to learn more about network privacy and security, call OptfinITy at 703-790-0400 or visit www.optfinity.com.

While you have probably heard about bitcoin, you may not be familiar with a new type of cybercrime on the rise called cryptojacking.

What is Cryptojacking?

Cryptojacking is essentially when a cybercriminal uses someone else’s computer or web browser without their permission to develop cryptocurrency. They usually infiltrate their victim’s system through a phishing email or an infected website and then utilize the infected machine for a long period of time before people notice.

What can you do to protect yourself?

A few recommendations include:

1. Make your employees aware of cryptojacking. Remind them to not open strange or suspicious emails and never open attachments or click on links they aren’t expecting to receive.
2. Install ad blockers, specifically ones that have the capability to block cryptomining scripts.
3. Maintain and monitor browser extensions and keep your web filtering tools up to date.

As mentioned above, it can be difficult to know when a hacker is cryptomining on your computer or website so be sure to keep on the lookout for a variety of red flags including:

1. A sudden high number of help desk complaints regarding slow computer performance.
2. Overheating Systems.
3. File changes on your web server or changes to pages on your website.

This is only the beginning for cryptomining given that the amount of money to be made via illegal cryptomines is extremely high and requires little technical skill. You don’t want your organization to be responsible for exposing visitors to your website to cryptomining script, so if you want to learn more about how to keep yourself and your organization protected, don’t hesitate to give us a call at 703-790-0400 or visit us on the web at www.optfinity.com.