INSIDE THE ISSUE

November 2014

Security Breach Notification Laws: What you need to know

HIPPA Policies and Procedures

What’s Up Chuck?

Customer Spotlight:The law firm of Henderson, Brandt & Vieth

Gadget of the Month: Pebble Steel

Thanksgiving Tech

10 Incredible Reasons Having Friends at Work is Important

TECHNOLOGY JOURNAL

New Security Breach Notification Laws:What you need to know

One of your employees notifies you that they lost their laptop and cellphone at a Star-bucks over the weekend, apologizing profusely. Aside from the cost and inconvenience of replacing a laptop, could you be on the hook for bigger costs, and should you notify all your clients?That can depend on where you live, and what type of data had been stored on that laptop. Was any of the information also on the cell phone? In forty-six of the fifty states, there are security-breach laws outlining what businesses must do if they expose any kind of client or employee personal information. Practically every single business is directly affected by these laws. An Emerging Trend In Business Law Since companies are storing more and more data on their employees and clients, states are starting to aggressively enforce data breach and security laws that set out the respon-sibilities for businesses capturing and storing personal data. What do most states consider confidential or sensitive data? Definitely medical and financial records such as credit card numbers, credit scores and bank account numbers, but also addresses and phone numbers, social security numbers, birthdays and in some cases purchase history—information that almost every single company normally keeps on their clients. “We Did Our Best” Is No Longer An Acceptable Answer With millions of cyber criminals working daily to hack systems and with employees accessing more and more confidential client data, there is no known way to absolutely, positively, guarantee you will not have a data breach. Solid, monitored security will go a long in helping you avoid hefty fines. Here are some basic things to look at to avoid being labeled irresponsible and possibly mishandling sensitive customer and employee data:•Managing access. Who can access the confidential information you store in your busi-ness? Is any confidential information easily accessible by everyone in your company?What is your policy about taking data out of the office on mobile devices?•IT security and passwords. The more sensitive the data, the higher the level of securityyou need. Are your passwords easy to crack? Is the data encrypted? Secured behind a strong firewall? If not, why?•Training. One of the biggest causes for data breaches is the human element: employeeswho accidentally download viruses and malware that allow hackers easy access. Do you have a data security policy? A password policy? Do you have training to help employees understand how to use e-mail and the Internet responsibly? •Physical security. It’s becoming more common for thieves to break into offices and stealservers, laptops and other digital devices. Additionally, paper contracts and other physicaldocuments containing sensitive information should be locked up or scanned and en-crypted.

The bottom line is this: Data security is something that EVERY business is now respon-sible for, and not addressing this important issue has consequences that go beyond the legal aspect; it can seriously harm your reputation with clients. So be smart about this. Be sure to let the experts at Pivotal IT help secure and maintain your sensitive business data. We recommend that you speak to your attorney about your legal responsibility.

Pivotal IT has provided outstanding computer service in the Upstate of South Carolina since 1998. At Pivotal IT, our focus is on keeping your computers secure, stable, and performing well.

We offer:

•Proactive IT Plans•Disaster Recovery•E-mail security and compliance•Virtualization•Enterprise Wireless•Server Support•Network Support•Desktop Support•Cloud Computing

WE GUARANTEE TO RESPONDIN 60 MINUTES OR LESS!

“Insider tips to make your business run faster, easier & more profitable”

Pivotal IT 864.594.4580

About Us

The Pivotal IT Team

www.itispivotal.com (864) 594-4580

The tablet computer has changed the way we work, communicate and en-tertain ourselves. Often used to store and share important information, one challenge with tablet computers can be repairs and maintenance.

During a recent field call, I ran into such a challenge. Our customer had a Microsoft Surface that needed repair. The first step in diagnosing and correcting computer problems is backing up the information on the sys-tem. Previously, backups were completed with our StorageCraft backup CD,

which created and stored an image of information, to be extracted once the repairs are complete. The sys-tem would be booted in BIOS (Basic Input/Output System) to test for errors and change hardware settings as needed. The Surface and other tablets utilize USB ports instead of DVD-ROM drives and the BIOS system that has been the standard since the mid 1970’s has been replaced by UEFI (Unified Extensible Firmware Interface) in tablets like the Surface.

So what is a field tech to do? Contact our partners at StorageCraft, of course! Their solution? The Storage-Craft Recovery Environment CrossPlatform ISO. The ISO is a single file (often called an image) that contains all the data from a CD, DVD or Boot Disk. With this we were able to create a CD which boots from both UEFI and BIOS. We also created a bootable USB stick to do the same thing, without the use of an external DVD-ROM drive. Needless to say – backing up tables is no longer a problem!

7 IT Policies and Procedures Companies Must HaveHIPAA and HITECH have been around for quite some time. Even so, many companies covered by these laws are way behind the times when it comes to actual implementation. And when you really think about it, even companies not covered by these laws should have the requisite policies and procedures

1. Access Control Policy:How are users granted access to pro-grams, client data and equipment?Also includes how administratorsare notified to disable accountswhen needed.

2. Workstation Use Policy:Requiring secure passwords, moni-toring logins and limiting unsuccess-ful logins are just a few of the basicscovered. Policies also need to coverbasic security best practices such asnot allowing passwords to be writ-ten down or shared with others.

3. Security Awareness Training:Organizations must ensure regulartraining of employees regarding se-curity updates and what to be awareof. You must also keep an audit trailof your reminders and communica-tions in case you’re audited.

4. Malicious Software Controls:You must have documented policiesfor the frequency with which anti-malware and antivirus software areupdated and what happens if an in-fection/outbreak occurs.

5. Disaster Recovery Plan:How you respond to emergency situ-ations (of all shapes and sizes) mustbe fully documented and tested reg-ularly. A full Disaster Recovery Planis something Pivotal IT can help youwith.

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6. Media Disposal Policy:How do you dispose of old computerequipment and data? You must havepolicies and procedures in place thatcover exactly how all equipment isproperly disposed of and logged.

7. Review And Audit Procedures:There’s much more to HIPAA com-pliance than the 6 items discussedhere; however, be certain also thatwhatever you do has a firm audittrail/log that shows that everythinghas been executed according to plan.

These are just starting points. If you’re subject to HIPAA or just want to make sure that your company is covered by these simple best prac-tices, contact our office and we’ll be happy to review these areas with you.

HIPPA Regulations:

Over 1,130 security breaches were reported to the Office for Civil Rights during the month of October 2014.That finding suggested that healthcare organizations should take a closer look at existing data management systems and practices.

W h a t ’s U p C h u c k ?Useful insight from the field with Chuck Bell

www.itispivotal.com (864) 594-4580

Client Spotlight

The law firm of Henderson, Brandt & Vieth has served the Upstate of South Carolina and Western North Carolina since 1974. Their practice covers many types of law, including Personal Injury, Medical Malpractice, Wrongful Death, Worker’s Compensa-tion, Criminal Defense, Real Estate Closings, Refinances, Divorce and Custody, Probate Litigation, Wills and Estates, and Business Law. HBV’s lawyers not only defend their clients, but they give back to their community as well. Matthew Henderson has ten adopted children, Buck Brandt is trustee of the Spartanburg Museum of Art, Rick Vieth is the Chairman of the South Carolina Jr. Golf Association, and Josh Henderson teaches Sunday School, and servers on the Board of Directors for both Rice Bowls and Rebirth East St. Louis. It has been Pivotal IT’s distinct pleasure to serve as the IT department of HBV since 2005.

“Since we first met the Pivotal staff in 2005, no question has been too small and no problem has been too great for their skills. As we continue our relationship with Pivotal, we know that we can rely on them for the best service in our area. They are no longer just our support people but our trusted friends”

Henderson Brandt & Vieth, PA___________________________________Attorneys at Law

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The Pebble Steel does more than just tell the time.This smart watch displays e-mail, text messages, caller IDand other notifications fromyour favorite apps, readingthem straight from your iPhoneor Android phone.

Pebble cleverly vibrates on your wrist to alert you of incoming calls, meeting reminders or approved notifications. Leave your phone in your pocket as you go about your day-to-day activities.

The long-lasting battery life and the easy-to-use design makes this watch both stylish and necessary in this day and age, and its e-Paper screen makes it easy to see in both direct sunlight and even underwater.

Pebble Steel is available on Amazon.com for $199.99. With this gadget, whose battery can go for a week without charging, the integration of technology in your life will be smoother and much more hands-free.

Shiney New Gadget of the Month:

PEBBLE STEEL

Wishing you and your family a safe and happy holiday!

Congratulations to Brian Osburne of Taylor Enterprises for correctlyanswering last month’s trivia question!

Winners are restricted to one win within a 6 month period.

www.itispivotal.com (864) 594-4580

Visit Us Online!

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From kitchen gadgets to apps, technology can come in handy this Thanksgiving.

Kenwood Cooking Chef:A gadget that will blend and cook your food at the same time. If has 3 speeds and reaches temperatures between 68F and 284F.

Traveling for the holiday?MiFlight app will give you the approximate wait time for security line wait times at both domestic and international airports.Google Maps has navigation, turn by turn directions, as well as map and street view viewing of your destination.You can keep the kids entertained with the free Thanksgiving Coloring book available on Android, iPhone and iPad.

Staying home and cooking the feast?The Butterball Cookbook Plus App for Android and iOS offers free recipes for holiday feasts, everyday dinners and snacks. They have the Turkey Talk Line as well as online chat, in case you have a Turkey Emergency.

Smokey The Smoke Alarm Silencer:Not able to see the chat box thorough the smoke from your oven or hear the Butterball Turkey Talk Line over the sound of your kitchen smoke detector? Smokey is a timer that can remotely silence your alarm.

Thanksgiving

Tech

Office Friendships Have a Direct Link with Engagement and Productivity

10 Reasons having friends at work is important70% of employees say friends at work is a crucial element to a happy work life.

58% of men would refuse a higher pay job if it meant not getting along with coworkers. 74% of women said the same.

25% + increase in employee morale and productivity for simple things like larger lunch tables.

50% of employees with a best friend at work reported they feel a strong connection with their company.

1/3 of adults has met one of their closest friends at work.

Employees with a close friend at work are:

1.4 times more likely to have received praise on the job in the last seven days.

Benefit from 137% more personal de-velopment support.

Show over a 35% higher commitment to quality.

Are 1.3 times more likely to receive feedback about their progress in the last six months and 1.2 times more likely to say that have the opportunity to do what they do best every day.

As a manager or business owner, you might want to encourage these types of friendships. It might seem like employees are not being productive when they talk, but the data shows that these friendships really matter.

TRIVIAWhat was the first department store to hold a Thanksgiving Day Parade?

(Fun Fact: The first parade was held in 1924!)

E-mail your answer to trivia@itispivotal.com for your chance to win a$25 Amazon Gift Card!

Last month’s Trivia: Q: What computer system gave rise to the adoption of the 8-bit byte?A: IBM System 360