Security Questions Your Organization Should Be Asking Itself

/in , , , , , /by

We’re increasingly hearing from organizations that need to establish that they have sufficient security policies in place, either to meet the requirements of a larger client or to qualify for cyber insurance that insures against breaches and similar losses. Details vary, and we’re happy to work with you on the specifics, but here are some of the kinds of questions you may be asked. Of course, if you don’t have to prove that you’re doing the right thing to some other company, answering these questions for yourself can only improve your security readiness.

Do you enroll all organizational devices in a device management solution?

With device management, an IT department or managed services provider (MSP) maintains oversight and control over all organizational devices. That’s helpful for automating configuration and deployment, providing secure access to organizational resources, ensuring consistent security policies, managing app and operating system updates, tracking device inventory and status, and much more.

Do you have an organization-wide backup strategy with offsite backups?

Regular backups—some stored offsite—are essential if you need to recover from lost or stolen hardware, a natural disaster, or a ransomware attack. Even though ransomware isn’t currently a major problem in the Mac world, it wouldn’t hurt to start creating immutable backups using “write once, read many” tape or something like Retrospect’s Cloud Object Lock, a technology that ensures that cloud-based backups can’t be corrupted. Finally, have you tested restoration and recovery of key systems from your backup data? Backup is important, but only if you can restore.

Do you have a policy for updates?

It’s essential to install security-related updates to operating systems and major apps, but how quickly that happens has to be weighed against problems that version changes can cause for important workflows. There’s no right answer here, but you want to make sure that you aren’t leaving your organization’s apps and devices vulnerable to known security exploits for longer than necessary.

Do you have a strong password management policy?

Short, easily guessed, or cracked passwords are one of the primary ways attackers breach corporate networks and systems. At minimum, your password management policy should require that all passwords be stored in a password manager, new passwords be generated by the password manager and meet minimum requirements for strength, and two-factor authentication be used when available.

Do you use an endpoint protection platform?

Endpoint protection is essentially software aimed at preventing and detecting malware on employee workstations, often with an organizational dashboard and management capabilities. Although the Mac doesn’t have nearly the exposure to malware that Windows does, it’s still important to keep computers free of malware that could hurt performance, exfiltrate data, or provide an entry point for future attacks. Endpoint protection is usually part of a larger managed systems approach that can also ensure that devices adhere to security policies like full disk encryption, run only approved software, stay up to date with security updates, and more.

Do you have a list of sensitive data on your network?

Exactly what counts as sensitive data will vary by organization, but anything related to network and corporate security qualifies, as does any personally identifiable information you may hold about or for clients. It’s not uncommon to store information about people that includes names, email addresses, phone numbers, and postal addresses, but you should be even more careful if you store Social Security numbers, credit card numbers, driver’s licenses, passports, financial records, or medical records. Knowing what you have is the first step; after that, consider what additional precautions you should take to protect such information.

Do you provide periodic anti-fraud and security training to employees?

Social engineering is another common way attackers gain access to corporate networks and systems. Does your organization require that all employees take regular training to learn how to identify phishing attacks, require appropriate approvals for unusual transactions or access requests, and report suspected incidents to the necessary people? If an administrative aide in the accounting department gets an email request from the CEO to pay an urgent invoice to a new vendor, will that person know how to respond?

Do you allow access to organizational email and systems from personal devices?

It’s tempting to allow users to access their email from personal devices or to have contractors use their personal email addresses for work communications. We recommend keeping as clear a line as possible between work and personal devices and accounts to reduce the security implications of such mixing. Particularly when there’s sensitive information in play, personal email addresses should never be used for work communications, and if personal devices are being used, they should be set up with two-factor authentication for organizational logins.

Do you have incident and disaster response plans?

Bad things happen, and it’s important to consider how you would respond to different types of security incidents and natural disasters. How will your organization maintain crucial business operations, communicate with employees, coordinate with partners (insurance, legal, PR, and clients), and more? Is your plan written down and updated regularly? Have you tested key aspects of your plan?

We know there’s a lot to think about regarding security in today’s world, and we’re always available to help if you’d like assistance answering any of the above questions.

(Featured image by iStock.com/Bulat Silvia)

Five Best Practices for Organizing and Naming Computer Files

/in , , , , , /by

We’ve had decades to get used to organizing computer files, but it’s still hard for many people. Part of the problem is imagining how you—or your colleagues, if you’re in a workgroup—will need to find the files in the future. Another part of the problem is mustering enthusiasm for renaming and reorganizing existing files to match an improved approach. Let’s see if we can help!

#1: Start Now and Catch Up Later

Don’t let your old files prevent you from starting a new organizational approach. The best time to begin is now; you can reorganize old files later.

An easy way to avoid being bogged down by old stuff is to move all your existing files and folders into a folder called “Unorganized” at the top level of wherever you store documents. Make sure to retain any hierarchy that those old files might have. If you’re still working with those files, they remain just as accessible as they were before.

One type of cleanup is often worth doing right away: If you have a lot of temporary or duplicate files from past projects that you can instantly identify as unnecessary, delete those now while they’re still familiar. That saves you or someone else the work of thinking about them again in the future.

#2: Pick an Organizational Structure

The most important question to ask yourself or your colleagues is what sort of organizational structure matches how you think about your data. There are four common approaches:

  • Project name: It’s hard to go wrong with using a project name as your primary organizational structure. For instance, an ad agency might have a top-level folder for each client, or a book publisher might have one for each title. A nonprofit that organizes five annual events could have a folder for each event. Within each project folder, additional folders can separate files by category. You may also add some date-based structure to keep older files from getting in the way of current work. For instance, here’s how an ad agency might organize email marketing files for a hotel.
  • Date: Groups with many files that revolve around time periods may find it easiest to organize everything by year, month, and day. Date-based organization is a special case—you’ll know if it makes sense for your data and usage patterns. For instance, if a distributor creates different inventory reports for every supplier every day, a hierarchy like this might make working with files from the same time period easy. However, finding all the files for a particular supplier would be more difficult, although a file naming convention could help resolve that problem.
  • Project type: Large organizations with a lot of cross-departmental collaboration across numerous projects might find it easier to separate files by category first and name second. That way, everyone in the marketing and production departments working with scripts and audio files for radio spots, for instance, can find those files without having to see files related to social media ads. The downside is that finding related client projects is tricky unless you add that information into a file naming structure.
  • Department: For large organizations with siloed departments that seldom interact, each department can have its own hierarchy. That keeps the marketing department’s files separate from the accounting department’s, for instance, but can result in confusion when departments do collaborate. Plus, it can be difficult to bring data about a single project together, although again, a good file naming structure can help.

We often get questions about how best to organize images. If they’re tightly related to particular projects, the easiest approach is usually to store them alongside other files in that project. For example, photos for a cookbook might live with the layout files within a folder for each chapter.

 

For graphically intensive fields with a very large number of images to track across multiple projects, particularly when any given image might be used in multiple contexts, consider moving to a digital asset management app that stores all your images, providing access through hierarchical categories and keywords or tags. Digital asset management apps are essentially databases for images and other media, enabling you to search and sort far more flexibly than with a simple folder hierarchy.

#3: Decide on a Consistent File Naming Convention

Although an organizational structure is important to help you find files quickly and work with related files, your file naming convention is even more important. You should be able to identify a file merely by glancing at its file name, even if it was moved outside its folder hierarchy. That’s especially true if files are shared outside your organization, where the recipient won’t see the folder hierarchy above the file. You can see this problem illustrated below: you can tell exactly what this Mailchimp.pdf file is from the folder structure, but would someone else have any way of knowing it’s a Belvedere Hotel-related invoice from 2022?

 

File names should be as specific and detailed as necessary for quick identification, preferably starting with a date or project name and including essential aspects of the organizational structure. Dates work well for any file that’s created on a regular basis—instead of the vague MailChimp.pdf, try 2022-09-29-Belvedere-invoice-MailChimp.pdf. Project names are better for one-offs, so instead of Chapter3.docx, use something like Second-Breakfasts-Ch03-recipes.docx. Note how both of those names integrate key aspects of organizational structure.

Three pieces of advice:

  • When you name files starting with the date, use the YYYY-MM or YYYY-MM-DD format to ensure that they sort well and can’t be confused with older or newer files.
  • Consistency is key. Stick to the conventions you decide to use and require that everyone else do so as well. Having one file name start with “Second-Breakfasts” and another with “2nd breakfasts” will cause confusion and annoyance.
  • When separating words, use a space, a hyphen (-), or an underscore (_). Spaces are the easiest to use but should be avoided for files destined for a website. We prefer hyphens because macOS interprets two words separated by an underscore as a single word when selecting, which can be irritating while editing file names.

#4: Identify Versions Clearly

Many files go back and forth between multiple people in a collaborative workflow. Building a versioning scheme into your file naming convention is essential to ensure that everyone knows which version is the most recent and who worked on which version. It’s tempting to use a single file, with each person renaming it as necessary, but we recommend archiving each version until the completion of the project to make it easy to see who did what and to recover from any file corruption or accidental deletion of data. When using a file server or shared folder, it’s best to make it clear when someone is actually working on the file to avoid collisions. Let’s assume in these steps that you and your editor are taking turns working on a Word file.

  1. Alongside the file in question, create a folder called CHECKED OUT and another called OLD.
  2. Move the file you’re working on into CHECKED OUT. Name the file however you like, but end it with your initials and the number 1, as in Second-Breakfasts-Ch03-layout-rte1.docx.
  3. After you make your changes, move the file back into the main folder and alert your editor that it’s available.
  4. When your editor wants to work on the file, they first make a copy of it in OLD to archive a version. Then they move the working copy into CHECKED OUT and rename it with their initials, incrementing the version number, as in Second-Breakfasts-Ch03-layout-afp2.docx.
  5. They edit the file, moving it back to the main folder when done and alerting you.
  6. You each then repeat Steps 4 and 5 as necessary, storing an archive copy in OLD, putting the working file in CHECKED OUT, renaming it with initials and the next version number, and then putting it back in the main folder when done.
  7. On the final revision, rename the file one last time, replacing the initials and version number with “final,” as in Second-Breakfasts-Ch03-layout-final.docx.

If you’re instead sending files back and forth via email, there’s no need for the CHECKED OUT folder, but you should both keep a copy of each version in OLD, just in case.

#5: Know When to Browse and When to Search

If you have a solid organizational structure, you should be able to jump right to the files you need by navigating the folder hierarchy, and if you’ve designed your structure well, you’ll browse for files most of the time. However, if a consistent file naming convention enables you to fall back on searching in certain situations:

  • You need to find files across multiple folders. For instance, if you store files by client but want to see all the invoices for all clients, a search on “invoice” is more effective than looking in each client folder separately.
  • There are too many files to work with fluidly. Imagine that you have an automated system that generates dated reports for multiple suppliers in a particular folder. If they’re sorted first by date and then by supplier, a search could help you filter the folder’s contents to a single supplier.
  • You don’t entirely understand the organizational structure or trust that others have followed it. This scenario is most likely when you weren’t the person to set things up. Hopefully, you at least have consistent file names to look for with your searches.

Apart from these situations, if you find yourself regularly resorting to a search, that may be a hint that you should revisit the organizational structure and make sure it works the way you need.

As you can see, there are numerous approaches for organizing and naming your files, and what makes sense for one group may not for another. If you’re having trouble deciding on the best approach, feel free to ask us for suggestions.

(Featured image by iStock.com/everythingpossible)

Apple’s 2022 Harvest: Four iPhones, Three Apple Watches, and New AirPods Pro

/in , , , , , /by

Apple’s September crop has ripened, and the company has once again picked a basket of new and updated hardware for us. At its Far Out event on September 7th, Apple unveiled four iPhone 14 models, three new or updated Apple Watch models, and the second-generation AirPods Pro.

After the announcement, Apple said that iOS 16 and watchOS 9 would become available on September 12th, with iPadOS 16.1 and macOS 13 Ventura to arrive in October. As we’ve said before, wait a week or two before installing iOS 16 and watchOS 9 on essential devices to avoid any last-minute bugs. Regardless of when you upgrade, make a backup right before, in case something goes wrong and you need to erase and restore.

Let’s look at each of the new products.

iPhone 14 Models Show Both Evolution and Innovation

With the new iPhones, Apple made a clean split between the regular and Pro models. On the lower end, Apple has the 6.1-inch iPhone 14 and the 6.7-inch iPhone 14 Plus—there is no iPhone 14 mini. On the high end, Apple pulled out all the stops for the iPhone 14 Pro and iPhone 14 Pro Max, again in those 6.1-inch and 6.7-inch sizes. Design-wise, the models are extremely similar to the iPhone 13, with squared-off sides and only very slight size changes.

For the most part, the iPhone 14 and iPhone 14 Plus aren’t meant to be technologically exciting, relying on the same A15 Bionic chip as last year’s iPhone 13 models. As it usually does, Apple put more attention into the cameras, switching to a new rear-facing 12-megapixel main camera with a larger aperture for better low-light performance and a new front-facing TrueDepth camera that boasts autofocus for the first time. Apple also introduced a new Photonic Engine that leverages hardware and software to improve mid- and low-light performance for all its cameras. On the video side, a new Action mode provides advanced stabilization for smoother action videos, and Cinematic mode now supports 4K video at 24 fps and 30 fps.

More innovative—and present in both the regular and Pro models—are a pair of technologies we sincerely hope you never have to use. Crash detection relies on a variety of sensors in the iPhone to detect the changes in acceleration, air pressure, and sound that accompany car crashes. In the event of a crash, the iPhone’s Emergency SOS feature offers to call emergency services and notify your emergency contacts.

Even more technologically impressive is Emergency SOS via satellite, which enables very low bandwidth text message communication with emergency services using satellites when there’s no cellular coverage. The feature will help you point your iPhone at fast-moving satellites overhead, and it asks vital questions to distill key facts for emergency responders because even short messages may take over a minute to get through. More commonly, you’ll be able to manually share your location via satellite using Apple’s Find My system when you’re without cellular or Wi-Fi connectivity. All this is coming in November 2022 and will be available only in the US and Canada at first.

Apple’s final change to both the regular and Pro models—at least in the US—is a switch to eSIM. None of the iPhone 14 models sold in the US will have SIM slots. Most carriers support eSIM at this point, and when traveling to other countries, US iPhone 14 users will need to find roaming plans that support eSIM instead of buying and installing a local SIM card.

The iPhone 14 Pro and iPhone 14 Pro Max boast more exciting changes. The most obvious change is the switch to an Always-On display, much like recent models of the Apple Watch. You’ll be able to view the new Lock screen imagery and widgets at all times without even touching your iPhone. Thanks to a 1 Hz display refresh rate and intelligent dimming of wallpaper, it won’t hurt battery life. And when you’re actively using the iPhone 14 Pro, the screen will be brighter than ever for easier reading in direct sunlight.

Apple also shrunk the Face ID and TrueDepth camera sensor package that occupies a notch on the regular iPhone 14 models and older iPhones. On the iPhone 14 Pro, it’s now a small black lozenge at the top of the screen that can’t display anything but is integrated into a new feature called the Dynamic Island. Alerts and notifications, and a new dynamic notification type called Live Activities, appear to zoom out of and back into the black lozenge, and Live Activities appear on either side. It’s a clever design trick to make you think that portion of the screen is being used.

The Dynamic Island and Always-On display are made possible in part by Apple’s new A16 Bionic chip, which offers more performance and better efficiency than any other smartphone processor. The A16 Bionic handles the most demanding workflows and graphics-intensive games, and it also powers the iPhone 14 Pro’s computational photography features, performing up to 4 trillion operations per photo.

On that topic, the iPhone 14 Pro introduces even more powerful cameras. The main rear-facing camera is now a 48-megapixel camera with a quad-pixel sensor that combines four pixels into one for most photos, improving low-light capture and reducing file size to the equivalent of a 12-megapixel camera. However, the iPhone 14 Pro can also shoot ProRAW photos with the full 48 megapixels to capture unprecedented detail for later processing. The quad-pixel sensor also enables a 2x optical zoom in addition to the improved telephoto camera’s 3x optical zoom. The new 12-megapixel ultra wide camera provides sharper macro shots, and the new front-facing TrueDepth camera offers better low-light performance and autofocus for improved selfies. Apple also enhanced the Adaptive True Tone flash to change its pattern based on the focal length, distributing the light where it’s most needed. Finally, the iPhone 14 Pro gains the same Action mode and Cinematic mode video improvements found in the other iPhone 14 models.

All four iPhone 14 models start at 128 GB of storage, and the Pro models offer a 1 TB tier for those shooting a lot of ProRAW photos or video. Here are the 128 GB prices—add $100 for 256 GB, $300 for 512 GB, and $500 for 1 TB:

  • iPhone 14: $799
  • iPhone 14 Plus: $899
  • iPhone 14 Pro: $999
  • iPhone 14 Pro Max: $1099

You can pre-order starting at 5 AM PDT on September 9th, with delivery and in-store availability on September 16th, except for the iPhone 14 Plus, which ships on October 7th. The iPhone 14 and iPhone 14 Plus come in five colors: midnight, blue, starlight, purple, and (PRODUCT)RED. The iPhone 14 Pro and iPhone 14 Pro Max come in deep purple, silver, gold, and space black. The third-generation iPhone SE ($429), iPhone 12 ($599), iPhone 13 mini ($599), and iPhone 13 ($699) remain for sale as well.

Generally speaking, we wouldn’t recommend upgrading from an iPhone 13 that’s serving you well unless you’re switching to the iPhone 14 Plus to get a larger form factor or to one of the Pro models for the ultimate in camera capabilities. It’s easier to recommend an upgrade from an iPhone 12 model or earlier, given the improved camera capabilities.

Apple Watch Line Expands with Apple Watch Ultra

This year, Apple introduced not just one new Apple Watch, but three! The second-generation Apple Watch SE provides a better entry-level option, the Apple Watch Series 8 takes over as the flagship model, and the Apple Watch Ultra brings new capabilities to extreme athletes, adventurers, and the rest of ​​us wannabes.

The second-generation Apple Watch SE doesn’t change much from the first-generation model. It has a 30% larger screen in the same 40mm and 45mm case sizes, it boasts the same S8 chip that powers this year’s Apple Watch Series 8, and it has new motion sensors that enable it to detect car crashes, just like the iPhone 14. But it still lacks the more-capable models’ Always-On display, blood oxygen sensor, ECG capability, and fast charging. It costs $249 for a GPS-only model or $299 for the GPS+Cellular model. The case is aluminum, and you can choose from midnight, starlight, and silver colors. You can order now for delivery on September 16th.

The Apple Watch Series 8 doesn’t change physically from the Series 7, but it gains a temperature sensor that Apple leverages for cycle tracking capabilities. We’re hoping Apple can get FDA approval to use the temperature sensor for other health-related options in the future—wouldn’t it be great if your Apple Watch could warn you that you might be getting sick? The Series 8 also gets the new motion sensors to detect car crashes, and travelers will be able to add a cellular Series 8 to an iPhone’s international roaming plan—likely for an additional fee—if the carrier in question supports it. The aluminum case comes in four colors—midnight, starlight, silver, and Product(RED)—and starts at $399 for GPS-only and $499 for GPS+Cellular. The stainless steel case comes in silver, gold, and graphite and starts at $699. Again, order now for delivery on September 16th.

Most interesting is the new Apple Watch Ultra. It’s a completely new design with a 49mm titanium case and a flat sapphire front crystal embedded in the case to protect against side impacts. At 14.4 millimeters, it’s thicker than the other two models, which are only 10.7 millimeters, so it may look ungainly on people with smaller wrists. It features a new Action button that apps can use for their own purposes, along with a larger Digital Crown and side button to make it easier to control with gloves. The Always-On screen is brighter than ever, making it readable in direct sunlight. The larger size also gives it better battery life, with 36 hours in normal usage and up to 60 hours with an extended battery optimization mode Apple says is still coming.

Apple beefed up other specs in the Apple Watch Ultra as well. A new dual-frequency GPS works better in conditions that can block GPS signals. It includes dual speakers and a three-mic array for better audio output and input, even in windy conditions. If you need help being found in the wilderness, it boasts an 86-decibel siren that can be heard up to 180 meters away. It’s IP6X dust resistant and meets the US military standard MIL-STD 810H for environmental conditions. You can even take it diving down to 100 meters, and with the Oceanic+ app coming in a few months, the Apple Watch Ultra can act as a full dive computer.

On the software side, the Apple Watch Ultra includes a new Wayfinder watch face that displays a compass and has a Night mode that switches to red on black for easier reading in the dark. A redesigned Compass app provides multiple views, a backtrack capability to retrace your steps, and waypoints for easier navigation.

The Apple Watch Ultra offers a choice of three bands: Alpine (nylon with a G-hook clasp), Ocean (a stretch elastomer with extensions to fit over wetsuits), and Trail (a nylon sport loop with a tab for easier adjusting). You can order now for $799, and it will ship on September 23rd.

Second-Generation AirPods Pro Improves on Previous Generation

Finally, Apple announced the second-generation AirPods Pro. Both the earbuds and the charging case look essentially the same, with the main subtle external change being that you can now adjust the volume with light swipes up and down on the stems of the AirPods Pro. A new extra small ear tip should make the AirPods Pro fit more people’s ears.

Instead, Apple focused its efforts on the internals of the AirPods Pro. A new H2 chip, coupled with a new low-distortion driver and custom amplifier, promises a better audio experience. The H2 chip also improves the Active Noise Cancellation feature, cutting out up to twice as much ambient noise, and the new Adaptive Transparency mode lets you hear what’s happening around you while simultaneously reducing noise from harsh sounds in the environment. When used with iOS 16, you’ll also be able to use Personalize Spatial Audio to customize what you hear based on the size and shape of your head and ears.

Perhaps most welcome is the additional 1.5 hours of listening time with Active Noise Cancellation that the new AirPods Pro offer. The charging case provides four additional charges for a combined total of 30 hours of listening time, 6 hours more than the previous model. You can now charge the case from an Apple Watch charger, a MagSafe charger, a Qi charger, or a regular Lightning cable. The new case is sweat- and water-resistant, includes a lanyard loop, and can be found when lost more easily thanks to a built-in speaker and support for Precision Finding in the Find My app when used with a compatible iPhone.

Pricing for the second-generation AirPods Pro remains the same at $249. You can order starting September 9th, and they’ll arrive starting September 23rd.

(Featured image by Apple)

Photos Library Showing Blank Thumbnails or Having Other Issues? Try This Trick to Repair It

/in , , , , , /by

The Photos app is usually a solid performer, but it does rely on a database behind the scenes, and corruption is a possibility. If you find that your Photos library is showing blank thumbnails or otherwise acting oddly, see if the Photos Repair Library tool can fix it. First, if Photos is open, quit it. Then launch Photos again while holding down the Command and Option keys at the same time. In the window that appears, click Repair. The tool might ask for your account password, and depending on the size of your library, the repair could take some time, so don’t interrupt it. If that doesn’t fix the problem, contact us—if all else fails, we can help you recover your original photos from within the Photos Library file.

(Featured image by iStock.com/fizkes)

Most Pantone Color Books for Adobe Creative Cloud to Require Pantone Connect License

/in , , , , , /by

Adobe says that Pantone Color Books will be phased out of Adobe Creative Cloud apps, starting with updates to Illustrator, InDesign, and Photoshop released after August 16, 2022. After November 2022, only three Pantone Color Books will remain: Pantone + CMYK Coated, Pantone + CMYK Uncoated, and Pantone + Metallics Coated. To access all other Pantone Color Libraries, Creative Cloud users will need to purchase a Pantone Connect license and access the libraries through the Pantone Connect plug-in. Pantone Connect costs $59.99 per year or $7.99 per month. For the most part, existing files should continue to work as before, although Adobe offers details of how files in Illustrator, InDesign, and Photoshop may be affected.

(Featured image based on an original by iStock.com/Kanizphoto)