Organizing Your Digital Files: 11 Helpful Tips

by Jacob Acker | Apr 14, 2023 | Digital Files

11 of our most helpful digital file organization tips:

In today’s world, we rely more and more on digital files for work and personal use. That’s why it’s important to have a system in place for managing them. A well-organized digital filing system can save you time, reduce stress, and help you stay productive. This article will provide 11 tips for effectively organizing your digital files, regardless of whether you work remotely or in an office setting.

1. Start with a plan:

Before you start organizing your files, take some time to think about what categories or folders will make sense for your needs. Consider the types of files you work with, as well as any specific projects or tasks you’re working on. This will help you create a structure that is easy to use and navigate.

2. Use descriptive file names

When you’re naming your files, be sure to use clear and concise language that accurately reflects the content of the file. This will make it easier to find files later on, and will also help you avoid confusion if you have multiple files with similar names.

3. Establish a file naming convention

In addition to using descriptive file names, consider establishing a file naming convention that you can apply consistently across all your files. This could include elements like dates, project codes, or file types, depending on your needs.

4. Organize files by date

If you’re working on a project that has a clear timeline, consider organizing your files by date. This will make it easier to track progress over time and ensure that you’re always working with the most up-to-date information.

5. Organize files by project

If you’re working on multiple projects at once, consider organizing your files by project. This will help you keep everything related to a particular project in one place, making it easier to stay organized and focused.

6. Use subfolders

If you have a lot of files within a particular category or project, consider using subfolders to further organize your files. This will help you keep everything organized and easy to find.

7. Use cloud storage

Cloud storage services like OneDrive or Dropbox can be a great way to store and organize your digital files. Not only do they provide a secure way to store your files, but they also make it easy to access your files from anywhere.

8. Use tags

Some file management systems allow you to add tags to your files, which can help you find files quickly and easily. Consider using tags to identify files by topic, project, or other relevant criteria.

9. Use a digital file management tool

There are a variety of digital file management tools available, such as Evernote, Trello, or Google Drive, that can help you organize and manage your files more effectively.

10. Regularly review and purge files

It’s important to regularly review your files and delete any that are no longer needed. This will help you keep your digital space organized and ensure that you’re only working with files that are relevant to your current projects.

11. Backup your files

Finally, be sure to backup your files regularly to avoid the risk of losing important data. This could include backing up to an external hard drive or using a cloud backup service.

Organizing digital files is essential for staying productive and reducing stress in today’s digital age. By following these 11 tips, you can develop a system that works best for you and ensures that you always have the information you need at your fingertips.

Why SOC 2 Compliance Matters for Data Security

by Jacob Acker | Apr 12, 2023 | SOC 2

Why is SOC 2 Compliance important?

In today’s digital age, the security of information has become increasingly important. Many companies rely on third-party service providers to handle sensitive information such as financial and personal data. These service providers must be trustworthy and reliable when it comes to securing this information. SOC 2 is a standard used to ensure that third-party service providers meet certain requirements when it comes to data security.

SOC 2 is a set of standards created by the American Institute of Certified Public Accountants (AICPA) that focuses on the controls in place for information security, confidentiality, and privacy. It is based on five Trust Service Principles (TSPs) – security, availability, processing integrity, confidentiality, and privacy. The SOC 2 audit assesses a service provider’s ability to meet the requirements of each of these TSPs.

Why do you need it?

There are several reasons why a company may need SOC 2 compliance.

First and foremost, it is becoming increasingly common for clients to require SOC 2 compliance from their service providers. Many clients want to ensure that their data is being handled securely and that their service providers have adequate controls in place to protect their information.

By having a SOC 2 report, service providers can demonstrate to their clients that they have undergone an independent audit and have met the necessary standards.

In addition to client requirements, SOC 2 compliance can also help companies to improve their overall security posture. The audit process involves a thorough assessment of a company’s controls and can identify weaknesses or areas for improvement. By addressing these issues, companies can improve their security and reduce the risk of data breaches or other security incidents.

What are some other benefits?

Another benefit of SOC 2 compliance is that it can help companies to stand out from their competitors.

With so many service providers in the market, having a SOC 2 report can help to differentiate a company and demonstrate their commitment to security and privacy.

This can be particularly important in industries where data security is a top concern, such as healthcare or financial services.

Finally, SOC 2 compliance can help to mitigate the risk of legal or regulatory action. With increasing regulations around data privacy and security, companies that fail to adequately protect their clients’ data can face significant legal and financial consequences.

By undergoing a SOC 2 audit and meeting the necessary standards, companies can demonstrate that they are taking steps to protect their clients’ data and reduce the risk of legal or regulatory action.

If you are a service provider that handles sensitive information, it is important to consider SOC 2 compliance as a way to protect your clients’ data and improve your business.

We’re one (1) of the very few IT providers in the State of Michigan that are SOC 2 Type 1 Audited. We can help you get started!

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Outlining the CMMC Process: Gap Analysis and SPRS Score

by Jacob Acker | Apr 6, 2023 | Cybersecurity Maturity Model Compliance

Perform a Gap Analysis

What’s a gap analysis and why is it necessary?

Great question…

A gap analysis is the process of identifying the gaps between your organization’s current cybersecurity practices and the practices required by the CMMC framework.

A gap analysis helps organizations identify the areas where they need to improve to meet the certification requirements.

Gap Analysis Process

The process involves reviewing your current policies, procedures, and controls to identify any areas that need to be updated or improved.

We take two to three (2 to 3) virtual or in-person meetings to determine where your company currently stands with CMMC requirements.

What’s the Result of a Gap Analysis?

The result of a gap analysis is a report that highlights the gaps between your current practices and the CMMC requirements. This report can be used to develop a plan to address the gaps and achieve compliance.

That’s where we come in.

Our cyber security professionals review your assessment and provide recommendations through conversations with you about how to make CMMC work best for your company.

Deliverables involved:

Gap Analysis
SPRS Score
A detailed quote for any requested IT or policy services

What’s a SPRS Score?

The SPRS score is a rating system used by the Department of Defense (DoD) to assess the cybersecurity practices of its suppliers.

The SPRS score is based on a cybersecurity assessment questionnaire that suppliers must complete.

The questionnaire evaluates the supplier’s compliance with the cybersecurity requirements outlined in the Defense Federal Acquisition Regulation Supplement (DFARS) and the NIST SP 800-171 cybersecurity framework.

The SPRS score ranges from 0 to 110, with a higher score indicating better compliance. A score of 110 is required for suppliers to be eligible to bid on certain contracts.

In the context of CMMC compliance, the SPRS score is used to assess a supplier’s readiness to achieve certification. The SPRS score can help organizations identify areas where they need to improve to meet the certification requirements. The score is used by the DoD to prioritize suppliers for assessment and to monitor the cybersecurity practices of its suppliers.

Why You Need Gap Analysis and SPRS Score for CMMC?

In summary, gap analysis and SPRS score are important tools for organizations seeking to achieve CMMC compliance. Gap analysis helps organizations identify the areas where they need to improve to meet the certification requirements, while SPRS score is used to assess a supplier’s readiness to achieve certification and to monitor the cybersecurity practices of its suppliers.

How to identify if you need CMMC?

by Jacob Acker | Feb 15, 2023 | Compliance, Cybersecurity Maturity Model Compliance

Identify CMMC

Before we identify CMMC, we must understand Controlled Unclassified Information (CUI).

CUI is an important factor in achieving CMMC, because protecting CUI is a key component of cybersecurity.

The CMMC model is a framework that helps organizations assess and improve their cybersecurity posture. It’s designed to help organizations achieve a baseline level of cybersecurity maturity that aligns with their risk management goals and objectives.

One of the key security controls in CMMC is the protection of CUI. Organizations that handle CUI must ensure that they are safeguarding this information in accordance with applicable laws, regulations, and guidance. This includes identifying and marking CUI appropriately, as well as implementing the appropriate security controls to protect it.

Understanding CUI (Classified Uncontrolled Information)

CUI is a category of sensitive but unclassified information that is regulated by the US government. To ensure that CUI is appropriately safeguarded, specific markings and controls are used to identify it. They are:

1. Banner & Footer Markings

These markings may include a statement indicating that the document contains CUI and should be handled accordingly. For example, a banner marking might read “Controlled Unclassified Information – Do Not Release Without Authorization.” Footer markings may include the specific CUI category and subcategory.

Pro-tip: There is no requirement to add the “U,” signifying unclassified, to the banner and footer as was required with the old FOUO marking (i.e., U//FOUO).

CUI markings in classified documents will appear in paragraphs or subparagraphs known to contain only CUI and must be portion marked with “(CUI).” “CUI” will not appear in the banner or footer.

Last tip – there will be an acknowledgement added to the warning box on the first page of multi-page documents to alert readers to the presence of CUI in a classified DoD document.

2. Category & Sub-Category Markings

These are used to identify the type of information and the level of protection it requires. Categories may include areas such as “Legal,” “Financial,” or “Defense.” Subcategories provide further specificity within each category. For example, within the “Defense” category, subcategories may include “Weapons Systems Design” or “Military Operations.”

3. CUI Basic vs. CUI Specified

CUI Basic refers to information that is not specifically listed in the CUI Registry but still requires safeguarding. CUI Specified refers to information that is specifically listed in the CUI Registry and has a designated category and subcategory. CUI Specified will also be marked with (SP-) on the document.

4. Limited Dessimination Controls

Limited dissemination controls are used to restrict the distribution of CUI to authorized individuals only. This may include controls such as password protection, access controls, or encryption.

5. Portion Markings

Portion markings are used to identify specific sections of a document that contain CUI. This allows individuals to quickly identify which portions of the document are sensitive and require protection. Portion markings may include labels such as “CUI,” “FOUO” (For Official Use Only), or “Limited Distribution.”

Quick side note: if Portion Markings used in one part of the document, they must be used throughout the entire document.

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Why You Should Choose ICS Data for Third-Party Patching

by Jacob Acker | Feb 14, 2023 | Third-Party Patching

What is Third-Party Patching?

Third-party patching is an essential aspect of cybersecurity that many organizations often overlook. Cybercriminals often exploit vulnerabilities in popular software like Adobe, Firefox, and Chrome to launch cyberattacks. Thus, it is crucial to keep these applications up-to-date to reduce the risk of cyber threats. However, updating your operating system alone won’t resolve patching.

Why you should choose ICS Data for Third-Party Patching

Our most significant point of difference in third-party patching is that we test operating systems and updates ourselves – prior to executing any changes for our clients.

In addition, we provide timely and relevant notifications on patch releases, and we work closely with our clients to determine which patches are most important to their infrastructure.

Tired of wasting time on computer updates?

We’ve got you covered…

We save you time by updating all of your machines overnight – this means you don’t have to worry about disrupting daily operations to install patches manually.

Our 24 to 7 performance monitoring ensures real-time detection of potential security threats.

Why is third-party patching so important?

According to the *2021 Data Breach investigations Report by Verizon, 85% of data breaches involved a human element and 61% involved the use of stolen or weak credentials. Additionally, the report found that 39% of data breaches were initiated through web applications.

These statistics highlight the importance of keeping software applications up-to-date and patched to reduce the risk of cyberattacks. Unpatched vulnerabilities in operating systems and applications can be easily exploited by cybercriminals to gain access to sensitive data and systems.

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*Source: Verizon. (2021). 2021 Data Breach Investigations Report. Retrieved from https://enterprise.verizon.com/resources/reports/dbir/