by Felicien | Nov 20, 2017 | Education
Thanksgiving is almost here and like every year, the holiday serves as the perfect time to reflect on the people and the things we’re grateful to have in our life. Though we often take it for granted, something that everyone can be thankful for is the planet itself, and all the resources it provides. With a new season upon us, it’s the perfect time to remember just how grateful we should be for the environment.
However, in an increasingly crowded and competitive marketplace, the impact of modern business on the environment takes its toll. More and more, business owners are looking for ways to decrease their carbon footprint and take better care of the planet. Luckily, many business owners look to technology to help them ‘go green’ and reduce environmental impact. And as it turns out, going green does not have to negatively impact business budgets.
The Planet Will Thank You: How Businesses are Using Technology to Go Green
Taking care of the environment is critical, but many business owners understandably worry about the costs associated with reducing their carbon footprint. However, tech innovation is making it easier than ever for professionals to make decisions that are smart for business and the environment. Modern technology means that profitability and environmental sustainability need not be mutually exclusive.
Whether a business is looking to go paperless, cut power usage or reduce business travel, technology offers an increasingly wide range of solutions that can help business owners play their part when it comes to environmental sustainability – while also staying within or below budget. Budget-friendly and environmentally-friendly? What’s not to be thankful for?
Let’s look at the top 3 strategies for going green with business technology:
Environmentally Friendly Tech Strategy #1 – Go Paperless
This one is straightforward. The less you need paper in your office, the fewer trees will be cut down to supply it. More trees in the forest mean more oxygen for the planet and so on. Most businesses have already made the switch to digital, but if you’ve been putting it off, the time is now.
Switching from hardcopy documentation systems to digital or cloud-based platforms isn’t just about saving the trees either. Making the switch poses huge business benefits as well. Sick of that chaotic desk full of paperwork? Wondering where you put that important invoice? Shocked at how much you’re paying for ink? In addition to helping the environment, going paperless saves time, sanity and capital.
Environmentally Friendly Tech Strategy #2 – Cut Power Usage
Safe to say most business owners would agree that a reduced hydro bill would be nothing to complain about. Technology is great for business, but many business owners realize that the more devices used onsite, the higher the electricity bill.
However, as technology continues to evolve, devices are being designed with power-usage in mind. Proper recycling of old servers, computers, and printers to make way for new, power-friendly replacements may seem like a big investment, but in the long run, the planet – and your wallet – will thank you.
Environmentally Friendly Tech Strategy #3 – Reduce Business Travel
One of the greatest things about the modern business world is that businesses can operate across the globe. No matter the industry, a growing number of businesses are expanding into international markets or working with vendors from across the globe.
Worldwide business is great, but getting face-to-face with international clients or service providers can result in a lot of cross-country flights and air pollution. Not to mention the cost of roundtrip business flights, plus accommodations. Luckily, technology has an answer for that too. Expanding communication capabilities like Skype and remote access solutions minimize the need for unnecessary travel and make global collaboration a breeze.
We live in a fast-paced and increasingly tech-based business environment. Technology is transforming everything about modern commerce. It’s a no-brainer that we should be using tech developments to improve our relationship with the environment as well. That’s why, as your counting your blessings this Thanksgiving, be sure to reflect on how lucky we are to be able to breathe the air and think about how your business can reduce its environmental impact.
There is nothing more important than protecting the habitat we all share, and technology can empower business owners to do just that. The best part? Between savings on paper, power and travel, going green is defined by cost-reduction. For business owners looking to stay competitive in a modern business market, staying environmentally friendly is just good business sense.
If your business is looking to reduce your carbon footprint, take a look at your technology infrastructure. Find out areas for improvement and make sure your network is set up to help you and the environment.
If you need a hand implementing some environmentally friendly tech strategies, reach out to a local technology firm for a consultation. Doing your part for the planet doesn’t have to mean a hit to your bottom line.
by Felicien | Nov 17, 2017 | Education
Black Friday deals seem like they begin earlier every year. Most of the bigger retailers don’t even wait until Friday to roll out the specials on big-ticket or most wanted items. We are here to offer you some insight into this year’s tech deals. Whether it’s about a new 4K TV or how to get that great new gaming system running, we will do our best to help make your Black Friday tech shopping a bit less stressful.
Once again, this year the deals (and lines) will begin at 6:00PM on Thursday, Thanksgiving Day at most retailers. But is it worth your time and aggravation to wait in line half the day or more on Thanksgiving, or should you stay home and overeat on turkey and stuffing? After all, the same retailers will have the same items available (mostly) on their website for the same prices and quantities, but with less physical violence over a toaster oven.
First, we’ll look at Best Buy. The electronics giant seems to be bucking trends and will open at 5:00PM Thursday night, then reopen at 8:00AM Friday morning. Their ad is highlighted by 4K TVs and deals on video games, movies, and phones/tablets. The 4K TVs have savings ranging from $150 off to $350 off, depending on brand and size. In particular, the Sharp 50” 4K TV is only available in stores and will be on sale for $180, a savings of $320!
There are savings (albeit small) on Amazon Kindle Fire, Apple iPad Mini 4, and loads of accessories for your TV or gaming system. Several Chromebooks are also on sale, most over $100 off. The big one to watch here is the Microsoft Surface Pro Core M, which is on sale for $629 (that’s $370 off!).
On the gaming side, Best Buy is offering a PS4 1TB console for $199, a savings of $100 off retail. That’s a good deal for the PlayStation fan on your list. Best Buy will have the Xbox One S 500GB console for $229, which is $40 more than both Wal-Mart and Target. However, getting the console at Best Buy will also net you a free second wireless controller and a downloadable copy of Madden 18 video game. This amounts to $50 off the console and $120 worth of extras for free. Or you can get the Xbox One S on its own for $189, which matches Wal-Mart and Target’s price. Either way, expect quantities to be severely limited.
If you’re desperate for a new 4K TV or getting that free football game with your Xbox, I suppose standing in line could be viable. But in all honesty, is it worth it when you could be sitting on your couch and order the same items from your phone, getting the same deals and free shipping?
CompNetSys wants you to have a happy Thanksgiving and a productive Black Friday experience. Look for more Black Friday tips from us tomorrow.
by Felicien | Nov 17, 2017 | Education
Discover how to use Microsoft Outlook to ensure HIPAA compliance and avoid costly fines. It’s a complex process, and you need to know the ins and outs.
Is Microsoft Outlook HIPAA compliant? The straightforward answer is “no.” Companies do not achieve HIPAA compliance by using it on its own. Steps must be taken to ensure compliance with HIPPA and HITECH’s Act. Keep in mind that there isn’t any email platforms or software that can be fully compliant. It’s more about how the technology is used. It also depends on which version of Outlook is used. In general, for an email service to be HIPPA compliant, it must have security features to ensure that the interception of sensitive data cannot take place. In addition, platform providers must sign a Business Associate Agreement (BAA) with HIPPA-covered organizations. This agreement covers security, privacy, and breach notification regulations. While Microsoft has already taken action to make its services suitable for healthcare providers by using a BAA, it doesn’t cover all of the company’s services and software.
A Close Look at Outlook and Office 365
The Outlook email platform and Office 365 are two different products. This email platform should not be used by healthcare entities. Office 365 is appropriate for healthcare organizations and has the BAA. However, it must be the right version – Enterprise E or E5. These versions can be HIPAA compliant because they have the ability to wipe data on mobile devices, have data loss prevention and offer encryption. At the same time, these versions must incorporate :
Maintained audit logs
Configured properly
Sign on and factor authorization enabled
Data backups
Employee training
It is these features and controls that make it HIPAA compliant. It’s important to note that signing a BAA doesn’t equal HIPAA compliance. According to Microsoft, “Your organization is responsible for ensuring that you have an adequate compliance program and internal processes in place and that your particular use of Microsoft services aligns with HIPAA and the HITECH Act.”
What Is HIPAA and the HITECH Act
Both of these acts are US federal laws. These acts are designed for healthcare organizations and companies, such as hospitals and physician offices. They focus on the requirements for the safeguarding and disclosure of individual health data. Plus, they also require signed BAAs, which focus on security and patient privacy.
Healthcare organizations can use the Exchange Online Protection (EOP) to configure Outlook 365. It’s a cloud-based email filtering service that wards against malware and spam. There are also additional features to safeguard against messaging-policy violations. All around, being HIPAA compliant can be achieved with the proper configuration.
Healthcare organizations can create HIPAA DLP policies right in Office 365. “The default HIPAA rules scan emails and use ‘U.S. Social Security Number (SSN)’ or ‘Drug Enforcement Agency (DEA) Number’ as triggers. Additionally, U.S. Passport Number, U.S. Bank Account Number, U.S. Driver’s License Number, U.S. Individual Taxpayer Identification Number (ITIN) can be added to the checklist from available templates.”
Ensuring HIPAA compliance requires proactive strategies and using the right technology. HIPAA violations and compliance issues are costly. The cost of not preventing these incidents can tally up to $1,000 for each breach. As more and more healthcare organizations are electronically transmitting patient records to medical facilities and specialists, it’s important to ensure that all of that information is secure.
HIPAA Compliance and the Cloud: It’s Complex
Today, more and more healthcare organizations are moving their electronic communications to the cloud to save money. This transition allows for a cutback in storage expenses and hardware. At the same time, it expands the scope of HIPPA regulations. Healthcare organizations must also ensure that their vendors are HIPAA compliant. This makes it more difficult than ever to maintain compliance. “When a covered entity enlists a cloud service like Microsoft Office 365, Gmail, or Google Apps for Work for email and file sharing, that entity’s digital information must be stored on and shared across that vendor’s servers.” Clearly, one can see why it’s so difficult to stay compliant.
Vendors must complete preventative tasks and stay HIPAA compliant also, such as:
Establishing procedures for a security breach
Implementing procedures for audit logs, access reports, and security tracking
Assigning unique indicators for identifying employees
Training employees
Tips for Staying HIPAA Compliant
It’s always smart to get a HIPAA compliance scan once a year. This type of scan is designed to pick up on everything. You also need to get a domain. It’s centrally managed and included security features. Add encryption to all of your mobile devices. It’s just one more strategy to keep your data safe and secure. Manage passwords and automatic log off. It’s the easiest way to meet HIPAA standards. Keep in mind that HIPAA standards also require a business-level email with end-to-end security. Use a business-grade firewall. These firewalls are equipped with extra security features to ward off a security attack. In addition, use an outsourced IT company or have an in-house professional IT staff. This will help ensure that security updates are well-monitored and consistently implemented. While becoming and staying HIPAA compliant is a complex process, you can close the security gap with the right steps and strategies. Do it right, and you can avoid those costly and unnecessary fines. If your healthcare organization needs help with becoming and staying HIPAA compliant, contact a third-party IT management company to learn more about the process.
by Felicien | Nov 16, 2017 | Education
Strategic Deductions: How the Section 179 Tax Code Saves Business Dollars
Cutting overhead costs is critical to remaining strategic in a fast-moving, highly competitive business environment. However, no business wants to make cuts to critical business resources. More and more, business owners are looking for the small and strategic ways to reduce cost without having a negative impact on overall operations in the name of pinching pennies.
Luckily, tax breaks for businesses offer the perfect opportunity to cut costs without sacrificing any elements of core business strategy. However, most business owners would agree, these tax breaks are often few and far between. However, Section 179 is a nationwide, annual tax code that every American business owner should be aware of and take advantage of.
Breaking Down the Tax Code: Why was Section 179 Created?
Section 179 is an IRS tax code specifically designed to help business owners cut overhead costs. Specifically, the code allows for increased savings for business owners come tax season. Section 179 allows business owners to deduct the full amount of business equipment purchases within a calendar year.
The IRS Section 179 deduction was enacted to help small businesses take a depreciation deduction for certain assets in one year, rather than depreciating them over a longer period of time (typically over a 5 to 6 years).
Why You Should Care: Understanding the Strategic Benefits of Section 179 for Business Owners
The benefits of Section 179 for SMBs are twofold. First, and most obviously, the tax break allows business owners to save valuable dollars at tax time. This positively affects your bottom line. It allows business owners to make an outright deduction, equal to the full purchase price of a qualifying piece of equipment. This helps businesses reduce taxable income, and ultimately alleviate business tax burdens.
Second, it offers a great incentive for business owners to finance or invest in a wide variety of business equipment and resources. With the ability to deduct the full purchase price, businesses are able to more strategically implement company equipment and resources to address needs.
Defining Business Equipment: What Equipment Qualifies and What Doesn’t under Section 179
Before business owners hop on the Section 179 bandwagon, it’s critical to have a baseline knowledge of what’s deductible and what’s not. The last thing any business owner wants is to make a huge investment only to find out it’s not deductible under Section 179.
Let’s look at what business equipment is deductible and what’s not covered:
QUALIFIES:
Servers
Networking Equipment / Switches
Phone Systems
Routers & Firewalls
Computers
Laptops
Monitors
Wireless Internet
Copiers
Printers
Scanners
Storage Devices
Battery Backups
Non-customized, off-the-shelf software
DOESN’T QUALIFY:
Real Estate
Permanent Structures / Buildings
International Property
Gifted or inherited equipment
Used equipment
Basically, qualified equipment is any tangible, depreciable, personal property which is acquired for use in the active conduct of a trade or business. However, because business owners acquire equipment in a variety of ways, it’s important to note the specific coverage for different types of equipment purchase.
Here’s the kind of purchases that are covered:
Qualified equipment purchased using cash, debit or credit.
Qualified equipment acquired through $1 buy out leases.
And here’s the kind that isn’t covered:
Fair Market Value (FMV) leases aren’t deductible, generally due to shorter terms and lower monthly payments than a Capital Lease or bank loan. For business owners, FMV lease payments are 100% tax deductible as an operating expense but not a capital expense since the equipment is not seen as a purchase. Also, important to note that equipment rental agreements don’t qualify either as ownership doesn’t rest with the business.
Tax Code Limitations: Understanding Section 179 Parameters for Deduction
In addition to qualification considerations, there are some other Section 179 mandates that business owners should know. Check out some of the key limitations of Section 179 below:
A deduction cap of $500,000
A 50% bonus deduction after $500,000 is reached
Deductions can’t reduce the taxable income below $0.
Also, equipment must be purchased and put into service in the year in which deduction claims are made. Putting equipment into service means it must be set up, working, and in use. Buying equipment and then letting it sit around to gather dust doesn’t count.
Doing the Math: How Section 179 Saves Taxable Income for Business Owners
Here’s how the traditional Modified Accelerated Cost Recovery System (MACRS) works:
Say a business with a gross income of $100,000, buys out a $1 phone system valued at $20,000.
The MACRS method of depreciation only allows you to deduct 20% in the first year ($100,000 x 20% = $20,000 in depreciation).
This reduces a company’s taxable income to $80,000.
However, under the Section 179 Depreciation:
Say a business has a gross income of $100,000, and you buy out a $1 phone system valued at $100,000.
The Section 179 Deduction depreciation method allows businesses to depreciate the full amount in one year ($100,000).
This reduces a company’s taxable income to $0.
Not Just About Savings: How Section 179 Can Also Help Businesses Optimize Operations
Imagine a business employs 20 people who are currently working on an old, slow server. If management invests in a new server under Section 179, it translates to huge time savings for all employees, boosting productivity and morale. In fact, a new server can save an average of 15 minutes of business time per employee, per day. That translates to 1300 saved business hours every year.
Now, let’s imagine that impact across different industries:
If a physician saves 15 minutes per day they can see 130 more patients per year at 30 minutes per visit.
If an attorney saves 15 minutes per day, they can do an additional annual billing at $300 per hour which equals $20,000.
If a real estate broker or sales agent saves 15 minutes per day, they can make more appointments, more calls, and more commission.
That amounts to big changes. Depending on the equipment purchases your company has made this year or has planned, there are huge benefits to be taken advantage of in Section 179. Getting to know the code is the first step. Also, it’s important to remember that for 2017 Section 179 deductions, equipment must be purchased and in place by midnight on December 31st, 2017.
That leaves LESS THAN TWO MONTHS to take advantage of equipment deductions in the upcoming tax season. If you have questions about Section 179 or want guidance on choosing and implementing new equipment, reach out to a local technology firm for a consultation. Tech experts can ensure you make the most of your equipment and software investments.
by Felicien | Nov 16, 2017 | Education
Grateful for Optimization: Why We’re Celebrating Tech Innovation This Thanksgiving
For today’s business owners, technology is tightly woven into everything they do. A strong IT platform is literally the foundation of every modern business, however, it’s become second nature, so its contributions are often overlooked or undervalued. Professionals become so used to technology being a core part of business operations, that they rarely stop to consider just how big of an impact technology truly makes.
Counting Our Blessings:
The Reasons To be Thankful for Business Technology
It goes without saying that if a company’s technology infrastructure were to fail suddenly, operations would halt. This could result in countless business hours and opportunities lost. A strategic and reliable technology system that literally keeps your business functioning? Now that’s something to be grateful for.
However, the real benefits of modern technology go beyond basic functionality and productivity. It’s the way technology has transformed the very business landscape itself that gives professionals the real reasons to be thankful. A huge part of that that innovation has been focused on web optimization in the Cloud.
Have You Thanked the Cloud Lately?
Understanding How the Cloud Changed Business
Recent years have seen a surge of Cloud innovation for business. The Cloud has made it easy for businesses to cut costs and optimize processes without making compromises that impact productivity. No matter the size, shape or industry, any business stands to benefit from Cloud migration. Here are the top reasons why:
CENTRALIZATION OF DATA
The Cloud offers business owners the ability to centralize business apps and data in one, easily accessible and scalable place. Business owners can also take advantage of administrative controls in Cloud platforms. This allows business leaders to keep a finger on the pulse of all business operations in one place.
STORAGE & BACK UP SOLUTIONS
In the Cloud, business necessities like data storage and backups are simplified and scalable to meet changing needs and growing business demands. Additionally, recent developments in Cloud security tools, making it the safest place to store and backup data.
ACCESSIBILITY
Increased accessibility is another huge benefit of the Cloud. Increased accessibility allows businesses to transform their approach to collaborating, sharing information and completing projects. Simply put, the Cloud frees employees from the confines of their office, giving them the freedom to work from anywhere at any time.
Tech Innovation Translates into Business Benefit
In terms of actual infrastructure, there are countless Cloud-hosted solutions designed specifically for business. As mentioned, these solutions help centralize and streamline business data and strategically manage mobility and remote access.
Here are some the leading core business tasks that the Cloud optimizes:
Communication & Collaboration
Having all business applications and data centralized in the Cloud makes it easier than ever for teams to stay connected with clients and colleagues. From dynamic email platforms and strategic tools for real-time collaboration, the Cloud offers an entirely new way to enhance teamwork and keep lines of communication strong.
Security & Access
Many business owners are wary about migrating to the Cloud because of security concerns. However, Cloud platforms offer business owners a variety of ways to keep lines of defense strong. Cloud platforms are designed with built-in threat detection and alert tools to help business owners stay ahead of threats. Cloud platforms also offer dynamic controls that manage access to mission-critical data and applications, which makes security management a breeze.
Monitoring & Reporting
Cloud computing platforms also allow business owners to keep a constant finger on the pulse of business functionality and productivity. Dynamic monitoring and reporting tools not only help business owners keep platforms secure, they also help them identify areas for optimization and increase efficiency.
Limitless Potential: Reflecting on the Cloud’s Strategic Benefits
By removing limitations on when and how employees can get work done, businesses can better tailor services to suit the needs of clients. That flexibility is fantastic for business leaders as well. The Cloud increases the ability to address business more immediately, from anywhere with an internet signal. This makes it easier for business leaders to better manage their team, follow up on leads and address urgent issues as they happen.
Even if issues arise outside business hours, the Cloud makes it possible for business leaders to free themselves from their desk and avoid back and forth trips to the office. Requests can be handled from home and on mobile devices, no matter how far from the office you are or what time of day it is. This allows for increased productivity, a streamlining of business resources and frees up time to secure new business. Who isn’t grateful for increased profit margins?
Thanks to the Cloud, boosts to efficiency and productivity have allowed business owners to be much more strategic. Additionally, the Cloud has transformed business operations across countless industries, making the lives of countless professionals easier. In fact, Cloud has become so valuable to business owners, if often makes one wonder what we ever did without it.
Does your company’s IT infrastructure leave you feeling grateful? If not, reaching out to a local technology firm for guidance could transform your approach to business technology.
If your business technology doesn’t make your life easier, it’s time to make a change. Technological innovation is constantly changing the way professionals do business – take advantage and build an IT infrastructure that you and your employees can be thankful for.
