10 Tips to Get the Most Out of Your Microsoft 365 Apps

Picture this: your business’s front door is locked tight, alarm systems are humming, and firewalls are up, but someone sneaks in through the back door, via a trusted vendor. Sound like a nightmare? It’s happening more often than you think. Cybercriminals aren’t always hacking directly into your systems anymore. Instead, they exploit the vulnerabilities in the software, services, and suppliers you rely on every day. For small businesses, this can feel like an impossible puzzle. How do you secure every link in a complex chain when resources are tight? That’s where reliable IT solutions come in. They help you gain visibility and control over your entire supply chain, providing the tools to spot risks early and keep your business safe without breaking the bank. A report shows that 2023 supply chain cyberattacks in the U.S. affected 2,769 entities, a 58% increase from the previous year and the highest number reported since 2017 . The good news is you don’t have to leave your business exposed. With the right mindset and practical steps, securing your supply chain can become manageable. This article walks you through easy-to-understand strategies that even the smallest business can implement to turn suppliers from a risk into a security asset. Why Your Supply Chain Might Be Your Weakest Link Here’s the harsh truth: many businesses put a lot of effort into protecting their internal networks but overlook the security risks lurking in their supply chain. Every vendor, software provider, or cloud service that has access to your data or systems is a potential entry point for attackers. And what’s scarier? Most businesses don’t even have a clear picture of who all their suppliers are or what risks they carry. A recent study showed that over 60% of organisations faced a breach through a third party, but only about a third trusted those vendors to tell them if something went wrong. That means many companies find out about breaches when it’s already too late, after the damage is done. Step 1: Get a Clear Picture: Map Your Vendors and Partners You might think you know your suppliers well, but chances are you’re missing a few. Start by creating a “living” inventory of every third party with access to your systems, whether it’s a cloud service, a software app, or a supplier that handles sensitive information. List everyone: Track every vendor who touches your data or systems. Go deeper: Look beyond your direct vendors to their suppliers, sometimes risks come from those hidden layers. Keep it current: Don’t treat this as a one-time job. Vendor relationships change, and so do their risks. Review your inventory regularly. Step 2: Know Your Risk: Profile Your Vendors Not all vendors carry the same weight in terms of risk. For example, a software provider with access to your customer data deserves more scrutiny than your office supplies vendor. To prioritise, classify vendors by: Access level: Who can reach your sensitive data or core infrastructure? Security history: Has this vendor been breached before? Past problems often predict future ones. Certifications: Look for security certifications like ISO 27001 or SOC 2, but remember, certification isn’t a guarantee, dig deeper if you can. Step 3: Don’t Set and Forget: Continuous Due Diligence Treating vendor security like a box to check once during onboarding is a recipe for disaster. Cyber threats are evolving, and a vendor who was safe last year might be compromised now. Here’s how to keep your guard up: Go beyond self-reports: Don’t rely only on questionnaires from vendors, they often hide problems. Request independent security audits or penetration testing results. Enforce security in contracts: Make sure contracts include clear security requirements, breach notification timelines, and consequences if those terms aren’t met. Monitor continuously: Use tools or services that alert you to any suspicious activity, leaked credentials, or new vulnerabilities in your vendor’s systems. Step 4: Hold Vendors Accountable Without Blind Trust Trusting vendors to keep your business safe without verification is a gamble no one should take. Yet, many businesses do just that. To prevent surprises: Make security mandatory: Require vendors to implement multi-factor authentication (MFA), data encryption, and timely breach notifications. Limit access: Vendors should only have access to the systems and data necessary for their job, not everything. Request proof: Ask for evidence of security compliance, such as audit reports, and don’t stop at certificates. Step 5: Embrace Zero-Trust Principles Zero-Trust means never assuming any user or device is safe, inside or outside your network. This is especially important for third parties. Key steps include: Strict authentication: Enforce MFA for any vendor access and block outdated login methods. Segment your network: Make sure vendor access is isolated, preventing them from moving freely across your entire system. Verify constantly: Recheck vendor credentials and permissions regularly to ensure nothing slips through the cracks. Businesses adopting Zero-Trust models have seen a huge drop in the impact of vendor-related breaches, often cutting damage in half. Step 6: Detect and Respond Quickly Even the best defences can’t guarantee no breach. Early detection and rapid response make all the difference. Practical actions include: Monitoring vendor software: Watch for suspicious code changes or unusual activity in updates and integrations. Sharing threat info: Collaborate with industry groups or security services to stay ahead of emerging risks. Testing your defences: Conduct simulated attacks to expose weak points before cybercriminals find them. Step 7: Consider Managed Security Services Keeping up with all of this can be overwhelming, especially for small businesses. That’s where managed IT and security services come in. They offer: 24/7 monitoring: Experts watch your entire supply chain non-stop. Proactive threat detection: Spotting risks before they escalate. Faster incident response: When something does happen, they act quickly to limit damage. Outsourcing these tasks helps your business stay secure without stretching your internal resources thin. Ignoring supply chain security can be costly. The average breach involving a third party now tops £4 million, not to mention the damage to reputation and customer trust. On the flip side, investing in proactive supply chain security is an investment in your company’s future resilience. It protects your data, your customers, and your bottom line. Taking Action Now: Your Supply Chain Security Checklist Map all vendors and their suppliers. Classify vendors by risk and access level. Require and verify vendor security certifications and audits. Make security mandatory in contracts with clear breach notification policies. Implement Zero-Trust access controls. Monitor vendor activity continuously. Consider managed security services for ongoing protection. Stay One Step Ahead Cyber attackers are not waiting for a perfect moment, they are scanning for vulnerabilities right now, especially those hidden in your vendor ecosystem. Small businesses that take a proactive, strategic approach to supply chain security will be the ones that avoid disaster. Your suppliers shouldn’t be the weakest link. By taking control and staying vigilant, you can turn your supply chain into a shield, not a doorway for attackers. The choice is yours: act today to protect your business or risk being the next headline.  Contact us to learn how our IT solutions can help safeguard your supply chain.

Does it ever seem like your small business is overwhelmed with data? This is a very common phenomenon. The digital world has transformed how small businesses operate. We now have an overwhelming volume of information to manage employee records, contracts, logs, financial statements, not to mention customer emails and backups. A study by PR Newswire shows that 72% of business leaders say they've given up making decisions because the data was too overwhelming. If not managed properly, all this information can quickly become disorganised. Effective IT solutions help by putting the right data retention policy in place. A solid data retention policy helps your business stay organised, compliant, and save money. Here's what to keep, what to delete, and why it matters. What Is a Data Retention Policy and Why Should You Care? Think of a data retention policy as your company’s rulebook for handling information. This shows how long you hold on to data, and when is the right time to get rid of it. This is not just a cleaning process, but it is about knowing what needs to be kept and what needs to be deleted. Every business collects different types of data. Some of it is essential for operations or for legal reasons. Other pieces? Not so much. It may seem like a good idea to hold onto data, but this increases the cost of storage, clutters the systems, and even creates legal risks. Having a policy not only allows you to keep what's necessary but lets you do so responsibly. The Goals Behind Smart Data Retention A good policy balances data usefulness with data security. You want to keep the information that has value for your business, whether for analysis, audits, or customer service, but only for as long as it’s truly needed. Here are the main reasons small businesses implement data retention policies: Compliance with local and international laws. Improved security by eliminating outdated or unneeded data that could pose a risk. Efficiency in managing storage and IT infrastructure. Clarity in how and where data lives across the organisation. And let’s not forget the value of data archiving. Instead of storing everything in your active system, data can be tucked away safely in lower-cost, long-term storage. Benefits of a Thoughtful Data Retention Policy Here’s what a well-planned policy brings to your business: Lower storage costs: No more paying for space used by outdated files. Less clutter: Easier access to the data you do need. Regulatory protection: Stay on the right side of laws like GDPR, HIPAA, or SOX. Faster audits: Find essential data when regulators come knocking. Reduced legal risk: If it’s not there, it can’t be used against you in court. Better decision-making: Focus on current, relevant data, not outdated noise. Best Practices for Building Your Policy While no two businesses will have identical policies, there are some best practices that work across the board: 1. Understand the laws: Every industry and region has specific data requirements. Healthcare providers, for instance, must follow HIPAA and retain patient data for six years or more. Financial firms may need to retain records for at least seven years under SOX. 2. Define your business needs: Not all retention is about legal compliance. Maybe your sales team needs data for year-over-year comparisons, or HR wants access to employee evaluations from the past two years. Balance legal requirements with operational needs. 3. Sort data by type: Don’t apply a one-size-fits-all policy. Emails, customer records, payroll data, and marketing files all serve different purposes and have different retention lifespans. 4. Archive don’t hoard: Store long-term data separately from active data. Use archival systems to free up your primary IT infrastructure. 5. Plan for legal holds: If your business is ever involved in litigation, you’ll need a way to pause data deletion for any records that might be needed in court. 6. Write two versions: One detailed, legal version for compliance officers, and a simplified, plain-English version for employees and department heads. Creating the Policy Step-by-Step Ready to get started? Here’s how to go from idea to implementation: 1. Assemble a team: Bring together IT, legal, HR, and department heads. Everyone has unique needs and insights. 2. Identify compliance rules: Document all applicable regulations, from local laws to industry-specific guidelines. 3. Map your data: Know what types of data you have, where it lives, who owns it, and how it flows across systems. 4. Set retention timelines: Decide how long each data type stays in storage, gets archived, or is deleted. 5. Determine responsibilities: Assign team members to monitor, audit, and enforce the policy. 6. Automate where possible: Use software tools to handle archiving, deletion, and metadata tagging. 7. Review regularly: Schedule annual (or bi-annual) reviews to keep your policy aligned with new laws or business changes. 8. Educate your staff: Make sure employees know how the policy affects their work and how to handle data properly. A Closer Look at Compliance If your business operates in a regulated industry, or even just handles customer data, compliance is non-negotiable. Examples of data retention laws from around the world include: HIPAA: Healthcare providers must retain patient records for at least six years. SOX: Publicly traded companies must keep financial records for seven years. PCI DSS: Businesses that process credit card data must retain and securely dispose of sensitive information. GDPR: Any business dealing with EU citizens must clearly define what personal data is kept, why, and for how long. CCPA: California-based or U.S. companies serving California residents must provide transparency and opt-out rights for personal data. Ignoring these rules can lead to steep fines and reputational damage. A smart IT service provider can help navigate these regulations and keep you compliant. Clean Up Your Digital Closet Just like you wouldn’t keep every receipt, email, or post it note forever, your business shouldn’t hoard data without a good reason. A smart, well-organised data retention policy isn’t just an IT necessity, it’s a strategic move for protecting your business, lowering costs, and staying on the right side of the law. IT solutions aren’t just about fixing broken computers; they’re about helping you work smarter. And when it comes to data, a little organisation goes a long way. So don’t wait for your systems to slow down or a compliance audit to hit your inbox.  Contact us to start building your data retention policy today and take control of your business’s digital footprint.