November 2024
TECH TALK
“Insider Tips to Make Your Business Run Faster, Easier and More Profitable"
INSIDE THIS ISSUE:
“To serve and support our
customers to the best of our
abilities. And to help develop their businesses
through the innovation of
technology”. This monthly
publication provided
courtesy of
Walter Contreras
Cybersecurity expert,
and CEO of Motiva
Networks.
NAVIGATING THE CHALLENGES OF DATA LIFECYCLE MANAGEMENT
Data is one of the most valuable
assets a business can have.
Managing this data throughout its
lifecycle can be challenging. Data
lifecycle management (DLM)
refers to several processes and
policies that govern the handling,
storage, and eventual disposal of
data.
Businesses generate and store vast
amounts of data. As this happens,
effective DLM becomes more
critical. Navigating the challenges
of DLM requires a comprehensive
approach that balances security,
compliance, and operational
efficiency.
Understanding Data Lifecycle
Management
DLM involves the governance of
data. It starts from its creation and
continues to its eventual disposal.
The lifecycle includes several
stages:
• Data creation
• Storage
• Use
• Sharing
• Archiving
• Deletion
Each stage presents its own set of
challenges. Mismanagement at
any stage can lead to security
risks, regulatory non-compliance
and increased operational costs.
Implementing a robust DLM
strategy ensures proper data
handling at every stage.
The Importance of Data
Lifecycle Management
Effective DLM is crucial for
several reasons. First, it helps
ensure data security. A wellimplemented DLM strategy
includes security measures that
protect data at every stage.
Second, DLM helps businesses
follow regulatory requirements.
Failure to comply can result in
significant fines and reputational
damage.
Finally, DLM helps improve
operational efficiency. By
managing data effectively,
businesses can reduce storage
costs, streamline operations and
ensure that data is available when
needed.
Challenges of Data Lifecycle
Management
• Data Volume and Variety.
There has been a proliferation of
digital devices and platforms. The
result is that companies are
collecting more data than ever
before. It includes everything
from structured databases to
unstructured text, images, and
videos.
• Data Security and Privacy.
Protecting data is a critical aspect
of DLM. As data moves through
its lifecycle, it is vulnerable to
various security threats. Ensuring
data privacy and security is not
only a best practice but often a
legal need.
- Data Quality and Integrity. Maintaining data quality and integrity is essential for effective DLM. Poor data quality can lead to several issues, including inaccurate analyses, poor business decisions, and wasted resources. Ensuring that data remains accurate and reliable throughout its lifecycle is a challenge
- Data Retention and Deletion. Deciding how long to keep data and when to delete it is a critical aspect of DLM. Holding onto data for too long can increase storage costs and expose businesses to security risks. But deleting data prematurely can lead to compliance issues. It can also mean the loss of valuable information. When it reaches the end of its lifecycle, appropriate data destruction methods must be employed to prevent unauthorized access.
- Data Accessibility and Availability. Ensuring that data is accessible when needed is another challenge of DLM. As data moves through its lifecycle, users may have archived it. It can also be moved to different storage locations or deleted. Businesses should balance data accessibility and security by enforcing access controls, such as role-based access and MFA. Businesses must also plan for data availability during disruptions such as hardware failures, cyberattacks, or natural disasters through data backup and disaster recovery plans.
Data lifecycle management is a complex but essential aspect of modern business operations. Our team of experts can help you put commonsense solutions in place to improve data security
LIMITLESS AI PENDANT
Pendant is a lightweight personalized AI wearable that is weatherproof and Wi-Fi/ Bluetooth enabled.
It is usable on any device including the web, your phone, a Mac, or PC.
Pendant works with any meeting tool, has unlimited storage, and offers data encryption.
It remembers what you say throughout the day, from inperson meetings or impromptu conversations.
COPILOT IN TEAMS - NEW FEATURES, AGENTS & MORE
Microsoft Teams continues to evolve. It is a powerful hub for collaboration and communication in the modern workplace. With the integration of AI-driven Copilot, Teams is pushing the boundaries. It’s innovating how we interact with technology to improve and unlock business value.
What is Copilot in Microsoft Teams?
Copilot is Microsoft’s AI-powered assistant. In Microsoft Teams, Copilot acts as an intelligent agent. It helps users by doing things like:
• Automating processes
• Managing tasks
• Analyzing data
• Providing real-time insights
Copilot provides actionable recommendations, transforming how teams collaborate.
New Features of Copilot in Teams
These features help users navigate
complex tasks and much more.
Enhanced Collaboration Features
- Automated Meeting
Summaries. A standout
feature is generating meeting
summaries automatically. - Intelligent Task
Management. It analyzes
conversations in chats or
meetings, then automatically
identifies task, assigs them to
team members, and tracks
progress.
Smarter AI Suggestions
- Context-Aware Responses.
Copilot’s AI has become more
context-aware. This minimizes
irrelevant suggestions and
keeps teams focused.
- Personalized Insights. As Copilot interacts with a team, it learns from past behaviors. For example, it can suggest the best times to schedule meetings.
Agents in Copilot: A New Way to Work
Copilot agents are task-specific AI-driven assistants. You can customize them to handle particular functions or workflows. Agents focus on specific domains such as customer support, sales, or project management. This makes them a valuable asset for small and medium-sized businesses.
Here are some of the key capabilities these agents bring to Teams.
- Automating Routine Tasks
- Integration with Business Tools
- Multitasking Capabilities
Benefits of Using Copilot in Teams
- Increased Productivity.
Copilot frees up time for
employees to focus on more
important activities. - Improved Communication.
Copilot can summarize
meetings, track action items,
and offer context-aware
suggestions. - Enhanced Decision Making. Copilot helps highlight trends, provide performance metrics, and
identify areas of improvement - Better Workflow
Management. Agents and
automation tools help manage
workflows.
The future of AI in tools like Teams presents an exciting opportunity. By adopting these AI-powered tools now, businesses can stay ahead of the curve.
TOP TECHNOLOGIES TRANSFORMING CUSTOMER SERVICE TODAY
Customer service is at the heart of any successful business. Customer expectations continue to evolve. Similarly, companies must evolve to meet those expectations.
55% of customers like self-serve customer service over speaking to a representative.
Technology has become a gamechanger in this regard. Here’s how:
- Artificial Intelligence (AI) and Machine Learning are leading the charge in revolutionizing customer service. These technologies are enhancing everything from customer interactions to backend processes.
- Omnichannel Support. Customers today expect seamless support across several channels. Omnichannel support ensures a consistent experience, regardless of the channel a customer chooses.
- Cloud-Based Customer Service Platforms are transforming the customer service landscape by offering flexibility, scalability, and accessibility
- Self-Service Technologies empower customers to find answers and resolve issues on their own. This improves customer satisfaction and reduces the workload on service teams.
- Data Analytics and Customer Insights. By analyzing customer data, businesses can gain valuable insights to provide more targeted and effective service.
- Robotic Process Automation (RPA) is another technology making waves in customer service. RPA involves the use of software robots to automate repetitive, rulebased tasks. This frees up human agents to focus on more complex and value-added activities.
Let Us Help You with a Technology Roadmap
The technologies transforming customer service today offer many benefits, but it’s not always easy to know where or how to get started. Our team of IT consultants can help you build a tech roadmap that makes sense.
6 SIMPLE STEPS TO ENHANCE YOUR EMAIL SECURITY
- Use Strong, Unique Passwords. Use a password manager and avoid reusing passwords.
- Enable Two-Factor Authentication (2FA). Choose a 2FA and set it up for all accounts.
- Be Cautious with Email Attachments and Links. Verify the sender, scan attachments, and don’t click on suspicious links.
- Keep Your Email Software Updated. Enable automatic updates.
- Use Encryption for Sensitive Emails. Encrypt emails containing sensitive information and educate recipients.
- Watch Your Email Activity. Set up activity alerts, regularly review account activity, and respond quickly to suspicious activity.
HOW AI IS HELPING SMALL BUSINESSES
- Streamlining Customer Support with AI Chatbots reduces response times and enhances experience.
- Improving Marketing with AI-Powered Analytics for targeted advertising and predicting trends.
- Automating Routine Tasks with AI Tools such as scheduling and expense management
- Enhancing Inventory Management with AI Forecasting and automatic reordering.
- Personalizing Customer Interactions with AI through customized marketing.
- Enhancing Recruitment and HR Processes with AI by screening resumes and predicting performance.
- Securing Data with AIPowered Cybersecurity to detect anomalies and automate threat responses.
DATA BREACH DAMAGE CONTROL: AVOID THESE PITFALLS
Data breaches are an unfortunate reality for businesses of all sizes. When a breach occurs, the immediate response is critical. How you manage the aftermath can significantly impact your reputation and financial stability.
Effective damage control requires a well-planned approach. But there are common pitfalls that can exacerbate the situation:
- Delayed Response. The longer it takes to respond, the more damage can happen.
- Inadequate Communication. It leads to misunderstandings, frustration, and further reputational damage.
- Failing to Contain the Breach. Once your business detects a breach, take immediate action to prevent further damage.
- Neglecting Legal and Regulatory Requirements. Failing to comply can result in significant fines and legal action.
- Overlooking the Human Element. Addressing the human element is essential for a comprehensive response.
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