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ICT-Partners
+377 93 50 20 92info@ict-partners.mc

13 avenue St Michel, MC 98000, Monaco

Visit our London Office

Have Any Questions?

+377 93 50 20 92

ICT-Partners

6 Ways to Prevent Leaking Private Data Through Public AI Tools

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15/01/2026

6 Ways to Prevent Leaking Private Data Through Public AI Tools

We all agree that public AI tools are fantastic for general tasks such as brainstorming ideas and working with non-sensitive customer data. They help us draft quick emails, write marketing copy, and even summarize complex reports in seconds. However, despite the efficiency gains, these digital assistants pose serious risks to businesses handling customer Personally Identifiable Information (PII). 

Most public AI tools use the data you provide to train and improve their models. This means every prompt entered into a tool like ChatGPT or Gemini could become part of their training data. A single mistake by an employee could expose client information, internal strategies, or proprietary code and processes. As a business owner or manager, it’s essential to prevent data leakage before it turns into a serious liability.

Financial and Reputational Protection

Integrating AI into your business workflows is essential for staying competitive, but doing it safely is your top priority. The cost of a data leak resulting from careless AI use far outweighs the cost of preventative measures. A single mistake by an employee could expose internal strategies, proprietary code, or sensitive client information. This can lead to devastating financial losses from regulatory fines, loss of competitive advantage, and the long-term damage to your company’s reputation.

Consider the real-world example of Samsung in 2023. Multiple employees at the company’s semiconductor division, in a rush for efficiency, accidentally leaked confidential data by pasting it into ChatGPT. The leaks included source code for new semiconductors and confidential meeting recordings, which were then retained by the public AI model for training. This wasn’t a sophisticated cyberattack, it was human error resulting from a lack of clear policy and technical guardrails. As a result, Samsung had to implement a company-wide ban on generative AI tools to prevent future breaches.

6 Prevention Strategies

Here are six practical strategies to secure your interactions with AI tools and build a culture of security awareness.

1. Establish a Clear AI Security Policy

When it comes to something this critical, guesswork won’t cut it. Your first line of defense is a formal policy that clearly outlines how public AI tools should be used. This policy must define what counts as confidential information and specify which data should never be entered into a public AI model, such as social security numbers, financial records, merger discussions, or product roadmaps.

Educate your team on this policy during onboarding and reinforce it with quarterly refresher sessions to ensure everyone understands the serious consequences of non-compliance. A clear policy removes ambiguity and establishes firm security standards.

2. Mandate the Use of Dedicated Business Accounts

Free, public AI tools often include hidden data-handling terms because their primary goal is improving the model. Upgrading to business tiers such as ChatGPT Team or Enterprise, Google Workspace, or Microsoft Copilot for Microsoft 365 is essential. These commercial agreements explicitly state that customer data is not used to train models. By contrast, free or Plus versions of ChatGPT use customer data for model training by default, though users can adjust settings to limit this.

The data privacy guarantees provided by commercial AI vendors, which ensure that your business inputs will not be used to train public models, establish a critical technical and legal barrier between your sensitive information and the open internet. With these business-tier agreements, you’re not just purchasing features; you’re securing robust AI privacy and compliance assurances from the vendor.

3. Implement Data Loss Prevention Solutions with AI Prompt Protection

Human error and intentional misuse are unavoidable. An employee might accidentally paste confidential information into a public AI chat or attempt to upload a document containing sensitive client PII. You can prevent this by implementing data loss prevention (DLP) solutions that stop data leakage at the source. Tools like Cloudflare DLP and Microsoft Purview offer advanced browser-level context analysis, scanning prompts and file uploads in real time before they ever reach the AI platform.

These DLP solutions automatically block data flagged as sensitive or confidential. For unclassified data, they use contextual analysis to redact information that matches predefined patterns, like credit card numbers, project code names, or internal file paths. Together, these safeguards create a safety net that detects, logs, and reports errors before they escalate into serious data breaches.

4. Conduct Continuous Employee Training 

Even the most airtight AI use policy is useless if all it does is sit in a shared folder. Security is a living practice that evolves as the threats advance, and memos or basic compliance lectures are never enough. 

Conduct interactive workshops where employees practice crafting safe and effective prompts using real-world scenarios from their daily tasks. This hands-on training teaches them to de-identify sensitive data before analysis, turning staff into active participants in data security while still leveraging AI for efficiency.

5. Conduct Regular Audits of AI Tool Usage and Logs

Any security program only works if it’s actively monitored. You need clear visibility into how your teams are using public AI tools. Business-grade tiers provide admin dashboards, make it a habit to review these weekly or monthly. Watch for unusual activity, patterns, or alerts that could signal potential policy violations before they become a problem.

Audits are never about assigning blame, but identifying gaps in training or weaknesses in your technology stack. Reviewing logs might help you discover which team or department needs extra guidance or indicate areas to refine and close loopholes. 

6. Cultivate a Culture of Security Mindfulness

Even the best policies and technical controls can fail without a culture that supports them. Business leaders must lead by example, promoting secure AI practices and encouraging employees to ask questions without fear of reprimand.

This cultural shift turns security into everyone’s responsibility, creating collective vigilance that outperforms any single tool. Your team becomes your strongest line of defense in protecting your data.

Make AI Safety a Core Business Practice

Integrating AI into your business workflows is no longer optional, it’s essential for staying competitive and boosting efficiency. That makes doing it safely and responsibly your top priority. The six strategies we’ve outlined provide a strong foundation to harness AI’s potential while protecting your most valuable data. 

Take the next step toward secure AI adoption, contact us today to formalize your approach and safeguard your business.

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This Article has been Republished with Permission from The Technology Press.

15/01/2026
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10/01/2026

5 Ways to Implement Secure IT Asset Disposition (ITAD) in Your Small Business

Even the most powerful IT hardware today will eventually become outdated or faulty and will need to be retired. However, these retired servers, laptops, and storage devices hold a secret: they contain highly sensitive data. Simply throwing them in the recycling bin or donating them without preparation is a compliance disaster and an open invitation for data breaches.

This process is called IT Asset Disposition (ITAD). Simply put, ITAD is the secure, ethical, and fully documented way to retire your IT hardware. Below are five practical strategies to help you integrate ITAD into your technology lifecycle and protect your business.

1. Develop a Formal ITAD Policy

You can’t protect what you don’t plan for. Start with a straightforward ITAD policy that clearly outlines the steps and responsibilities, no need for pages of technical jargon. At a minimum, it should cover:

  • The process for retiring company-owned IT assets.
  • Who does what; who initiates, approves, and handles each device.
  • Standards for data destruction and final reporting.

A clear policy keeps every ITAD process consistent and accountable through a defined chain of custody. It turns what could be a one-off task into a structured, secure routine, helping your business maintain a strong security posture all the way to the end of the technology lifecycle.

2. Integrate ITAD Into Your Employee Offboarding Process

Many data leaks stem from unreturned company devices. When an employee leaves, it’s critical to recover every piece of issued equipment, laptops, smartphones, tablets, and storage drives included. Embedding ITAD into your offboarding checklist ensures this step is never overlooked. With this process in place, your IT team is automatically notified as soon as an employee resigns or is terminated, allowing you to protect company data before it leaves your organization.

Once a device is collected, it should be securely wiped using approved data sanitization methods before being reassigned or retired. Devices that are still in good condition can be reissued to another employee, while outdated hardware should enter your ITAD process for proper disposal. This disciplined approach eliminates a common security gap and ensures sensitive company data never leaves your control.

3. Maintain a Strict Chain of Custody

Every device follows a journey once it leaves an employee’s hands, but can you trace every step of that journey? To maintain full accountability, implement a clear chain of custody that records exactly who handled each asset and where it was stored at every stage. This eliminates blind spots where devices could be misplaced, tampered with, or lost.

Your chain of custody can be as simple as a paper log or as advanced as a digital asset tracking system. Whichever method you choose, it should at minimum document key details such as dates, asset handlers, status updates, and storage locations. Maintaining this record not only secures your ITAD process but also creates a verifiable audit trail that demonstrates compliance and due diligence.

4. Prioritize Data Sanitization Over Physical Destruction

Many people think physical destruction, like shredding hard drives, is the only foolproof way to destroy data. In reality, that approach is often unnecessary for small businesses and can be damaging to the environment. A better option is data sanitization, which uses specialized software to overwrite storage drives with random data, making the original information completely unrecoverable. This method not only protects your data but also allows devices and components to be safely refurbished and reused.

Reusing and refurbishing your IT assets extends their lifespan and supports the principles of a circular economy, where products and materials stay in use for as long as possible to reduce waste and preserve natural resources. With this approach, you’re not just disposing of equipment securely; you’re also shrinking your environmental footprint and potentially earning extra revenue from refurbished hardware.

5. Partner With a Certified ITAD Provider

Many small businesses don’t have the specialized tools or software required for secure data destruction and sanitization. That’s why partnering with a certified ITAD provider is often the smartest move. When evaluating potential partners, look for verifiable credentials and industry certifications that demonstrate their expertise and commitment to compliance. Some of the common globally accepted certifications to look for in ITAD vendors include e-Stewards and the R2v3 Standard for electronics reuse and recycling, and NAID AAA for data destruction processes. 

These certifications confirm that the vendor adheres to strict environmental, security, and data destruction standards, while taking on full liability for your retired assets. After the ITAD process is complete, the provider should issue a certificate of disposal, whether for recycling, destruction, or reuse, which you can keep on file to demonstrate compliance during audits.

Turn Old Tech into a Security Advantage

Your retired IT assets aren’t just clutter; they’re a hidden liability until you manage their disposal properly. A structured IT Asset Disposition program turns that risk into proof of your company’s integrity and commitment to data security, sustainability, and compliance. Take the first step toward secure, responsible IT asset management, contact us today.

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This Article has been Republished with Permission from The Technology Press.

10/01/2026
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05/01/2026

3 Simple Power Automate Workflows to Automatically Identify and Terminate Unused Cloud Resources

The cloud makes it easy to create virtual machines, databases, and storage accounts with just a few clicks. The problem is, these resources are often left running long after they’re needed. This “cloud sprawl,” the unmanaged growth of cloud resources, can quietly drain your budget every month. According to Hashi Corp’s State of Cloud Strategy Survey 2024, the top reasons for this waste are lack of skills, idle or underused resources, and overprovisioning, which together drive up costs for businesses of all sizes.

Why Should I Care About Cloud Resources?

The business benefit is tangible and dramatic. While organizations struggle with cloud budgets exceeding limits by an estimated 17%, automation offers a clear path to control. 

For example, a VLink saved a significant amount of money on its non-production cloud spend by implementing a rigorous cloud shutdown automation policy. This policy automatically powered down all development and test environments that were not explicitly tagged as ‘Production’ outside of normal business hours (8 AM to 6 PM). The savings from just this single automated action accounted for 40% off their non-production cloud spend, freeing up that budget for new growth initiatives.

3 Power Automate Workflows

Finding these unused cloud resources feels like hunting for ghosts. But what if you could automate the hunt? Microsoft Power Automate is a powerful tool for this exact task. Let’s look at three straightforward workflows to identify and terminate waste automatically.

1. Automate the Shutdown of Development VMs

Development and test environments are the worst offenders for cloud waste. A team needs a virtual machine for a short-term project. The project ends, but the VM continues to run, costing money. You can build a workflow that stops this waste. Create a Power Automate flow that triggers daily and queries Azure for all virtual machines with a specific tag, like “Environment: Dev.”

The flow then checks the machine’s performance metrics. If the CPU utilization has been below 5% for the last 72 hours, it executes a command to shut down the VM. This simple Azure automation does not delete anything, it simply turns off the power, slashing costs immediately. Your developers can still start it if needed, but you are no longer paying for idle time.

2. Identify and Report Orphaned Storage Disks

When you delete an Azure virtual machine, you are often given an option to delete its associated storage disk. This step is frequently missed, and the orphaned disks continue to incur storage charges month after month. You can create a flow to find them. 

Build a Power Automate schedule that runs weekly. The flow will list all unattached managed disks in your subscription and will then compose a detailed email report that lists the disk names, their sizes, and the estimated monthly cost. The report acts as a clear, actionable list that could be used for cleanup purposes, and you can send it using the “Send an email” action to your IT manager or finance team for further evaluation on whether to keep or delete the disks.

3. Terminate Expired Temporary Resources

Some business projects require temporary cloud resources, like a blob storage container for a file transfer or a temporary database for data analysis. Since these resources have a finite lifespan, you need to directly integrate build expiration dates into your deployment process. For this, you can use a Power Automate flow that is triggered by a custom date field. This means that whenever you create a temporary resource, you add a descriptive tag such as “Deletion Date.” 

After implementing this best practice, i.e., adding descriptive tags to cloud resources, set the flow to run daily and check for all resources that bear the “Deletion Date” tag. For each resource the flow finds, it should check whether the current date matches or is later than the “Deletion Date” property. If this condition is met, the flow deletes the resource automatically. This hands-off cleanup ensures that temporary items do not become permanent expenses. This approach not only eliminates the risk of human oversight but also uses automation to enforce financial discipline.

Troubleshoot Your Automated Workflows

Using Power Automate to build these workflows is a great start, but you also need to implement them safely. Automations that delete resources are powerful and need controls in place. To be safe, always launch these flows in report-only mode, which lets you test and simulate automations without enforcing them. For example, you can modify the “Terminate Expired Temporary Resources” flow to send an email alert instead of deleting resources for the first couple of weeks as you observe. This helps validate whether your flow logic is sound and gives you an opportunity to fix errors and oversights.

You can also consider adding a manual approval requirement for certain high-risk actions, such as the deletion of very large storage disks. This ensures that your automations work to your benefit and not against you. 

Take Control of Your Cloud Spend

These three Power Automate workflows are a good starting point for businesses using Microsoft Azure. They help you shift from a reactive to a proactive position, ensuring you only pay for the resources you actively use.

Stop overspending on idle cloud resources. To take control of your cloud environment and start saving, contact us today to implement these Power Automate workflows and optimize your Azure spend.

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05/01/2026
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30/12/2025

Your 2025 Privacy Compliance Checklist and What You Need to Know About the New Data Laws

Privacy regulations are evolving rapidly, and 2025 could be a pivotal year for businesses of all sizes. With new state, national, and international rules layering on top of existing requirements, staying compliant is no longer optional. A basic policy won’t suffice; you need a comprehensive 2025 Privacy Compliance Checklist that clearly outlines the latest changes, from updated consent protocols to stricter data transfer standards.

This guide will help you understand what’s new in privacy regulations and give you a way to navigate compliance without getting lost in legal terms. 

Why Your Website Needs Privacy Compliance

If your website collects any kind of personal data, such as newsletter sign-ups, contact forms, or cookies, privacy compliance is necessary. It’s a legal obligation that’s becoming stricter each year.

Governments and regulators have become much more aggressive. Since the GDPR took effect, reported fines have exceeded €5.88 billion (USD$6.5 billion) across Europe, according to DLA Piper. Meanwhile, U.S. states like California, Colorado, and Virginia have introduced their own privacy laws that are just as tough.

Compliance isn’t just about avoiding penalties; it’s about building trust. Today’s users expect transparency and control over their information. If they sense opacity in how their data is used, they may leave or raise concerns. A clear and honest privacy policy fosters trust and helps your business stand out, especially in the digital age, where misuse of data can damage a reputation within hours.

Privacy Compliance Checklist 2025: Top Things to Have

Meeting privacy requirements isn’t just about compliance; it’s about giving your users confidence that their information is safe with you. Here’s what your 2025 privacy framework should include:

  1. Transparent Data Collection: Be clear about what personal data you collect, why you collect it, and how you use it. Avoid vague generalities such as “we might use your information to enhance services.” Be specific and truthful.
  2. Effective Consent Management: Consent must be active, recorded, and reversible. Users should be able to opt in or out at will, and you should have records that show when consent was given. You need to refresh user consent whenever you change how their data is used.
  3. Full Third-Party Disclosures: Be honest about what third parties process user data, from email automation tools to payment systems, and how you evaluate their privacy policies. 
  4. Privacy Rights and User Controls: Clearly outline users’ rights, such as access, correction, deletion, data portability, and the ability to object to processing, and make it simple for them to exercise these rights without endless email back-and-forth.
  5. Strong Security Controls: Apply encryption, multi-factor authentication (MFA), endpoint monitoring, and regular security audits. 
  6. Cookie Management and Tracking: Cookie popups are changing and give users more control over non-essential cookies. Don’t rely on default “opt-in” methods or confusing jargon. Clearly disclose tracking tools and refresh them on a regular basis.
  7. Global Compliance Assurance: If you serve international customers, ensure compliance with GDPR, CCPA/CPRA, and other regional privacy laws. Keep in mind each region has its own updates, such as enhanced data portability rights, shorter breach notification timelines, and expanded definitions of “personal data.”
  8. Aged Data Retention Practices: Avoid keeping data indefinitely “just in case.” Document how long you retain it and outline how it will be securely deleted or anonymized. Regulators now expect clear evidence of these deletion plans.
  9. Open Contact and Governance Details: Your privacy policy should have the name of a Data Protection Officer (DPO) or privacy contact point. 
  10. Date of Policy Update: Add a “last updated” date to your privacy policy to notify users and regulators that it is actively maintained and up-to-date.
  11. Safeguards for Children’s Data: If you are collecting data from children, have more stringent consent processes. Some laws now require verifiable parental consent for users under a specified age. Review your forms and cookie use for compliance.
  12. Automated Decision-Making and Use of AI: Disclose the use of profiling software and AI platforms. When algorithms influence pricing, risk assessments, or recommendations, users should understand how they operate and have the right to request a human review.

What’s New in Data Laws in 2025

In 2025, privacy regulations are expanding, with stricter interpretations and stronger enforcement. Here are six key privacy developments to watch and prepare for:

International Data Transfers

Cross-border data flow is under scrutiny again. The EU-U.S. Data Privacy Framework faces new legal challenges, and several watchdog groups are testing its validity in court. Moreover, businesses that depend on international transfers need to review Standard Contractual Clauses (SCCs) and ensure their third-party tools meet adequacy standards.

Consent and Transparency

Consent is evolving from a simple ‘tick box’ to a dynamic, context-aware process. Regulators now expect users to be able to easily modify or withdraw consent, and your business must maintain clear records of these actions. In short, your consent process should prioritize the user experience, not just regulatory compliance.

Automated Decision-Making

If you use AI to personalize services, generate recommendations, or screen candidates, you’ll need to explain how those systems decide. New frameworks in many countries now require “meaningful human oversight.” The days of hidden algorithms are coming to an end.

Expanded User Rights

Expect broader rights for individuals, such as data portability across platforms and the right to limit certain types of processing. These protections are no longer limited to Europe, several U.S. states and regions in Asia are adopting similar rules.

Data Breach Notification

Timelines for breach reporting are shrinking. Certain jurisdictions now require organizations to report breaches to authorities within 24 to 72 hours of discovery. Missing these deadlines can lead to higher fines and damage your reputation.

Children’s Data and Cookies

Stricter controls around children’s privacy are being adopted globally. Regulators are cracking down on tracking cookies and targeted ads aimed at minors. If you have international users, your cookie banner may need more customization than ever.

Do You Need Help Complying with New Data Laws? 

In 2025, privacy compliance can no longer be treated as a one-time task or a simple checkbox. It’s an ongoing commitment that touches every client, system, and piece of data you manage. Beyond avoiding fines, these new laws help you build trust, demonstrating that your business values privacy, transparency, and accountability.

If this feels overwhelming, you don’t have to face it alone. With the right guidance, you can stay on top of privacy, security, and compliance requirements using practical tools, expert advice, and proven best practices. Our step-by-step support from experienced professionals who understand the challenges businesses face will give you the clarity and confidence to turn privacy compliance into a strategic advantage in 2025. Contact us today.

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This Article has been Republished with Permission from The Technology Press.

30/12/2025
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25/12/2025

The SMB Guide to Making Your Website and Documents Digitally Accessible

Have you ever thought about how many potential customers leave your website because of accessibility issues? It’s not just a guess. A UK Click-Away Pound survey found that 69% of disabled internet users leave websites that aren’t accessible. For small and medium businesses, this represents a significant missed opportunity. 

So, how do you make your website and documents digitally accessible? This guide will show you simple, actionable steps to make your website and documents welcoming to everyone. 

Understand How People Use Your Site

It’s easy to think your website is intuitive just because it works for you. But that doesn’t mean it works for everyone. Some people use a keyboard instead of a mouse. Others rely on screen readers that read text aloud or use voice commands to navigate a page. Testing how real users with disabilities interact with your website can show you things you might never notice.

The most valuable insights come from real users. Invite feedback from people who use assistive technologies. Watch how they navigate your site, where they get stuck, and how they interpret your content. You’ll often find that small design or content changes can remove significant barriers.

Make Your Visuals Accessible for All

Visual accessibility is one of the most common areas that websites overlook. Millions of people have some degree of visual impairment and rely on different aids to access digital content.

Text should clearly stand out against its background, even for people with low vision or color blindness. A contrast ratio of at least 4.5:1 for normal text is considered accessible. Use free tools like the Contrast Checker from WebAIM to make verification easy.

Make Documents User-Friendly

Many businesses share important information through downloadable documents like PDFs, Word files, or PowerPoint presentations. Unfortunately, many of these documents are inaccessible by default.

When creating a PDF, make sure that it is tagged. Tagged PDFs have structural information such as headings, paragraphs, and tables, which makes the PDF more readable for screen readers. Make sure to include alt text for images and organize content so it reads correctly for users relying on assistive technology. A simple test for accessibility before sending or uploading the document can make sure that it can be read by everyone.

Make Reading Easier and Reduce Mental Effort

Some users may learn in a different way or have cognitive disabilities that affect how they read and interpret information. But even those without diagnosed disabilities enjoy plain and uncluttered content.

Use plain language. Avoid using complex, long sentences or jargon where a straightforward explanation will do. Break your writing up into short paragraphs with explanatory subheadings. This is easier for everyone to read and find what they require in a short amount of time.

The fonts you choose also matter. Fonts like Arial, Verdana, Sans-Serif, are easier to read on the screen. Choose a font size of at least 14 points for body text and never use all caps or italics because they are harder to read.

Support People with Hearing or Mobility Needs

Accessibility goes beyond visual or cognitive needs, millions of people have hearing or physical disabilities that affect how they use technology.

Provide captions or transcripts for all video and audio content to support deaf or hard-of-hearing visitors. Consistently adding these is important, as many viewers watch videos on mute, especially at work or in public. Transcripts also help search engines index your content, giving your site a slight SEO boost.

For users with limited mobility, ensure that your website is completely accessible with only a keyboard. All links, buttons, and form fields should be accessible using the Tab key. Avoid features requiring fine motor control, including small click-tooltips or drag-and-drop interfaces.

Keep Improving Through Feedback and Data

Accessibility isn’t a one-time project, it’s an ongoing process. Each time you update your site or add new content, test to ensure everything remains accessible. Encourage visitors to provide feedback if they encounter issues, and consider including an accessibility statement on your site to show your commitment and provide contact information for support

Accessibility gap insights can also be provided by analytics tools. When you notice users abandoning pages or forms, it is usually an indication of an accessibility or usability issue.

Make Accessibility Part of Your Brand

For SMBs, accessibility can seem like just another item on an already long to-do list. But it’s a smart investment in your reputation and customer relationships. When your website and documents are accessible, you’re showing your audience that your business is thoughtful, inclusive, and professional. You’re also protecting yourself from potential legal risks, as accessibility standards like the Americans with Disabilities Act (ADA) apply to many websites.

The good news is that beauty and accessibility can go hand in hand. You can have a modern, visually striking website that’s also accessible, by thoughtfully choosing colors, design elements, and language that welcome everyone.

Ready to Make Your Website More Accessible?

Accessibility is not a technical requirement. It’s about people. It’s about ensuring everyone, no matter what their ability, can read your content, fill out your forms, or download your documents. For business owners, that’s the essence of good service: meeting customers where they are and including everyone.

By investing the time to make your documents and site accessible, you’re opening doors and removing barriers. Whether you’re doing your color contrast check, adding alt text to images, naming PDFs, or performing keyboard navigation testing, each step brings you closer to a more inclusive online experience.

Ready to make your website accessible, user-friendly, and welcoming to all visitors? Let us help you transform your site into a powerful asset for your business. Contact us today to get expert guidance and start creating an accessible, modern website that works for everyone.

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This Article has been Republished with Permission from The Technology Press.

25/12/2025
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20/12/2025

The Hidden Risk of Integrations: A Checklist for Vetting Third-Party Apps (API Security)

Modern businesses depend on third-party apps for everything from customer service and analytics to cloud storage and security. But this convenience comes with risk, every integration introduces a potential vulnerability. In fact, 35.5% of all recorded breaches in 2024 were linked to third-party vulnerabilities. 

The good news? These risks can be managed. This article highlights the hidden dangers of third-party API integrations and provides a practical checklist to help you evaluate any external app before adding it to your system.

Why Third-Party Apps Are Essential in Modern Business 

Simply put, third-party integrations boost efficiency, streamline operations, and improve overall productivity. Most businesses do not create each technology component from scratch. Instead, they rely on third-party apps and APIs to manage everything from payments to customer support, analytics, email automation, chatbots, and more. The aim is to speed up development, cut costs, and gain access to features that might take months to build internally. 

What Are the Hidden Risks of Integrating Third-Party Apps? 

Adding third-party apps to your systems invites several risks, including security, privacy, compliance, and operational and financial vulnerabilities.

Security Risks

Third-party integrations can introduce unexpected security risks into your business environment. A seemingly harmless plugin may contain malware or malicious code that activates upon installation, potentially corrupting data or allowing unauthorized access. Once an integration is compromised, hackers can use it as a gateway to infiltrate your systems, steal sensitive information, or cause operational disruptions.

Privacy and Compliance Risks

Even with strong contractual and technical controls, a compromised third-party app can still put your data at risk. Vendors may gain access to sensitive information and use it in ways you never authorized, such as storing it in different regions, sharing it with other partners, or analyzing it beyond the agreed purpose. For instance, misuse of a platform could lead to violations of data protection laws, exposing your organization to legal penalties and reputational damage.

Operational and Financial Risks

Third-party integrations can affect both operations and finances. If an API fails or underperforms, it can disrupt workflows, cause outages, and impact service quality. Weak credentials or insecure integrations can be exploited, potentially leading to unauthorized access or costly financial losses.

What to Review Before Integrating a Third-Party API 

Before you connect any app, take a moment to give it a careful check-up. Use the checklist below to make sure it’s safe, secure, and ready to work for you.

  1. Check Security Credentials and Certifications: Make sure the app provider has solid, recognized security credentials, such as ISO 27001, SOC 2, or NIST compliance. Ask for audit or penetration test reports and see if they run a bug bounty program or have a formal vulnerability disclosure policy. These show the vendor actively looks for and addresses security issues before they become a problem.
  2. Confirm Data Encryption: You might not be able to inspect a third-party app directly, but you can review their documentation, security policies, or certifications like ISO 27001 or SOC. Ask the vendor how they encrypt data both in transit and at rest, and make sure any data moving across networks uses strong protocols like TLS 1.3 or higher.
  3. Review Authentication & Access: Make sure the app uses modern standards like OAuth2, OpenID Connect, or JWT tokens. Confirm it follows the principle of least privilege, giving users only the access they truly need. Credentials should be rotated regularly, tokens kept short-lived, and permissions strictly enforced.
  4. Check Monitoring & Threat Detection: Look for apps that offer proper logging, alerting, and monitoring. Ask the vendor how they detect vulnerabilities and respond to threats. Once integrated, consider maintaining your own logs to keep a close eye on activity and spot potential issues early.
  5. Verify Versioning & Deprecation Policies: Make sure the API provider maintains clear versioning, guarantees backward compatibility, and communicates when features are being retired.
  6. Rate Limits & Quotas: Prevent abuse or system overload by confirming the provider supports safe throttling and request limits.
  7. Right to Audit & Contracts: Protect yourself with contractual terms that allow you to audit security practices, request documentation, and enforce remediation timelines when needed.
  8. Data Location & Jurisdiction: Know where your data is stored and processed, and ensure it complies with local regulations.
  9. Failover & Resilience: Ask how the vendor handles downtime, redundancy, fallback mechanisms, and data recovery, because no one wants surprises when systems fail.
  10. Check Dependencies & Supply Chain: Get a list of the libraries and dependencies the vendor uses, especially open-source ones. Assess them for known vulnerabilities to avoid hidden risks.

Vet Your Integrations Today 

No technology is ever completely risk-free, but the right safeguards can help you manage potential issues. Treat third-party vetting as an ongoing process rather than a one-time task. Continuous monitoring, regular reassessments, and well-defined safety controls are essential.

If you want to strengthen your vetting process and get guidance from experts with experience building secure systems, we can help. Our team has firsthand experience in cybersecurity, risk management, and business operations, and we provide practical solutions to help you protect your business and operate more safely.

Build your confidence, tighten your integrations, and ensure that every tool in your stack works for you rather than against you. Call us today and take your business to the next level.

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This Article has been Republished with Permission from The Technology Press.

20/12/2025
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15/12/2025

The AI Policy Playbook: 5 Critical Rules to Govern ChatGPT and Generative AI

ChatGPT and other generative AI tools, such as DALL-E, offer significant benefits for businesses. However, without proper governance, these tools can quickly become a liability rather than an asset. Unfortunately, many companies adopt AI without clear policies or oversight.

Only 5% of U.S. executives surveyed by KPMG have a mature, responsible AI governance program. Another 49% plan to establish one in the future but have not yet done so. Based on these statistics, while many organizations see the importance of responsible AI, most are still unprepared to manage it effectively.

Looking to ensure your AI tools are secure, compliant, and delivering real value? This article outlines practical strategies for governing generative AI and highlights the key areas organizations need to prioritize.

Benefits of Generative AI to Businesses

Businesses are embracing generative AI because it automates complex tasks, streamlines workflows, and speeds up processes. Tools such as ChatGPT can create content, generate reports, and summarize information in seconds. AI is also proving highly effective in customer support, automatically sorting queries and directing them to the right team member.

According to the National Institute of Standards and Technology (NIST), generative AI technologies can improve decision-making, optimize workflows, and support innovation across industries. All these benefits aim for greater productivity, streamlined operations, and more efficient business performance.

5 Essential Rules to Govern ChatGPT and AI

Managing ChatGPT and other AI tools isn’t just about staying compliant; it’s about keeping control and earning client trust. Follow these five rules to set smart, safe, and effective AI boundaries in your organization.

Rule 1. Set Clear Boundaries Before You Begin

A solid AI policy begins with clear boundaries for where you can or cannot use generative AI. Without these boundaries, teams may misuse the tools and expose confidential data. Clear ownership keeps innovation safe and focused. Ensure that employees understand the regulations to help them use AI confidently and effectively. Since regulations and business goals can change, these limits should be updated regularly.

Rule 2: Always Keep Humans in the Loop

Generative AI can create content that sounds convincing but may be completely inaccurate. Every effective AI policy needs human oversight, AI should assist, not replace, people. It can speed up drafting, automate repetitive tasks, and uncover insights, but only a human can verify accuracy, tone, and intent.

This means that no AI-generated content should be published or shared publicly without human review. The same applies to internal documents that affect key decisions. Humans bring the context and judgment that AI lacks.

Moreover, the U.S. Copyright Office has clarified that purely AI-generated content, lacking significant human input, is not protected by copyright. This means your company cannot legally own fully automated creations. Only human input can help maintain both originality and ownership.

Rule 3: Ensure Transparency and Keep Logs

Transparency is essential in AI governance. You need to know how, when, and why AI tools are being used across your organization. Otherwise, it will be difficult to identify risks or respond to problems effectively.

A good policy requires logging all AI interactions. This includes prompts, model versions, timestamps, and the person responsible. These logs create an audit trail that protects your organization during compliance reviews or disputes. Additionally, logs help you learn. Over time, you can analyze usage patterns to identify where AI performs well and where it produces errors.

Rule 4: Intellectual Property and Data Protection

Intellectual property and data management are critical concerns in AI. Whenever you type a prompt into ChatGPT, for instance, you risk sharing information with a third party. If the prompt includes confidential or client-specific details, you may have already violated privacy rules or contractual agreements.

To manage your business effectively, your AI policy should clearly define what data can and cannot be used with AI. Employees should never enter confidential information or information protected by nondisclosure agreements into public tools.

Rule 5: Make AI Governance a Continuous Practice

AI governance isn’t a one-and-done policy. It’s an ongoing process. AI evolves so quickly that regulations written today can become outdated within months. Your policy should include a framework for regular review, updates, and retraining.

Ideally, you should schedule quarterly policy evaluations. Assess how your team uses AI, where risks have emerged, and which technologies or regulations have changed. When necessary, adjust your rules to reflect new realities.

Why These Rules Matter More Than Ever

These rules work together to create a solid foundation for using AI responsibly. As AI becomes part of daily operations, having clear guidelines keeps your organization on the right side of ethics and the law.

The benefits of a well-governed AI use policy go beyond minimizing risk. It enhances efficiency, builds client trust, and helps your teams adapt more quickly to new technologies by providing clear expectations. Following these guidelines also strengthens your brand’s credibility, showing partners and clients that you operate responsibly and thoughtfully.

Turn Policy into a Competitive Advantage

Generative AI can boost productivity, creativity, and innovation, but only when guided by a strong policy framework. AI governance doesn’t hinder progress; it ensures that progress is safe. By following the five rules outlined above, you can transform AI from a risky experiment into a valuable business asset.

We help businesses build strong frameworks for AI governance. Whether you’re busy running your operations or looking for guidance on using AI responsibly, we have solutions to support you. Contact us today to create your AI Policy Playbook and turn responsible innovation into a competitive advantage.

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This Article has been Republished with Permission from The Technology Press.

15/12/2025
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10/12/2025

How to Use a Password Manager and Virtual Cards for Zero-Risk Holiday Shopping

Have you ever been concerned about your credit card or personal data getting stolen while shopping online? You’re not alone. Each holiday season, as millions of shoppers flock online for convenience, hackers ramp up their activity. The Federal Trade Commission (FTC) has warned that scammers often create fake shopping websites or phishing emails to steal consumers’ money and personal information, especially during the holidays.

If you’re planning to shop this holiday season, now is the perfect time to boost your online security. Two simple tools, password managers and virtual cards, can make a big difference. But how exactly? This article will show you how to use them to enjoy zero-risk online holiday shopping.

Why People Prefer Password Managers and Virtual Cards for Online Shopping

Shopping online is quick, easy, and often cheaper than going to physical stores. However, it is fraught with security risks. Many people now use password managers and virtual cards for safer transactions. 

A password manager creates and keeps complicated, distinct passwords for all accounts. This minimizes the chance of unauthorized access and theft. The Cybersecurity and Infrastructure Security Agency (CISA) recommends using password managers to reduce password reuse and protect sensitive data from hackers.

Virtual cards also add an extra layer of protection when shopping online. Although the card numbers are linked to your real credit or debit card account, the merchant never sees your card details. This helps prevent identity theft and financial fraud.

Tips for Using Password Managers and Virtual Cards for Zero-Risk Holiday Shopping

Before you start adding items to your cart, the safety of your money comes first. Here are smart ways to use these tools to improve online security during the holidays.

Choose a Reputable Password Manager

Select a trusted provider with strong encryption and a solid reputation. Popular options include 1Password, Dashlane, LastPass, and Bitwarden. Fake versions are everywhere, so make sure you only download from the official website or app store.

Create a Strong Master Password

Your master password protects all your other passwords and should be the most secure. “Secure” means making it unusual and not something that can be guessed. You can achieve this by combining letters, numbers, and special characters. 

Turn On Two-Factor Authentication (2FA)

2FA adds another protection step by requiring two verification steps. Besides your password, you can choose to receive a verification code on your phone. Even if hackers steal your password, they can’t access your account without your verification code.

Generate Virtual Cards for Each Store

Set up a separate virtual card for each online retailer, many banks and payment apps offer this feature. That way, if one store is compromised, only that temporary card is affected, your main account stays safe.

Track Expiration Dates and Spending Limits

Virtual cards often expire after a set time or after one purchase. This is good for security, but make sure your card is valid before placing an order. Set spending limits as well, as this helps with holiday budgeting and prevents unauthorized charges.

Shop Only on Secure Websites

Be sure to purchase only from websites you are familiar with. Don’t shop from any link in an advertisement or email. You may end up on phishing sites that target your information. The URL of a safe site starts with “https://.”

Also, pay attention to data encryption. Look for the padlock symbol on your browser address bar. This indicates that the site has employed SSL/TLS encryption, which encrypts data as it is passed between your device and the site.

Common Mistakes to Avoid for Safer Online Shopping

Even with the best security tools, simple mistakes can put your data at risk. Developing strong security awareness is key to safer online habits. Here are some common pitfalls to watch out for when shopping:

Reusing Passwords

One hacked password can put all your accounts at risk. Keep them safe by using a different password for every site, your password manager makes it easy.to generate and store strong, distinct passwords for each one.

Using Public Wi-Fi for Shopping

Hackers can easily monitor public Wi-Fi networks, making them unsafe not just for shopping but for any online activity. To protect your data, avoid using Wi-Fi in coffee shops, hotels, or airports for online shopping. Instead, stick to your mobile data or a secure private network.

Ignoring Security Alerts

Many people overlook alerts about unusual activity but ignoring them can be risky. If your bank, password manager, or virtual card provider alerts you to suspicious activity, act immediately. Follow their instructions to protect your data, for example, changing your password and reviewing recent transactions for any signs of fraud.

Saving Card Details in Your Browser

While browsers allow card information to be saved, it is less secure than virtual cards. If hackers access your browser, your saved cards are compromised.

Shop Smarter and Safer This Holiday Season

The holidays should be about celebration, not about worrying over hacked accounts or stolen card details. Using tools like password managers and virtual cards lets you take control of your online shopping security. These tools make password management easier, protect you from phishing scams, and add extra protection against cybercriminals. As you look for the best holiday deals, include security in your shopping checklist. Peace of mind is the best gift you can give yourself.

Need help improving your cybersecurity before the holiday rush? We can help you protect your data with smarter, easy-to-use security solutions. Stay safe, stay secure, and shop online with confidence this season. Contact us today to get started.

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This Article has been Republished with Permission from The Technology Press.

10/12/2025
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05/12/2025

Beyond Licensing: How to Stop Wasting Money onYour Microsoft 365 Security and Copilot Add-Ons

Microsoft 365 is a powerful platform that helps a business in many ways. It boosts collaboration and streamlines operations, among other benefits. However, many companies waste money on unnecessary licenses and features that are not fully used. 

Fortunately, you can avoid this waste and take your business to the next level by adopting smarter use of M365 security and Copilot add-ons. This article will provide practical insights, help you avoid costly mistakes, and support you in making informed decisions that fit your business objectives.

What Does Microsoft 365 Provide as Baseline Security & Copilot Features? 

Even without premium add-ons, Microsoft 365 offers a solid set of built-in security and AI features that are useful. You have tools for identity and access management, such as Azure Active Directory (now Entra ID), multi-factor authentication, single sign-on, and conditional access. The basic plans also deliver threat and malware protection, with built-in scanning for emails, phishing protection through Microsoft Defender, and safeguards for attachments and links. 

Depending on your plan, you might also have data loss prevention (DLP) features and tools for auditing and compliance to monitor user activity, support regulatory reporting, and enforce data retention policies. That said, before you adopt premium tiers, you have to scrutinize your needs. By knowing what is already available, you avoid paying for what you won’t use. Moreover, understanding what is included in every plan also helps you avoid overlapping features. 

How Organizations Overspend on Microsoft 365 Security and Copilot Add-Ons

Before we explore solutions, it’s essential to understand how this waste occurs in the first place. Overspending is often not obvious. It is hidden in scenarios that go unnoticed.

Purchasing Higher-Tier Plans  

As noted earlier, many organizations quickly upgrade to higher-tier plans like E3 or E5, or add premium features for every user, often paying for tools that remain unused. 

Licenses Left Running  

Another major source of waste comes from licenses that are assigned but no longer in use. Employees may have shifted roles, gone on leave, moved to part-time, or even left the company, yet their premium licenses remain active. If left unchecked, these idle licenses quietly drain the budget, adding up to significant financial loss over time.

Deleting Users During Offboarding  

Organizations may delete user accounts during offboarding without first unassigning licenses. Deleting a user account does not automatically reclaim those licenses in Microsoft 365. Therefore, unless you manually unassign licenses or set up automation, you will continue paying for unused licenses long after the employee has left.

Duplicate Functionality Assigned to the Same User  

Microsoft 365’s admin portal does not flag duplicate assignments. This increases the chance that your organization may assign redundant tools or capabilities to a single user. For example, giving someone both an E3 and a standalone Defender license that already comes with E3. This simply means you are paying twice for the same feature. 

How to Reduce Waste in Microsoft 365 Security and Copilot Add-Ons

The good news is that much of this waste can be avoided. With discipline, proper tools, and regulation, you can redirect your budget to a smarter use of Microsoft 365. Below are some of the main strategies to adopt.

Downgrade Light Users

Not all users require an E3 or E5 license. For example, why give your receptionist a complete E5 license with enhanced compliance tools if they’re only emailing and using Teams? By monitoring actual usage, you can downgrade such users to E1 or another lower-tiered plan without affecting productivity. Low-usage discovery utilities enable you to downgrade confidently without speculation.

Automate Offboarding of Ex-Employees  

By automating offboarding processes, licenses are unassigned automatically once you mark an employee as departed. Use workflow tools like Power Automate linked to HR systems or forms to revoke access, remove group memberships, convert mailboxes, and unassign licenses in one automated process.

Consolidate Overlapping Features  

Review your security, compliance, collaboration, and analytics tools to find overlaps. If your plan already offers advanced threat protection or endpoint detection, consider canceling redundant third-party tools. If Copilot add-ons duplicate other AI or automation tools you already use, streamline them under one system.

Review Group and Shared Mailboxes  

Many organizations mistakenly assign premium licenses to shared mailboxes, service accounts, or inactive mailboxes. This doesn’t offer any functional benefits. Think about converting them to free shared mailboxes or archiving them to free up license slots. That way, you ensure that your M365 budget is only spent on value-generating users.

Enable License Expiration Alerts and Governance Policies

Avoid wastage in the future by setting up policy checks and notifications, and make sure you respond as needed. Note down renewal dates for contracts so you don’t accidentally auto-renew unused licenses. Also, track levels of inactivity and flag for review licenses that have passed the threshold.

Make Microsoft 365 Work Smarter for You  

Don’t let Microsoft 365 licenses and add-ons quietly drain your resources. Take control by reviewing how each license is used. When you match your tools with actual business needs, you save money, simplify management, and improve productivity in your organization. 

Optimizing your Microsoft 365 environment is all about getting the most value from what you already own. By using M365 security and Copilot add-ons wisely, your business can operate more efficiently and securely. If you’re looking to better manage licensing and make smarter technology decisions, reach out to our team of experts who have helped organizations do exactly that. Let’s get started today.

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This Article has been Republished with Permission from The Technology Press.

05/12/2025
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30/11/2025

Your Business’s Digital Compass: Creating an IT Roadmap for Small Business Growth

Small businesses often struggle to leverage technology effectively. It can be a challenge just to survive, much less thrive. In many cases, they instinctively fall back on a reactive approach to IT challenges, rather than planning and acting proactively. That’s where an IT roadmap can help. It becomes a digital compass for organizations, a strategic document that provides alignment between technology needs, initiatives, and business goals. 

An IT roadmap provides a vision of your business’s technology needs in the next 6, 12, and 24 months. This helps to prioritize needs and shape expenditures rather than blindly throwing money at technology. This is a critical step for small businesses with limited capital.

This article will explore why IT roadmapping is essential for business growth and how to build an effective one that aligns with long-term business goals.

What Is an IT Roadmap?

The IT roadmap is an outline for how technology will drive business objectives. It must include priorities and timelines, as well as system upgrades and cybersecurity plans. 

An IT roadmap provides the following information:

  • What technologies are we using now?
  • What tools will we need in the future?
  • When should we invest in upgrades?
  • How do we improve our security posture?
  • What’s our long-term digital strategy?

Without a roadmap, organizations often make piecemeal IT decisions. This leads to security vulnerabilities and inefficiency.

Why Small Businesses Need an IT Roadmap

Small businesses don’t have the luxuries larger companies do. Their margin for error is much smaller, and the impact of poor decisions is far greater than that of their larger counterparts. One way to maximize decision-making power is by following an IT roadmap. It helps scale IT expansion in a way that offers a supportive framework for business growth.

Aligned With Business Goals

IT investment stays aligned with the broader vision of the organization when following an IT roadmap. It also ensures everyone is on the same page regarding goals and expectations.

Reduce Downtime

Adopting an IT roadmap provides a proactive stance and offers lifecycle management for all systems. This reduces the chances of outages and security issues.

Improve Efficiency

Following an IT roadmap ensures improved productivity by replacing outdated systems and maintaining workflows. 

Effective IT Roadmap

When creating an IT roadmap, it’s not merely listing projects and assets. It’s about creating a dynamic strategy, that evolves with the organization. Every roadmap should include the following: 

Assessment

The first step is creating an assessment of all IT assets. This provides a good starting point to map out future IT improvements. Document the existing IT environment components:

  • Hardware and software inventory
  • Network infrastructure
  • Cloud and on-premises services
  • Security tools and vulnerabilities
  • Pain points and bottlenecks

The completed baseline assessment provides a firm foundation to begin informed decision-making.

Business Goals and Strategic Objectives

Identify the company’s top goals over the next 1–3 years. For example:

  • Expanding to a new market
  • Hiring remote employees
  • Increasing customer satisfaction

It is essential that the IT roadmap ties the initiatives to these objectives. 

Technology Timelines

When creating your IT roadmap, it’s critical to provide detailed schedules to ensure seamless integration of projects. These might include details about:

  • Cloud migrations
  • CRM or ERP deployments
  • Cybersecurity enhancements
  • Website upgrades
  • Improvements to data backup strategies

Budget Forecast

When organizations adopt a proactive approach to IT purchases, they eliminate hidden costs and avoid surprise overages. This enables more accurate budgeting forecasts for IT expenditures. This would include the following expenses:

  • Hardware/software purchases
  • Licensing and subscriptions
  • Professional services and consulting
  • Training and support

Roadmap Maintenance

A roadmap is not a one-and-done endeavor. It takes constant input and updating. A well-maintained roadmap ensures organizational goals remain in focus as IT expansion continues. 

Collaborate

Organizations need to recognize that staff input from a variety of sources can improve the effectiveness of the roadmap. The document should reflect company-wide needs.

Able to Adapt

As new technology becomes available, it is important for organizations to update their IT roadmaps. This will ensure the organizations adapt to new challenges and take advantage of new opportunities.

Partner With Experts

Consider leveraging external experts for guidance and training opportunities. A phased approach remains the most effective way to achieve lasting impact and steady progress toward your organizational goals.

Here’s a Sample 12-Month IT Roadmap for Small Businesses:

Q1 Inititative: Cloud migration
Q1 Objective: Improve flexibility

Q2 Initiative: Implement MFA and improve endpoint security
Q2 Objective: Enhance cybersecurity

Q3 Initiative: Deploy new CRM system
Q3 Objective: Centralize customer interactions

Q4 Initiative: Staff training
Q4 Objective: Increase digital compliance

Roadmap to Success

Take the first step toward smarter IT decisions. Connect with our team today to create an IT roadmap that aligns technology with your business goals.


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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

30/11/2025
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