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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

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

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

30/11/2025
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25/11/2025

Navigating Cloud Compliance: Essential Regulations in the Digital Age

The mass migration to cloud-based environments continues as organizations realize the inherent benefits. Cloud solutions are the technology darlings of today’s digital landscape. They offer a perfect marriage of innovative technology and organizational needs. However, it also raises significant compliance concerns for organizations. Compliance involves a complex combination of legal and technical requirements. Organizations that fail to meet these standards can face significant fines and increased regulatory scrutiny. With data privacy mandates such as HIPAA and PCI DSS in effect, businesses must carefully navigate an increasingly intricate compliance landscape.

Cloud Compliance

This is the process of adhering to laws and standards governing data protection, security, and privacy. This is not optional. Unlike traditional on-site systems, cloud environments present security issues due to geographic data distribution, making compliance more complex.

Compliance in the cloud typically involves:

  • Securing data at rest and in transit
  • Ensuring data residency
  • Maintaining access controls and audit trails
  • Demonstrating adherence to regular assessments

Shared Responsibility Model

One of the core concepts of cloud compliance is the Shared Responsibility Model. This outlines the compliance division between the cloud provider and the customer. 

  • Cloud Service Provider (CSP): They are responsible for cloud services and securing the infrastructure and network.
  • Customer: They are responsible for securing access management, user configurations, and data.

Many organizations mistakenly believe that hiring a cloud service provider transfers compliance responsibility; this is not the case.

Compliance Regulations

Compliance varies from country to country. It is important to know where data resides and through which countries it passes to remain compliant.

General Data Protection Regulation (GDPR) – EU

Globally speaking, GDPR is one of the most comprehensive privacy laws. It applies to any organization processing EU citizens’ personal data, regardless of where the company is physically doing business.

Cloud-specific considerations:

  • Ensuring data is stored in EU-compliant regions
  • Enabling data subject rights 
  • Implementing strong encryption
  • Maintaining breach notification protocols

Health Insurance Portability and Accountability Act (HIPAA) – US

HIPAA protects sensitive patient data in the United States. Cloud-based systems storing or transmitting this sensitive information (ePHI) have to abide by HIPAA standards.

Considerations for cloud storage:

  • Using HIPAA-compliant cloud providers
  • Signing Business Associate Agreements (BAAs)
  • Encrypting ePHI in storage and transmission
  • Implementing strict access logs and audit trails

Payment Card Industry Data Security Standard (PCI DSS)

For those organizations that process, store, or transmit credit card information, there is a set of compliance regulations they need to abide by. Cloud hosts must uphold the 12 core PCI DSS requirements.

Cloud-specific considerations:

  • Tokenization and encryption of payment data
  • Network segmentation in cloud environments
  • Regular vulnerability scans and penetration testing

Federal Risk and Authorization Management Program (FedRAMP) – US

Providing a standardized set of protocols for federal agencies operating on cloud-based systems, providers are required to complete a rigorous assessment process.

Considerations:

  • Mandatory for vendors working with U.S. government agencies
  • Strict data handling, encryption, and physical security protocols

ISO/IEC 27001

This is an international standard for Information Security Management Systems (ISMS). It is widely recognized as the benchmark for cloud compliance. 

Cloud considerations:

  • Regular risk assessments
  • Documented policies and procedures
  • Comprehensive access control and incident response protocols

Maintaining Cloud Compliance

It is vital that organizations realize that cloud compliance is not merely checking items off a list. It requires thoughtful consideration and a great deal of planning. Operating from a proactive stance, the following are considered best practices to follow:

Audits

Compliance audits are an excellent way to determine and maintain compliance. Shortcomings are easily recognized and addressed to keep your infrastructure in compliance.

Robust Access Controls

By using the principle of least privilege (PoLP), organizations provide users with only enough access to reach the resources they need. Integrating multi-factor authentication (MFA) provides another layer of security and insulates your organizational data. 

Data Encryption

Whether at rest or in transit, all data must use TLS and AES-256 protocols. These are industry standards and necessary for your organization to remain compliant.

Comprehensive Monitoring

Audit logs and real-time monitoring provide alerts to aid in compliance adherence and response.

Ensure Data Residency

No matter where your data is physically stored, there are jurisdictional requirements that need to be addressed. Ensure that your data center complies with any associated laws for the region.

Train Employees

Regardless of how robust your organization’s security is, all it takes is a single click by a single user to create a ripple effect across your digital landscape. Providing proper training can help users adopt use policies that can help protect your digital assets and remain compliant.

The State of Compliance

As your organization grows and adopts cloud-based systems, the need to maintain compliance responsibly becomes increasingly important. If you’re ready to strengthen your cloud compliance, contact us for expert guidance and resources. Gain actionable insights from seasoned IT professionals who help businesses navigate compliance challenges, reduce risk, and succeed in the ever-evolving digital landscape.


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

25/11/2025
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20/11/2025

Leveraging Microsoft Forms for Data Collection & Surveys

Data has become the lifeblood of every organization, regardless of industry or sector. Today, a business’s ability to collect, analyze, and act on data is not just an advantage, it’s essential for survival. Data-driven decision-making enables organizations to respond quickly to market changes, identify new opportunities, and improve operational efficiency. When decisions are backed by accurate, timely data, they can produce both immediate results and long-term strategic benefits. Whether the data comes from customer surveys, employee feedback forms, transactional records, or operational metrics, it provides a foundation for smarter business strategies. 

With the right tools and processes, organizations can harness this information to streamline workflows, enhance customer experiences, optimize resource allocation, and maintain a competitive edge in an increasingly complex business landscape.

One powerful solution to consider is Microsoft Forms. With its robust feature set and seamless integration into the Microsoft 365 ecosystem, Forms provides a secure and compliant platform for collecting and analyzing data.

This article will explore how organizations can effectively use Microsoft Forms for data collection, while addressing key considerations and best practices.

Benefits

Offering numerous built-in functions, Forms emphasizes simplicity of use.

  • Easy to Use: A drag-and-drop interface enables novice users to create sophisticated forms quickly.
  • Microsoft 365 Integration: Fully integrated to Teams, SharePoint, Excel, and Power Automate, Forms provides data to fuel decision-making.
  • Real-Time Data Analysis: Responses can be gathered in real time. Forms can then display the information in charts or graphs, which can be automatically generated.
  • Mobile-Friendly: Forms are designed with the modern-day user in mind. It is responsive and mobile-friendly. Users can complete the forms on any device.

Business Users Features

Forms offers numerous built-in functions, but there are quite a few that were added with business users in mind. The most impactful are detailed below:

Customizable Form Templates

There is a wide array of templates to quickly create customer satisfaction surveys, event registration forms, and employee feedback forms.

Question Types

There are multiple question types to choose from when building forms. The options include:

  • Multiple choice
  • Text (short and long answers)
  • Rating scales
  • Likert scales
  • Date/time pickers
  • File upload

Sharing Options

Forms provides the ability to share information with internal members or external users. Based on user credentials, it dictates how and when the data can be shared. It can also be embedded into webpages or emails. 

Data Analysis

The beauty of gathering data through Forms is how easily it integrates with Excel. This information can then be analyzed and used to form policy decisions.

Work Scenarios

Forms can provide invaluable insight across all departments. Several scenarios in which it can be applied include:

  • Human Resources: Employee surveys, onboarding feedback, exit interviews
  • Marketing: Customer satisfaction surveys, event feedback
  • Training: Training assessments, knowledge assessment, course registration
  • IT and Help Tickets: Help desk ticket, asset inventory

Microsoft 365 Integration

Developed to be fully integrated into the Microsoft 365 environment, Forms allows seamless sharing of data between various Microsoft products.

Excel

For every Microsoft Form generated, an Excel workbook is automatically created. This is where response data is stored to be analyzed.

Power Automate

Building workflows based on Microsoft Forms data is easy when utilizing Power Automate. 

SharePoint and Teams

Demonstrating full integration, Forms can be embedded directly into Microsoft Teams tabs and SharePoint pages. This allows full collaboration and accessibility like never before.

Microsoft Forms Tips

The best way to get the most out of Microsoft Forms is to follow a few simple tips. These tips include:

  • Develop Objectives: It is important to determine what data you want to collect and how it will be used. Every question should serve a purpose and not just take up space.
  • Use Branching: This allows unnecessary questions to be removed based on the responses gathered.
  • Privacy: Give users the option to not allow their personal identifiers to be stored so their responses remain anonymous.
  • Limit Open-Ended Responses: When user responses are free-form and not standardized, it makes it difficult to quantify and analyze.

Compliance Considerations

The beauty of Forms is that since it can live within the Microsoft 365 framework, it has built-in security and compliance standards. 

  • Encryption is provided for data at rest and in transit.
  • Audit logs ensure accountability.

Maximizing the Value of Microsoft Forms

Microsoft Forms unlocks the potential of organizational data by making it easy to gather, analyze, and act on insights. Whether improving onboarding processes, collecting employee feedback, or tracking customer satisfaction, Forms helps businesses make faster, more informed decisions.

By automating surveys and follow-ups within the secure Microsoft 365 ecosystem, organizations can create seamless, end-to-end workflows that enhance responsiveness and efficiency. With the right guidance, resources, and training, businesses can fully harness Forms to transform raw data into actionable strategies, driving smarter decisions and long-term growth.

Contact us today to learn how to optimize Microsoft Forms for your organization and turn your data into a competitive advantage.


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

20/11/2025
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15/11/2025

How to Use AI for Business Productivity While Staying Cyber-Secure

Most organizations have realized that AI is not a sentient system looking to take over the world, but rather an invaluable tool. They have come to utilize it to improve their productivity and efficiency. AI solutions have been installed at an astounding rate. Some are used to automate repetitive tasks and to provide enriched data analysis on a previously unrealized level. While this can certainly boost productivity, it is also troubling from a data security, privacy, and cyber threat perspective.

The crux of this conundrum is how the power of AI can be harnessed to remain competitive while eliminating cybersecurity risks. 

The Rise of AI

AI is no longer just a tool for massive enterprises. It is a tool every organization can use. Cloud-based systems and machine learning APIs have become more affordable and necessary in the modern-day business climate for small and medium-sized businesses (SMBs).

AI has become common in the following ways:

  • Email and meeting scheduling
  • Customer service automation
  • Sales forecasting
  • Document generation and summarization
  • Invoice processing
  • Data analytics
  • Cybersecurity threat detection

AI tools help staff become more efficient, eliminating errors and helping make data-backed decisions. However, organizations need to take steps to limit cybersecurity issues.

AI Adoption Risks

An unfortunate side effect of increasing productivity through the use of AI-based tools is that it also expands the available attack surface for cyber attackers. Organizations must understand that implementing any new technology needs to be done with thoughtful consideration of how it might expose these various threats.

Data Leakage

In order to operate, AI models need data. This can be sensitive customer data, financial information, or proprietary work products. If this information needs to be sent to third-party AI models, there must be a clear understanding of how and when this information will be used. In some cases, AI companies can store it, use it for training, or even leak this information for public consumption.

Shadow AI

Many employees use AI tools for their daily work. This might include generative platforms or online chatbots. Without proper vetting, these can cause compliance risks.

Overreliance and Automation Bias

Even when using AI tools, it is important for companies to continue their due diligence. Many users consider AI-generated content to always be accurate when, in fact, it is not. Relying on this information without checking it for accuracy can lead to poor decision-making.

Secure AI and Productivity

The steps necessary to secure potential security risks when utilizing AI tools are relatively straightforward. 

Establish an AI Usage Policy

It is critical to set limits and guidelines for AI use prior to installing any AI tools.  

Be sure to define:

  • Approved AI tools and vendors
  • Acceptable use cases
  • Prohibited data types
  • Data retention practices

Educate users regarding the importance of AI security practices and how to properly use the tools installed to minimize the risk associated with using AI tools.

Choose Enterprise-Grade AI Platforms

One way to secure AI platforms is by ensuring that they offer the following:

  • GDPR, HIPAA, or SOC 2 compliant
  • Data residency controls
  • Do not use customer data for training
  • Provide encryption for data at rest and in transit

Segment Sensitive Data Access

Adopting role-based access controls (RBAC) provides better restrictions on data access. It allows AI tools access to only specific types of information.

Monitor AI Usage

It is essential to monitor AI usage across the organization to understand what information is being accessed and how it is being utilized, including:

  • Which users are accessing which tools
  • What data is being sent or processed
  • Alerts for unusual or risky behavior

AI for Cybersecurity

Ironically, while concerns exist about AI use regarding security issues, one of the primary uses of AI tools is the detection of cyber threats. Organizations use AI to do the following: 

  • Threat detection
  • Email phishing deterrent
  • Endpoint protection
  • Automated response

Adopting tools like SentinelOne, Microsoft Defender for Endpoint, and CrowdStrike all use AI aspects to detect threats in real-time. 

Train Employees About Responsible Use

An unfortunate truth about humans is that they are, without question, the weakest link in the chain of cyber defense. Even the strongest defensive stance on cyber threats can be undone with a single click by a single user.

It is important that they receive training regarding the proper use of AI tools, so they understand:

  • Risks of using AI tools with company data
  • AI-generated phishing
  • Recognizing AI-generated content

AI With Guardrails

AI tools can transform any organization’s technical landscape, expanding what’s possible. But productivity without proper protection is a risk you can’t afford. Contact us today for expert guidance, practical toolkits, and resources to help you harness AI safely and effectively.



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

15/11/2025
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10/11/2025

Cracking Down on Credential Theft: Advanced Protection for Your Business Logins

During an era of digital transformation, data and security are king. That is why, as cyber threats evolve in this age of digital transformation, businesses need to be prepared. Credential theft has become one of the most damaging cyber threats facing businesses today. Whether through well-crafted phishing scams or an all-out direct attack, cybercriminals are continually honing their skills and adapting their tactics to gain access to system credentials. They seek to compromise the very fabric of the corporate digital landscape and access sensitive corporate resources.

The stakes are incredibly high. According to Verizon’s 2025 Data Breach Investigations Report, over 70% of breaches involve stolen credentials. The implications for businesses of every size are crippling financial loss and reputational damage. The days of relying solely on passwords to secure systems and devices are long gone. With the new age of cyber threats lingering just beyond the gates, organizations have to take advanced measures to properly secure the authentication infrastructure. Only by doing this can they hope to mitigate the risk of credential-based attacks.

Understanding Credential Theft

Credential theft is not a single act, but rather a symphony that builds from the first note and rises in intensity and intent over the course of weeks or months. It typically begins with cyber attackers gaining access to usernames and passwords using a variety of methods:

  • Phishing Emails: These can trick users into revealing their credentials via fake login pages or official-looking correspondence. 
  • Keylogging: This is a malware attack that records each keystroke to gain access to the login and password information.
  • Credential Stuffing: This is the application of lists of leaked credentials from other data breaches to try to breach security measures.
  • Man-in-the-middle (MitM) Attacks: These occur when attackers are able to intercept credentials on unsecured networks.

Traditional Authentication Limitations

Organizations have historically depended on username and password combinations to provide their primary means of authentication. This is not adequate any longer. There are several reasons why organizations need to up the ante on their authentication processes:

  • Passwords are often reused across platforms.
  • Users tend to choose weak, guessable passwords.
  • Passwords can be easily phished or stolen.

Advanced Protection Strategies for Business Logins

To effectively combat credential theft, organizations should adopt a multi-layered approach that includes both preventive and detective controls. Below are several advanced methods for securing business logins:

Multi-Factor Authentication (MFA)

This is one of the simplest yet most effective methods to prevent credential theft. It requires users to provide two verification points. This typically includes a password, coupled with an additional piece of information sent to a secure device or email account that needs to be entered. It could also require a biometric measure for authentication, usually a fingerprint scan. 

There are hardware-based authentication methods as well, including YubiKeys or app-based tokens like those required by Google Authenticator or Duo. These are highly resistant to phishing attempts and recommended for high-value accounts.

Passwordless Authentication

In a move to further secure systems, some of the emerging frameworks have completely abandoned the username and password authentication method entirely. Instead, they employ the following:

  • Biometrics employ fingerprint or facial recognition for authentication purposes.
  • Single Sign-On (SSO) is used with enterprise identity providers.
  • Push notifications employ mobile apps that approve or deny login attempts.

Privileged Access Management (PAM)

High-level accounts like those held by executives or administrators are also targeted by attackers because of the level of their access to valuable corporate information. PAM solutions offer secure monitoring and the enforcement of ‘just-in-time’ access and credential vaulting. This helps minimize the attack surface by offering stricter control for those who access critical systems.

Behavioral Analytics and Anomaly Detection

Many modern authentication systems employ artificial intelligence-driven methods to detect unusual behavior surrounding authentication attempts. Some of the anomalies these methods look for include: 

  • Logins from unfamiliar devices or locations
  • Access attempts at unusual times
  • Multiple failed login attempts

Organizations that provide continuous monitoring of login patterns can proactively prevent damage before it occurs. 

Zero Trust Architecture

This architecture adopts the simple principle of “never trust, always verify.” This basis is the opposite of most traditional methodologies. Instead of trusting users inside the network, Zero Trust authenticates and authorizes on a continuous basis. Every request made by a given user is determined by contextual signals such as device location and identity. 

The Role of Employee Training

While digital methods to secure digital landscapes are vital, they can all be undone by simple human intervention. In fact, human error is the leading cause of data breaches. To curb this trend, organizations should train personnel to be diligent in their system use. They should be aware of:

  • Recognize phishing attempts
  • Use password managers
  • Avoid credential reuse
  • Understand the importance of MFA

An informed workforce is a critical line of defense against credential theft.

Credential Theft Will Happen

Attackers are becoming increasingly sophisticated in their attempts to compromise system credentials. Today, credential theft is no longer a matter of if, it’s a matter of when. Organizations can no longer rely on outdated defenses; stronger protection is essential. By implementing multi-factor authentication, adopting Zero Trust policies, and prioritizing proactive security strategies, businesses can stay ahead of emerging threats. Contact us today for the resources, tools, and expert guidance you need to build stronger defenses and keep your business secure.



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

10/11/2025
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05/11/2025

From Gaming to Productivity: How the Newest Black Friday Tech Gadgets Can Boost Your Business

Images of Black Friday no longer merely conjure up visions of bargain-hunting shoppers bullrushing storefronts to secure the best deals. It is now viewed by many organizations as a strategic opportunity to minimize the cost of upgrading their technology infrastructure. Traditionally, Black Friday tech deals surrounded gaming platforms and entertainment technology, but that has changed. Now, businesses recognize that there are numerous deals on the latest technology that offer real-world value to improve collaboration and productivity. 

Whether adopting gaming hardware for creative workflows or adopting cutting-edge peripherals for hybrid teams, businesses need to recognize the opportunities for smart integration of these products.

Paying Attention to Gaming Tech

As technology in the digital landscape continues to grow at incredible rates, the gaming community has seen impressive growth as well. Hardware and accessories continue to push the limits of performance and responsiveness. By creating immersive environments through 3D rendering and advanced audio, these devices can translate to productivity-focused business applications. Some business sectors can utilize gaming tech in the following ways:

  • Creative work involving graphic design, 3D modeling, and video editing
  • Real-time collaboration
  • High-speed computing and multitasking
  • Remote or hybrid work environments

Gaming devices typically come loaded with impressive features that can translate well to organizations willing to look at their capabilities.

High-Performance Laptops and Desktops

These devices are designed to handle high CPU loads and offer fast rendering capabilities in immersive environments. They are feature-rich and can easily integrate into any computing environment. 

Gaming PCs and laptops often include:

  • Multi-core CPUs (Intel Core i7/i9, AMD Ryzen 7/9)
  • Discrete GPUs (NVIDIA RTX, AMD Radeon)
  • High-refresh-rate displays
  • Fast SSD storage and large memory capacities

While these devices are marketed for gamers, their specs are ideal for business users operating resource-heavy programs, such as CAD software, Adobe Creative Suite, Power BI, and Tableau. 

When looking for Black Friday deals, look at the gaming laptops from Dell Alienware, MSI, and ASUS ROG. They provide robust features and come with Windows Pro, TPM 2.0, and remote management tools.

Peripherals

Gaming mice and keyboards provide precision and ergonomics that help limit user fatigue during all-day use. Consider looking for Logitech, Razer, and Corsair brands that offer discounted Black Friday deals on a regular basis. 

Ultrawide and 4K Monitors

Gamers aren’t the only ones who love immersive monitors. Professionals love them, too. With an ultrawide and high-resolution monitor, businesses can see improvements in employee multitasking abilities and video and audio editing, along with data analytics and coding.

With ultrawide, curved displays, developers and financial analysts can better visualize large amounts of information without the need to switch windows. For Black Friday deals, consider LG, Samsung, and Dell for superior USB-C support and video output.

Noise-Cancelling Headsets and Microphones

While these were originally marketed for immersive gaming experiences, noise-cancelling headphones and studio-quality microphones have impacted the way organizations do business. They are essential for working environments employing video conferencing and remote locations. They can improve focus on taxing projects.

Streaming Gear and Webcams

What was once a gaming-only concept, streaming hardware has left an indelible mark on the business world. This includes Elgato Stream Decks and high-resolution webcams. These tools enable businesses to enhance their video presence and streamline their workflow within the organization.

Best Practices When Buying Consumer Tech for Business Use

The deals available are substantial. A quick look at online tech outlets shows just how steep the discounts can be on Black Friday. While these sales offer great savings, businesses need to approach purchases mindfully. Buying equipment solely because it’s discounted defeats the purpose if it cannot integrate into your existing technology environment. If you have questions about your purchases, reach out for expert guidance to make sure your purchases support long-term business goals.

  • Business-Grade Warranty: Unfortunately, consumer products don’t offer the same commercial warranties or support. It is always a good idea to check this for any purchases organizations are considering.
  • Compatibility Assurance: The new purchases have to be compatible with existing software, hardware, and networks, or it is a wasted effort.
  • Lifecycle Management: The discounted items need to be tracked and included in the IT management plan to determine when and how the devices will be replaced in the coming years.
  • Secure Everything: Much like the warranty, not all consumer products come with the same safeguards necessary for enterprise-level security.

No Longer Just for Personal Upgrades

Gone are the days of consumer-only Black Friday deals. Now, organizations can reap the same discounts as consumers by strategically purchasing high-performance gadgets to improve their technology landscape. These devices can improve productivity and drive innovation and efficiency. 

The key is knowing what to buy and when.

Considering purchasing tech gadgets on Black Friday? If you have questions or need guidance on a specific product, contact us for expert advice. With the right resources and support, IT professionals and business leaders can make smarter purchasing decisions and align technology with long-term strategies. Whether you’re an MSP or a small business owner, we can help you turn Black Friday deals into year-round results. Contact us today to get started.



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Featured Image Credit

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

05/11/2025
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30/10/2025

What Your Small Business MUST Know About Data Regulations in 2025

You come into work on Monday, coffee still hot, only to find your email full of urgent messages. An employee wants to know why their login isn’t working. Another says their personal information has shown up in places it shouldn’t. Suddenly, that list of “things to get done” is replaced by one big, pressing question: What went wrong?

For too many small businesses this is how a data breach becomes real. It’s a legal, financial, and reputational mess. IBM’s 2025 cost of data breach report puts the average global cost of a breach at $4.4 million. Additionally, Sophos found that nine out of ten cyberattacks on small businesses involve stolen data or credentials.

In 2025, knowing the rules around data protection is a survival skill.

Why Data Regulations Matter More Than Ever

The last few years have made one thing clear: Small businesses are firmly on hackers’ radar. They’re easier to target than a Fortune 500 giant and often lack the same defenses. That doesn’t mean they’re hit less often. It means the damage can cut deeper.

Regulators have noticed. In the U.S., a growing patchwork of state privacy laws is reshaping how companies handle data. In Europe, the GDPR continues to reach across borders, holding even non-EU companies accountable if they process EU residents’ personal information. And these aren’t symbolic rules, as fines can run up to 4% of annual global turnover or €20 million, whichever is higher.

The fallout from getting it wrong isn’t just financial. It can:

  • Shake client confidence for years.
  • Stall operations when systems go offline for recovery.
  • Invite legal claims from affected individuals.
  • Spark negative coverage that sticks in search results long after the breach is fixed.

So, yes, compliance is about avoiding penalties, but it’s also about protecting the trust you’ve worked hard to build.

The Regulations and Compliance Practices You Need to Know

Before you can follow the rules, you have to know which ones apply. In the business world, it’s common to serve clients across states, sometimes across countries. That means you may be under more than one set of regulations at the same time.

Below are some of the core laws impacting small businesses. 

General Data Protection Regulation (GDPR)

Applies to any business around the world that deals with data from EU residents. GDPR requires clear, written permission to collect data, limits on how long it can be stored, strong protections, and the right for people to access, change, delete, or move their data. Even a small business with a handful of EU clients could be covered.

California Consumer Privacy Act (CCPA)

Gives people in California the right to know what information is collected, ask for it to be deleted, and choose not to have their information sold. If your business makes at least $25 million a year or handles a lot of personal data, this applies to you.

2025 State Privacy Laws

Eight states, including Delaware, Nebraska, and New Jersey, have new laws this year. Nebraska’s is especially notable: It applies to all businesses, no matter their size or revenue. Consumer rights vary by state, but most now include access to data, deletion, correction, and the ability to opt out of targeted advertising.

Compliance Best Practices for Small Businesses

Here’s where the theory meets the day-to-day. Following these steps makes compliance easier and keeps you from scrambling later.

1. Map Your Data

Do an inventory of every type of personal data you hold, where it lives, who has access, and how it’s used. Don’t forget less obvious places like old backups, employee laptops, and third-party systems.

2. Limit What You Keep

If you don’t truly need a piece of information, don’t collect it in the first place. If you have to collect it, keep it only as long as necessary. Furthermore, restrict access to people whose roles require it, which is known as the “principle of least privilege.”

3. Build a Real Data Protection Policy

Put your rules in writing. Spell out how data is classified, stored, backed up, and, if needed, securely destroyed. Include breach response steps and specific requirements for devices and networks.

4. Train People and Keep Training Them

Most breaches start with a human slip. Teach staff how to spot phishing, use secure file-sharing tools, and create strong passwords. Make refresher training part of the calendar, not an afterthought.

5. Encrypt in Transit and at Rest

Use SSL/TLS on your website, VPNs for remote access, and encryption for stored files, especially on portable devices. If you work with cloud providers, verify they meet security standards.

6. Don’t Ignore Physical Security

Lock server rooms. Secure portable devices. If it can walk out the door, it should be encrypted.

Breach Response Essentials

Things can still go wrong, even with strong defenses. When they do, act fast. Bring your lawyer, IT security, a forensic expert, and someone to handle communications together immediately. Work collaboratively to fix the problem. Isolate the systems that are affected, revoke any stolen credentials, and delete any data that is exposed.

Once stable, figure out what happened and how much was affected. Keep detailed notes; they’ll matter for compliance, insurance, and future prevention.

Notification laws vary, but most require quick updates to individuals and regulators. Meet those deadlines. Finally, use the experience to improve. Patch weak points, update your policies, and make sure your team knows what’s changed. Every breach is costly, but it can also be a turning point if you learn from it.

Protect Your Business and Build Lasting Trust

Data regulations can feel like a moving target because they are, but they’re also an opportunity. Showing employees and clients that you take their privacy seriously can set you apart from competitors who treat it as a box-ticking exercise.

You don’t need perfect security. No one has it. You do need a culture that values data, policies that are more than just paper, and a habit of checking that what you think is happening with your data is actually happening.

That’s how you turn compliance into credibility.

Contact us to find out how you can strengthen your data protection strategy and stay ahead of compliance requirements.

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

30/10/2025
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