E-mail is by far the fastest and easiest way to transfer information, but as its popularity has grown so have questions of its security. This is evidenced in the mass amount of spam found in inboxes each day and reports of e-mail hacking in small businesses and the government alike. Unlike snail mail, it’s hard to say if someone else has looked at e-mails you sent or to know if a message has a virus attached. With the rise of such security issues, there is a need for more ways to fight them. Let’s take a look at a few apps you can use to keep your information safe and your inbox virus-free.
Spam Blocker Apps
Although many e-mail clients have their own spam blockers, if you’re receiving a large volume of e-mail each day you may need to invest in some additional protection. There are many options out there, and we’ve selected two of the best to profile. Since these apps are cloud-based, they can be downloaded instantly and are user-friendly. Both also offer a free or a paid version, depending on you and your agency’s needs.
MailWasherserves as an intermediary between your e-mail server and your computer, allowing you to see and destroy questionable messages before downloading them. Essentially, MailWasher flags spam-worthy e-mail and displays it in a preview window so you can choose whether it’s safe or not. This can save you from viruses and phishing, preventing data security breaches. The free version gives you access for one e-mail address, and with the paid version you can use MailWasher with all your agency’s e-mail addresses.
SPAMFighter was developed specifically for Outlook or Windows Mail users, but is also compatible with Mozilla Thunderbird. This app takes a slightly different route through basing its spam filtering on the suggestions of its over 8 million users. SPAMFighter listens to its users to get accurate information on spam messages; when a message comes to you that has been marked as spam by a majority of SPAMFighter users, it goes directly to your spam folder. The system is easy to use and install, and is free with a small ad on your outgoing mail. If you’d rather not have advertising attached, there is a paid version that is ad-free
Secure E-mail Apps
You are often sending sensitive client information to agents, so you should take extra precautions to ensure that information isn’t leaked or shared. Specialized e-mail security apps keep such information private through using advanced coded encryption methods. This means the sender generates a multi-character passcode and gets that code to the receiver. This added layer of security guards against hacking, and many apps can be set to expire so messages can only be viewed for a certain amount of time. Here are two e-mail security systems that have stood the test of time and hacks.
Hushmail is an app that uses standards-compliant OpenPGP encryption and can be used with almost any e-mail system, including those accessed via mobile devices. One of the most popular e-mail security applications, Hushmail uses complex security measures yet its interface is familiar and easy to use. Like all e-mail security systems, you should only use Hushmail when sending or receiving secure mail. With each message you send, a multi-character passcode is created that your recipient must use to view the message. Hushmail is free to download, but if you plan to send and store a substantial amount of messages you should look in to paying for the additional storage and hidden IP address functions. In addition, the paid version gets you specialized technical support.
Virtrudiffers from Hushmail in that it is a browser extension (currently for Chrome and Firefox only) and works well with almost any email system, including Gmail and Yahoo. Like Hushmail, Virtru is easy to use, but it adds a level of ease by integrating right in to your e-mail system. When sending a secure message, you simple switch the toggle button that appears on the message to turn on Virtru. There is added security with Virtru as they send each key through their own management server, and it allows for e-mail and attachment encryption. Once you’ve sent a message through Virtru, you can set time limits on the access keys and/or revoke access at any time. Finally, Virtru was created by a former NSA member and uses Trusted Data Format (TDF), a format used by the government for the highest security.
Sendio take a bit of a different approach to spam filtering as it gives you 100% control of whose messages come to your inbox. Instead of filtering through messages and rejecting suspicious ones, Sendio reverses the funnel so only domains you’ve approved come to your inbox. The idea is that someone sending you legitimate information you either already know or they won’t mind providing a little I.D. Once you’ve installed, you import your existing contacts to Sendio, which adds them to your approved sender’s list. E-mails from those not on your approved list will get a nicely worded auto-reply asking them to click a link and type a verification code, something it is highly unlikely any spammers will do. Intraoffice e-mails are automatically added to your sender’s list, so you won’t need to worry about adding a new employee’s e-mail. Those who use Sendio find they stop receiving almost all spam, and are confident that the message they receive are virus and malware-free.
We’ve outlined only a few examples of great apps to keep your e-mail secure and spam-free, but there are others in the works as technology grows and improves. When shopping for such apps, we recommend looking for ones that are easy to use and will work with multiple e-mail systems. In any case, make sure to check each app’s reviews to ensure its legitimacy and effectiveness.
As you think about your e-mail’s security, think also of your agency management system. The data stored within this system spans from personal client info to sensitive accounting information, so you should be certain it’s kept private. We at SIS know these security concerns and, through Partner XE, we ensure data security, giving you piece of mind about the most important information you store. To find out more, contact us at 800.747.9273 or [email protected]. Now if only we did e-mail security, too.
For better or worse (and usually a little of both!), technology is constantly changing. As you’ve read in our previous posts, such upgrades are affecting Windows users as Microsoft phases out support on its XP operating system. Hopefully by now we’ve convinced you to make the switch to a new operating system, and provided you with what you need to know about your upgrade options. Now it’s time to get down to brass tacks – what do you need to do to prepare?
Research your options
Your agency is unique and you know your needs better than anyone, so only you can determine the best move for your agency’s success. This doesn’t mean refusing to get advice from tech experts, but it does mean taking all advice in the context of your agency’s needs and culture. As you look at the different operating system options, take in to account your agency’s size and current software needs. Look at pricing, including what you may need to invest in hardware to keep up with your upgrade (more about this below).
Finally, think about your staff. If you have a techie bunch that is excited about getting the latest technology, you might want to look at the most recent operating systems. However, if your staff is already nervous about learning a new system, you might want to look at a smaller step in your upgrade.
Ensure system compatibility
We’ve touched on this in previous posts, and its importance merits expansion. Once you have an idea of the system your agency needs, it is imperative to ensure all your current software and hardware is compatible. You can do this by calling your software’s providers and checking up. If you’re upgrading to a new Windows, chances are your software will comply, but you may need to install patches or upgrade to the latest version.
The same is true with your agency’s computers and printers. Especially if you plan to switch to a system outside of the Microsoft family, you should check system requirements first. If you’re switching to a more recent Windows, the best way to be sure all hardware and software is compatible is to check with Microsoft. Microsoft support is available to answer questions and provide hands on help with any issues.
Back up your data
It cannot be stressed enough that your agency should back up all data, not only before changing operating systems, but on a consistent basis. We recommend cloud storage for a consistent back-up system as cloud apps have a larger storage capacity than any external hard drive and will automatically back-up your files on a consistent basis. Whether or not you’re using a cloud system, ensure all your files are backed up somewhere before your switch.
The most important files to back up are those tied to your agency management system. Client and accounting files are important and confidential and you can’t afford to lose them. Check with your agency management system to see if it has back-up abilities, and if not be sure you take care of these files. Even with a professionals’ help, glitches can happen, so it’s best to ensure all your data is safe at an external location before moving it from one operating system to another.
Allow for a learning curve
No matter how techie your agency may be, there will be a learning curve as you switch to a new operating system. Microsoft recommends allowing over a year for your agency to get used to a new system, meaning your transition time will be substantial. Keep in mind that transition is gradual, and although it won’t bring your agency’s operations to a halt, it may add a little extra time to normal tasks till you’ve learned the ropes.
If switching to a new Windows system, it is a good idea to have a few point people attend Microsoft training so they can be a resource to your staff. If you have an IT staff, it is best to send these individuals to training. You can also find online tutorials and may even be able to find local training at a lower rate. The goal is to educate yourself and your staff so your transition can go a little smoother.
As you prepare to upgrade your operating system, you should start thinking about your agency’s systems and structures and whether or not they are able to adapt to change. As new technology is introduced at a faster pace, it is important to have malleable systems that can easily adapt to technological upgrades.
This is especially true for your agency management system, and we at SIS have given Partner XE this malleability. We take in to account user suggestions along with the changing face of technology to ensure XE stays on top of the game and is ready to take on the latest upgrades. To find out about how XE keeps up with your agency’s needs, contact us at 800.747.9273 or [email protected].
If you’ve read our last two posts, you’re well aware that Windows will soon stop support for its XP operating system, and those with XP should switch to a new system sooner rather than later. In this post, we’ll look at the different options you have, including those outside of the Windows family. We recommend looking at each system and assessing what is right for your agency – there is no one size fits all! Regardless of which system you pick, be ready for some transition time and keep your mind open. Think of this upgrade as an investment in the future of your agency, allowing you to meet growing needs.
When it comes to operating systems, there are three that dominate the tech world. Windows, Apple and Linux each have their own versions of operating system, but Windows still holds the crown with over 50% of users, according to web analytics firm Net Applications. Although Windows dominates, Linux and Apple have their fans for their own reasons.
Linux users like it for its customization and ability to operate on modest hardware. Also, Linux is not tied to a specific vendor, so it has less licensing restrictions than Windows or Apple. The biggest hit to Linux is that it doesn’t hold much clout in the software world. Since it’s not as popular, it can be hit or miss as to whether your software can run on it. This can be especially tricky with agency management systems.
Apple has made its name as the Windows alternative. Since Apple has created its empire on the iPhone, iPad and iPod, if you’re using these devices a lot, it may be easier for you to switch to all-Apple all the time. As its popularity grows, more newer versions of software are compatible with Apple’s operating system, and those who like Windows systems like Excel or Word can get add-ons to make Apple compatible with Windows-only software. However, like Linux, not many agency management systems are yet fully Apple compatible. Also, Apple’s systems run only on Apple products, meaning you’ll need to trade in your PC for a Mac, adding an expense to your upgrade.
The easiest transition from Windows XP is to move to a newer Windows version. Upgrading within Windows means you’ll get help from Windows professionals who will know XP and your new operating system well. Here’s a quick look at your Windows options:
Has all new user interface with multiple tiles for application grouping
Also offers ability to view traditional user interface
Touch activated, but can still be used with a mouse/keyboard
Can synch with mobile and tablets
Can have multiple windows open at once and view all at same time – called “snap”
Fastest Windows operating system
Released January 2007
Closest version to XP
Has new look, dubbed “Aero”: a transparent, airy look
Offers more instruction in use, such as text within search boxes letting you know where you are searching (i.e. “Search in My Pictures”)
Increased memory and speed from XP
Will be next to lose support (speculated will end in 2015)
Released Oct 2009
Same “Aero” look and instruction in use as Vista
Allows you to switch back and forth between windows by covering
Has “show desktop” feature to bring you back to your desktop at anytime
Increased memory and security
More refined than Vista, but not as fast as Windows 8.1
As you can see, you’re looking at an interface change and increased memory and speed with each Windows option. No matter which version you chose, be sure to check on hardware compatibility and back up your files to ensure all your info makes the switch. Although it may be tempting to inch up to the operating system following XP, it may be better to jump over to Windows 8 to allow more time between upgrades. When making your choice, think about cost, compatibility and system longevity. In the end, you know what is best for your agency.
While upgrading your operating system, you should also take a look at your agency management system. Be sure it is compatible with your operating system upgrade, and is staying up to pace with your agency’s needs. Our Partner XE is constantly upgraded and tailored to your agency thanks to your personal SIS rep, so if you’ve got XE you know you’re ready. If you’d like to find out about how Partner XE can serve your agency, contact us at 800.747.9273 or [email protected].
Strategic Insurance Software (SIS) will host a one-day regional workshop in Boston, Massachusetts on Monday, March 10. Agency owners, office managers, and CSRs are invited to attend at 1100 Crown Colony Drive, Quincy, MA. Participant-driven discussion and valuable training will be offered, as will ample networking opportunities.
Sponsored by Arbella Insurance Group, it will be the first regional conference held in the northeast. A plethora of new agencies are slated to take part in the one day meeting, which is intended to help clients maximize Partner XE for their agency. This event follows well-attended events in St. Louis, Missouri and Columbus, Ohio, and comes before the national user conference scheduled to be held April 24-25, 2014. Breakfast, lunch and free parking for attendees are also included.
According to Tami Scott, SIS Director of Client Services, these user-driven conferences provide multiple benefits to attendees. “We want to give the users the opportunity to learn more about the system…that’s why we bring Partner XE to them to make it a more convenient alternative to traveling farther for training.”
This conference will provide agencies with a chance to interact with other agencies that use Partner XE, and learn how to improve the workflows they build both inside and outside the system. Marketing, reporting, and many other topics will be focused on.
Scott believes that these peer-education oriented sessions promote education for everyone involved.” It helps to get out into the field to see what users are doing… we can pass what we learn onto staff to better address customer needs.”
Representatives from the agencies in the region are encouraged to initiate topics for the group. This interactive conference will center on what the attendees choose to cover. The SIS team will start the discussion, but the goal is for the agents involved to take the topics selected and run with them. Scott adds that “People tend to only learn what they need to know. This conference will encourage our users to think outside of that and reach the next level of understanding.”
Whether you’re ready or not, it’s coming: in April of this year, Windows will stop all support for its XP operating system, and your agency needs to be prepared by switching to an updated Windows. Although you might not feel the effects of the end of XP support right away, when you do it will be immediate and drastic, and will cause your agency more trouble than it’s worth to resist an upgrade.
Upgrading your operating system is important as it is essentially the brain of your computer. The operating system manages your computer’s memory, its processes and all of its updates and hardware. Without a Windows-supported operating systems, you’ll be putting your agency’s computers, and their sensitive content at risk.
Without frequent updates, your computers will run slower and be more susceptible to security threats and hacks, exposing confidential client info. An out-of-date system cannot accept new or updated accounting , database management or marketing software, putting your agency even further behind the technological curve. Even worse, your old operating system will likely be behind your client’s systems, making it difficult to read documents containing pertinent info. This can cause frustration with clients, leaving a bad taste in their mouths regarding your agency’s service.
To avoid these issues, your agency should move to upgrade your operating system now. Not tomorrow, not next week – now. Make it your agency’s New Year’s resolution! By starting now, your employees will have time to adapt to the new system and you’ll be able to target any compatibility issues regarding your current software and programs.
A system upgrade offers multiple benefits to your agency. All Windows operating systems after XP have increased memory and processing time, meaning you’ll be able to compute faster. This leads to tackling client needs quickly and getting more done in less time. Along with faster processing and increased storage, you’ll also have peace of mind knowing Microsoft is keeping your system secure with frequent updates. And don’t worry about losing any old documents: all Windows systems after XP are compatible with XP Office docs.
If your agency is in a pinch, ensure at the very least that those operating your agency’s management system are upgraded. However, it is best to have your whole agency make the switch at one time, regardless of the cost. Rolling out upgrades one at a time leads to incompatibility between your employees, which slows up the flow of internal information. In the end, it is better for your agency to put down a little more money to upgrade now as you will need to upgrade. It is better to do so on your terms rather than wait for an emergency overhaul later when your XP systems fail.
As you upgrade your operating system, you’ll have one less thing to think about with Partner XE. PXE is compatible with all current Windows operating systems, so you can rest easy that everything will look the same in your agency management system before and after your switch. If you’re not using Partner XE and want to find out more, contact us at 800.747.9273 or [email protected] . Happy upgrading!
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For better or worse (and usually a little of both!), technology is constantly changing. As you’ve read in our 
If you’ve read our last two posts, you’re well aware that Windows will soon stop support for its XP operating system, and those with XP should switch to a new system sooner rather than later. In this post, we’ll look at the different options you have, including those outside of the Windows family. We recommend looking at each system and assessing what is right for your agency – there is no one size fits all! Regardless of which system you pick, be ready for some transition time and keep your mind open. Think of this upgrade as an investment in the future of your agency, allowing you to meet growing needs.
Whether you’re ready or not, it’s coming: in April of this year, Windows will stop all support for its XP operating system, and your agency needs to be prepared by switching to an updated Windows. Although you might not feel the effects of the end of XP support right away, when you do it will be immediate and drastic, and will cause your agency more trouble than it’s worth to resist an upgrade.
E-mail is by far the fastest and easiest way to transfer information, but as its popularity has grown so have questions of its security. This is evidenced in the mass amount of spam found in inboxes each day and reports of e-mail hacking in small businesses and the government alike. Unlike snail mail, it’s hard to say if someone else has looked at e-mails you sent or to know if a message has a virus attached. With the rise of such security issues, there is a need for more ways to fight them. Let’s take a look at a few apps you can use to keep your information safe and your inbox virus-free.