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Five Simple Ways To Keep Your Business Data Clean

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

Data is everywhere, and if you are not utilizing it to your advantage, you are missing out.

It is found in emails, customer profiles, inventory systems, or basically throughout your entire workflow. But relying on outdated or inaccurate information can lead to confusion, slow down your team, and ultimately cost you a lot of money.

With the right IT partner and these simple steps, you can keep everything clean and running smoothly.

Decide what info actually matters

Identify the key data that keeps your business running smoothly, like customer contacts, order details, or payment terms.

Then, create simple guidelines your team can easily follow. When everyone uses the same format, it keeps things organized without making it complicated.

Show your team the right way to do it

Most data errors occur when people aren’t sure what’s expected of them.

Rather than overwhelming your team with lengthy manuals, provide a simple, clear guide. How should names be formatted? What’s the correct way to enter addresses?

A brief, straightforward session without jargon can make a big difference in maintaining consistency.

Use smart tools to prevent errors

Some mistakes can be caught the moment they happen. You just need the right tools. Use form validations so emails, dates, and numbers follow the right format. Then make certain fields required, like phone numbers or email addresses. If your CRM allows it, set up automatic checks for common errors.

Tidy things up often

Don’t wait too long to clean up your data. A quick monthly review helps you spot duplicates, fix mistakes, and update old info before it creates bigger issues.

Keep your documentation updated

Things change fast with new systems, tools, and team members.

That’s why it helps to keep a simple note on where your data comes from, who handles it, and how it should be used.

Is Your Smart Office a Security Risk? What Small Businesses Need to Know About IoT

Your office thermostat, conference room speaker, and smart badge reader are convenient, but they’re also doors into your network. With more devices than ever in play, keeping track can be tough, and it only takes one weak link to put your entire system at risk.

That’s why smart IT solutions matter now more than ever. A trusted IT partner can help you connect smart devices safely, keep data secure, and manage your whole setup without stress.

Here’s some practical steps for small teams getting ready to work with connected tech.

Know what you’ve got

Begin with all of your network’s smart devices, such as cameras, speakers, printers, and thermostats. If you are not aware of a device, you cannot keep it safe.

  • Walk through the office and note each IoT device
  • Record model names and who uses them

With a clear inventory, you’ll have the visibility you need to stay in control during updates or when responding to issues.

Change default passwords immediately

Most smart devices come with weak, shared passwords. If you’re still using the default password, you’re inviting trouble.

  • Change every password to something strong and unique
  • Store passwords securely where your team can consistently access them

It takes just a minute, and it helps you avoid one of the most common rookie mistakes: weak passwords.

Segment your work

Let your smart printer talk, but don’t let it talk to everything. Use network segmentation to give each IoT device space while keeping your main systems secure.

  • Create separate Wi-Fi or VLAN sections for IoT gear
  • Block IoT devices from accessing sensitive servers
  • Use guest networks where possible

Segmented networks reduce risk and make monitoring easy.

Keep firmware and software updated

Security flaws are found all the time, and updates fix them. If your devices are out of date, you’re wide open to cyberattacks.

  • Check for updates monthly
  • Automate updates when possible
  • Replace devices that are no longer supported

Even older units can be secure if they keep receiving patches.

Monitor traffic and logs

Once your devices are in place, watch how they talk. Unexpected activity could signal trouble.

  • Use basic network tools to track how often and where devices connect
  • Set alerts for strange activity, like a badge reader suddenly reaching the Internet
  • Review logs regularly for odd patterns

You don’t need an army of security experts, just something as simple as frequent check-ins and awareness of odd behavior.

Set up a response plan

Incidents happen; devices can fail or malfunction. Without a plan, every problem turns into a major headache.

Your response plan should include who to contact when devices act weird and how you’ll isolate a problematic devices.

A strong response plan lets you respond quickly and keep calm when things go wrong.

Get to Know Your AI: Generative Vs. Agentic

If it feels like every week there’s a new tech buzzword flying around, you’re not imagining it. Between generative AI, agentic AI, large language models, and more, it’s easy to feel like you need a decoder ring just to keep up.

Here’s the good news: You don’t need to understand every acronym. What really matters for small and mid-sized businesses in southeast Michigan comes down to two types of AI that are reshaping how work gets done:

  • Generative AI
  • Agentic AI

And no, they’re not the same thing.

Generative AI: The “create-on-command” helper

You’ve probably already crossed paths with generative AI. Think ChatGPT writing emails, or tools that create images or summarize long reports. It’s a great “assistant” when you need content quickly or want to save time on routine tasks.

But here’s the catch: Generative AI waits for you. You have to ask, and then it delivers. It’s helpful – but it won’t tap you on the shoulder when it spots a problem.

Agentic AI: The “take-action” partner

Agentic AI works differently. Instead of just reacting, it acts. You give it a goal, and it can figure out the steps to get there.

For example, imagine AI that helps reduce customer churn. It could analyze client data, test strategies, and even launch follow-up emails – without you needing to babysit it every step of the way.

Of course, with that autonomy comes responsibility. Agentic AI relies on accurate data and clear rules to make sure it’s making the right choices. Without that structure, it can veer off track.

Why should you care?

Here’s the thing: Both types of AI have real potential for businesses like yours.

Generative AI saves time. Drafting emails, creating documents, even building first drafts of policies – all faster.

Agentic AI saves brain space. It can take on repeatable tasks and keep things moving forward in the background.

But – and this is important – neither is a silver bullet. AI should be a tool, not a replacement for good strategy, human judgment, or proper IT oversight.

What this means for someone like you

If you’ve ever felt like technology is running your day instead of supporting it, AI can help lighten the load. But only if it’s introduced thoughtfully with clear guardrails.

Picture this: Instead of scrambling when your CRM crashes or worrying whether backups are really working, you have smart systems in place that not only respond quickly but also prevent problems before they happen. That’s the promise of blending traditional IT with the right AI support.

So, is it for you?

Maybe. The truth is, AI isn’t a magic wand – it’s more like a powerful new tool in the toolbox.

Whether it’s worth using depends on your business goals, your data, and how much oversight you have.

That’s where a trusted IT partner comes in. Someone local who knows the compliance pressures you’re under and who can help you test the waters without risking your reputation.

Because at the end of the day, you don’t need another buzzword. You need peace of mind that your technology is supporting your business – not adding to the chaos.

Curious how AI could actually boost productivity in your office? Let’s talk. We’ll cut through the jargon and help you decide what makes sense – no hype, no guesswork.

When That “Trusting Email” Might Be the Most Dangerous

You know how you’d trust an email that looks just like one from your bank – or maybe even from your own team?

That resemblance can lull us into thinking everything’s okay… until a fraudulent link or message slips through. For small businesses, those moments can be costly.

Why it matters more than ever

Phishing isn’t just “someone asking for passwords.” It’s evolved. Messages now tug at urgency, making it harder than ever to spot what’s real. And once an email passes your “looks fine” test, that’s often when trouble starts.

The new tricks

Today’s phishing attacks are slicker than ever:

Polished, professional emails: Gone are the obvious typos and bad formatting. Many attacks now look identical to the real thing, sometimes even mimicking ongoing conversations.

Urgency tactics: Phrases like “act now” or “update immediately” push people into clicking before thinking.

AI-generated voice scams: Fraudsters can now clone voices, leaving phone messages or even “live” calls that sound eerily like someone you know.

These aren’t just theoretical risks. Businesses across industries, from law firms to healthcare practices to financial offices, are seeing these attacks land in inboxes every day.

Five smart defenses

Here’s how to build a stronger, people-first defense against phishing:

Refresh your team’s training: Short, scenario-based sessions go a long way. Ask, “What would you do if?” and keep it conversational. The goal isn’t to scare anyone, but to equip them.

Run a phishing drill: Sending a harmless test email can be a powerful teaching tool. When someone clicks, you have a chance to follow up with gentle coaching – not criticism.

Add technical checkpoints: Strong spam filters, authentication tools like DMARC, and multi-factor authentication all help reduce risk. Passwords alone aren’t enough anymore – they’re simply too easy to guess.

Create a clear response plan: If someone suspects a phishing attempt, they should know exactly who to tell. A quick, confident response is often the difference between “close call” and “serious breach.”

Pause before you click: Encourage employees to take a breath when something feels off. Verifying a request with a quick phone call – or by starting a new email thread – takes seconds but can prevent a crisis.

Why this hits close to home

For small- and mid-sized businesses, phishing isn’t just an inconvenience – it can lead to compliance headaches, financial losses, and damaged reputations. Local firms already face tight budgets, lean teams, and constant pressure to stay productive. A single wrong click can throw all of that into chaos.

That’s why prevention matters so much. These aren’t just IT issues – they’re business continuity issues. Protecting against phishing keeps the doors open, the clients confident, and your team focused on their work instead of scrambling to clean up a mess.

The bigger picture

Cybercriminals thrive on the hope that small businesses will underestimate them. They count on teams being busy, distracted, or unsure of what to look for. By putting a few safeguards in place – both technical and human – you turn that vulnerability into strength.

At the end of the day, this isn’t about technology for technology’s sake. It’s about giving yourself and your team the peace of mind that comes with knowing you’re prepared. Because once your business culture shifts from “reacting after the fact” to “noticing before it happens,” you’ve already won half the battle.

Building A Smart Data Retention Policy: What Your Small Business Needs To Keep (And Delete)

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

Running a business today means juggling more data than ever.

Employee files, vendor contracts, financial records, customer emails, and all those backup files – they pile up quickly. And unless you have a system in place to manage all that information, it can start to feel overwhelming fast.

In fact, a recent study found that nearly three-quarters of business leaders have delayed or avoided making decisions simply because the data felt too overwhelming to sort through. That’s a lot of missed opportunities and wasted time.

The solution? A clear, practical data retention policy. It doesn’t have to be complicated, but it does need to be consistent. At its core, a good retention policy helps you figure out what data to keep, what can be safely deleted, and when it’s time to make that call. And it’s not just about cleaning house – it’s about protecting your business, reducing risk, and saving money.

Why is this important? For starters, there are compliance rules – both local and industry-specific – that require certain documents and records to be retained for a set number of years.

If you’re ever audited or involved in a legal dispute, having the right information available (and easily accessible) can make a huge difference.

Then there’s security. Storing everything forever might seem harmless, but old data can become a liability. The more information you hold onto, the more attractive your systems become to hackers – and the harder it is to protect everything properly.

Organizing your digital files and archiving or deleting what you no longer need is a smart way to reduce risk.

It also makes your systems faster and easier to manage. Imagine trying to run your business with a file cabinet stuffed full of every document you’ve ever handled. It’s no different in the digital world. Removing outdated or unnecessary files frees up space, improves performance, and makes it easier to find the data you need day to day.

Creating a data retention policy starts with understanding what kinds of data your business creates and where it all lives – on servers, in cloud apps, in email inboxes, and maybe even on individual computers. Once you know that, you can start to decide how long each type of information should be kept, who’s responsible for managing it, and what happens to it over time.

You don’t need to go it alone, either. There are tools that can help automate the process and professionals (like us) who can help guide you through it.

Think of your data like your office closet – if you never clean it out, eventually you won’t be able to find anything. A well-thought-out retention policy turns digital clutter into a well-organized, secure, and compliant information system that supports your business instead of slowing it down.

Ready to get started? Let’s put a plan in place to take control of your digital records before they start controlling you.

Could Social Engineering Bring Down Your Business?

One phone call could be all it takes to bring your business to its knees.

That’s the chilling reality of social engineering. It’s a type of cyberattack that doesn’t rely on clever coding or fancy tech. Instead, it targets your people. And it’s becoming one of the biggest threats to businesses of all sizes.

Social engineering is when a criminal manipulates someone into giving up sensitive information or access to systems.

It often starts with a phone call or email from someone pretending to be a colleague, a supplier, or even a senior manager. They might sound friendly, urgent, or frustrated… anything to get the response they want.

And if your staff aren’t on high alert, that one conversation could open the door to your entire network.

A favorite target for these attacks? Your customer service team. They’re trained to be helpful and solve problems quickly.

But if someone calls pretending to be locked out of their account and urgently needs a password reset, it’s easy to see how a well-meaning team member could be tricked into handing over access.

From there, it’s game over. Attackers can install ransomware, steal customer data, or snoop around in your systems undetected.

The worst part is this kind of attack is simple to pull off. And highly effective. That’s why even small businesses need to take it seriously.

So, what can you do?

Start by training your team to be cautious of unusual requests, even if they sound legitimate. And don’t rely on memory or gut instinct. Put strong identity verification procedures in place that everyone follows, every time. Technology can help with this by adding extra checks before any sensitive action is taken.

Remember, cybercriminals don’t need to break in when someone will open the door for them. But with the right awareness and safeguards, you can make sure your team knows how to keep it firmly shut.

Need help keeping your team on top of cybersecurity best practices? Get in touch.

Don’t Let Outdated Tech Slow You Down: Build A Smart IT Refresh Plan

Nothing throws off your day like a frozen screen or a sluggish computer. If you run a small business, you’ve probably dealt with outdated tech more than once. Sure, squeezing extra life out of old equipment feels economical, but it often costs more in the long run.

Small businesses lose approximately 98 hours per year, equivalent to 12 working days, due to technology concerns such as slow PCs and outdated laptops.

That’s why having an IT refresh plan matters. It keeps your team running smoothly, avoids unexpected breakdowns, and helps you stay secure.

Regardless of whether you outsource managed IT services or handle them in-house, a solid refresh strategy can save time, stress, and money down the line.

Why having a strategy in place is important

It’s easy to ignore old hardware until something breaks. But when things start falling apart, you have no choice but to look for better parts, deal with downtime, or even explain to your team and clients why things are slow.

The risks of not planning include:

  • Unexpected downtime: even one broken laptop can stop an entire day of work.
  • Productivity tanks: Outdated tech runs slower, crashes more often, and just can’t keep up.
  • Security risks go up: Older systems miss out on key updates, leaving you exposed.
  • Compliance issues: Especially if your business needs to meet certain tech standards or regulations.
  • A little planning now can save you from a lot of headaches later.

Four simple strategies for a smart refresh plan

Replace as you go. Instead of replacing everything all at once, swap out equipment gradually. When a machine starts acting up or hits the end of its lifecycle, replace it.

Your IT support provider can help you set a realistic “expiration date” for each device. This approach spreads out the costs and keeps surprises to a minimum.

Schedule regular refresh cycles. If your team relies heavily on tech or you’d rather not wait for things to go wrong, consider refreshing your hardware on a set schedule. It’s a cleaner, more predictable way to keep your tech current and makes budgeting easier.

Watch for compatibility issues. Tech doesn’t exist in a vacuum. Waiting until something breaks or no longer works with your tools, puts your business in panic mode. Have your IT partner do regular checkups to make sure your equipment still plays nice with your software.

Don’t be afraid of leasing. If big upfront costs are holding you back, leasing might be worth a look. Many IT vendors offer lease options with flexible terms. If your company’s refresh cycle is every four years, for example, a four year lease makes sense. It’s a way to get the latest gear without blowing your budget all at once.

What to do next

1. Take inventory: Write down what you’ve got and how old it is.
2. Set your goals: Your refresh plan should support where your business is headed.
3. Talk to your IT services provider: They can help you figure out the best timing, budget, and options.
4. Create a simple schedule: A plan is better than winging it.

Stay ahead by refreshing smart

A good IT refresh strategy protects productivity, improves security, and future-proofs your business. Need help building yours? Contact us today at info@mytechexperts.com, or (734) 457-5000.

Biometrics Are the New Password – But What Happens If Yours Gets Stolen?

Technology moves fast, and one area that’s quickly becoming part of everyday business life is biometrics. Instead of typing in a password, more people are logging in with a fingerprint, a facial scan, or even voice recognition. It’s quick, easy, and it feels more secure. No more forgotten passwords or sticky notes under keyboards.

But as with most things in technology, convenience comes with a catch.

Unlike a password, you can’t change your fingerprint. You can’t “reset” your face. So if your biometric data is compromised, it’s not just a minor headache – it’s potentially a long-term problem.

And that has business owners starting to take a second look at how this data is being used and protected.

Biometric information is now among the most valuable types of data a business can hold. That makes it a prime target for hackers. If your systems store fingerprint or facial data – especially if you’re using it for employee or client logins – you’ve got to treat that data like gold.

Unfortunately, cybercriminals already know how powerful biometric credentials are. Unlike a password that can be changed in minutes, biometric data is permanent. That’s part of what makes it so attractive to attackers.

On underground markets, this type of information is sold at a premium. Criminals can use it to get past identity checks, access systems, and even impersonate someone online.

So what’s the best way to protect your business? The first step is understanding where and how this data is stored. If you’re using devices that store biometric information locally – such as a smartphone or a fingerprint reader on a laptop – that’s often safer than storing it in a central database.

Local storage keeps the data off the network, which makes it harder for hackers to get to.

However, if you do need to store biometric data on a server – maybe for time tracking, door access, or centralized logins – it needs to be properly secured.

That means strong encryption, keeping it separate from other sensitive data, and limiting who has access to it. You’ll also want to monitor and log any changes or login attempts.

If you’re using third-party apps or devices that rely on biometric login, make sure you know how those vendors handle security. Read the privacy policy, ask questions, and check whether they’ve had any past data breaches.

Not all providers treat this data with the care it deserves, and you don’t want to find that out the hard way.

Done right, biometrics can be a great tool. They streamline access, make logins easier, and reduce password fatigue for your team. But they need to be handled with the same (or even more) care than a traditional password system.

Bottom line: If you’re going to use something as personal as a fingerprint or a face scan to unlock your business systems, make sure you’re the only one with the key.

Want help reviewing your current biometric security practices? We’re happy to chat. Reach out today.

The Clock Is Ticking: Preparing Your Business For Windows 10 End-of-Life

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

The end of official support for Windows 10 is approaching rapidly, with Microsoft setting the sunset date for October 14, 2025. While that may seem distant, the implications for small and mid-sized businesses are immediate. This change is not simply a routine software update: It is a critical juncture that requires deliberate planning and action.

Understanding the business risk

Once Windows 10 reaches its end of life, Microsoft will stop issuing security patches, system updates, and technical support. This places any business still using the operating system at heightened risk for cyberattacks, compliance violations, and operational disruptions.

For businesses operating in regulated industries – such as healthcare, financial services, legal, or manufacturing – these risks carry significant weight. Running unsupported systems could jeopardize compliance with frameworks like HIPAA, FINRA, and CMMC. It may also raise red flags during cybersecurity insurance reviews and increase premiums or deny claims following a breach.

In addition to security concerns, unsupported operating systems can create incompatibility with newer software, degrade performance, and reduce the reliability of day-to-day operations. The cost of unplanned downtime or data loss often exceeds the investment required to modernize outdated infrastructure.

Windows 11: The next step – with caveats

Upgrading to Windows 11 is the natural path forward. However, Windows 11 is not simply a cosmetic update. It introduces stricter hardware requirements that may render many current business machines ineligible for upgrade.

The minimum system requirements for Windows 11 include:

  • A compatible 64-bit processor (Intel 8th Gen or AMD Ryzen 2000 series and newer)
  • 4 GB RAM (8 GB or more recommended)
  • 64 GB of storage
  • UEFI firmware with Secure Boot
  • TPM version 2.0
  • DirectX 12-compatible graphics with WDDM 2.0 driver

These requirements are significant, especially for businesses with aging fleets of desktops and laptops. According to recent industry estimates, nearly 40% of business PCs currently in use do not meet the minimum standard for Windows 11. This means replacement, not just an upgrade, may be necessary.

Why planning needs to start now

Delaying planning can lead to rushed purchases, limited hardware availability, and unnecessary business interruptions. Instead, organizations should begin with a full inventory of current systems to identify which devices are eligible for upgrade and which will require replacement.

It is advisable to phase replacements over time to manage costs and avoid overwhelming staff with abrupt changes. Partnering with a trusted IT service provider can ensure the transition is managed efficiently, minimizing downtime and disruptions.

Early planning also provides an opportunity to align new hardware investments with long-term IT strategies, including cloud integration, mobility, and security enhancements.

Looking ahead

Technology lifecycles should never be left to chance. The Windows 10 end-of-life deadline is more than a date – it is a call to evaluate the state of IT readiness across the organization.

Businesses that take proactive steps now will avoid reactive scrambles later, preserving both security and continuity.

The Real Cost Of A Security Breach (It’s Not Just About The Money)

We hear about security breaches all the time. But it’s easy to think, “That won’t happen to us.”

Unfortunately, the truth is… it could.

And if it does, the costs to your business go far beyond fixing a few systems or paying a fine.

Cyberattacks have become more frequent, more sophisticated, and more damaging.

As more businesses move their data online, rely on cloud services, and encourage remote work, their networks become easier to target.

And attackers know it.

When a business suffers a breach (where someone gains unauthorized access to your data), the immediate impact might include lost revenue, a damaged reputation, or a big regulatory penalty.

But the real damage often appears over time.

Take this in: The average cost of a serious security breach is now estimated at nearly $600 million. That includes everything from fixing systems, legal fees, lost business, and customer support. It’s a huge jump from just a year ago, and it shows no signs of slowing down.

But it doesn’t stop at finances.

Businesses that are breached often see a drop in customer trust. People may take their business elsewhere, unsure if their data is safe. In some cases, the business’s value drops as investors lose confidence. Even applying for funding or planning future growth becomes harder.

It gets worse in sectors like healthcare or finance, where a breach can delay operations, expose personal records, and cause real harm to people. That kind of disruption can ripple far beyond just the business itself.

The bad news is: Cyberthreats aren’t going away.

The good news?

There’s a lot you can do to reduce the risk. A strong security setup, smart employee training, and a plan for how to respond to an attack can make all the difference.

If you’re not sure how protected your business is, don’t wait for something to go wrong. Let us help, starting with a security audit. Get in touch.