Email Security for Small Businesses

Another Layer of Security

I’ve recently added Email Security to my Endpoint Management (EPM) menu of services.

I’ve come to believe that the email vector requires more advanced filtration.

Traditionally, antivirus products (including my own) detect suspicious files “after the fact.” By the time the AV solution can examine the file using its heuristics, the file’s already been downloaded and put on the user’s hard drive. By then, the suspicious file had already defeated a number of safeguards:

• The safeguards on the mail server to detect and classify the email as a threat or spam were defeated.

• The behavioral safeguard failed (the end user didn’t consider the file suspicious and downloaded it anyway, or, they processed a malicious request to transfer funds or give up a piece of confidential information).

• The safeguards on the mail client (Gmail web interface or, say, a thick client like Microsoft Outlook) were defeated.

• The antivirus product didn’t have time to scan the file locally before removing it from their downloads folder (since scans run periodically and the user typically accesses downloaded files immediately).

So, on a Windows PC, the last line of defense is heuristic scanning by Windows Defender and a 3rd-party antivirus product, which provides no protection against zero-day attacks. But that’s if the email contained a MIME attachment (a file) at all.

Even with aggressive spam filters and threat detection enabled at a high level on the mail server, I’m increasingly seeing more dangerous content slip through, threatening my user community, primarily from phishing attacks (emails sent to users that look legitimate, convincing the user to transmit money, or, execute a payload by downloading an infected PDF).

Phishing Attacks

Phishing is an evolving, critical challenge that exploits human behavior. The attacker uses social engineering to deceive users, making detection difficult. I’ve always felt that combating phishing is more behavioral (I’ve convinced users to forward suspicious emails to me if they’ve questioned their validity), and that process helps train people to spot suspicious attributes. I’m still here for that — any client that wants a second opinion on an email can always ask for my advice at any time.

Increasingly, though, I’m seeing my clients hit by phishing scams. Most small businesses have limited resources and time. What they need is a practical, cost-effective solution that renders that opinion at the mail-server level, that screens the email before it hits the user’s mailbox.

My Solution

Complementing my EPM programs, I’m now offering Email Security for Google Workspace and Microsoft 365. It stops phishing attacks with an adaptive AI that combines machine learning, behavioral analysis, and human intelligence, and is managed alongside my existing consoles (giving me instant insight into potential threats). Benefits:

• Adaptive Email Threat Protection: My solution prevents email attacks with anomaly detection and crowdsourced threat intelligence from 16,000 security teams. It continuously adjusts to new threats with intelligent, self-learning protection.
  

• Set up in Seconds: I can deploy and configure easily with just a few clicks for native API integration with cloud-based email providers — no MX record changes, no agents, no separate console. Easy-peasy.
  

• Unified Endpoint and Email Security Management: It combines endpoint and email security in a single console for easy monitoring, detection, and response.
  

• Rapid Auto-remediation: It accelerates response time with machine learning-based detection, classification, and remediation.

Who Is This For?

I’m thinking anyone with a compliance obligation (HIPAA, GLBA) offers the greatest incentive to implement this form of control. The price of civil penalties certainly outweighs the cost.

Companies that manage classified information (Accountants, Medical Practitioners, Attorneys) would want this kind of control to reduce the risk of inadvertent sharing with others.

Anyone who’s been bitten by a phishing attack — they accidentally transferred money to someone they shouldn’t have; they gave up their credit card to a 3rd party; they downloaded a file that granted another party access to their computer; they inadvertently fell victim to a support scam. They’re likely to be attacked again. Further, they’ve been there —they know what that felt like —and the price of the safeguard seems super cheap compared to the risk.

But it’s also for anyone who wants to proactively prevent this kind of thing from happening to them. Phishing attacks are becoming increasingly sophisticated, and I’ve come to believe that relying on human behavior isn’t practical. Another layer of technical safeguards just makes sense.

How Can We Get Started?

If you’re an existing client, just email me. Otherwise, I’m just a hop-skip-and-a-jump away.

R

Data Privacy and Compliance: What Every Vancouver, WA Law Firm Should Know

When you run a law firm in Vancouver, WA, trust is your most valuable currency, and nothing spends it faster than a data breach or compliance failure. Your clients expect airtight protection of their confidential information, and the laws are catching up to that expectation. From state-level privacy rules to national professional standards, the compliance landscape is getting more complex every year. The good news? You don’t have to navigate it alone. The right IT support in Vancouver, WA, can help you stay compliant, secure, and focused on the work you do best.

Washington State Privacy Laws You Can’t Ignore

Let’s start close to home. Washington doesn’t have a blanket “GDPR-style” law (yet), but it does have powerful privacy protections, especially with the My Health My Data Act (effective March 2024). This law broadens the definition of “consumer health data” and requires clear consent before collecting or sharing it. For law firms handling personal injury, medical malpractice, or even employment cases involving health information, this is a big deal.

There’s also the Washington State Data Breach Notification Law (RCW 19.255), which requires you to notify clients (and in some cases the Attorney General) within 30 days if certain personal data is compromised. That’s one of the strictest timelines in the country—miss it, and you’re looking at fines and reputational damage.

ABA Cybersecurity Guidance

Beyond state law, the American Bar Association has weighed in with cybersecurity best practices in Formal Opinion 477R and Formal Opinion 483. These opinions make it clear: lawyers have an ethical duty to safeguard client information against cyber threats. That means reasonable measures to prevent breaches and prompt action if one occurs.

If your firm uses cloud services, remote access tools, or mobile devices (and, er, let’s be real — you do), the ABA expects you to understand the security implications and choose technology that protects client confidentiality.

How IT Support Keeps You Compliant

Here’s where local IT support becomes your compliance safety net:

• Data Mapping & Risk Assessment – An IT partner can identify where sensitive data lives, who can access it, and how it moves through your systems.

• Security Controls – From encrypted email to multi-factor authentication, the right tools reduce the risk of unauthorized access.

• Policy Development – Clear, enforceable policies for device use, remote work, and document storage help staff avoid mistakes.

• Incident Response – If a breach happens, your IT team can act fast to contain it, gather evidence, and meet that 30-day Washington deadline.

• Ongoing Monitoring – Compliance isn’t a one-time checklist—it’s continuous. Proactive monitoring and regular updates keep you aligned with changing laws and ABA guidance.

The Bottom Line

Data privacy compliance in Washington isn’t just about avoiding fines. It’s about protecting the trust you’ve worked so hard to build. For law firms in Vancouver, WA, having a local IT support partner who understands both the legal and technical sides of compliance is the smartest move you can make.

Because when your systems are secure, your compliance is solid, and your clients can rest easy knowing their information is safe with you. Hey, you probably have questions. I’ve got answers.

R

The Hidden Risks of Outsourcing IT Support Out of State

Outsourcing IT support to distant providers may seem cost-effective at first glance, but in reality, it invites hidden risks, especially for financial service providers.

Financial service providers (financial advisors, accountants, wealth management, and tax professionals) handle classified forms of data every day, from legal documents to tax records to bank account numbers. Let’s dig into the problem.

1. Blissful Ignorance and Security Gaps

A recent IBM study shows that third-party involvement is implicated in 52% of data breaches in the financial sector, with the average cost of such a breach reaching $4.76 million. The danger lies in the fact that smaller financial firms often lack a dedicated, in-house IT department, which can lead to a lack of understanding of their security posture. Weak credentials, unpatched systems, unencrypted devices, exploited cloud-based systems, or even subcontracted seasonal staff can become the open door that attackers exploit, and they may never know a vulnerability exists until after the damage is done. A breach can quickly escalate into liability, reputational loss, and regulatory fines.

2. Hidden Costs and Loss of Control

Outsourced contracts can surprise you with additional charges, like onboarding, scope changes, request service fees, or early termination penalties. You may also lose crucial control over operations. If something goes wrong, aligning service quality and responsiveness can become complex, and your business continuity may be at risk.

What appears to be savings on paper often masks the reality: many outsourced IT vendors build contracts to protect themselves first, not the client. Worse, decision-making power shifts away from your firm, leaving you stuck in rigid processes and service-level agreements that don’t adapt to your needs. For financial service providers who depend on agility, every hour of delay translates into lost trust and potential regulatory non-compliance.

3. Regulatory Scrutiny and Compliance Risks

Financial institutions are under growing regulatory watch regarding outsourcing. For instance, the Basel Committee — representing global banking regulators — mandates that boards are ultimately responsible for oversight of third-party services and require documented due diligence and continuity plans. When was the last time you or your board reviewed your business continuity plan or studied your recovery time objectives? Can a technical support person from India or the Philippines be up-to-speed with Administrative Controls like these, or even the Privacy and Data Breach laws for your state? Outsourcing overseas may complicate compliance with frameworks like GLBA, increasing audit complexity and legal risk.

4. The Myth of One-Size-Fits-All Solutions

It’s a common misconception that a generic IT package fits everyone. What works for a construction company is the same solution for a dentist. For financial firms, security needs are unique, specialized, and non‑negotiable. Outsourced Managed Solution Providers (MSPs) operating remotely, often with limited insight into your firm’s workflows or regulatory environment, may default to generic, checklist-based solutions. That’s a recipe for misalignment, missed controls, and vulnerabilities.

Misapplied standard templates fail to address the nuances of handling tax records, retirement data, and other classified client information. Without local knowledge and customization, firms can end up under-protected, or worse, inadvertently exposed.

5. Escalating Threat Landscape for MSPs Themselves

Even MSPs are under fire. A recent study found that 69% of MSPs experienced at least two breaches in the past year, and many providers struggle to keep pace with rising risks and expectations. Relying on an MSP (especially outside of your local area) can introduce risk if they lack the internal resilience and investments needed to stay secure.

Why Staying Local Makes a Difference

Staying local isn’t just about convenience. It’s about alignment, responsiveness, and trust. A local IT partner understands your regulatory context, has skin in the game, and can customize your strategy for compliance, performance, and real-world needs. When you handle finance, trust isn’t optional. It’s foundational.

Let’s get started. Ask me how.

R