The TDSIT Blog

Medical Practices and BYOD Safety Measures

Posted by Tim Stanley on Tue, Feb 16, 2016 @ 12:13 PM

Medical Practice BYOD Safety Measures, Total Document Solutions, Fayetteville, AR

When physicians enter an exam room, it is frequently with a tablet or phone in hand. Through technological advancements, these personal devices allow physicians instant access to patient history, drug interaction databases and specialist reports, improving patient care both in the office and out. However, without a security policy in place, sensitive and confidential patient information could be put at risk.

A Security Hazard

Many medical offices are permitting physicians and medical personnel to access sensitive patient information on their personal devices. While this is convenient, if not properly protected, these devices can be hacked, exposing sensitive patient information. Some common risk points include a lack of password protection, not installing or using anti-malware software and accessing unsecured Wi-Fi networks. In addition, without proper security measures in place, the office could be found in violation of HIPPA and HITECH regulations and subject to fines.  

The Solution

Taking some simple steps to improve security can have a large impact on patient privacy. As part of your BYOD security policy, you should consider the following regulations:

  • All devices should be protected with a strong password that is changed regularly.
  • Personal devices should be scanned for malware prior to accessing the private network and patient information.
  • Personal devices should have anti-malware scanning software installed to help prevent hacking when on unsecured networks.
  • Use of tracking software that can delete private information if the device is reported lost or stolen.

Personal devices can help improve patient care, and with proper security measures in place, physicians and patients can safely enjoy the benefits of the medical technologies available today.


Tags: electronic heath records, healthcare, password security, security, Total Document Solutions, HIPAA compliance, technology trends, BYOD

Finding Balance Between Millennials and Technology in the Workplace

Posted by Tim Stanley on Fri, Oct 23, 2015 @ 02:41 PM

millennials (3)

Technological advancements have impacted the workplace in a profound way, changing the way people work and do business. As far as the Millennial generation is concerned however, it's business as usual.

Growing up surrounded by the latest high tech gadgets may have taught them to expect the next greatest innovation, but does that mean they're at an advantage over other generations?

Read on to learn more about how this relationship can affect your business, and how to leverage it to help every generation to succeed. 


  • Cutting edge communicationMillennials consider email a thing of the past. They are experts at communicating through social media and are completely comfortable using cloud technology.
  • Energy efficiencyMillennials may appear as lacking the same work ethic as generations before them. In truth, Millennials are typically more efficient and have the ability to easily learn new platforms and adapt more easily to change. 
  • Location isn't as important as you thought - Millennials know that it's not necessary to be face-to-face in order to communicate or collaborate, allowing your team the freedom to work in or out of the office with ease. 


  • Security issues - These days everyone's life seems to be an open book, complete with status updates. Problems can arise when confidential company information is included. 
  • A juggling act - Technology has made doing many tasks easier, and Millennials have grown accustomed to performing more than one task at a time. Focusing on one project at a time, however, is often most efficient and effective. 

Steps To Success

  • Teachable moments - Young and old can learn from each other in the workplace: Millennials can help older generations to understand the finer points of technology, while they can teach the younger set the value of interpersonal skills. 
  • Increased security Implementing and enforcing a strict set of rules and policies is the best way to ensure your information remains secure
  • Get personal - Stress the importance of one-on-one communication, encouraging employees to lessen their reliance on technology periodically. 

Implementing a few simple rules can help maintain the balance between Millennials and workplace technology, creating a more harmonious work environment for every generation. 

Tags: password security, technology trends, mobile printing, millennials and technology

Six Areas To Consider When Drafting Your IT Security Policy

Posted by Tim Stanley on Tue, Sep 08, 2015 @ 02:32 PM

It security policy (2)

In today’s hi-tech world, IT security is an issue every company needs to address. An IT Security Policy can help mitigate threats and reduce the impact of a breach. The result can be increased productivity, less IT downtime and the ability to reassure customers and vendors that any personal or financial information is safe and secure in your hands.

Many larger businesses draft IT security policies using in-house IT management and legal staff. Smaller companies without such resources may find it beneficial to work with a Managed IT Services provider to help create an effective policy.

Here are six areas to consider when drafting your company’s IT security policy.

1.  Acceptable Use - Misuse of digital assets can be a major security issue. You need to have a plan; make it plain, simple and easy to understand. Your policy should outline what’s allowed, what’s not allowed and the consequences of any violations.

2.  Passwords - A strong password is one of the best security measures you can implement. Create guidelines for your employees and explain the dangers thoroughly. Weak passwords are a common cause of compromise.

3.  Use Real World Scenarios - Real world scenarios are an effective way to train and prepare your employees and can help make recovery quicker. Spell out the different types of breaches that may occur and how to combat them. Identify common employee behaviors that can increase risk such as transferring data from an unsecure device to your office network. 

4.  Have a Plan - Taking a proactive stance can lessen the impact of any breach. Make sure employees know their role in the event of an attack and are prepared to take swift and effective countermeasures.

5.  Training - Have a training policy. It should include ongoing training to keep up with rapid technological changes.

6.  Enforcement - Employees should be clear on what’s expected and the consequences of policy violations. Brief new employees upon hiring and have them sign a statement of understanding regarding your policy. Penalties should address everything from unintentional breach or willful violation, to malicious acts like data theft.

A solid security policy can protect your business against unnecessary threats and potential liabilities, prepare staff to move quickly when disaster strikes, and train your employees to help make your business more secure!

Tags: password security, security, IT support, Small Medium business, IT Security Policy

The Ultimate Guide To Password Security

Posted by Tim Stanley on Fri, Aug 07, 2015 @ 12:51 PM

password security (1)

Think about how much information is stored across your company's computer system. Now, imagine all that information falling into the hands of a hacker. Regardless of how many devices are in your network, password security is paramount as the first line of defense against an attack.

Read on for some valuable tips regarding password management, which can help safeguard your data and deter would-be thieves. 

Change Is Good

Choose a new password every 30 to 90 days, including those on personal websites you visit, such as your email, bank or favorite stores.

Expect The Unexpected

Hackers may utilize any one of three different methods to breach your network security:

  1. Brute ForceThis type of attack occurs when a hacker uses automated software to produce a vast number of successive guesses to decipher a password. 
  2. Dictionary Attacks. Aptly named, this hack systematically enters each word in the dictionary as a potential password. 
  3. Social Engineering. Non-technical in nature, hackers use human contact to obtain passwords, whether in the form of email or face-to-face interaction. 

Common Password Mistakes

Experts agree: the number one password mistake is using "password" as your code. Other bad ideas include:

  • Using the name of your significant other, pet or child.
  • Using any word that can be found in the dictionary, even in a foreign language.
  • Using your phone number, SSN or birth date.
  • Using only all letters or all numbers. 

Password Security Tips

Get creative by changing up letters for symbols, such as "$p0k@ne" instead of Spokane. Vary the case of the letters, and use at least eight characters that are a mixture of letters, numbers and symbols. 

Lock It Up

Safeguard your new password, sharing it with no one. Rather than writing it down, use it frequently the first few days, randomly logging in and out, until you have it memorized. 

Using weak, or easy to guess passwords, makes it easy for thieves to access your computer system. Once they gain entry, they may install a malicious virus that could disable your network or steal sensitive data, potentially damaging your business. 

Tags: password security, security, Small Medium business