A cloud service may hold years of customer records, documents, emails, invoices, project history, or staff activity.

If you cancel before moving that information, employees may lose access before the business has a usable copy. Some providers give administrators more time to retrieve data. Others restrict access or begin deleting information after cancellation.

The rules depend on the service, subscription, contract, and how the account was purchased. Check the provider’s current terms before setting a cancellation date.

What can happen after you cancel

Canceling a subscription may stop employees from signing in, make applications read-only, or leave data available only to administrators. Some services begin a retention period before deletion, while others remove data sooner.

Billing may also continue until the end of an annual or fixed-term contract. Canceling through a reseller may follow a different process from canceling a subscription purchased directly from the software company.

Microsoft 365 business subscriptions pass through several lifecycle stages after they end. Access and timing depend on how the subscription was purchased. Microsoft advises customers to back up their information before it is deleted. Microsoft 365 subscription guidance

Google also tells Workspace customers to export the information they want to keep before canceling. Its guidance states that third-party application data is not automatically deleted when a Workspace subscription is canceled. Google Workspace cancellation guidance

Check the rules for the service you are canceling instead of relying on a general retention period.

Check the provider’s cancellation rules

Read the provider’s current documentation and your contract before you cancel.

Confirm when employee access will stop and whether administrators will still be able to retrieve data. Check how long the information will remain available, what the export includes, and whether the export must be requested before cancellation.

You should also confirm whether the account can be reactivated, when billing stops, and what steps are required to delete the account. Ask whether the provider will confirm the deletion in writing.

Contact the provider if its published documentation does not answer these questions. Keep a copy of the response with your cancellation records.

If the service was purchased through a reseller or IT provider, ask them to confirm the process and the final date of access.

Export all the information your business needs

Start by identifying what the service contains. Depending on the application, this could include customer details, documents, attachments, emails, calendar entries, invoices, support tickets, project history, reports, or audit records.

Do not assume the standard export includes everything. Some services export the main records but leave out attachments, comments, user permissions, deleted items, application settings, automation rules, or activity history.

Read the provider’s export documentation so you know what will be included. Contact the provider if important information is missing from the standard export.

Use a business-owned administrator account to request and download the files. Store them somewhere controlled by the business rather than leaving the only copy in an employee’s personal downloads folder.

Large exports may take time to prepare. Start early enough to investigate missing files or failed downloads before access ends.

Test the files before canceling

Open a sample of every file type you exported. Check that attachments are present, dates are correct, and text can be read. Look for broken links, incomplete records, or files with no clear connection to the customer or project they belong to.

If you are moving to another service, test the import before canceling the old one. Check names, contact details, dates, notes, attachments, custom fields, open tasks, historical transactions, and user permissions.

A CSV file may contain the words and numbers while leaving out the relationships between records. For example, customers and invoices might appear in separate files without preserving the links between them.

Import a small set first. Ask employees who use the system to check the result before the remaining information is moved.

Check connected applications and sign-ins

Cloud services often exchange information with other systems. A website form may send enquiries into the service you are canceling. Your accounting software may import invoices from it. Reports, email campaigns, payment notifications, and scheduled tasks may also rely on that connection.

List the systems that send information into the service and those that receive information from it. Include mobile apps, browser extensions, automated workflows, API connections, file storage, calendars, and reporting tools.

Move or disable each connection before the account closes. Test the replacement process to confirm that new records arrive in the correct place and scheduled tasks still run.

Employees may also use the service to sign into other applications. This happens when they choose options such as “Sign in with Google” or “Sign in with Microsoft.”

Add another sign-in method before canceling the original service. Confirm that the business controls the administrator and recovery details for every connected account.

After the move is complete, revoke old access tokens, API keys, and application connections.

Keep the records your business is required to retain

Your business may need to keep financial records, contracts, customer communications, consent records, project files, or employee information for a set period.

The requirements depend on the type of information, your industry, your contracts, and the countries where you operate. Speak with your accountant, legal adviser, or compliance specialist before deleting records that may need to be retained.

Document what was exported, when it was downloaded, who checked it, and where it is stored. Keep the cancellation confirmation, final invoice, and any written response from the provider about deletion.

Set a retention period for the exported files. Delete them securely when the business no longer needs them.

Ask how the provider will delete your data

Canceling a subscription and deleting an account may be separate actions.

Ask what will happen to active customer data, deleted records, backups, audit logs, account information, billing records, and support tickets. Confirm whether any subcontractors also store or process your information.

A provider may remove information from its active systems before the same information ages out of protected backups. Those backup copies may remain until the provider’s normal backup retention period ends.

The provider may also need to retain some information for billing, fraud prevention, security, or legal reasons. Ask what will remain, why it will remain, and when it will be deleted.

The NCSC recommends making sure supplier contracts state how information and assets will be returned or deleted when a contract ends or moves to another supplier. NCSC supply chain guidance

For important systems, request written confirmation when the account and customer data have been deleted.

How to cancel a cloud service without losing your data

1. Choose an owner and set the dates

Give one person responsibility for the move. Review the contract and allow enough time for exporting, testing, training, and fixing any failed connections.

2. Record what uses the service

List the information stored in the service, the employees who use it, and every application connected to it. Check whether employees use the account to sign into other services.

3. Export and store the data

Use the provider’s administrator export tools. Save the files in a business-controlled location and protect them according to the type of information they contain.

4. Test the export and the replacement

Open the files and check the information. Import a small set into the replacement service and ask employees to confirm that the records are correct.

5. Move connected services and employees

Update forms, automated processes, reports, sign-in methods, and integrations. Give employees access to the replacement and test the work they perform every day.

6. Cancel the subscription

Cancel after the data and business processes have been checked. Save the confirmation, final invoice, and provider correspondence.

7. Remove old access and confirm deletion

Revoke old integrations and remove unneeded user accounts. Ask the provider to confirm what will be deleted, what it must retain, and when the deletion will be completed.

Frequently asked questions

How long will a cloud provider keep our data after cancellation?

There is no standard period. It may depend on the provider, service, plan, contract, purchase method, and reason the account ended.

Check the current documentation and obtain written confirmation for important systems.

Is a data export the same as a backup?

An export can provide a retained copy when it contains the information you need, can be opened, and is stored securely.

Some exports leave out settings, permissions, relationships, audit records, or unsupported file types. Test the files before relying on them.

Can we reactivate the service later?

Some providers offer a reactivation period. Others do not guarantee recovery after cancellation or deletion.

Export and test your information before canceling.

What if the provider closes the service?

Keep current exports of important information while the service is active. You may have little time to move if a provider closes, sells the product, or ends the service.

Will cancellation stop billing immediately?

That depends on the contract. Monthly plans, annual commitments, reseller agreements, and fixed-term subscriptions may use different billing rules.

Confirm the final payment and service date before approving the cancellation.

Sources and further reading

• NCSC: Supply chain security guidance
• NCSC: Supplier assurance questions
• Microsoft Learn: What happens when a Microsoft 365 business subscription ends
• Microsoft Learn: Data retention, deletion, and destruction in Microsoft 365
• Google Workspace Admin Help: Cancel Google Workspace
• Google Workspace Admin Help: Export your organization’s data

Before canceling a cloud service, ask your IT provider to check the export, connected applications, and employee sign-ins.

And if you don’t have an IT provider, feel free to reach out to us and we’ll help you sort it out.

—

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

AI is quickly becoming part of everyday business.

A couple of years ago, most conversations were about whether businesses should use it.

Now the discussion is about where it can save time.

Writing emails… creating marketing content… summarizing meetings… helping with customer inquiries. There are genuine benefits.

The problem starts when efficiency becomes the only goal.

Recently, I was looking at a few websites while researching something completely unrelated.

After a while, they all started to feel similar.

The wording was polished, the information was correct, everything looked professional. But nothing stood out.

You could swap the company names around and the pages would still read almost the same.

That’s one of the risks businesses face as AI becomes more common.

The technology is good at producing content that sounds professional. It’s good at creating something that’s clear, organized, and grammatically correct.

But it doesn’t have personality. That still comes from people.

Think about the businesses you like dealing with.

Perhaps it’s a company that writes friendly emails.

Maybe it’s a business owner who shares useful advice online.

It could even be a member of staff who makes customers feel welcome every time they call.

Those human touches are the reason people remember a business in the first place.

AI can help create the draft, structure ideas and speed up the writing process. But it struggles to replicate genuine experience, humor and empathy.

Customers notice.

People choose a supplier because they trust the business, feel understood, or connect with the way the company communicates.

That’s especially important for SMBs.

Larger organizations often compete on scale, pricing, or convenience. Smaller businesses win because of relationships, expertise, and personal service.

This applies to customer service as well.

AI can answer straightforward questions effectively. It can help outside office hours and reduce waiting times.

Customers appreciate that when they’re looking for a quick answer.

But the moment somebody has a problem, needs reassurance, or wants advice tailored to their situation, they’re looking for a person.

It helps to treat AI as an assistant rather than a replacement.

Use it to remove repetitive work and speed up routine tasks, while keeping the human parts of the business firmly human.

You gain the efficiency benefits without losing the personality that makes your business different from everyone else.

AI is a useful tool for almost every business, but make sure your customers still feel like they’re dealing with people.

If you need to find the balance between automation and personal service, we’d be happy to help. Get in touch.

Employees often use personal devices for work before the business has made a decision about it. They add work email to a phone, download a file to a home laptop, or sign into a company app from a computer shared with family.

Once business data is stored on a personal device, you have less control over updates, installed apps, backups, and who else uses the device. You also need a way to remove company data when the employee leaves or the device is lost.

Personal devices can be allowed, but the business should decide which devices, applications, and types of work are permitted.

What BYOD includes

Bring your own device, usually shortened to BYOD, means an employee uses a personally owned phone, tablet, or computer for work.

That can include:

• Adding work email to a personal phone
• Signing into Microsoft 365 or Google Workspace
• Joining online meetings
• Opening customer or company files
• Using a business messaging app
• Accessing accounting, CRM, or project management software
• Downloading documents to a personal computer

Depending on the application, business information may remain in the cloud or be downloaded to the device as messages, attachments, cached data, or files.

What you cannot fully control on a personal device

Your IT team can set and monitor security on company-owned devices. With personal devices, employees choose which apps to install, when to update the operating system, who else uses the device, and where files are backed up.

Management software can enforce some rules, but the available controls depend on the device, operating system, application, and enrollment method.

Other people may use the device

An employee may share a home computer or tablet with a partner, child, or another family member. Separate user accounts can reduce the risk, but many personal devices are used through one shared account.

The UK National Cyber Security Centre says BYOD access should not be permitted when an employee cannot follow the required security rules. Its example includes a device that cannot keep the employee’s work separate from other family users. NCSC BYOD guidance

Updates may be missing

Your IT provider may not be able to confirm whether a personal device runs a supported operating system or has current security updates.

An employee may delay an update because the device lacks storage, an older application might stop working, or the device is rarely restarted.

Business files may enter personal storage

A file downloaded from work email or cloud storage may remain in the Downloads folder, a personal document folder, or a device backup.

A personal cloud backup service could then copy the file to an account the business does not manage. Opening the document in a personal application may create another unmanaged copy.

Other applications may access business information

Personal devices contain applications chosen by the employee. Some may have permission to read files, contacts, browser activity, or information copied to the clipboard.

The business may not know which applications are installed or what those applications can access.

Repairs can expose business data

A broken personal phone or laptop may be taken to a repair shop chosen by the employee. Business email, saved sessions, or downloaded files could still be available on the device.

Your policy should tell employees who to contact before a device is repaired and what to do if the device cannot be opened.

Company data may remain after employment ends

Disabling an employee’s account stops future access to many cloud services. It does not remove copies that were downloaded to personal folders, opened in unmanaged applications, or copied to personal storage.

Managed work profiles and protected applications make it easier to remove company data. They can only remove the information they control.

Decide what work is allowed

Set access based on the work being performed and the information involved.

You might allow employees to read work email through an approved mobile app while requiring a company computer for customer database exports. Staff handling financial records, health information, legal documents, or large amounts of customer data may also need company-owned devices.

Administrative work should be performed from a managed device. Anyone responsible for user accounts, security settings, backups, or business systems should not do that work from an unmanaged personal computer.

Apply the same rules to contractors. Their access should be limited to the applications and information required for their work.

Security requirements for personal devices

A personal device should meet your requirements before it can access company information.

Use a supported operating system

The device should run an operating system that still receives security updates. Block access from devices that can no longer install current updates.

Install security updates

Operating system and application updates should install automatically where possible. Employees should restart their devices when an update requires it.

Require a screen lock

Require a PIN, password, fingerprint, or facial recognition to unlock the device. Configure the screen to lock automatically when the device is not being used.

Require device encryption

Encryption helps protect stored information if a device is lost or stolen. The Australian Cyber Security Centre recommends full-device encryption when personal devices may store business information. Cyber.gov.au BYOD guidance

Encryption must be enabled before the device is lost. It also needs to be supported by a strong device password or PIN.

Require MFA

Require MFA for work email, cloud storage, and other important systems. The NCSC recommends MFA as a minimum for BYOD access.

Use MFA for account sign-ins. Protect downloaded information with encryption and managed applications.

Block rooted or jailbroken devices

Rooting or jailbreaking removes some of the operating system’s built-in restrictions. These devices should not be allowed to access company data.

Detection is not perfect, so it should be used with the other security controls in this article.

Approve the applications used for work

Tell employees which applications they may use for email, messaging, file access, and other work.

Where your management service supports it, prevent business information from being saved to personal storage or copied into unmanaged applications.

Use separate accounts on shared computers

A personal computer used for work should have a separate account for the employee. Other users should have their own accounts and should not know the employee’s password.

Do not allow BYOD access when work cannot be kept separate from other users of the device.

Tell employees how to report problems

Employees need to know who to contact if a device is lost, stolen, repaired, replaced, or infected with malware.

Early reporting gives the business more time to disable access, check account activity, and remove managed data.

Control business data with managed apps or work profiles

Device and application management services can help keep work information separate from personal information.

Mobile device management, or MDM, can apply settings to an enrolled device and report whether it meets company requirements. The amount of control depends on the platform and enrollment method.

Mobile application management, or MAM, applies controls to supported work applications and their data. Depending on the product, it may restrict copying, block saving to personal storage, require another PIN, or remove company information from managed apps.

For example, Microsoft Intune can remove company data from protected applications when a device is lost or an employee leaves. Personal information can remain on the device.

Selective removal only affects data managed by the service. It cannot delete a file copied into an unmanaged application, personal backup, or unsupported storage location.

A factory reset removes personal and business data. Microsoft warns administrators about the risk of applying full device management to computers and phones the business does not own. Configure selective removal where possible and tell employees exactly what your management service can see and do. Microsoft Intune planning guide

What your BYOD policy should cover

Your policy should answer these questions:

• Which employees and contractors may use personal devices?
• Which types of devices are permitted?
• What work can be performed on them?
• Which applications must be used?
• Can company files be downloaded?
• Can the device be shared with other people?
• Which security settings are required?
• What information can the business or IT provider see?
• What settings can the business control?
• Can company information be removed remotely?
• What happens if the device is lost or stolen?
• What must happen before the device is repaired or sold?
• What happens when the employee leaves?
• Who pays for mobile data, repairs, or replacement?

Privacy, employment, and data protection requirements vary between countries. Have the policy reviewed for each location where you employ people.

Employees should read and accept the policy before company access is added to their devices.

What to do when a personal device is lost or stolen

The employee should contact the business or IT provider as soon as possible.

Your response may include:

1. Disabling access if the device cannot be accounted for
2. Revoking active sign-in sessions
3. Removing company data from managed applications
4. Removing the device from approved-device lists
5. Checking account activity for unexpected sign-ins
6. Resetting credentials if they may have been exposed
7. Recording which company files may have been stored on the device

Remote locking and removal commands only work after the device connects to the management service. A device that remains switched off or offline may never receive the command.

Encryption and account controls are still required because remote removal might not run.

What to do when an employee leaves

Disable the employee’s account and revoke active sessions at the agreed time. Remove company data from managed applications or work profiles.

Check whether business files were downloaded to the device and confirm how those copies will be returned or deleted.

Remove the device from your approved-device records. Where your management service supports it, remove business applications, certificates, email profiles, and VPN settings.

When personal devices should not be allowed

Provide a company-owned device when:

• The employee handles sensitive information
• The role requires administrator access
• Large amounts of company data must be stored locally
• The device is shared with other people
• The operating system is no longer supported
• Encryption cannot be enabled
• The business cannot separate or remove its data
• The employee does not accept the required security controls
• The device has been rooted or jailbroken

Company-owned devices are easier for your IT provider to support because their settings and installed software are known.

Frequently asked questions

Can employees use a web browser without enrolling their personal device?

You can allow browser access, but information may still remain in the browser cache, Downloads folder, saved passwords, screenshots, or active sessions.

Access policies can limit the devices and browsers that are permitted. Sensitive work may still require a managed device.

Is MFA enough to secure a personal device?

MFA helps protect the employee’s account. Device encryption protects stored files, while managed applications control how company information is used and copied.

You still need updates, screen locks, approved applications, and a process for lost devices.

Can the business see an employee’s personal information?

It depends on the management method. App management focuses on business applications and their data. Device enrollment can show device details and allow broader control.

Give employees a written explanation of what your IT team can see, change, lock, or remove before they enroll.

Can the business erase a personal phone?

Some enrollment methods support a full factory reset, while app-only management does not. A factory reset deletes personal information as well as company data.

Use selective removal for employee-owned devices where it is available.

Is BYOD cheaper than providing company devices?

BYOD may reduce hardware purchases, but it can add costs for management, support, security, and administration. Whether it saves money depends on the devices, applications, and work you allow.

Sources and further reading

• NCSC: Bring your own device guidance
• NCSC: BYOD costs and security requirements
• Australian Cyber Security Centre: Risk management of enterprise mobility and BYOD
• Australian Cyber Security Centre: Securing customer personal data
• Microsoft Learn: Protect data and devices with Intune
• Microsoft Learn: Remove company data from protected applications
• Microsoft Learn: Intune planning guide

If employees already use personal devices for work, ask your IT provider to check what they can access and whether the required controls are in place.

And if you don’t have an IT provider, feel free to reach out to us and we’ll help you sort it out.

—

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

Administrator access often starts with one request. An employee needs to install a printer, update a specialist program, or change a setting on their computer.

Giving them administrator access gets the job done. The problem is that the access usually stays after the request has been completed.

From then on, the employee can approve other software installations and make changes that would normally require help from IT. If they install the wrong program or someone takes control of their account, those permissions can also be used to change the computer.

For everyday work, employees should use standard accounts. Administrator access should be kept for tasks that require it.

What administrator access allows someone to do

An administrator has more control over a computer than a standard user.

On Windows, members of the local Administrators group have full control over the resources on that computer. According to Microsoft’s guidance on local accounts, Microsoft recommends limiting the number of users in that group.

Depending on the computer and how it is managed, an administrator may be able to:

• Install and remove software
• Add drivers for printers and other equipment
• Create, change, or remove user accounts
• Change system settings
• Change permissions on files and folders
• Install services that continue running in the background
• Make changes to some security settings

Mac computers also have standard and administrator accounts. Apple says administrators can install and remove software, manage other users, and change settings. Apple recommends limiting the number of administrative users and using a standard account when administrator rights aren’t required.

Local administrator access applies to the computer itself. It is different from Microsoft 365, Google Workspace, network, or server administrator access. Those accounts may control email, cloud files, user accounts, or several systems at once.

An employee may have local administrator access to a laptop without being a Microsoft 365 administrator. Both types of access should be reviewed separately.

Why permanent administrator access increases your risk

Software launched by an employee normally starts with the permissions available to that employee.

If the software asks for administrator approval and the employee approves it, the program may be able to install system components, change settings, or affect information belonging to other users.

That matters when someone downloads a fake installer, opens a harmful attachment, or installs software from an untrusted website. The employee may think they are approving a legitimate update while giving the program permission to change the computer.

Windows uses User Account Control to ask for approval before many administrative changes. An employee signed in with an administrator account can approve the request themselves. A standard user is normally asked for credentials belonging to an administrator.

Microsoft describes the standard account as the recommended and more secure way to use Windows.

Standard accounts also reduce the number of people who can change security settings without review. Employees cannot approve every installation themselves, so IT has a chance to check the program, where it came from, and what permissions it needs.

CISA advises businesses to control local administrator access and restrict who can install software. The Australian Cyber Security Centre includes restricting administrative privileges in its Essential Eight security measures and recommends creating separate accounts for administrative work. Cyber.gov.au

Standard accounts are suitable for everyday work

A standard account can still be used for normal business tasks, including:

• Reading and sending email
• Using a web browser
• Working in Microsoft 365 or Google Workspace
• Accessing approved business applications
• Joining online meetings
• Printing with an installed printer
• Opening and saving files
• Changing personal settings that do not affect other users

Some applications can be installed for one user without administrator access. Others need administrator approval because they add drivers, services, or files in protected parts of the computer.

An employee should not receive permanent administrator access because one program needs an update. IT can approve the installation, deploy the update remotely, or use a separate administrator account for that task.

Older business applications sometimes expect the user to have administrator rights. Test those applications before changing account permissions. In many cases, IT can update the application, adjust its configuration, or grant access to the specific folders it needs.

How to manage software installations without permanent administrator access

Staff can still get software installed and updated without keeping administrator rights.

Let IT install approved software

Your IT team or provider can install the program remotely. This also gives them a chance to confirm that the installer came from the software company and that the requested version is supported.

Use managed software deployment

Businesses with managed computers can send approved applications and updates to employees without asking each person to run an installer. The available method will depend on the operating system and device management service.

Approve individual requests

An employee can contact IT when an installation requires administrator approval. IT can review the request and enter the required credentials without giving the password to the employee.

Provide time-limited administrator access

Some roles need to install or test software as part of their work. Give those employees a separate administrator account that is enabled only for the approved task, then disable it afterward.

Create a separate administrator account

Employees who regularly perform approved technical work can have a separate administrator account. They should continue using their standard account for email, browsing, and normal work.

The administrator account should only be used when a task requires the extra permissions.

Who should have administrator access?

Administrator access should be limited to people whose work requires it.

That may include:

• Your internal IT staff
• Your IT provider
• An approved technical employee
• A software specialist responsible for a particular system

Business owners should use standard accounts for their normal work too. Ownership of the company does not require permanent administrator access to every computer.

Your IT provider should keep a managed administrator account so they can support each device. The password should be protected and should not be shared with employees.

Using the same local administrator password on every computer creates another problem. If that password is stolen from one device, it may work on the others. Each computer should have a unique administrator password or use a management service that controls those passwords.

How to remove administrator access safely

Do not remove every administrator account at once. Someone still needs a working way to manage and repair each computer.

1. Check which employees have administrator access

Review the local Administrators group on every Windows computer and the administrator users on every Mac. Include old accounts, shared accounts, vendor accounts, and accounts created during the original setup.

2. Confirm why each person has it

Ask what tasks require administrator access. A clear business need should exist for every account that keeps the permission.

Needing to update one application occasionally does not require permanent access.

3. Make sure IT has a working administrator account

Confirm that your IT team or provider can sign in with a protected administrator account before removing permissions from employees.

Test the account on each device. This prevents the business from being locked out of its own computers.

4. Test important software

Check the programs each employee needs for their job. Confirm that they open, update, and work correctly when the employee uses a standard account.

Any application that fails should be reviewed before administrator access is removed permanently.

5. Change the employee’s account to a standard account

Once the computer has been checked, remove the employee from the local administrator group or change the account type.

The employee should then sign out and sign back in so the new permissions apply correctly.

6. Tell staff how to request an installation

Give employees one place to contact when they need software installed or a setting changed. Explain what information to include, such as the program name, the reason it is needed, and the official download page.

7. Review access when roles change

Check administrator access when an employee changes jobs, receives new responsibilities, or leaves the business. Include it in your regular access reviews as well.

Frequently asked questions

Can a standard user install software?

It depends on the software. Programs that only install inside the employee’s user profile may not need administrator approval. Software that changes protected system files, installs drivers, or adds background services usually requires administrator credentials.

Will removing administrator access stop employees from working?

Normal business applications should continue working. Test specialist and older applications before making the change across every computer.

Does removing administrator access stop malware?

It reduces what many harmful programs can change, but it does not prevent every attack. You still need supported software, security updates, endpoint protection, email security, MFA, and tested backups.

Should the business owner keep administrator access?

Use a standard account for everyday work. If you need administrator access for an approved task, use a separate account and keep its password protected.

Is local administrator access the same as Microsoft 365 administrator access?

No. Local administrator access controls one computer. Microsoft 365 administrator roles can control cloud users, email, files, security settings, and other parts of the company’s Microsoft environment.

Both should be limited and reviewed.

Sources and further reading

• Microsoft Learn: Local accounts
• Microsoft Learn: How User Account Control works
• Apple Support: Set up your Mac to be secure
• CISA: StopRansomware Guide
• Australian Cyber Security Centre: Restricting administrative privileges

If you are not sure who has administrator access or whether your employees need it, ask your IT provider to review the accounts on your business computers.

And if you don’t have an IT provider, feel free to reach out to us and we’ll help you sort it out.

—

Featured Image Credit

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

A conversation I’m having more often with business owners goes something like this: “We don’t really use AI yet.”

A few questions later, it turns out somebody is using ChatGPT to help write emails.

Someone else is summarizing meeting notes with an AI tool.

Another person has found a browser extension that helps them create content faster.

The business may not have formally adopted AI, but AI has arrived anyway.

That’s not surprising.

When people find a tool that helps them get through their work more quickly, they’re going to be curious about it. If it saves time, they’ll keep using it.

The difficulty comes when nobody has stopped to agree where the boundaries are.

Imagine a member of your team receives a long customer email and pastes it into a public AI tool to help draft a reply.

The response comes back in seconds and saves them fifteen minutes of work.

Tomorrow they do it again.

A week later they upload a proposal because they want a summary.

A month later somebody else is using a different AI tool to analyze a spreadsheet.

At no point does anybody feel they’re doing something risky. They’re trying to work more efficiently.

Yet customer information, financial data, internal documents, and business plans can end up being shared with systems that haven’t been reviewed or approved by the business.

That can happen without any bad intentions.

I’ve also noticed that AI spreads differently from other technologies.

A new accounting package usually goes through a buying process. A new CRM gets discussed before it arrives. But AI tools are discovered by individuals during the working day and adopted immediately.

By the time a business starts thinking about an AI policy, people may already have their favorite tools and workflows.

That creates an awkward situation.

If somebody believes a tool is helping them do their job better, they may not understand why they’re being told not to use it.

Quite often, they feel they’re solving a problem rather than creating one.

So, to get the most value from AI, have open conversations about it.

Make sure your team all understand which tools are being used, where information is going, and what data should never be shared outside approved systems.

That gives people enough freedom to benefit from the technology without accidentally creating risks for the business.

If you’ve never asked your team which AI tools they’re using, the answers might surprise you.

It’s a good place to start.

If you’d like help reviewing how AI is being used across your business, and making sure it’s helping rather than creating risk, get in touch.

Most owners only look at their IT when something has already gone wrong. A file won’t open, a laptop won’t start, or an invoice gets paid into a scammer’s account. Fixing it at that point costs more than preventing it would have.

Almost none of it happens without warning. The backup that fails when you finally need it had been failing for weeks. The account a scammer used belonged to someone who left last year. Thirty minutes a month is usually enough to catch that kind of thing.

Why a monthly look is worth the time

Verizon’s 2026 Data Breach Investigations Report found that 31% of breaches started with attackers exploiting software that hadn’t been patched. That makes unpatched software the most common way in, ahead of stolen passwords. The same report found the median time to fully fix a known problem has risen to 43 days.

Most attacks use a problem that was already known, with a fix already available. Nobody had installed it yet.

The check

1. Updates

Check whether Windows updates are installing on your computers, or sitting at “restart required” week after week. Do the same for phones and for the software you use most, like your browser and your accounting app. If people keep clicking “remind me later,” that’s something to fix.

2. Backups

Open your backup tool and look at the last few runs. You want recent successful backups, not a list of errors. Then check when anyone last restored a file from it. If it’s never been tested, you don’t know whether it works.

3. Who has access

Pull up the list of user accounts in Microsoft 365 or Google Workspace and read through it. Every name should be someone who still works for you. Look for people who left, contractors who finished months ago, and shared logins like “office” or “admin” that several people use. Switch off anything you don’t need.

4. Multi-factor authentication

Check that MFA is switched on, and that it’s on for everyone, not just the people who set it up first. Pay closest attention to admin accounts and anyone who handles money. Microsoft’s research shows MFA blocks more than 99.2% of account compromise attacks.

5. Devices

Look at what’s connected to your systems. If there’s a laptop or phone you don’t recognize, find out whose it is. While you’re there, check that laptops are encrypted and that any phone with company email on it has a passcode or fingerprint lock.

6. Subscriptions and licenses

Open your billing page and read what you’re paying for. Businesses regularly pay for licenses belonging to people who left, or for two tools that do the same job. It’s also how you find software somebody signed up for without telling anyone.

Make it a routine

Put it in the calendar on a fixed day, like the first Monday of the month, and give it to the same person each time. That’s you or whoever handles the admin side.

Keep a running note of what you checked and what you found. After a few months you’ll see whether the same problem keeps coming back. If it does, it needs fixing properly instead of clearing each time.

Thirty minutes only works if you don’t stop to fix things along the way. Write down what you find and deal with it afterward.

Who fixes what

Most of it is small, like a laptop that needs restarting, a license to cancel, or an account to switch off. Handle those yourself.

Send the rest to your IT provider: backups that keep failing, MFA that won’t turn on for someone, a device nobody recognizes, or updates that fail on the same machine every month. Those usually mean there’s a bigger problem behind them.

What this check doesn’t do

It isn’t monitoring. A good IT provider has tools watching your systems all day and flagging things you’d never spot from a monthly glance.

The check covers what those tools can’t know. You know who left, which subscriptions you approved, and whose laptop is whose.

Frequently asked questions

How often should a small business check its IT?

Once a month is enough for this list. Backups are worth a quick look more often if losing a day’s work would seriously hurt, since that’s the item most likely to fail quietly.

Who should do it?

You or whoever runs the admin side of the business. Most of the list needs no technical skill, just someone who knows who works there and what the business pays for.

What if I don’t know where to find any of this?

Ask your IT provider to walk you through it once and write down where each thing lives. Many will also send you a monthly summary covering most of it.

Isn’t this my IT provider’s job?

They handle the monitoring, the patching, and the fixing. The check is the part that depends on knowing your business, like who left last month or which subscription nobody approved.

If I only have ten minutes, what matters most?

Backups and updates. Without working backups you can lose everything you’ve stored, and unpatched software is now the most common way attackers get in.

Does this apply if everything we use is in the cloud?

Yes. Cloud tools still need updated devices, working backups, MFA switched on, and access lists that match who actually works for you.

Sources and further reading

• Verizon 2026 Data Breach Investigations Report — the finding that 31% of breaches start with exploitation of unpatched software, and that the median time to fully fix a known problem is 43 days.
• Microsoft: Plan for mandatory Microsoft Entra multifactor authentication — Microsoft’s research that MFA blocks more than 99.2% of account compromise attacks.

If you’d like a hand setting this up, your IT provider can show you where each of these lives in your systems and take the fixing off your plate. And if you don’t have an IT provider, feel free to reach out to us and we’ll help you sort it.

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

AI was supposed to remove repetitive work.

In some businesses, though, something different is happening.

People are spending large parts of their day moving information between systems so the AI can function properly.

Copying notes from one platform into another, checking whether data matches in different apps, rewriting prompts to give an AI tool more context, and manually correcting outputs that almost worked, but not quite.

Sound familiar?

There’s a name for this: Human middleware.

Employees end up acting like the glue holding disconnected systems together.

Once you notice it, you’ll start seeing it everywhere.

Someone downloads information from one system because another can’t access it directly.

A team member pastes customer details into an AI tool to generate a response, then copies the finished result somewhere else.

Data gets checked manually because nobody fully trusts what the systems are producing automatically.

It eats away at time.

The strange thing is that businesses can still feel more productive overall while this is happening.

AI genuinely does help people move faster in many situations. Emails get drafted quicker, reports take less time, and information becomes easier to summarize.

But new layers of admin appear around it.

AI tools often arrive faster than the systems underneath them evolve. A company adds one assistant here, another automation there, a separate AI-powered feature somewhere else… but the tools don’t naturally connect in a smooth way.

So, people bridge the gaps manually.

That creates an odd working environment where employees spend increasing amounts of energy translating between systems instead of doing the work those systems were meant to support.

And that can quickly become exhausting.

You end up with busy days that feel productive on the surface, but a lot of effort is going into coordination rather than progress.

If systems don’t integrate properly, if data quality is inconsistent, or if processes still rely heavily on manual handoffs, AI can sometimes layer extra complexity on top rather than removing it.

That’s why you may need to approach it differently.

Instead of adding isolated tools everywhere, focus on how information moves through the business.

Look at where data lives, how systems connect, and whether people are still spending too much time acting as the translator between technologies.

Ultimately, your team shouldn’t be spending their day helping software talk to other software.

They should be spending their time solving problems, helping customers, making decisions, and doing the work that creates value.

If your employees are constantly switching between apps, correcting AI outputs, or manually stitching workflows together, that’s a sign the technology strategy needs tightening up a little.

Is it time you reviewed your technology to make sure it’s reducing workload, rather than creating more of it behind the scenes? We can help. Get in touch.

Most of your business probably runs in the cloud now. Email, files, accounting, bookings, payments, it’s all online. Then one day a service goes down, and nobody can send an email, open a file, or take a payment.

It doesn’t take a hacker for this to happen. In July 2024, a faulty software update from the security company CrowdStrike crashed millions of Windows computers around the world in a few hours. Microsoft estimated it hit 8.5 million devices, grounding flights and stopping work at banks and hospitals.

Outages happen, even to the big names

Microsoft 365 itself has had days where email or Teams stopped working for hours. Internet providers have bad days too, and when yours does, everything online goes with it. Any tool you depend on can go down.

So much of a small business runs on a handful of online services now, and if one goes down, the work that depends on it stops until it’s back. Being with a big, well-known provider doesn’t protect you from this.

What an outage does to a small business

When a key service goes down, your team can’t get to email or files, so work stops. If your payment or booking system is offline, you can’t take money or appointments. Customers try to reach you and can’t, and you can’t reach them either. Staff end up sitting around waiting.

You usually can’t fix it yourself. When a big provider has an outage, all you can do is wait for them to sort it out. The goal of a plan is to keep working, and keep customers informed, until they do.

What a simple plan covers

A good plan answers these questions:

• Which tools are critical? List the handful of services that would stop the business if they’re down, like email, your payment system, or your booking tool. Ignore the ones you could live without for a day, and focus on the few that would halt the work.
• How will people keep in touch? Have a backup way to reach staff and customers that doesn’t depend on the tool that’s down. That might be phone numbers, a group chat on a different app, or text messages.
• What do you need reachable offline? Keep a copy of the essentials, like your customer contact list, key phone numbers, and important documents, somewhere you can open if the main system is down. A printout or a copy on a phone is enough.
• Who’s in charge? Decide who makes the decisions during an outage and who keeps customers updated. When it’s clear in advance, people act instead of waiting to be told.
• Where do you check, and who do you call? Know where to see whether it’s a wider outage, which is usually the provider’s status page, and who to call for help, which is usually your IT provider.

What to do the moment an outage hits

1. Check whether it’s just you. Look at the provider’s status page, or ask whether anyone else is having the same problem. If it’s a wider outage, there’s nothing to fix on your end, so stop trying.
2. Tell your team. Let people know what’s down and what to use instead, so nobody wastes an hour rebooting a laptop that was never the problem.
3. Switch to your backup way to communicate. Move to the phone, text, or another app so the team can still coordinate.
4. Tell customers if it affects them. If you can’t take bookings or payments, say so and tell them when to try again.
5. Note when it started and what’s affected. A couple of lines is enough. It helps you follow up afterward and spot anything that needs fixing once things are back.

A few things that make outages hurt less

• Keep key files available offline. With OneDrive or SharePoint, recent files can sync to the device so you can still open them when the service is down. Ask your IT provider to make sure this is set up.
• Have a backup way to get online. A mobile hotspot from a phone can get a few key people working again if your main internet drops.
• Know your status pages. Bookmark the status page for Microsoft 365 and your other main tools. It’s the fastest way to tell whether the problem is them or you.
• Keep contacts off the cloud. Have your important phone numbers and contacts somewhere that doesn’t need the internet, like a printout or your phone’s own contact list.
• Ask your IT provider about alerts. Many can set up a warning that tells you about an outage before your customers do.

Keep your plan on one page

Keep this to a single page, somewhere you can reach without your main systems, whether that’s printed or in a separate app. Write down your critical tools, your backup way to communicate, where the essentials live, who’s in charge, and who to call. Review it once or twice a year so the names and numbers stay current.

Frequently asked questions

Isn’t the cloud always available?

No. Cloud services are reliable, but they still have outages, and even the biggest providers go down sometimes. The CrowdStrike outage in 2024 took millions of computers offline in a few hours. It’s safer to assume an outage will happen eventually and have a plan for it.

What should a continuity plan include?

The basics: which tools are critical, a backup way to reach staff and customers, where to find essential information if the main system is down, who’s in charge during an outage, and who to call for help. One page is enough for most small businesses.

What if the internet itself goes down, not just one app?

Plan for that too. A mobile hotspot from a phone can get key people back online, and a phone call still works when your systems don’t. Keep important numbers and contacts somewhere that doesn’t need the internet.

How can my team keep working if Microsoft 365 is down?

It depends on the work, but options include using files already saved on a synced device, switching to phone or text to stay in touch, and handling anything urgent on paper until service returns.

How long do outages usually last?

There’s no set answer. Some are fixed in minutes, others take most of a day. That’s the reason to plan around them, since you can’t count on a quick fix and you can’t speed it up from your end.

Whose job is this?

Yours, with help from your IT provider. They can tell you which of your tools are most at risk, set up things like synced files and a status-page alert, and help you write a simple plan.

Sources and further reading

• Microsoft: Helping our customers through the CrowdStrike outage — Microsoft’s estimate that 8.5 million Windows devices were affected.
• CISA: Widespread IT Outage Due to CrowdStrike Update — the US cyber agency’s alert on the incident.

If you’re not sure which of your tools would hurt most if they went down, or you’d like help putting a simple plan together, your IT provider can work through it with you. And if you don’t have an IT provider, feel free to reach out to us and we’ll help you sort it.

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Featured Image Credit

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

Most cybersecurity tools work reactively.

Something suspicious happens, the system spots it, and then tries to stop the damage before it spreads.

That’s incredibly important.

But Microsoft is working on something that pushes much further: Using AI to find weaknesses before attackers discover them.

The new system is called MDASH, and the idea behind it is genuinely interesting.

Microsoft has built a platform that uses more than 100 specialized AI agents working together to search for hidden security flaws inside Windows.

These agents are designed to inspect different parts of the system, test for weaknesses, and flag potential vulnerabilities automatically.

Simply put, Microsoft is using AI to hunt for security holes at a scale humans simply couldn’t manage alone.

And it appears to be working.

During testing, the system reportedly uncovered multiple previously unknown vulnerabilities inside important parts of Windows.

This included flaws that attackers could potentially have exploited remotely over the internet.

Some of those vulnerabilities were considered critical.

These are the kinds of weaknesses that, in the wrong hands, could potentially allow attackers to take control of systems or run malicious code.

What makes this more impressive is the accuracy.

One of the biggest problems with AI-driven security tools has always been false alarms.

Systems that flag hundreds of “possible issues” which turn out to be nothing. That creates noise, wastes time, and makes security teams less effective.

Microsoft claims MDASH has been unusually good at avoiding that problem while still finding genuine risks.

Now, before anyone assumes AI is about to solve cybersecurity completely, it’s important to keep this in perspective.

This technology is mainly being used internally by Microsoft engineers now.

It’s still early days, and even if these systems become more widely available, they won’t suddenly replace the fundamentals that keep businesses safe.

Because most cyberattacks still succeed through ordinary gaps:

• Weak passwords

• Unpatched systems

• People clicking the wrong link

• Poor access controls

• Missing backups

Those remain the biggest risks for most businesses today.

AI-driven security tools may eventually become a powerful extra layer of protection, especially for large organizations managing huge and complex systems.

The idea of intelligent agents constantly scanning for hidden weaknesses before criminals find them is a very promising direction for the future.

But the basics are more important right now.

A fully patched system with strong passwords, multi-factor authentication, good backups, and sensible user awareness training will protect most businesses far better than chasing the latest AI security trend without solid foundations underneath it.

The future of cybersecurity probably will involve more AI working behind the scenes, both defending systems and, unfortunately, helping attackers too.

But while the technology evolves, the core principles of staying safe haven’t changed.

Good security still comes down to reducing risk, limiting opportunities for attackers, and making sure the simple things are consistently done well.

If you want to make sure your business security is up to scratch, we’d be happy to help. Get in touch.

If your business runs on Microsoft 365, you’ve got two places to store files: OneDrive and SharePoint. Most people are never told the difference, so files end up wherever is easiest, spread across OneDrive, SharePoint, Teams, and the desktop.

That’s how you end up with the everyday headaches: a file nobody can find, a document only one person can open, and a scramble to recover someone’s work after they leave. The rule for where things should go is simple once you know what each one is for.

What each one is for

OneDrive is your own space. Think of it as the cloud version of the My Documents folder on your computer: your work files, private to you unless you choose to share them. It’s the right place for drafts and anything only you need.

SharePoint is the team’s space. It’s built for files with shared ownership, the documents your team, department, or the whole business works on together. Microsoft’s own advice is straightforward: if you’re working on something by yourself, save it to OneDrive; if you’re working as a team, save it where the team works.

Where Teams fits in

Microsoft Teams confuses this for a lot of people, because it looks like a third place to keep files. In reality, when you upload a file to a Teams channel, it’s stored in that team’s SharePoint site. The Files tab in Teams is just a view into SharePoint.

So if your team works in Teams, your shared files are already in SharePoint, whether you realized it or not. That’s a good thing. It means the files have shared ownership and don’t belong to one person’s account.

So where should your files live?

Here’s the rule that keeps things simple:

• If it’s your own draft or something only you need, keep it in OneDrive.
• If the team needs it, more than one person works on it, or it’s a client or project file, put it in SharePoint (or the Teams channel for that work, which is the same thing).
• Don’t leave important shared files sitting only on someone’s desktop or only in their personal OneDrive.

Sharing files the right way

Where a file lives also changes how you share it.

When you share a file from your OneDrive, you’re sending people into your personal space, usually with a link tied to your account. That works, but the link depends on you. If you leave, or the file moves, those links can stop working, and whoever relied on them is stuck.

In SharePoint or a Teams channel, the right people already have access, because the files belong to the team rather than to you. You can point a colleague to the folder and they’re in, with no one-off links to manage.

It’s also worth sharing a link instead of emailing a copy. When everyone opens the same file in OneDrive or SharePoint, they’re all looking at the current version, and you avoid ending up with five slightly different copies attached to five different emails.

Why this matters

Putting files in the right place saves you real trouble later.

Take what happens when someone leaves. Their personal OneDrive isn’t shared by default, so any important work kept only there can be hard to reach. Microsoft holds a deleted user’s OneDrive for 30 days by default and gives their manager access, but that turns into a rush against the clock. Files kept in SharePoint stay with the team no matter who comes or goes.

It also makes files easier to find. When the team’s documents live in one shared SharePoint library, people know where to look, instead of hunting through inboxes and personal drives.

And it helps you recover from mistakes. Both OneDrive and SharePoint keep older versions of your files and a recycle bin, so if a document gets overwritten or ransomware scrambles your files, you can roll back to a clean copy instead of starting over.

How to get it right

• Put shared work in SharePoint or Teams. Anything the team works on together belongs in a shared library. Keep it out of one person’s OneDrive.
• Keep OneDrive for your own files. Drafts and personal work are fine there. Just don’t let it become the only home for something the team needs.
• Get files off local desktops. A file saved only on a laptop isn’t backed up, isn’t shared, and is gone if the laptop is lost. Move important files into OneDrive or SharePoint. You can still work from your computer the way you always have: the OneDrive app keeps a copy on the device for offline use and saves your changes to the cloud automatically.
• Agree where things go. A simple, shared rule, like “client files live in the client’s SharePoint folder,” saves endless confusion later.
• Use version history when you need it. If a file gets changed or deleted by mistake, you or your IT provider can restore an earlier version rather than redoing the work.

Frequently asked questions

What’s the difference between OneDrive and SharePoint in one line?

OneDrive is for your own work files. SharePoint is for files your team shares.

Where do files in a Teams channel get stored?

In SharePoint. Every team has a SharePoint site behind it, and the Files tab in a channel is a view into that site. Uploading a file to Teams is the same as putting it in SharePoint.

Should I keep work files on my computer’s desktop?

Try not to, for anything important. A file only on your desktop isn’t shared or backed up, and it’s gone if the device is lost or breaks. Save it to OneDrive or SharePoint instead, where it’s protected and reachable.

What happens to files in someone’s OneDrive when they leave?

By default, Microsoft keeps a deleted user’s OneDrive for 30 days and gives their manager access, and that window can be extended if it’s set up in advance. It’s recoverable, but it’s far easier if shared work was in SharePoint to begin with.

Can I get back a file that was deleted or changed by mistake?

Usually, yes. OneDrive and SharePoint both keep a recycle bin and older versions of files, so you can restore a deleted file or roll back to an earlier version. Your IT provider can help if you can’t find it.

Sources and further reading

• Microsoft: Should I save files to OneDrive or SharePoint? — Microsoft’s own guidance on which to use.
• Microsoft: File storage in Microsoft Teams — how Teams files are stored in SharePoint.
• Microsoft: Set the OneDrive retention for deleted users — what happens to a leaver’s OneDrive and the 30-day default.

If your files are scattered and you’re not sure what should sit where, your IT provider can set up a simple structure in SharePoint and move things into the right place, so files are easy to find and safe when people come and go. And if you don’t have an IT provider, feel free to reach out to us and we’ll help you sort it.

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Featured Image Credit

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