Tech Advisory

Technology Advice for Small Businesses

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How to keep your healthcare practice compliant with HIPAA

Editor February 16, 2026

Protecting sensitive information is the core purpose of the Health Insurance Portability and Accountability Act (HIPAA). HIPAA mandates that patients have full control over access to their health records. Compliance is a strict requirement for any healthcare practice or business partner. To stay on the right side of the law, you need to pay close attention to four specific areas where your technology infrastructure meets patient privacy rules.

1. Publish a clear notice on your website

HIPAA regulations require transparency. If your healthcare practice maintains a website, you must post an updated protected health information (PHI) notice.

What is this notice?

It’s a document that outlines your patients’ rights. It explains exactly how you handle their health information and who has access to it. Think of it as a contract of trust between you and the people you treat.

Your next step

Go to your website and look for this document. If it’s missing or if the version you have is outdated, you need to fix it immediately. Posting a current notice is a quick win for compliance.

2. Build stronger data storage

You likely handle a large amount of electronic protected health information (ePHI). This category covers more than just medical history. It includes:

  • Billing records and payment info
  • Appointment schedules
  • Lab and test results

Create layers of defense

Storing this data securely requires multiple safety measures working together. You can’t rely on a single password. A robust system includes:

  • Endpoint protection software: This stops viruses and malware before they infect your network.
  • Encryption systems: These tools scramble your data. Even if a thief steals a file, they cannot read it without a special decryption key.
  • Strict access controls: These settings verify exactly who is logging in, keeping unauthorized users out.

On-premises vs. cloud solutions

Many providers prefer keeping physical servers in their own offices. It feels safer because you can see the hardware, and you don’t need the internet to access files. But physical servers fill up quickly.

Cloud-based storage solves the space problem and is often necessary for backing up less critical data. If you choose the cloud for your electronic health records (EHRs), you must verify your provider. Ask them to prove that they adhere to all HIPAA requirements before you trust them with your files.

3. Secure your telehealth services

Video appointments and mobile health apps offer incredible convenience. However, they also introduce new entry points for hackers.

Check your tools

The technology you use for telehealth or mobile health (mHealth) must be fully compliant with regulations. Most major platforms are approved, but standard settings might not be enough. You may need to enable extra security features to be fully safe.

Focus on encryption

Using encryption during a virtual visit is nonnegotiable. It prevents man-in-the-middle attacks, where a hacker secretly intercepts the video feed between you and your patient.

Consult an expert

Mobile health tools change fast. Updates happen frequently, and regulations shift to keep up. Regular check-ins with an IT specialist will help you stay ahead of these changes and keep your virtual visits private.

4. Audit your business partners

HIPAA compliance applies to more than just doctors, hospitals, and insurance companies. It extends to every business associate you work with.

Who is a business associate?

This includes any external partner that accesses patient data to do their job, such as:

  • Accounting firms
  • Law firms
  • Billing services
  • IT support providers

Verify before you share

You are responsible for who you let into your system. Confirm their compliance status before you sign a contract. If a partner can’t prove they follow the regulations, do not grant them access to your data. It puts your practice at risk.

Do you feel confident that your organization meets every requirement? If you have any doubts, our team of experts is ready to help. We will conduct a thorough risk analysis to find any areas where your technology might fall short. Contact us today to start the conversation.

How you can align your IT systems with HIPAA regulations

Editor February 16, 2026

The Health Insurance Portability and Accountability Act (HIPAA) was created with a single goal: to keep medical records safe. HIPAA gives patients specific rights over who sees their private health details. If you operate a healthcare practice or any business that handles this data, following these rules is not optional. You must understand exactly where your technology overlaps with these regulations to keep your practice running smoothly.

1. Publish a clear notice on your website

HIPAA regulations require transparency. If your healthcare practice maintains a website, you must post an updated protected health information (PHI) notice.

What is this notice?

It’s a document that outlines your patients’ rights. It explains exactly how you handle their health information and who has access to it. Think of it as a contract of trust between you and the people you treat.

Your next step

Go to your website and look for this document. If it’s missing or if the version you have is outdated, you need to fix it immediately. Posting a current notice is a quick win for compliance.

2. Build stronger data storage

You likely handle a large amount of electronic protected health information (ePHI). This category covers more than just medical history. It includes:

  • Billing records and payment info
  • Appointment schedules
  • Lab and test results

Create layers of defense

Storing this data securely requires multiple safety measures working together. You can’t rely on a single password. A robust system includes:

  • Endpoint protection software: This stops viruses and malware before they infect your network.
  • Encryption systems: These tools scramble your data. Even if a thief steals a file, they cannot read it without a special decryption key.
  • Strict access controls: These settings verify exactly who is logging in, keeping unauthorized users out.

On-premises vs. cloud solutions

Many providers prefer keeping physical servers in their own offices. It feels safer because you can see the hardware, and you don’t need the internet to access files. But physical servers fill up quickly.

Cloud-based storage solves the space problem and is often necessary for backing up less critical data. If you choose the cloud for your electronic health records (EHRs), you must verify your provider. Ask them to prove that they adhere to all HIPAA requirements before you trust them with your files.

3. Secure your telehealth services

Video appointments and mobile health apps offer incredible convenience. However, they also introduce new entry points for hackers.

Check your tools

The technology you use for telehealth or mobile health (mHealth) must be fully compliant with regulations. Most major platforms are approved, but standard settings might not be enough. You may need to enable extra security features to be fully safe.

Focus on encryption

Using encryption during a virtual visit is nonnegotiable. It prevents man-in-the-middle attacks, where a hacker secretly intercepts the video feed between you and your patient.

Consult an expert

Mobile health tools change fast. Updates happen frequently, and regulations shift to keep up. Regular check-ins with an IT specialist will help you stay ahead of these changes and keep your virtual visits private.

4. Audit your business partners

HIPAA compliance applies to more than just doctors, hospitals, and insurance companies. It extends to every business associate you work with.

Who is a business associate?

This includes any external partner that accesses patient data to do their job, such as:

  • Accounting firms
  • Law firms
  • Billing services
  • IT support providers

Verify before you share

You are responsible for who you let into your system. Confirm their compliance status before you sign a contract. If a partner can’t prove they follow the regulations, do not grant them access to your data. It puts your practice at risk.

Do you feel confident that your organization meets every requirement? If you have any doubts, our team of experts is ready to help. We will conduct a thorough risk analysis to find any areas where your technology might fall short. Contact us today to start the conversation.

Protecting patient data and your business with better IT

Editor February 16, 2026

When the Health Insurance Portability and Accountability Act (HIPAA) was first launched in 1996, digital technology was a small part of healthcare. That has changed completely. Today, patient privacy relies heavily on how well you manage your computer systems and software. Every organization in the healthcare industry needs to adapt to this relationship between IT and the law. Review these four essential factors to see if your current setup protects your patients and your reputation.

1. Publish a clear notice on your website

HIPAA regulations require transparency. If your healthcare practice maintains a website, you must post an updated protected health information (PHI) notice.

What is this notice?

It’s a document that outlines your patients’ rights. It explains exactly how you handle their health information and who has access to it. Think of it as a contract of trust between you and the people you treat.

Your next step

Go to your website and look for this document. If it’s missing or if the version you have is outdated, you need to fix it immediately. Posting a current notice is a quick win for compliance.

2. Build stronger data storage

You likely handle a large amount of electronic protected health information (ePHI). This category covers more than just medical history. It includes:

  • Billing records and payment info
  • Appointment schedules
  • Lab and test results

Create layers of defense

Storing this data securely requires multiple safety measures working together. You can’t rely on a single password. A robust system includes:

  • Endpoint protection software: This stops viruses and malware before they infect your network.
  • Encryption systems: These tools scramble your data. Even if a thief steals a file, they cannot read it without a special decryption key.
  • Strict access controls: These settings verify exactly who is logging in, keeping unauthorized users out.

On-premises vs. cloud solutions

Many providers prefer keeping physical servers in their own offices. It feels safer because you can see the hardware, and you don’t need the internet to access files. But physical servers fill up quickly.

Cloud-based storage solves the space problem and is often necessary for backing up less critical data. If you choose the cloud for your electronic health records (EHRs), you must verify your provider. Ask them to prove that they adhere to all HIPAA requirements before you trust them with your files.

3. Secure your telehealth services

Video appointments and mobile health apps offer incredible convenience. However, they also introduce new entry points for hackers.

Check your tools

The technology you use for telehealth or mobile health (mHealth) must be fully compliant with regulations. Most major platforms are approved, but standard settings might not be enough. You may need to enable extra security features to be fully safe.

Focus on encryption

Using encryption during a virtual visit is nonnegotiable. It prevents man-in-the-middle attacks, where a hacker secretly intercepts the video feed between you and your patient.

Consult an expert

Mobile health tools change fast. Updates happen frequently, and regulations shift to keep up. Regular check-ins with an IT specialist will help you stay ahead of these changes and keep your virtual visits private.

4. Audit your business partners

HIPAA compliance applies to more than just doctors, hospitals, and insurance companies. It extends to every business associate you work with.

Who is a business associate?

This includes any external partner that accesses patient data to do their job, such as:

  • Accounting firms
  • Law firms
  • Billing services
  • IT support providers

Verify before you share

You are responsible for who you let into your system. Confirm their compliance status before you sign a contract. If a partner can’t prove they follow the regulations, do not grant them access to your data. It puts your practice at risk.

Do you feel confident that your organization meets every requirement? If you have any doubts, our team of experts is ready to help. We will conduct a thorough risk analysis to find any areas where your technology might fall short. Contact us today to start the conversation.

What you need to know about the multifactor authentication vulnerabilities

Editor February 13, 2026

Multifactor authentication (MFA) is widely used to secure online accounts, but it’s not without its flaws. While MFA adds an important layer of defense, it can still be bypassed by savvy cybercriminals. Understanding how attackers can exploit vulnerabilities is essential in improving your overall security.

How cybercriminals can bypass MFA

There are three main ways cybercriminals today are circumventing MFA security measures:

Phishing attacks
Phishing has long been a method used by cybercriminals to steal sensitive information. They now use it to compromise MFA, especially when users are tricked into providing their authentication codes. Through deceptive emails or fake login pages, attackers can collect the codes needed to bypass MFA protections.

SIM swapping
SIM swapping is a type of fraud where cybercriminals take control of your phone number. Once they’ve gained access, they can receive text messages, including MFA codes, intended for you. This tactic allows them to bypass the second layer of security MFA provides and gain access to your account.

MFA fatigue
In some cases, attackers target users with excessive MFA requests to wear them down. By overwhelming the individual with repeated prompts, the user may eventually approve a fraudulent request simply out of frustration or exhaustion.

How to defend against MFA attacks

To protect user accounts and data, businesses should implement the following security measures:

Risk-based authentication
Risk-based authentication helps reduce vulnerabilities by adjusting security checks based on the level of risk for each login attempt. Instead of applying the same checks every time, the system evaluates factors such as the user’s location, device, and usual activity.

For example, if you normally log in from your laptop in New York, but a login attempt occurs from a new device in another country, the system will flag it as high risk. In such cases, it prompts additional verification through MFA to confirm your identity. By using risk-based authentication, you get stronger protection during risky situations without the need for constant, unnecessary checks, thereby preventing MFA fatigue.

Hardware-based MFA
Hardware-based MFA uses a physical device, such as a security key or USB stick, to verify your identity. Instead of relying on codes sent via SMS or email, you plug the device into your computer or tap it on your phone to approve a login. Since the device is physically in your possession, it’s much harder for attackers to steal or intercept the authentication code. Using this method makes MFA much more secure because a cybercriminal would need the actual hardware key to bypass the authentication process.

Access privilege reviews
Regularly reviewing and adjusting access privileges guarantees that only authorized individuals have access to sensitive information. Over time, employees or users might gain unnecessary permissions, which can become a security risk if an account is compromised. Regularly checking and adjusting who has access to what limits the potential damage if cybercriminals manage to compromise MFA and break into your accounts.

Strengthen password reset process
Password reset procedures can be a vulnerable point for attackers, especially when they don’t require multiple verification steps. To reduce this risk, make sure users must confirm their identity through more than one method during the reset process — whether it’s through email, text, or security questions. Without these additional checks, attackers can easily use tactics such as phishing or social engineering to reset passwords and bypass MFA protections.

Don’t rely on SMS for MFA
SMS-based MFAs are less secure because hackers can simply intercept text messages or use SIM swapping to get one-time passcodes. Instead, use authentication apps or hardware keys for MFA. These methods are more secure and harder to bypass, giving you better protection for your accounts.

Secure your accounts with comprehensive protection

Despite the weaknesses of MFA, it’s still one of the best ways to protect your accounts from unauthorized access. However, MFA should not be your only line of defense. It’s important to have a well-rounded cybersecurity framework that includes strong passwords, regular software updates, and employee training on phishing and other online threats.

If you don’t know where to start fortifying your user accounts, our experts are happy to help. We can provide the guidance and tools necessary to keep your data safe and secure. Contact us today for more information on our cybersecurity services.

Multifactor authentication: Extra protection, but not without risks

Editor February 13, 2026

Multifactor authentication (MFA) protects your accounts by requiring two or more forms of identification, such as a password and a code sent to your phone. Enabling MFA is a standard best practice for securing your online accounts, but it’s important to understand its limitations and potential risks.

How cybercriminals can bypass MFA

There are three main ways cybercriminals today are circumventing MFA security measures:

Phishing attacks
Phishing has long been a method used by cybercriminals to steal sensitive information. They now use it to compromise MFA, especially when users are tricked into providing their authentication codes. Through deceptive emails or fake login pages, attackers can collect the codes needed to bypass MFA protections.

SIM swapping
SIM swapping is a type of fraud where cybercriminals take control of your phone number. Once they’ve gained access, they can receive text messages, including MFA codes, intended for you. This tactic allows them to bypass the second layer of security MFA provides and gain access to your account.

MFA fatigue
In some cases, attackers target users with excessive MFA requests to wear them down. By overwhelming the individual with repeated prompts, the user may eventually approve a fraudulent request simply out of frustration or exhaustion.

How to defend against MFA attacks

To protect user accounts and data, businesses should implement the following security measures:

Risk-based authentication
Risk-based authentication helps reduce vulnerabilities by adjusting security checks based on the level of risk for each login attempt. Instead of applying the same checks every time, the system evaluates factors such as the user’s location, device, and usual activity.

For example, if you normally log in from your laptop in New York, but a login attempt occurs from a new device in another country, the system will flag it as high risk. In such cases, it prompts additional verification through MFA to confirm your identity. By using risk-based authentication, you get stronger protection during risky situations without the need for constant, unnecessary checks, thereby preventing MFA fatigue.

Hardware-based MFA
Hardware-based MFA uses a physical device, such as a security key or USB stick, to verify your identity. Instead of relying on codes sent via SMS or email, you plug the device into your computer or tap it on your phone to approve a login. Since the device is physically in your possession, it’s much harder for attackers to steal or intercept the authentication code. Using this method makes MFA much more secure because a cybercriminal would need the actual hardware key to bypass the authentication process.

Access privilege reviews
Regularly reviewing and adjusting access privileges guarantees that only authorized individuals have access to sensitive information. Over time, employees or users might gain unnecessary permissions, which can become a security risk if an account is compromised. Regularly checking and adjusting who has access to what limits the potential damage if cybercriminals manage to compromise MFA and break into your accounts.

Strengthen password reset process
Password reset procedures can be a vulnerable point for attackers, especially when they don’t require multiple verification steps. To reduce this risk, make sure users must confirm their identity through more than one method during the reset process — whether it’s through email, text, or security questions. Without these additional checks, attackers can easily use tactics such as phishing or social engineering to reset passwords and bypass MFA protections.

Don’t rely on SMS for MFA
SMS-based MFAs are less secure because hackers can simply intercept text messages or use SIM swapping to get one-time passcodes. Instead, use authentication apps or hardware keys for MFA. These methods are more secure and harder to bypass, giving you better protection for your accounts.

Secure your accounts with comprehensive protection

Despite the weaknesses of MFA, it’s still one of the best ways to protect your accounts from unauthorized access. However, MFA should not be your only line of defense. It’s important to have a well-rounded cybersecurity framework that includes strong passwords, regular software updates, and employee training on phishing and other online threats.

If you don’t know where to start fortifying your user accounts, our experts are happy to help. We can provide the guidance and tools necessary to keep your data safe and secure. Contact us today for more information on our cybersecurity services.

The hidden weaknesses of multifactor authentication

Editor February 13, 2026

Multifactor authentication (MFA) works by requiring users to provide more than one form of identification when logging into a system or account. This extra layer of security is meant to prevent unauthorized access and protect sensitive information. However, while MFA may seem like a foolproof solution, it actually has its own set of vulnerabilities that can be exploited by cybercriminals.

How cybercriminals can bypass MFA

There are three main ways cybercriminals today are circumventing MFA security measures:

Phishing attacks
Phishing has long been a method used by cybercriminals to steal sensitive information. They now use it to compromise MFA, especially when users are tricked into providing their authentication codes. Through deceptive emails or fake login pages, attackers can collect the codes needed to bypass MFA protections.

SIM swapping
SIM swapping is a type of fraud where cybercriminals take control of your phone number. Once they’ve gained access, they can receive text messages, including MFA codes, intended for you. This tactic allows them to bypass the second layer of security MFA provides and gain access to your account.

MFA fatigue
In some cases, attackers target users with excessive MFA requests to wear them down. By overwhelming the individual with repeated prompts, the user may eventually approve a fraudulent request simply out of frustration or exhaustion.

How to defend against MFA attacks

To protect user accounts and data, businesses should implement the following security measures:

Risk-based authentication
Risk-based authentication helps reduce vulnerabilities by adjusting security checks based on the level of risk for each login attempt. Instead of applying the same checks every time, the system evaluates factors such as the user’s location, device, and usual activity.

For example, if you normally log in from your laptop in New York, but a login attempt occurs from a new device in another country, the system will flag it as high risk. In such cases, it prompts additional verification through MFA to confirm your identity. By using risk-based authentication, you get stronger protection during risky situations without the need for constant, unnecessary checks, thereby preventing MFA fatigue.

Hardware-based MFA
Hardware-based MFA uses a physical device, such as a security key or USB stick, to verify your identity. Instead of relying on codes sent via SMS or email, you plug the device into your computer or tap it on your phone to approve a login. Since the device is physically in your possession, it’s much harder for attackers to steal or intercept the authentication code. Using this method makes MFA much more secure because a cybercriminal would need the actual hardware key to bypass the authentication process.

Access privilege reviews
Regularly reviewing and adjusting access privileges guarantees that only authorized individuals have access to sensitive information. Over time, employees or users might gain unnecessary permissions, which can become a security risk if an account is compromised. Regularly checking and adjusting who has access to what limits the potential damage if cybercriminals manage to compromise MFA and break into your accounts.

Strengthen password reset process
Password reset procedures can be a vulnerable point for attackers, especially when they don’t require multiple verification steps. To reduce this risk, make sure users must confirm their identity through more than one method during the reset process — whether it’s through email, text, or security questions. Without these additional checks, attackers can easily use tactics such as phishing or social engineering to reset passwords and bypass MFA protections.

Don’t rely on SMS for MFA
SMS-based MFAs are less secure because hackers can simply intercept text messages or use SIM swapping to get one-time passcodes. Instead, use authentication apps or hardware keys for MFA. These methods are more secure and harder to bypass, giving you better protection for your accounts.

Secure your accounts with comprehensive protection

Despite the weaknesses of MFA, it’s still one of the best ways to protect your accounts from unauthorized access. However, MFA should not be your only line of defense. It’s important to have a well-rounded cybersecurity framework that includes strong passwords, regular software updates, and employee training on phishing and other online threats.

If you don’t know where to start fortifying your user accounts, our experts are happy to help. We can provide the guidance and tools necessary to keep your data safe and secure. Contact us today for more information on our cybersecurity services.

Important considerations when replacing your servers

Editor February 11, 2026

Upgrading your company’s servers is a huge decision with far-reaching effects on daily operations and future growth. Before committing to a replacement, take a moment to reflect and ask the right questions. Doing so will help you assess your current infrastructure and figure out if a server upgrade is really the best move.

How well are your current servers performing?

Take stock of your existing equipment. How old are your servers? Are they still performing well? Have you noticed any recurring issues, such as slowdowns or unexpected outages? The answers will enable you to gauge the health of your infrastructure and whether it’s time for an upgrade. Regular performance reviews can also highlight potential bottlenecks that might require immediate attention.

Are your current servers delivering the performance you need?

It’s essential to assess whether your servers are meeting your current and future requirements. Check if they can handle your business’s storage, processing, and application demands. Look at key metrics such as CPU usage and memory utilization to identify any inefficiencies. By understanding the performance gaps now, you’ll be able to select a new server solution that meets the demands of your growing business.

What budget are you working with?

Servers are a huge investment, so you need to define a realistic budget for your upgrade. Along with the initial cost of the servers, factor in ongoing expenses such as software licenses, maintenance, and support services. You may also want to consider cloud hosting or server leasing, which might provide a more affordable alternative to purchasing new equipment outright. A well-defined budget helps you narrow down your options and prevent unnecessary overspending.

Will the new servers integrate smoothly with your existing infrastructure?

Before making a final decision, check if the new servers will function cohesively with your existing applications, network, and storage systems. Any incompatibility can disrupt business operations and lead to costly delays.

Are the new servers equipped with the latest security features?

Upgrading your servers is a great opportunity to enhance your security measures. Consider your company’s security and compliance requirements to guarantee that the new servers come with built-in protections such as data encryption, access control, and intrusion detection. The new system should meet industry regulations and safeguard sensitive data, allowing you to minimize the risk of security breaches and comply with necessary regulations and standards.

What is the expected lifespan of your new servers?

When selecting new servers, consider their expected longevity. A server with a longer life cycle offers better long-term value, saving you money and reducing the need for frequent upgrades. Make sure the vendor you choose offers ongoing support, updates, and patches.

How will your servers scale as your business grows?

As you look ahead, think about how your server infrastructure will support the future growth of your business. Will the new servers be able to accommodate increased traffic, larger data sets, or more demanding applications? Consider features such as scalability, virtualization, and the ability to add server nodes as your business expands. A future-proof server solution can grow with your company, ensuring that it remains efficient and capable of supporting new challenges.

Asking these important questions will help you make a well-informed decision about your server replacement, supporting your business for years to come.

If you need help choosing and deploying your new company servers, reach out to our IT experts today.

Essential questions to consider for a smooth server upgrade

Editor February 11, 2026

A server upgrade doesn’t have to feel overwhelming. By thoroughly assessing your existing setup and factoring in future growth, security, and performance requirements, you can make an informed decision that drives your business forward. Use the following questions to guide you through budget planning up to integration.

How well are your current servers performing?

Take stock of your existing equipment. How old are your servers? Are they still performing well? Have you noticed any recurring issues, such as slowdowns or unexpected outages? The answers will enable you to gauge the health of your infrastructure and whether it’s time for an upgrade. Regular performance reviews can also highlight potential bottlenecks that might require immediate attention.

Are your current servers delivering the performance you need?

It’s essential to assess whether your servers are meeting your current and future requirements. Check if they can handle your business’s storage, processing, and application demands. Look at key metrics such as CPU usage and memory utilization to identify any inefficiencies. By understanding the performance gaps now, you’ll be able to select a new server solution that meets the demands of your growing business.

What budget are you working with?

Servers are a huge investment, so you need to define a realistic budget for your upgrade. Along with the initial cost of the servers, factor in ongoing expenses such as software licenses, maintenance, and support services. You may also want to consider cloud hosting or server leasing, which might provide a more affordable alternative to purchasing new equipment outright. A well-defined budget helps you narrow down your options and prevent unnecessary overspending.

Will the new servers integrate smoothly with your existing infrastructure?

Before making a final decision, check if the new servers will function cohesively with your existing applications, network, and storage systems. Any incompatibility can disrupt business operations and lead to costly delays.

Are the new servers equipped with the latest security features?

Upgrading your servers is a great opportunity to enhance your security measures. Consider your company’s security and compliance requirements to guarantee that the new servers come with built-in protections such as data encryption, access control, and intrusion detection. The new system should meet industry regulations and safeguard sensitive data, allowing you to minimize the risk of security breaches and comply with necessary regulations and standards.

What is the expected lifespan of your new servers?

When selecting new servers, consider their expected longevity. A server with a longer life cycle offers better long-term value, saving you money and reducing the need for frequent upgrades. Make sure the vendor you choose offers ongoing support, updates, and patches.

How will your servers scale as your business grows?

As you look ahead, think about how your server infrastructure will support the future growth of your business. Will the new servers be able to accommodate increased traffic, larger data sets, or more demanding applications? Consider features such as scalability, virtualization, and the ability to add server nodes as your business expands. A future-proof server solution can grow with your company, ensuring that it remains efficient and capable of supporting new challenges.

Asking these important questions will help you make a well-informed decision about your server replacement, supporting your business for years to come.

If you need help choosing and deploying your new company servers, reach out to our IT experts today.

Questions to ask before upgrading your servers

Editor February 11, 2026

Upgrading your company’s servers is a crucial decision that affects everything from operations to long-term growth. Rather than rushing into a replacement, it’s important to pause and ask the right questions. The following questions will help you evaluate your current infrastructure and determine whether replacing your servers is the best course of action.

How well are your current servers performing?

Take stock of your existing equipment. How old are your servers? Are they still performing well? Have you noticed any recurring issues, such as slowdowns or unexpected outages? The answers will enable you to gauge the health of your infrastructure and whether it’s time for an upgrade. Regular performance reviews can also highlight potential bottlenecks that might require immediate attention.

Are your current servers delivering the performance you need?

It’s essential to assess whether your servers are meeting your current and future requirements. Check if they can handle your business’s storage, processing, and application demands. Look at key metrics such as CPU usage and memory utilization to identify any inefficiencies. By understanding the performance gaps now, you’ll be able to select a new server solution that meets the demands of your growing business.

What budget are you working with?

Servers are a huge investment, so you need to define a realistic budget for your upgrade. Along with the initial cost of the servers, factor in ongoing expenses such as software licenses, maintenance, and support services. You may also want to consider cloud hosting or server leasing, which might provide a more affordable alternative to purchasing new equipment outright. A well-defined budget helps you narrow down your options and prevent unnecessary overspending.

Will the new servers integrate smoothly with your existing infrastructure?

Before making a final decision, check if the new servers will function cohesively with your existing applications, network, and storage systems. Any incompatibility can disrupt business operations and lead to costly delays.

Are the new servers equipped with the latest security features?

Upgrading your servers is a great opportunity to enhance your security measures. Consider your company’s security and compliance requirements to guarantee that the new servers come with built-in protections such as data encryption, access control, and intrusion detection. The new system should meet industry regulations and safeguard sensitive data, allowing you to minimize the risk of security breaches and comply with necessary regulations and standards.

What is the expected lifespan of your new servers?

When selecting new servers, consider their expected longevity. A server with a longer life cycle offers better long-term value, saving you money and reducing the need for frequent upgrades. Make sure the vendor you choose offers ongoing support, updates, and patches.

How will your servers scale as your business grows?

As you look ahead, think about how your server infrastructure will support the future growth of your business. Will the new servers be able to accommodate increased traffic, larger data sets, or more demanding applications? Consider features such as scalability, virtualization, and the ability to add server nodes as your business expands. A future-proof server solution can grow with your company, ensuring that it remains efficient and capable of supporting new challenges.

Asking these important questions will help you make a well-informed decision about your server replacement, supporting your business for years to come.

If you need help choosing and deploying your new company servers, reach out to our IT experts today.

Should you choose cloud-based or on-premises VoIP?

Editor February 9, 2026

Deciding whether to use cloud-based or on-premises VoIP is a significant decision for businesses. This article explores the pros and cons of both options, from security to scalability, to help you choose the right solution for your organization’s goals.

Cost: Initial investment vs. ongoing expenses

When comparing cloud-based and on-premises VoIP hosting, an important consideration you shouldn’t overlook is cost. On-premises solutions usually demand a larger initial investment in hardware, servers, and infrastructure. You also need to factor in the costs of maintenance, upgrades, and any potential troubleshooting.
On the other hand, cloud-based VoIP services usually operate on a subscription model. This means lower upfront costs but potentially higher long-term expenses, depending on usage and the scale of the system. For businesses without the budget or desire to invest heavily in physical infrastructure, cloud hosting often presents a more manageable option. Additionally, cloud services tend to offer pay-as-you-go pricing models, which can be beneficial for businesses with fluctuating needs.

Scalability: Growing with your business

Scalability is another crucial aspect to consider when deciding between cloud and on-premises hosting. As your business grows, so will your communication needs. Cloud-based solutions are ideal if you anticipate the need to scale up or down — simply add or remove users and features without the need for significant infrastructure changes. This flexibility makes it an attractive option for businesses that are poised for growth and may require increasing or decreasing employees, depending on what the business needs.

While on-premises VoIP systems can be scaled, they often require additional hardware, software, and IT support in the process. For instance, increasing capacity entails more complexity, which can then lead to potential disruptions to your business operations.

Security: Who’s in control?

Security is a major concern for any business when choosing a communication platform. Cloud-based VoIP systems are typically hosted and managed by third-party providers, meaning they are responsible for securing your data and ensuring compliance with industry standards. While this can relieve your business of certain security responsibilities, this also requires trusting the provider with your sensitive information.

On the other hand, with on-premises VoIP, your organization maintains complete control over security measures. This can be a key advantage for businesses with specific security requirements or those in regulated industries. Note that your team will need to take on the responsibility of implementing and managing security measures such as firewalls, encryption, and access controls. For businesses with limited IT resources, this can be a challenging task.

Customization: Tailoring the system to your needs

Customization is an important factor for many organizations when selecting a VoIP system. On-premises solutions offer a higher degree of customization because the system is managed and controlled in-house. Businesses with highly specific requirements can tailor their VoIP infrastructure to suit their needs, whether that involves integrating with other systems, adjusting features, or configuring call routing in a way that best supports their workflows.

Cloud-based VoIP services, while often customizable to some degree, may have limitations depending on the provider’s offerings. However, the flexibility of the cloud platform can also be an advantage. For one, many cloud VoIP providers offer integration with a wide range of third-party applications, making it easy to expand the system with additional features as needed.

Reliability: The importance of uptime

Reliability is critical when choosing a communication system, and this is where your choice of hosting model can make a big difference. Cloud-based VoIP services are typically backed by redundant systems and data centers to ensure high uptime. Providers usually offer service-level agreements (SLAs) that guarantee a certain level of availability, giving you confidence that your system will remain operational even in the event of hardware failure or network issues.

On-premises systems, however, are only as reliable as the infrastructure you build. If your servers or hardware fail, your VoIP system could experience downtime. Many businesses address this by investing in backup systems, which can add to the cost and complexity of managing the system. For those in industries where downtime is particularly costly, the reliability offered by cloud-hosted solutions may be a better fit.

Which option is best for you?

Ultimately, the decision between cloud and on-premises VoIP hosting will depend on your business’s needs, resources, and goals. If you’re looking for a flexible, scalable, and cost-effective solution, cloud hosting may be the right choice. It can easily scale as your business grows, offers high uptime reliability, and eliminates the need for extensive in-house IT management.

However, if your business requires more control over security, customization, and infrastructure, on-premises VoIP may be the better option. It provides greater control over your communication system but requires a larger investment in hardware, IT resources, and maintenance.

Carefully consider these factors, so you can make an informed decision that best supports your business’s communication needs.

If you’re still unsure which VoIP solution is best for your business, don’t hesitate to reach out. Contact us today for expert advice and support.

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