What Paramus Businesses Need to Understand About Cloud Services

Paramus cloud services: “We’re in the cloud” has become a common phrase in Paramus boardrooms—but too often, the conversation stops there. For many small and mid-sized businesses in Bergen County, cloud adoption has been reactive: driven by software vendors, remote work shifts, or industry trends. What’s missing is strategy.

paramus nj rt17 rt4 cloud cars

At a glance, the benefits of the cloud are obvious—scalability, accessibility, reduced hardware overhead. But beneath that surface is a complex web of architecture choices, cost structures, and security considerations. And in Paramus, where professional services and retail operations rely on real-time access to systems, those decisions carry operational and financial consequences.

The Cloud Is Not One Thing

One of the biggest misconceptions among business owners is that “the cloud” is a single solution. In reality, it’s a spectrum: public, private, and hybrid environments; SaaS applications; IaaS deployments; containerized workloads; serverless functions. Each comes with trade-offs in control, performance, and cost.

We’ve seen Paramus companies overcommit to software suites with recurring costs that balloon over time—or, conversely, underinvest in cloud security and suffer avoidable breaches. Neither outcome is inevitable. They’re symptoms of not having a plan.

Local Risks, Global Architecture

Many Paramus businesses assume that cloud infrastructure “just works.” But most outages we investigate come down to one of three issues:

  • Misconfigured access controls, exposing sensitive data to unauthorized users
  • Poorly managed backups, leading to irreversible data loss
  • Vendor lock-in or complex billing that makes scaling painful and expensive

Cloud missteps don’t always make headlines, but they cost real money. Downtime during retail hours. Missed deadlines for law firms. HIPAA or SOX violations for regulated industries. The reality is that cloud without oversight is simply risk transferred to someone else—usually without visibility.

A Different Approach: Managed Cloud+

Cost+ offers Cloud+ to help Paramus companies take control of their cloud investments. We don’t resell someone else’s platform and walk away—we manage your environment, optimize costs, and build for reliability.

Key aspects include:

  • Direct ownership of cloud accounts (you pay AWS, Azure, etc.—we manage it)
  • Custom architecture for performance, security, and future growth
  • Flat-rate pricing tied to your usage, not surprise invoices
  • Proactive monitoring, patching, and access governance

Whether you need to migrate an on-prem server, build a HIPAA-compliant cloud system, or simplify your software stack, our team brings clarity and technical rigor to a space filled with buzzwords.

Integrated with Your Operations

Cloud is not an island. It touches your endpoints, your communications, and your compliance framework. That’s why our Paramus clients often pair Cloud+ with:

  • Support+ to manage local devices and users
  • Recovery+ to ensure business continuity and retention
  • Compliance+ to align with industry-specific requirements

This full-stack approach prevents finger-pointing between vendors and ensures your cloud strategy supports—not complicates—your business model.

Let’s Audit Your Cloud

If you don’t know what you’re spending, what’s secured, or what’s even running in your cloud environment, you’re not alone. Most companies have drifted into the cloud without a clear map. We offer a no-obligation review of your current cloud setup—including costs, risks, and optimization opportunities.

Explore Paramus IT services or book a Cloud+ audit today.

Or call us directly at 800.840.9690.

2025-06-21T18:46:00-05:00June 21, 2025|

How AI Is Reshaping Business Email: What to Know About Microsoft Copilot and Google Gemini

AI is no longer a futuristic concept—it’s quietly reshaping everyday business tools. In particular, ai tools in business email are changing how organizations write, respond, and manage communication. Microsoft’s Copilot and Google’s Gemini are leading the charge, embedding generative AI directly into Outlook and Gmail to boost productivity, reduce repetitive work, and help teams write more effectively.

man using laptop showing how ai is reshaping email by using copilot and gemini

Why This Shift Matters to Business Leaders

Unlike past tech waves, this one doesn’t require a full platform switch or custom development. If your company uses Microsoft 365 or Google Workspace, AI features are either already live or arriving soon. That means changes to email workflow are happening by default—and companies need to understand the benefits, risks, and costs.

What Microsoft Copilot Does in Outlook

Copilot uses large language models to summarize emails, draft responses, suggest rewrites, and extract action items from threads. It can even pull context from Word or Excel documents linked in a conversation. Microsoft’s goal is to reduce time spent reading, writing, and following up on email. You can learn more from the official Microsoft page here:
Microsoft Copilot for Microsoft 365.

What Google Gemini Adds to Gmail

Gemini offers similar features: drafting replies, summarizing long email chains, generating templates, and adjusting tone. It also connects with Google Docs, Sheets, and Meet to bring AI into broader workstreams. Google’s approach emphasizes helpful suggestions, not automation that replaces human oversight.

Business Use Cases for AI in Email

  • Customer Service: Drafting faster, more consistent responses to inquiries
  • Sales: Personalizing outreach emails using CRM data and suggested follow-ups
  • Internal Collaboration: Reducing back-and-forth by summarizing long threads
  • Project Management: Extracting tasks and commitments from emails automatically

What Business Leaders Should Watch

1. Licensing Costs

These tools aren’t free. Microsoft charges $30 per user/month for Copilot, which can be a significant line item depending on team size. Google’s Gemini for Workspace tiers vary depending on the plan. It’s important to evaluate which users truly benefit before scaling licenses.

2. Data Privacy and Security

When AI models process email content, where does that data go? Microsoft and Google both state that your content is not used to train public models—but companies should validate data handling practices, especially in regulated industries.

3. Productivity vs. Accuracy

AI-generated content can accelerate tasks but should still be reviewed. Inaccurate summaries or misleading tone could cause confusion or reputational harm. Training staff on appropriate usage is essential.

4. Impact on Communication Style

One subtle risk is tone uniformity. As more employees use the same AI tools, responses may start sounding robotic or generic. Encourage teams to personalize content when needed to preserve client relationships.

Preparing Your Organization

If you plan to adopt AI tools in business email, start with a pilot group. Monitor productivity, review sample outputs, and gather user feedback. From there, build an internal policy that defines acceptable use, disclosure requirements, and oversight.

Where Cost+ Can Help

Cost+ provides strategic IT guidance through our Support+ and Security+ services. We help organizations evaluate emerging tools, manage vendor licenses, and protect sensitive data in the age of AI.

The Bottom Line

AI tools in business email are here—and they’re evolving fast. Whether you adopt Microsoft Copilot or Google Gemini, understanding their capabilities and limits is essential for leadership teams navigating modern communication workflows.

By Thomas McDonald
Vice President

2025-06-23T22:04:59-05:00June 20, 2025|

Domain Hijacking Protection: What Business Leaders Must Know

Domain names are the cornerstone of any online business. Yet domain hijacking—when attackers steal control of your domain—can happen suddenly, disrupting email, website access, and brand reputation. Protecting your domain with effective domain hijacking protection strategies is essential, not optional.

image of woman dealing with domain hyjacking

What Is Domain Hijacking?

Domain hijacking occurs when unauthorized parties gain control of a domain by changing DNS settings or transferring registration without the owner’s consent. This can happen through compromised registrar accounts, phishing, or expired domains. Attackers then redirect websites or email, host malware, or hold domains for ransom. Recovery is often difficult and slow.

Why It Matters for Business Leaders

It’s not only small brands at risk. Even major domains—like “sex.com,” “Perl.com,” and various TLDs—have fallen victim. When your domain is stolen, you lose your web presence, interrupt customer access, and can incur serious legal or financial penalties.

Core Domain Hijacking Protection Steps

  • Enable 2FA on your registrar account — protect against password theft.
  • Activate registrar (client) lock — prevents unauthorized transfers.
  • Use WHOIS privacy — hides public contact info and prevents social engineering attacks.
  • Monitor domain expiry — set auto-renew and backup payment methods to avoid expiration.

Best Practices for Business Leaders

1. Choose a Trustworthy Registrar

Pick ICANN-accredited registrars with strong security policies, 24/7 support, and clear dispute resolution. Quality matters more than cost.

2. Secure Your Account

Implement strong, unique passwords and 2FA via security keys (e.g., FIDO2). Avoid SMS-based codes, which can be intercepted or SIM-swapped.

3. Lock and Monitor Domain Transfers

Registrar lock must be enabled on every domain. Receive email alerts for any changes. Set up internal approval processes before transfers.

4. Encrypt Registrar Emails and Admin Access

Confirm your domain admin contact uses secure email and retrieval methods. Attackers often target account recovery emails first.

5. Plan for Recovery Now

If hijacking occurs, act fast. Contact your registrar, then escalate to ICANN, UDRP, or legal channels. Even fast action can take weeks, so prevention is key.

Real-World Examples

  • In 2000, *WhoAmI.com* was stolen via a phished Network Solutions account and took days to recover.
  • The “Sea Turtle” campaign in 2019 hijacked national-level DNS, prompting U.S. warnings.

Useful References

SecurityScorecard explains domain hijacking tactics and prevention strategies here:
What Is Domain Hijacking and How to Prevent It

Where Cost+ Helps You Stay Secure

Cost+ supports businesses with **Security+**, including registrar reviews, multi-domain monitoring, auto-renew setups, and recovery processes—preventing domain hijacking before it impacts your brand.

Bottom Line

Domain hijacking protection is an essential part of modern risk management. Don’t wait for a breach to act—secure your registrar account, enable locking, and prepare a recovery plan to protect your domain and brand.

By Thomas McDonald
Vice President

2025-06-21T20:29:27-05:00June 20, 2025|

G Suite Legacy Shutdown 2025: What Small Businesses Need to Do

Google is rolling out a major transition this year, the g suite legacy shutdown 2025, affecting businesses still using the free legacy edition for custom-domain email. Starting May 1, 2025, legacy users are being moved to pooled Google Workspace storage and may lose access to key apps unless they upgrade. As a small business leader, you need to understand the timeline, the impact, and what steps to take—before your email and collaboration systems break.

Laptop screen showing Google Workspace dashboard with alert about G Suite Legacy shutdown

 

What Exactly Is Changing?

On May 1, 2025, Google began shifting legacy G Suite accounts to a shared, pooled storage model. Instead of each user getting 15 GB, the entire domain now shares one storage pool—although no total capacity is being removed. Administrators can set per-user limits manually, but without it, a single user could consume the entire pool.

Why This Matters to Your Business

  • Email flow risk: Legacy Mail, Calendar, and Drive apps may stop syncing correctly if apps become unsupported.
  • Storage confusion: Unchecked usage can cause mailbox sync problems, failed uploads, or inability to create new files for users.
  • Compliance concerns: Email retention, auditing, and export tools currently rely on legacy architecture that may lose functionality over time.
  • Cost creep: To regain full mailbox storage per user, you may be prompted to upgrade to a paid Workspace plan.

How Your Team Is Reacting

User communities have reported mixed experiences. One admin recently shared:

“My pooled storage just kicked in on May 19, 2025—and I had to immediately remove a high-volume user or the rest would’ve gone read‑only.”

That scenario is not uncommon—thousands of SMBs and family domains are quietly being transitioned, often with little notice or guidance.

What You Need to Do

1. Audit Your Storage Usage

Go to your Google Admin console → Storage section. You can review pooled usage and see how close you are to your allocation. Google explains the new policy here:
Google Workspace storage policies.

2. Set User Storage Limits

Once pooled storage is live, manually assign limits (e.g., 15–30 GB per mailbox). This locks usage and protects critical accounts. Without limits, users could lose mail sync or upload privileges.

3. Evaluate Backup and Email Retention

If you rely on legacy email exporting tools or Drive backup systems, test them now. Google is phasing out older APIs, and migration could break manual or legacy export workflows.

4. Decide if You’ll Upgrade to Paid Workspace

Paid plans start at $6/user/month, and they restore guaranteed storage, support, and modern capabilities. If your domain is core to your brand or customer-facing activities, budgeting now can prevent surprises later.

5. Communicate with Your Team

Let your staff know about the change—and why storage limits might suddenly appear. Explain steps to archive old files, move to shared drives, or purchase mailbox upgrades. Transparency helps reduce questions and support tickets.

How Cost+ Can Help

The transition from legacy G Suite to Workspace can be painless with guidance. Cost+ offers services to manage your setup, implement storage limits, and evaluate whether paid plans are worth it. Our Support+ team handles migrations, archive policies, and ongoing admin support—so you stay in control of your domain.

Bottom Line

With the g suite legacy shutdown 2025 now in progress, even free domains are changing. If you haven’t audited storage usage or prepared a migration plan, you could face sync failures or hidden charges. By acting now—auditing usage, setting limits, and communicating with your team—you can keep your email and collaboration running smoothly.

By Thomas McDonald
Vice President, Cost Plus

2025-06-21T18:32:54-05:00June 18, 2025|

How to Run a Mid-Year IT Cost Audit That Actually Reduces Spend

It’s easy to overpay for IT without realizing it. A well-run mid year IT cost audit helps uncover waste, consolidate vendors, and right-size your infrastructure before costs spiral in Q4. Done right, it’s more than a review—it’s a budget reset that directly impacts the bottom line.

lady at computer running IT audit

Why Mid-Year Is the Right Time

Mid-year is ideal for catching problems early. You’ve accumulated six months of real usage data—enough to see patterns, trends, and overages. You also still have six months left to act on what you find. By contrast, end-of-year reviews often result in rushed decisions or rolled-over inefficiencies.

What to Include in an Effective IT Cost Audit

  • Recurring vendor charges: Monthly or annual IT service contracts, licenses, or SaaS tools that may no longer align with business needs.
  • Cloud spend: Usage-based cloud services like AWS, Azure, or Microsoft 365 often creep up over time without oversight.
  • Telecom and phone systems: Old circuits, unused lines, or outdated VoIP plans can quietly drain thousands per year.
  • Endpoint licensing: Antivirus, endpoint detection, and device management software should match active headcount—not inflated tiers.
  • Shadow IT: Tools and apps used outside official procurement channels increase both cost and security risk.

Red Flags That Signal You’re Overspending

Even without digging into the numbers, certain symptoms strongly suggest it’s time for a cost audit:

  • Duplicate services (e.g., multiple backup solutions or redundant cybersecurity tools)
  • Invoices with vague or unclear line items
  • Annual contracts that auto-renewed without review
  • Multiple vendors offering overlapping services
  • Unused software licenses or employee accounts that are still billed

Steps to Conduct a Mid-Year IT Cost Audit

1. Centralize All Invoices

Start by collecting every recurring technology-related expense—cloud, phones, licensing, security, managed services, and support. If you’re working with multiple departments, make sure you capture cross-charged expenses.

2. Map Expenses to Business Value

For each expense, answer: Is this tool actively used? Is it redundant? Does it support a specific compliance or operational requirement? Flag anything with unclear value for further review.

3. Identify Consolidation Opportunities

It’s common for businesses to use several vendors when one would suffice. For example, managed IT support, cybersecurity, and cloud management are often split across three companies—when one could handle all.

4. Engage with Providers

Contact vendors about outdated pricing, bundled discounts, or more efficient license tiers. Most are flexible when they know you’re evaluating costs. If they aren’t, it may be time to switch.

5. Act Before Renewal Cycles

Review contract renewal dates and build a calendar. Avoid getting locked into another year of underutilized or overpriced services due to missed cancellation windows.

Need Help? Start with a Free Cost Check

At Cost+, we offer a free Cost Check+ for companies that want a second set of eyes on their IT spending. No strings. We review your invoices, benchmark against market pricing, and offer insight on where to save—especially if you’re juggling multiple vendors or unclear service agreements.

Bottom Line

A mid year IT cost audit doesn’t require major disruption. It just takes structure, objectivity, and follow-through. With budget pressures rising and technology rapidly evolving, there’s no better time to identify what’s working—and what’s costing more than it should.

2025-06-21T20:32:21-05:00June 17, 2025|
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