Pennyrile Technologies

What Is AI and ChatGPT? Artificial Intelligence (AI) refers to systems designed to mimic human intelligence. AI models like ChatGPT learn through a process called machine learning, and more specifically, deep learning using neural networks. They learn from existing data, scraped from the Internet. This includes books, articles, websites, forums, code, and public conversations. This data is collected and fed into the model so it can learn the patterns of language: grammar, facts, logic, reasoning, tone, and even humor! One of the most accessible and powerful AI tools today is ChatGPT, developed by OpenAI. As a large language model, ChatGPT understands text prompts and generates human-like responses. Whether drafting emails, writing marketing copy, summarizing documents, or answering customer queries, it acts as a virtual assistant that can handle a wide variety of communication-based tasks. ChatGPT doesn’t memorize sentences, but instead learns relationships between words and ideas. If given a prompt, it will break the prompt down into pieces, analyze the context, and then try to predict what comes next, based on everything it’s seen before. Over time, as more data is analyzed, it will improve at predicting, which forms the basis for its’ “intelligence”. After learning the relationships, AI models are then fine-tuned using Reinforcement Learning from Human Feedback (RLHF). Humans rate the model’s responses to prompts, which in turn help train the model on what is actually helpful, harmless, and truthful. The model continues to adjust to better align with human expectations. This is what makes ChatGPT feel more natural and aligned with human intent compared to a raw, untrained AI model. Many AI models, including ChatGPT, will not learn or remember things between conversations (unless fine-tuned or given tools to do so). It doesn’t self-update or browse the internet unless specifically connected to live data or through tools. That means it cannot learn from your specific input unless retrained and it doesn’t “remember” what you’ve told it unless it’s within the same session or context is set. How Small Businesses Can Utilize AI and ChatGPT Small businesses can harness the power of AI and ChatGPT to streamline operations, boost productivity, and compete more effectively in today’s fast-paced digital landscape. AI can offer accessible, cost-efficient ways to automate routine tasks, enhance customer service, generate marketing content, and support smarter decision-making. All without needing a large team or technical expertise. Below are some of the most impactful ways small businesses are starting to put AI to work for them. Customer Support & Chatbots Advanced chatbots powered by AI can provide 24/7 instant support. They are now handling everything from FAQs, booking services, collecting customer information, and more! They can even escalate issues to a human when they are unable to resolve the issue for a customer. Some of the more common questions chatbots are resolving include answering questions like where their order is, explaining the store’s return policy, and how to reset their passwords. Research shows chatbots can now handle  upwards of 79% of basic customer inquiries in some businesses. Marketing & Content Creation AI is helping transforming marketing and content creation for businesses by making it faster, smarter, and more cost-effective. Tools like ChatGPT can generate blog posts, email campaigns, social media captions, ad copy, and even SEO optimized product descriptions. This enables small businesses to maintain a consistent online presence without needing a full-time marketing team. Chatbots also play a role in customer engagement by delivering personalized recommendations, collecting feedback, and automating follow-up messages. Together, AI and chatbots help businesses scale their marketing efforts, reach more customers, and drive conversions with minimal manual effort. Data Summaries & Business Decisions AI can significantly aid in data summaries and business decision-making by turning complex information into clear, actionable insights. Instead of manually combing through spreadsheets, reports, or customer feedback, AI tools like ChatGPT can quickly summarize key trends, identify patterns, and highlight outliers. This helps business owners and managers make faster, more informed decisions based on real-time data. Whether it’s sales performance, customer satisfaction scores, or inventory trends, AI can distill large datasets into concise summaries, charts, or even strategic recommendations. This helps businesses save time and reduce the risk of oversight. Lead Generation & Sales AI is transforming lead generation for businesses by automating how potential customers are identified, engaged, and qualified. Smart chatbots on websites or social media platforms can initiate conversations with visitors, ask screening questions, and determine if someone is a good fit for the product or service. This helps businesses gather valuable lead information 24/7, even outside of normal working hours. AI algorithms can also analyze website behavior, past interactions, and customer demographics to score leads based on how likely they are to convert. This helps sales teams focus their efforts on the most promising opportunities. On the sales side, AI can enhance productivity by creating personalized outreach emails, follow-up sequences, and product recommendations tailored to each lead’s interests or activity. Tools like ChatGPT can help craft compelling sales pitches or respond to common objections, giving reps more time to build relationships. AI-driven analytics can also monitor the performance of sales campaigns, detect patterns in customer behavior, and provide actionable insights to improve conversion strategies. Overall, AI enables businesses to scale their sales efforts efficiently, close deals faster, and create a more personalized experience for every potential customer. Administrative & Workflow Automation AI can greatly enhance administrative efficiency and workflow automation by handling repetitive, time-consuming tasks that typically slow down small businesses. From scheduling meetings and sending reminders to generating reports and managing invoices, AI tools streamline back-office operations with minimal human intervention. Chatbots can automate internal requests, such as IT support or HR inquiries, while AI-powered platforms can route tasks, flag bottlenecks, and keep projects on track. This reduces errors, saves valuable staff time, and ensures that day-to-day operations run smoothly. This helps teams focus on higher-value work and strategic goals for their business. Inventory & Supply Chain Optimization AI can significantly improve inventory management and supply chain optimization by enabling smarter forecasting,

DNS filtering has become an important tool in our fight against malicious websites, phishing attacks, ransomware, and unwanted content. DNS (Domain Name System) filtering acts as an early detection and blocking mechanism that helps safeguard businesses from a wide variety of online threats. Given its simplicity, cost-effectiveness, and role in protecting the network at an early stage, it is an essential part of a modern security stack for businesses. What is the Domain Name System (DNS) Before we can get into DNS filtering, we need to explain what DNS is. Think of DNS as the phone book of the Internet. When you type in a website name like youtube.com into your browser, your computer doesn’t automatically know where to go. It needs to find the address of that website first (called an IP address). So when you type in a website name, your computer will use DNS to translate the website into an IP address it can access. For instance, www.amazon.com would translate to the IP address 54.239.28.85. In short, DNS helps translate easy to remember website names into the IP addresses your computer needs to access them! What is DNS Filtering? So now that we know what DNS is, what is DNS filtering? The short answer is, it’s a tool that gives you the ability to filter bad or wanted content at the DNS level. It’s the process of using the Domain Name System to help filter and block malicious websites and content before it can reach your computer. It works by intercepting DNS requests, or the “addresses” that users and devices query to access websites. After intercepting the request, it will then block the request or redirect the request based on predefined rules. DNS filtering is an important part of any business’s security stack because it helps prevent access to malicious websites, malware, phishing sites, and other harmful online threats!   Why DNS Filtering is Crucial for Business Security Prevents Access to Malicious Websites: DNS filtering can block access to known malicious domains. If an employee attempts to visit a site that hosts malware, ransomware, or phishing schemes, the DNS request will be blocked before the harmful content is even loaded on the computer. Protects Against Phishing and Social Engineering Attacks: Phishing sites can be disguised as legitimate ones to trick users into entering sensitive data, like usernames, passwords, or payment information. DNS filtering can block access to these sites, stopping users from interacting with potentially harmful content. Reduces the Risk of Malware and Ransomware: Many malware and ransomware attacks rely on malicious domains to download payloads or to communicate with command and control servers. By blocking these domains, DNS filtering helps prevent these threats from reaching the organization’s network. Enhances Employee Productivity: Beyond security, it can also be used to limit access to non-work-related sites, such as social media, gaming, entertainment sites, and even ads. This can help improve employee productivity and reduce distractions. Centralized Control: With DNS filtering, network administrators can easily monitor and enforce policies across an organization, all from a centralized location. This makes it easier to implement security protocols and stay compliant with industry regulations. It also provides real-time monitoring and logs of DNS queries, allowing businesses to track user activity and analyze network behavior. Low Overhead: DNS filtering does not require heavy computational resources like traditional endpoint security solutions. It operates at the DNS query level, meaning it works faster and has less impact on system performance. Protection for Remote Workers: As remote and hybrid work models grow, DNS filtering can be extended to users who are outside the company’s physical network. This ensures that remote employees are still protected from malicious sites, regardless of where they are working from. Cost-Effective: Compared to more complex, hardware-based solutions like firewalls or endpoint protection software, DNS filtering is generally more affordable and simpler to implement, making it a great security layer for businesses of all sizes. Does Your Business Use DNS Filtering? DNS filtering is a powerful tool in securing your network and safeguarding your business against cyber threats. By blocking malicious websites and controlling access to harmful content, DNS filtering significantly reduces the risk of data breaches, malware infections, and phishing attacks. Implementing this solution not only improves network security but also enhances productivity and compliance across your organization. Need help implementing DNS filtering at your business? Our team of experts can guide you through the process of setting up a robust, tailored DNS filtering solution to meet your unique security needs. Contact us today to get started and take the first step toward a more secure and resilient network.

As trusted stewards of sensitive financial information, accountants play a critical role in protecting the personal data of clients. The evolving landscape of cybersecurity threats and regulatory compliance has prompted stricter requirements, especially for those handling non-public personal information (NPI). One of the most significant regulatory frameworks governing data protection is the Gramm-Leach-Bliley Act (GLBA) and it’s Safeguards Rule which requires a Written Information Security Plan (WISP). In 2021, the Federal Trade Commission (FTC) updated the Safeguards Rule, which now mandates even more rigorous data security practices for financial institutions, including accounting firms and tax professionals. These updates went into effect in June 2023, reflecting the need for enhanced protection in an increasingly digital world. Understanding these changes is crucial not only for regulatory compliance but also for safeguarding client trust. In this article, we’ll break down the key updates to the FTC’s Safeguards Rule, explain what they mean for your practice, and offer practical steps you can take to meet these new obligations. What is the Gramm-Leach-Bliley Act? The Gramm-Leach-Bliley Act, enacted in 1999, is a federal law that regulates how financial institutions handle and protect the privacy of consumers’ personal information. Also known as the Financial Services Modernization Act, it was initially created to remove barriers between banks, securities companies, and insurance providers, allowing them to consolidate and offer a broader range of services. However, the law also includes significant privacy and security provisions to safeguard sensitive customer data. Some of the key provisions of the GLBA include the Financial Privacy Rule, which governs the collection and disclosure of consumers’ personal financial information by institutions, the Safeguards Rule, which mandates that financial institutions implement a written information security plan to protect customer data, and the Pretexting Protection provision, which is a provision protecting against obtaining personal information through false pretenses. What is the Safeguards Rule? The Gramm-Leach-Bliley Act’s Safeguards Rule is a key regulation that requires financial institutions, including accounting firms, tax preparers, and other entities handling sensitive financial information, to develop, implement, and maintain a written information security plan to protect customer data. The IRS began requiring a written information security plan as part of compliance with GBLA back in 2019. In IRS Publication 4557, the IRS provides guidance for tax professionals on protecting taxpayer data. It outlines the need for a data security plan, which includes written policies to safeguard sensitive information. This mandate was reinforced as part of the “Security Summit” initiative, a collaboration between the IRS, state tax agencies, and the private sector to combat tax-related identity theft. A written information security plan for accounting practices is a formalized, documented plan that outlines the specific policies and procedures a firm must follow to protect sensitive information, such as financial records and personal data, from unauthorized access, breaches, or theft. It is designed to ensure compliance with regulatory requirements, such as those under the GLBA or state-specific privacy laws, and to mitigate risks associated with data handling in accounting. In addition to developing their own safeguards, companies covered by the rule are responsible for taking steps to ensure that their affiliates and service providers safeguard customer information in their care as well. Who Must Comply? The Safeguards Rule applies to a wide range of financial institutions, including but not limited to: Banks and Credit Unions Mortgage Brokers Tax preparers and Accountants Credit Counselors and Investment Advisors Insurance Companies Collection Agencies Tax Preparation Firms Payday Lenders This rule is particularly relevant for any company handling non-public personal information (NPI), such as names, addresses, bank account details, credit history, or Social Security  numbers. Importance of a Written Information Security Plan Having a written information security plan is crucial for accountants and financial institutions for several reasons. First and foremost, many financial professionals are legally required to have a WISP under laws like the Gramm-Leach-Bliley Act, and non-compliance can lead to penalties, fines, and legal liabilities. Moreover, accountants handle sensitive financial information, including personal identification and financial data. A WISP helps establish protocols for safeguarding this information against unauthorized access, breaches, and cyber threats. Additionally, clients expect their financial information to remain confidential and secure. Implementing a WISP demonstrates a commitment to data security, which can enhance client trust and protect the firm’s reputation. A WISP also involves conducting risk assessments and identifying vulnerabilities within the organization, enabling firms to mitigate potential risks before they lead to data breaches or financial loss. In the event of a data breach or security incident, a well-structured WISP includes an incident response plan that outlines the steps to take, helping to minimize damage and ensure quick recovery while maintaining business continuity. Furthermore, developing a written information security plan fosters a culture of security within the organization by including employee training on proper data handling practices. This training reduces the risk of human error and ensures that everyone understands their role in protecting client information. Getting Started on Your Written Information Security Plan Running a successful tax preparation business involves many key tasks, from staying up to date with tax law changes and software updates to managing and training staff. However, one crucial element often overlooked is developing a written information security plan. A WISP isn’t just a smart business practice—it’s a legal requirement. For many tax professionals, knowing how to begin creating a WISP can be challenging, but developing a security plan will help protect both your business and clients while ensuring compliance with the law. Key requirements to building a successful WISP: Designate a Security Coordinator: Each financial institution must designate one or more employees responsible for coordinating and overseeing the security program. Risk assessment: The company must identify and assess potential internal and external risks to the security, confidentiality, and integrity of customer information. This assessment should cover risks related to employee misconduct or error, system failures, and unauthorized access, including cyber threats. Design and Implement Safeguards: Based on the risk assessment, the organization must design and implement safeguards to control the identified risks. These controls include access

Vulnerability scanning has become a crucial process in IT security that involves systematically identifying, assessing, and prioritizing security vulnerabilities in computer systems, networks, applications, and other IT infrastructure. It’s essentially like a health check for your digital assets, helping organizations proactively identify weaknesses before they can be exploited by malicious actors. What is Vulnerability Scanning? Imagine your computer system is like a house with lots of doors and windows. Sometimes, bad guys try to find those doors and windows that are left unlocked or have weak locks so they can get in and cause trouble. Vulnerability scanning is like having a friendly inspector who goes around your house checking all the doors and windows to make sure they’re secure. Instead of physical doors and windows, though, it looks at the digital parts of your computer system to find any weaknesses that could let bad guys in (aka vulnerabilities). This friendly inspector, or the scanning tool, looks for things like outdated software, missing security updates, or settings that aren’t quite right. When it finds something that could be a problem, it lets you know so you can fix it before any bad guys can take advantage of it. So, vulnerability scanning is like having a digital security check-up for your computer system, making sure everything is locked up tight and keeping the bad guys out. What are the Benefits of Vulnerability Scanning? Vulnerability scanning and assessment has many benefits for business large and small. It is a vital component of a comprehensive cybersecurity strategy for businesses, providing essential insights into the security posture, helping ensure compliance with regulations, managing risks effectively, saving costs, and safeguarding business continuity. 1. Compliance and Regulatory Requirements: Many industries are subject to regulatory requirements that mandate regular vulnerability assessments. By conducting vulnerability scans, businesses can demonstrate compliance with industry standards and regulations such as PCI DSS, HIPAA, GDPR, and others, avoiding potential fines and penalties. 2. Enhance Security: By regularly scanning for vulnerabilities, businesses can identify weaknesses in their IT systems and infrastructure before they can be exploited by cyber attackers. This proactive approach helps strengthen the overall security posture, reducing the risk of data breaches, malware infections, and other security incidents. 3. Cost Savings: Proactively addressing vulnerabilities through regular scanning can help businesses save money in the long run. By preventing security breaches and data breaches, organizations can avoid the financial costs associated with incident response, regulatory fines, legal fees, loss of reputation, and customer trust. 4. Business Continuity: Vulnerability scanning contributes to maintaining business continuity by reducing the likelihood of disruptive security incidents. By identifying and remediating vulnerabilities promptly, businesses can minimize downtime, ensure the availability of critical systems and services, and protect the continuity of operations. How does Vulnerability Scanning Work? Vulnerability scanning works by systematically examining computer systems, networks, and applications for known security weaknesses or vulnerabilities. Here’s a simplified explanation of how it typically works: 1. Discovery: The scanning process begins with the identification of devices, systems, and resources within the network that are subject to scanning. This can involve discovering IP addresses, domain names, and other network information to create a comprehensive inventory of assets to be scanned. 2. Attack Surface Scan: Once the assets are identified, the scanning tool probes these assets to gather more detailed information about their characteristics and configurations. This may include identifying open ports, services running on those ports, and software versions installed on the target systems. 3. Vulnerability Detection: The scanning tool then compares the information collected during the enumeration phase against a database of known vulnerabilities and security issues. This database, often referred to as a vulnerability signature database or vulnerability database, contains information about common security flaws, misconfigured devices, and weaknesses in software, operating systems, and network protocols. 4. Analysis and Reporting: Based on the results of the vulnerability detection process, the scanning tool generates a report outlining the identified vulnerabilities, their severity levels, and recommendations for remediation. This report provides actionable insights that IT security teams can use to prioritize and address security issues effectively. 5. Remediation: Armed with the vulnerability assessment report, IT security teams can take appropriate action to remediate the identified vulnerabilities. This may involve applying security patches, configuring security settings, updating software or firmware, implementing security controls, or deploying additional security measures to mitigate the risks posed by the vulnerabilities. 6. Continuous Monitoring: Vulnerability scanning is typically an ongoing process rather than a one-time activity. As new vulnerabilities are discovered and software updates are released, organizations need to regularly repeat the scanning process to ensure that their systems remain secure and up-to-date. What are some of the Types of Vulnerability Scans? Vulnerability scans can be categorized into several types based on their scope, methodology, and purpose. Here are some common types of vulnerability scans: 1. Network Vulnerability Scans: These scans focus on identifying vulnerabilities within the network infrastructure, including routers, switches, firewalls, servers, and other network devices. Network vulnerability scans examine open ports, services, and configurations to identify potential security weaknesses that could be exploited by attackers. 2. Host-based Vulnerability Scans: Host-based scans target individual computers or systems, analyzing the software, operating systems, and configurations for known vulnerabilities. These scans are typically performed using agent-based or agentless scanning tools installed directly on the target hosts. 3. Web Application Vulnerability Scans: Web application scans assess the security of web applications and websites, identifying common vulnerabilities such as SQL injection, cross-site scripting (XSS), insecure authentication mechanisms, and other web application security flaws. These scans simulate attacks on web applications to uncover potential vulnerabilities and security weaknesses. 4. Database Vulnerability Scans: Database scans focus on identifying vulnerabilities in database management systems (DBMS) and database servers. These scans examine database configurations, user permissions, and access controls to identify potential security risks such as weak passwords, misconfigurations, and unpatched vulnerabilities. 5. Wireless Network Vulnerability Scans: Wireless network scans assess the security of wireless networks, including Wi-Fi networks and access points. These scans identify vulnerabilities such as weak encryption, misconfigured access points,