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Technology Company, Grand Blanc, MI, Flint MI

How to Prepare for a Compliance Review

December 7, 2025/in Blog, Cyber Security, Managed IT, VoIP

In today’s rapidly evolving digital landscape, maintaining compliance is not just a best practice, it’s a business essential. Whether your organization operates within healthcare, finance, government contracting, or general professional services, regulatory standards are becoming increasingly complex. At INC Systems, we help organizations strengthen their security posture, streamline processes, and minimize compliance risks through smart technology solutions and expert guidance.

A compliance review can feel overwhelming, especially if it’s your first time or your systems aren’t fully aligned. But with the right strategy, tools, and preparation, your business can navigate the process with confidence.

Below, we’ll walk through how to prepare for a compliance review and the essential steps your organization must take to remain secure, audit-ready, and fully aligned with industry standards.

Why Compliance Matters More Than Ever

Compliance is more than meeting regulatory requirements, it protects your organization, your customers, and your reputation. As cyber threats increase and rules around data management become stricter, failing a review can result in:

Financial penalties
Loss of customer trust
Operational disruptions
Legal consequences
Damage to your brand

For technology-driven organizations, compliance is also a strategic advantage. Businesses that demonstrate strong cybersecurity and governance are more competitive, especially when working with enterprise clients or handling sensitive data.

This is why preparing early and thoroughly is essential.

Step 1: Understand the Requirements of Your Compliance Framework

Before you begin preparing for a compliance review, identify which standards apply to your organization. Common frameworks include:

HIPAA for healthcare organizations handling protected health information
NIST 800-171 for businesses working with controlled unclassified information (CUI)
CMMC for Department of Defense contractors
SOC 2 for service providers storing customer data
PCI-DSS for businesses processing payments

Each framework has its own set of control requirements, documentation expectations, and security measures. A clear understanding of your specific obligations helps avoid last-minute scrambling and ensures your technology infrastructure is aligned from the start.

Step 2: Conduct a Gap Analysis

A compliance gap analysis is one of the most powerful tools for audit preparation. This process allows you to compare your current environment against your required compliance standards.

At INC Systems, we use detailed assessments to answer three key questions:

What are you already doing well?
Where are the vulnerabilities or gaps?
What steps must be taken to meet full compliance?

A gap analysis provides a clear roadmap and prevents wasted time on unnecessary tasks. It also ensures your organization prioritizes the areas of highest risk.

Step 3: Organize and Update Your Documentation

Every compliance review, no matter the framework, will require extensive documentation. This is where many organizations face challenges.

Make sure you have the following materials organized and up-to-date:

Security policies and procedures
Network diagrams
Asset management records
Data handling and retention policies
Incident response plan
Access control procedures
Vendor and third-party agreements
Disaster recovery and business continuity plans

If your documentation is outdated or incomplete, auditors will notice immediately. INC Systems helps organizations develop, structure, and maintain clear documentation so nothing falls through the cracks.

Step 4: Strengthen Your Security Controls

A compliance review evaluates whether your security measures meet industry expectations. This includes both technical safeguards and administrative controls.

Key areas to review include:

Identity and Access Management

Multi-factor authentication (MFA)
Role-based access control
Password policies
User provisioning and deprovisioning processes

Endpoint Protection

Managed antivirus
Patch management
Device encryption
Mobile device security

Network Security

Firewalls
Secure Wi-Fi configurations
Intrusion detection and prevention systems
Network segmentation

Data Security

Encryption in transit and at rest
Backup monitoring and testing
Data classification and handling

Monitoring & Logging

Real-time security monitoring
Log retention and review
Event correlation systems

Modern compliance frameworks demand proactive, automated, and well-monitored systems. Implementing these now ensures smoother audits later.

Step 5: Train Your Team

Even the strongest cybersecurity tools can’t compensate for untrained employees. Human error is one of the most common causes of compliance failures.

Provide regular training on topics such as:

Phishing awareness
Password best practices
Data handling procedures
Incident reporting protocols
Remote work security

Document all training sessions, auditors often request proof of employee education and security awareness programs.

Step 6: Conduct an Internal Audit

Before the official review, run an internal audit to test your readiness. This step helps uncover any remaining gaps and ensures your systems and documentation are fully aligned.

An internal audit can include:

Policy validation
Technical control testing
Vulnerability scans
Risk assessments
Review of incident logs
Documentation cross-checks

INC Systems offers pre-audit support to help organizations correct issues early and avoid surprises during the actual compliance review.

Step 7: Partner With a Managed Technology & Compliance Expert

Preparing for a compliance review requires time, expertise, and ongoing management. Working with a technology partner like INC Systems gives your organization:

Expert guidance from auditors and compliance specialists
Proactive security management
Documentation support
Automated tools for continuous monitoring
Reduced workload for internal technology teams
Peace of mind knowing you’re always audit-ready

Compliance isn’t a one-time project, it’s a continual process. With the right support, you can strengthen security, reduce risk, and stay ahead of evolving regulations.

Final Thoughts

Preparing for a compliance review doesn’t have to be stressful. With strategic planning, strong documentation, and secure technology practices, your organization can approach the process confidently and successfully.

At INC Systems, we help businesses simplify compliance, enhance cybersecurity, and build long-term resilience through smart technology solutions.

If you’re ready to become audit-ready or want expert guidance for your next compliance review, our team is here to help.

In business since 2004, INC SYSTEMS based out of Flint, Michigan is an MSP that understands how to leverage technology, implement solutions to meet the needs of our clients, and exceed their expectations. We do this by taking the time to understand the needs of a particular business or project and recommending specific solutions to reach the goals set forth.

Green Technology Matters

November 10, 2025/in Cyber Security, Managed IT, VoIP

Technology drives progress, but it also drives consumption. From power-hungry data centers to constant hardware upgrades, the technology industry has historically left a sizable carbon footprint. Today, as more organizations adopt ESG (Environmental, Social, and Governance) goals, it’s clear that sustainability isn’t just a buzzword, it’s a business strategy.

At INC SYSTEMS, we believe in helping our clients build technology environments that are not only efficient and secure, but also responsible. “Green Tech” the practice of designing, operating, and managing technology sustainably is becoming essential to modern business success. It’s about aligning your digital strategy with environmental responsibility, all while boosting performance, saving money, and building trust with your customers.

Let’s explore why Green technology matters and how your technology strategy can become a key driver of sustainability.

The Environmental Cost of Technology

Every device, server, and line of code carries an environmental impact. Manufacturing hardware consumes raw materials and energy; running it consumes even more. Data centers now account for roughly 1–2% of global electricity use and that number continues to rise as cloud computing and AI demand soar.

E-waste is another growing problem. Each year, millions of tons of outdated computers, monitors, and peripherals end up in landfills, leaking hazardous materials and wasting recoverable metals.

It’s easy to overlook the environmental side of technology when you’re focused on innovation, uptime, and performance. But as technology becomes more integral to every business function, the carbon cost of digital operations can no longer be ignored.

The good news? Sustainable technology practices are not only possible, they’re practical and profitable.

Energy Efficiency Starts with Smarter Infrastructure

One of the biggest ways to “green” your technology strategy is by optimizing how technology consumes energy.

Virtualization and cloud adoption dramatically reduce the number of physical servers needed to run your systems, consolidating workloads and lowering power usage.
Modern power management tools automatically scale computing resources based on demand, ensuring energy isn’t wasted during idle times.
Smart building systems from automated lighting to temperature-controlled server rooms help create synergy between your technology and facilities infrastructure.

At INC SYSTEMS we work with businesses to modernize their infrastructure through smarter deployments and energy-conscious system design. Whether it’s migrating legacy systems to the cloud or implementing high-efficiency UPS and cooling systems, energy optimization is one of the fastest ways to make sustainability tangible and measurable.

Responsible Procurement and Hardware Lifecycle Management

Sustainability begins long before a computer boots up. It starts with the choices made during procurement.

When companies choose vendors committed to eco-friendly manufacturing like using recycled materials or reducing packaging waste they’re directly influencing the global supply chain for good.

But it doesn’t end there. How your organization manages the full lifecycle of its technology has a massive impact. Extending the lifespan of equipment through upgrades instead of replacements, repurposing devices within your organization, and recycling retired assets responsibly can reduce e-waste dramatically.

At INC SYSTEMS, we partner with vendors that share our environmental values. We help clients establish technology asset management policies that include ethical disposal, certified recycling programs, and secure data destruction ensuring sustainability and compliance go hand in hand.

Cloud Computing: A Greener Path Forward

Cloud technology is often framed as a convenience or scalability solution, but it’s also a sustainability game-changer.

Large cloud providers like Microsoft Azure, Google Cloud, and AWS are investing heavily in renewable energy, advanced cooling techniques, and energy-efficient hardware. By leveraging these platforms, small and mid-sized businesses gain access to world-class computing power without maintaining energy-intensive on-premise servers.

For many clients, migrating to the cloud has reduced both operational costs and environmental impact. At INC Systems, we help businesses build hybrid or fully cloud-based environments that balance efficiency, performance, and sustainability aligning your technology goals with your environmental ones.

Digital Transformation and the Paperless Revolution

Sustainability and digital transformation are natural allies.

Every step toward automation, digitization, and remote collaboration reduces waste and travel emissions. Replacing manual processes with cloud-based solutions minimizes paper use, while collaboration tools like Microsoft Teams and SharePoint eliminate the need for printing, shipping, or physical storage.

A “green” technology strategy doesn’t just cut environmental impact, it makes your operations leaner and more agile. It allows your team to focus on value creation instead of outdated workflows.

Security and Sustainability Go Hand in Hand

It might not seem obvious, but strong cybersecurity is a pillar of sustainable technology.
Outdated or inefficient systems aren’t just security risks, they’re environmental liabilities. Compromised systems can lead to costly downtime, hardware replacement, and even energy waste during remediation.

By maintaining a modern, secure, and efficiently managed technology environment, businesses reduce risk and resource drain. A proactive approach to system updates, endpoint management, and threat monitoring not only protects data, it protects your investment in sustainable infrastructure.

The Business Case for Going Green

Beyond ethics and the environment, Green technology is simply good business.

Sustainability initiatives improve your bottom line through energy savings, reduced hardware turnover, and optimized resource use.
They also enhance brand reputation, today’s consumers and clients increasingly prefer companies that demonstrate genuine environmental responsibility.

Moreover, many governments and corporate partners are now requiring sustainability reporting and eco-conscious procurement. By embedding sustainability into your technology strategy now, you future proof your organization for the growing expectations of tomorrow’s marketplace.

At INC SYSTEMS, we see Green technology as a strategic advantage. When you reduce waste, conserve energy, and modernize your infrastructure, you’re not just helping the planet, you’re creating a more resilient, cost-efficient, and innovative business.

Bringing It All Together

Sustainability isn’t a separate initiative; it’s a mindset that belongs at the core of your technology strategy.

Every decision you make, from the hardware you buy to the way you store data shapes your organization’s environmental impact. And when those decisions are guided by purpose and expertise, the result is a smarter, greener, and more future-ready technology ecosystem.

At INC SYSTEMS, we’re proud to help our clients design and implement technology that drives both progress and sustainability. Because the future of technology isn’t just about speed or power, it’s about responsibility.

Your technology should work hard for your business and for the world around it.

Managed Service Provider, Grand Blanc MI

No IT Team, No Problem

May 12, 2025/in Blog, Cyber Security, Managed IT, VoIP

In today’s digital world, IT is the backbone of every business—big or small. But not every organization has the resources to maintain a full-time, in-house IT department. Whether you’re a growing startup, a small business, or a lean nonprofit, the good news is: you don’t need an internal IT team to stay secure, productive, and competitive.

At INC Systems, we specialize in becoming your outsourced IT partner—offering everything from 24/7 help desk support to network security, data backup, and strategic IT planning. Our Managed IT Services are designed to give you enterprise-level technology support without the overhead costs of building your own IT department.

Here’s how we make it work.

On-Demand Expertise, No Hiring Required

Hiring, training, and retaining qualified IT professionals can be expensive and time-consuming. With INC Systems, you gain instant access to a team of experienced technicians and engineers—ready to resolve issues, provide guidance, and keep your systems optimized.

From troubleshooting network problems to implementing new software, we act as an extension of your business without adding to your payroll.

24/7 Support You Can Count On

Tech issues don’t wait for business hours—and neither do we. Our help desk is available around the clock to resolve technical problems as they arise. Whether it’s a login issue at 8 AM or a server alert at midnight, you’re never left without support.

Proactive Monitoring and Maintenance

Instead of waiting for something to break, our team proactively monitors your network, servers, and systems to catch issues before they turn into problems. This reduces downtime, improves performance, and helps you avoid costly disruptions.

Routine maintenance, updates, and patching are all handled for you—quietly and efficiently in the background.

Cybersecurity Built-In

Without an IT team, cybersecurity might seem overwhelming—but it doesn’t have to be. INC Systems provides layered security solutions to protect your data, devices, and users from evolving threats.

Our services include:

Managed firewalls and antivirus
Endpoint protection
Email filtering
Secure backup and disaster recovery solutions

We also help you stay compliant with industry regulations and best practices.

Scalable Solutions for Growing Businesses

Your IT needs will grow as your business does. Our services are scalable, so whether you’re adding new employees, opening a new location, or upgrading your systems, we grow with you.

Plus, we provide strategic IT consulting to align your technology investments with your long-term business goals.

Predictable Pricing with No Surprises

One of the biggest advantages of Managed IT Services is cost predictability. With INC Systems, you get comprehensive support and coverage for a flat monthly fee. No surprise costs. No inflated bills. Just reliable service that fits your budget.

Focus on What You Do Best—We’ll Handle the Rest

Running a business is hard enough without worrying about IT issues. With INC Systems as your dedicated technology partner, you get the peace of mind that comes with knowing your systems are secure, your team is supported, and your operations are protected.

In business since 2004, INC SYSTEMS based out of Flint, Michigan is a managed service provider that understands how to leverage technology, implement solutions to meet the needs of our clients, and exceed their expectations. We do this by taking the time to understand the needs of a particular business or project and recommending specific solutions to reach the goals set forth.

Considerations When Choosing a VoIP Provider

October 7, 2024/in Blog, VoIP

In an era where communication is key to business success, choosing the right Voice over Internet Protocol (VoIP) provider can make a significant difference in how your organization operates. VoIP technology allows you to make calls over the internet rather than traditional phone lines, offering numerous benefits such as cost savings, flexibility, and scalability. However, with a multitude of VoIP providers in the market, it’s crucial to know what to look for to ensure you select the right partner for your communication needs. Here are key factors to consider when choosing a VoIP provider:

Call Quality and Reliability

One of the primary considerations when selecting a VoIP provider is the quality and reliability of their service. Poor call quality can lead to misunderstandings and frustration among your team and clients. Look for providers that offer high-definition (HD) voice quality and have a reputation for reliable service.

Pricing Structure

VoIP services can come with various pricing structures, including monthly fees, pay-as-you-go plans, or bundled packages. Understand your budget and evaluate the pricing models offered by different providers. While it’s tempting to go for the cheapest option, ensure that you’re getting the features and service quality your business requires.

Features and Functionality

Different VoIP providers offer different sets of features. When evaluating potential providers, consider what features are essential for your business. Common features include call forwarding, voicemail-to-email, video conferencing, auto-attendant, and call analytics.

INC SYSTEMS offers a comprehensive range of VoIP features designed to enhance communication and collaboration. Consider what tools will be most beneficial for your operations and make sure the provider you choose can meet those needs.

Scalability

As your business grows, your communication needs will evolve. It’s essential to choose a VoIP provider that can scale alongside your organization. Look for providers that offer flexible plans, allowing you to add or remove users and features as needed without significant disruption.

Customer Support

Reliable customer support is critical when using any technology service, including VoIP. Technical issues can arise at any time, and having access to responsive customer support can make all the difference in resolving problems quickly. Look for providers that offer 24/7 support through multiple channels, such as phone, email, and live chat.

Integration Capabilities

Your VoIP system should work seamlessly with other tools and software you use in your business. Look for a provider that offers easy integration with customer relationship management (CRM) systems, productivity tools, and other essential applications. This integration can enhance efficiency and streamline communication across your organization.

Security Features

With the increasing importance of data security, ensuring that your VoIP provider has robust security measures in place is crucial. Look for features such as encryption, secure access controls, and compliance with industry regulations to protect sensitive information during calls and data transfers.

At INC SYSTEMS, we take security seriously. Our VoIP solutions include comprehensive security features to safeguard your communication and ensure that your business remains protected.

Reputation and Reviews

Finally, do your research on the VoIP provider’s reputation in the market. Read reviews from existing customers and consider their experiences with the service. A provider with a proven track record and positive customer feedback is likely to deliver a better experience.

Selecting the right VoIP provider is a crucial decision that can impact your business’s communication capabilities. By considering factors such as call quality, pricing, features, scalability, customer support, integration, security, and reputation, you can make an informed choice that meets your organization’s needs.