Enhancing Government Creative Teams with Adobe Creative Cloud

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As government agencies continue to modernize their workflows, the need for advanced creative tools becomes increasingly paramount. Adobe Creative Cloud (CC) offers a suite of applications that can revolutionize how government creative teams operate. This blog will delve into the latest features in Adobe CC applications and how they can benefit government creative teams, enhancing productivity, creativity, and collaboration.

Adobe Photoshop: Elevating Image Editing

Adobe Photoshop remains the cornerstone of digital image editing. The latest updates introduce a revamped user interface that is more intuitive, making it easier for new users to navigate while providing seasoned professionals with a more streamlined experience.

Enhanced color adjustment tools allow for more precise control over color grading, crucial for producing high-quality images that meet stringent government standards. The improved selection tools enable users to refine selections with unprecedented accuracy, ensuring that every detail in a project is meticulously handled.

One of the standout features is the integration with Adobe Firefly AI. This includes AI Expand, AI Fill, AI Text Generation, and AI Object Selections, which significantly reduce the time spent on repetitive tasks. Government teams can leverage these AI-powered tools to accelerate their workflow, focusing more on creativity and less on mundane tasks.

Adobe Lightroom: Seamless Photo Management and Editing

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Adobe Lightroom offers robust tools for photo management and editing, making it ideal for government agencies that handle large volumes of photographic content. The new importing options, including cloud and local drive features, provide greater flexibility in managing assets.

The user interface enhancements facilitate smoother navigation, allowing teams to work more efficiently. Tools like exposure and color balance are crucial for maintaining consistency across projects. The addition of Blur tools and Lens Blur features further enhance the creative possibilities, enabling users to achieve professional-grade edits effortlessly.

Moreover, the seamless integration with Adobe Photoshop means that assets edited in Lightroom can be transitioned to Photoshop for further refinement, ensuring a cohesive workflow.

Adobe Illustrator: Vector Graphics Excellence

Adobe Illustrator is essential for creating high-quality vector graphics. The application’s core tools, such as the Pen tool and Shape tool, have been refined for better usability. Whether starting with the Banana tool or Pen tool, users can quickly determine the best approach for their project.

Adobe Firefly AI’s capabilities in Illustrator are transformative. From generating backgrounds and icons to utilizing color editing tools, Firefly AI enhances creative efficiency. Features like Generative Recolor and vector artwork generation allow government teams to produce sophisticated graphics with ease, ensuring their visual communications are both impactful and professional.

Adobe InDesign: Streamlined Document Design

Adobe InDesign is a powerful tool for creating polished documents. Efficient document setup and the use of the Pages panel streamline the design process, making it easier to organize and navigate projects.

Importing text and ensuring proper formatting are crucial for maintaining consistency in government documents. Standardized character and paragraph styles save time and ensure a professional look. The Link panel and its embedding features simplify file management, reducing the risk of broken links and ensuring all assets are properly integrated.

Adobe Premiere Rush and Premiere Pro: Video Editing Mastery

Adobe Premiere Rush provides a comprehensive tutorial and tool layout for learning the user interface, making it accessible for all skill levels. Loading video files and constructing a well-organized timeline are straightforward, and the shortcut windows enhance editing workflows.

Premiere Rush’s layout and formatting options enhance the visual appeal of projects, while the export feature simplifies the finalization process. For more advanced video editing needs, Adobe Premiere Pro offers a user-friendly design with enhanced Sequence Preset options and a redesigned Motion Graphics Template Workspace.

Firefly AI integration in Premiere Pro, with features like removing filler text and “Edit by text” functionality, streamlines the editing process. Enhanced trimming and multiple camera improvements ensure a smoother and more polished video editing experience, ideal for government projects requiring high-quality visual content.

Adobe Stock and Adobe Express: Access to Extensive Creative Assets

Adobe Stock serves as a versatile reservoir for licensed images, audio, video, templates, and more. Its extensive filters allow users to fine-tune searches, ensuring they find exactly what they need. The license file history feature simplifies tracking and managing licensed items.

Integration with Adobe Express demonstrates the ease of creating posts and utilizing Adobe Stock’s library for customization. Firefly AI capabilities, such as Text-to-Image and Generative Fill, bring AI-powered magic to users’ fingertips. Adobe Express enables quick video edits with preset transitions and royalty-free video options, perfect for government agencies looking to produce engaging content efficiently.

Adobe Experience Manager: Efficient Digital Asset Management

Adobe Experience Manager (AEM) Assets offers powerful digital asset management, essential for government teams managing extensive content. Asset tagging and folder organization maximize productivity, while seamless collaboration facilitates effective content creation and distribution.

The tight integration between AEM and Adobe Creative Cloud enhances asset lifecycle management, ensuring all digital assets are efficiently managed and utilized across projects.

Adobe Creative Cloud’s latest features provide government creative teams with advanced tools to enhance their productivity and creativity. From image editing and photo management to vector graphics, document design, video editing, and digital asset management, Adobe CC applications cater to diverse needs, ensuring government agencies can deliver high-quality content with efficiency and precision. Embracing these tools can significantly elevate the capabilities of government creative teams, fostering innovation and excellence in their work.

Additionally, if you or anyone you know would like to dive deeper into Adobe creative applications and how they can be applied to current government projects, watch the on-demand recordings from our 8-part webinar series, Elevate Creative Workflows with AI-Enhanced Digital Designs, to discover how Adobe Creative Cloud solutions play a pivotal role in accelerating creative workflows and leverages AI to facilitate the efficient development of digital experiences.

Contact our Adobe solutions experts today for a experts demonstration on how to utilize the newest tools, upgrades, features, and integration capabilities that teams across all fields can leverage for compelling and exciting digital designs.

Generative AI: Improving Efficiency for SLED Agencies

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Users in the new age engage with generative AI like a personal assistant, granting it access to their personal calendars and assigning it tasks such as making dinner reservations to make life easier. On the professional level, employees turn to AI to expedite difficult or repetitive tasks to make their work easier. By educating employees on the security ramifications of generative AI, and by properly implementing it into their agency, State and Local Government and Education Market (SLED) decision makers can accelerate and improve their day-to-day processes.

Updated Security Parameters

When it comes to sensitive data, agencies and individuals should always maintain a broad scope of vigilance. With generative AI, agencies need to consider who has access to that information, and which adversaries may potentially exploit that information.

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Employees should be trained to spot red flags and use AI safely. With the increase in deep fakes, such as voice masking or impersonation, employees need to be able to spot suspicious phone calls and videos. With proper training to detect and report these instances, employees can help prevent hacking attempts. It is difficult to prevent employees from using generative AI, even in specific scenarios where sensitive data is present. Agencies should make the switch to sanctioned vendors, granting them access to fully tracked logs. It is critical to prevent sensitive information from passing into public AI, where it will be shared with others.

By design, AI is a black box. While agencies and users can not know what goes on between input and output, they should only trust generative AI packages that have dependable service hosts. Agencies, especially SLED agencies that handle sensitive information, need to be guaranteed that their data will remain contained by reliable parent companies. By negotiating through contracts vehicles, agencies can maintain visibility over the flow of data by learning if their information is being retained and for how long.

Saving Time with Generative AI

Some of the first generative AI models were built for translation machines such as Google Translate. Many services, such as Zoom, employ generative AI as plugins, which transcript language in real time for the appropriate audience.These models initially generated very verbatim translations, however, intent and context in communication is critical. Users often go to third party generative AI models to translate emails or web pages. They have more trust in their automation capabilities to understand and mirror context and intent in translation than the built-in translation services that many legacy software features offer.

Generative AI can help with drafting emails, broadcasting information, meeting deadlines and responding to agents, ultimately expediting processes. This can be especially helpful with overworked translators. While generative AI works to complete the main translations, the workers can focus on reviewing translations, expediting and perfecting the process. While there will ultimately always be a need for human interaction from a promotional, proofreading and understanding perspective, generative AI can speed up communication.

Generative AI can reduce the number of steps users take. By leading users from step A to step C, bypassing the difficult or time-consuming step B, generative AI keeps users on track. And for models trained on a SLED agency’s own data, users can always reference internal documents if questions arise. This scales back on the amount of busy work, reducing time spent on finding information. Generative AI can also expedite the synthesis of search data. In the past, search engines could locate documents for agencies. Now, agencies going through SLED records can not only find the document itself, but find the information within the document, and analyze that information before returning it to the user.

By accelerating the day-to-day tasks of employees, generative AI frees up creative minds to complete more vital, thorough and intricate projects, improving utility.

AI has been integral to Broadcom’s product solutions in user and enterprise IT. When properly implemented, generative AI can enhance technology, cybersecurity, analytics and productivity. To learn more about how Broadcom can help implement secure generative AI in SLED spaces, view Broadcom’s SLED focused cybersecurity solutions.

FedRAMP Roadmap 2024-25: Modernization Strategy and its Impact on the Program

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Carahsoft represents a wide range of FedRAMP offerings and supports many emerging SaaS ISVs as they create Government mission focused solutions. Our Government customers have leveraged thousands of reuse authorizations across the hundreds of FedRAMP authorized cloud services that Carahsoft sells and supports. With such a substantial record of reuses, FedRAMP could be considered the most cost-effective, time-efficient, and security enhancing program in the history of Government IT.

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We are excited by the new FedRAMP roadmap, released by GSA on March 28, 2024. This roadmap introduces strategic initiatives designed to modernize the program. FedRAMP allows agencies to leverage previously completed work and reuse cloud authorizations, offering significant time and cost savings for government and industry alike.

Building on the OMB FedRAMP Draft memo released in October 2023, the FedRAMP Roadmap underscores GSA’s commitment to make the program faster and less expensive for Federal Agencies and Cloud Service Providers (CSPs). This blog post aims to analyze the roadmap’s key initiatives and outline its primary objectives. FedRAMP lays out four clear goals to drive the program forward:

  1. Orienting around the customer experience
  2. Cybersecurity leadership
  3. Scaling a trusted marketplace
  4. Smarter, technology-forward operations

Accelerating FedRAMP Authorization and Deployment

Several initiatives introduced by the PMO are designed to significantly speed up the authorization process for CSPs and enable agencies to deploy advanced technology more rapidly:

  1. Reciprocity with External Frameworks: Starting with Low-impact SaaS, the roadmap outlines a plan to enhance interoperability across different frameworks. This allows CSPs to reuse previously completed work, reducing the time to achieve FedRAMP authorization.
  2. Low-review Authorization Model: In partnership with DISA, the roadmap pilots a model where trusted agencies undergo a less extensive review process. This approach aims to make the authorization process faster and more efficient for agencies with mature review processes.
  3. Joint Authorization Groups: The FedRAMP PMO, OMB, and the FedRAMP Board are establishing joint authorization groups to promote a unified approach to risk management. This collaboration is expected to reduce the overall risk profile and workload, thereby increasing the chances for a CSP to secure agency sponsorship.
  4. Digital Authorization Packages: The PMO plans to pilot machine-readable packages using OSCAL. These digital packages are designed to speed up the review process by eliminating many of the manual tasks currently required of PMO staff.

These steps are part of a broader effort to make FedRAMP more agile and responsive to the needs to both CSPs and government agencies, ensuring quicker access to secure and industry-leading cloud solutions.

Maintaining a Cutting-Edge Program

Other initiatives laid out in FedRAMP’s 2024-25 roadmap addresses an effort to continuously update and enhance the program:

  1. SCR Overhaul: Replacing the extensive Significant Change Request (SCR) process with a more agile change management system. This adjustment allows for quicker delivery of security updates, better aligning FedRAMP with the rapid iteration cycles typical of commercial tech products. By allowing CSPs to implement iterative product updates, FedRAMP is not only improving its own operational efficiency but also enhancing the security posture of cloud services used throughout the federal government.
  2. Updated Guidance: Refreshing guidelines in critical security areas, including FIPS 140, DNSSEC, and external service integrations. These updates ensure that the program keeps pace with the latest developments in cybersecurity.
  3. New Metrics: To better meet the evolving needs to agencies and CSPs, FedRAMP is introducing new, customer-oriented key performance metrics.

Through these initiatives, FedRAMP is not just maintaining its standards but also enhancing its adaptability, ensuring it continues to set the standard in government cloud security.  

Timeline

Looking Forward

The roadmap marks a clear commitment to modernization. The PMO is confident that this strategic overhaul will alleviate the current review backlog, streamline processes, and optimize service delivery. As we look towards a transformative period for FedRAMP, Carahsoft remains committed to supporting our partners through these changes. Together, we anticipate a future where Government cloud technology is not only secure and compliant but also at the cutting edge of innovation.

To learn more about Carahsoft’s partner marketplace for FedRAMP certified cloud solutions visit our FedRAMP portfolio and speak to a member of our team today.  

Join us for GovForward’s 6th Annual ATO and Cloud Security Summit on Thursday, July 11, 2024 from 8:00 am-4:45 pm in Waldorf Astoria, Washington D.C. Learn more about the event here.

Protecting DNS Infrastructure from Resource Exhaustion Attacks

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The Domain Name System (DNS) functions as the phonebook of the internet. It serves to translate IP addresses into readable domain names, enabling end users to access web applications and application programming interfaces (APIs) through fast and reliable internet connections. DNS infrastructure was designed as the building block of the internet, not as a security control point, resulting in DNS servers being viewed as an easy target vulnerable to attack. Protecting DNS servers is critical since a threat to an organization’s servers also has the capacity to impact enterprise operations, profitability and trust with end users.

Threats to DNS Infrastructure

In the evolving landscape of DNS infrastructure, threats pose serious risks to the speed, availability and operation to enterprises’ DNS services. Among these threats are DNS floods, which overwhelm servers with a barrage of requests for resources, effectively rendering them unavailable to legitimate queries. The 2023 Akamai Attack Superhighway State of the Internet report underscores the increasing concern surrounding DNS denial of service attacks across various industry sectors, a trend that is expected to continue to escalate in the future. With DNS infrastructure handling up to seven trillion DNS requests a day, multistage attacks have become the primary mode of attack for the modern threat actor. Through collaborative efforts, attackers have found increasing success by working together and combining different tools during a single attack.

Resource Exhaustion Attacks

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Resource exhaustion presents in both people and technology. Exhaustion in people is often the result of staffing challenges, lean crews managing multiple aspects of the network while simultaneously defending against attacks. If one aspect of the network falls under attack, it takes away from their ability to manage and oversee other areas. On the technological side, resource exhaustion attacks seek to overload one piece of the network—a DNS server, a hardware tool, a next-generation firewall—to the point where it can no longer function because it was not designed to handle a heavy amount of traffic. This style of attack can last anywhere from a few minutes to a continuous attack that lasts for days.

Distributed Denial of Service (DDoS), a type of resource exhaustion attack, simulates thousands of computers attempting to access the same resource simultaneously until it can no longer function. The website under attack becomes unavailable due to the sudden onslaught of false traffic that it is unable to manage. DNS is a common target for these DDoS style attacks because the critical services of websites and applications are reliant on the process of domain names translating to IP addresses being uninterrupted. Mitigating this form of malicious traffic presents a challenge, as these servers typically only have access to the IP address of the resolver. Consequently, any attempt to limit traffic based on this address usually results in false positives.

Securing DNS Infrastructure

By implementing a reverse proxy solution that protects on-prem and hybrid DNS infrastructure, organizations can defend existing DNS hardware tools from globally distributed attacks like resource exhaustion and DDoS. Organizations can ensure access to online services and applications remain available by re-routing traffic through an advanced DNS proxy server and filtering out malicious traffic during attacks in real time. An intelligent reverse proxy solution that deploys through an authoritative DNS change made in a domain controller and does not require replacing any existing tools helps organizations identify legitimate traffic from attack traffic. A solution with proactive security policies eliminates time spent on configuring individual settings or having to change them over time. Organizations that use hardware DNS receive the advantage of continued availability and enhanced security of existing investments and solutions that are critical to their network without having to make any major network adjustments. Through real-time monitoring of DNS infrastructure health and performance, organizations can increase the reliability of routing, security and availability of their existing DNS hardware solutions.

With the increase in remote work in the wake of the COVID-19 pandemic, it has become harder to detect and prevent resource exhaustion attacks. DNS resolution for website and application performance is critical, organizations must invest in adequate DNS infrastructure rather than relying on two or three servers to connect with end users. Adoption of a proactive approach that can identify and mitigate vulnerabilities at each stage of the data journey is pivotal to ensuring that DNS infrastructure is secure amid the evolving threat landscape.

Learn more about how to protect your enterprise from resource exhaustion attacks with Akamai Shield NS53, a bidirectional reverse proxy service.

Improving Government CX Services to Build Trust Amongst Customers

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In the Private Sector, customer experience (CX) is characterized by applications that serve as a single-stop service for customers. These expectations have trickled from the commercial digital world into the Public Sector, with the exception that co-designing services that keep up with the public’s needs and priorities is non-negotiable to rebuilding trust. High Impact Service Providers (HISPs), Federal agencies that the Government has deemed as having critical value due to their public-facing services, aim to mimic the single-stop layout by creating an all-encompassing CX in the Public Sector. This way, the public sees the Government as seamless and unified, and different Government agencies as parallel to each other.

Customer Experience Built on Trust

Unifying services can reduce challenges the public faces when accessing them. Time is lost due to slow modernization that would otherwise improve interactions with customers. In the past, to access services, individuals may need to take off work, which may lose them income. They may need to travel to a far location, may forget vital documents at home or may have to account for child care. These considerations which come at the expense of the public can be attributed to a “time tax” that burdens Government customers. However, with the shift to online services, customers can update their information quickly and easily on their own time. It is important to note that HISPs are moving to a digital-first, but not digital-only strategy. This means that although all services will be provided online, there will still be in-person options for those who do not have access to a dependable connection or for services that can require in-person help. By providing a variety of reliable, time and cost-effective services, Government agencies can ease usability and build trust with customers.

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Agencies with new, modernized websites can build trust in the Government. Conversely, a rushed website with too much downtime can lead to a user’s inability to access essential capabilities. Not every agency has a Customer Experience Officer to help roll out improved CX strategies. Various agencies may be set up differently regarding reporting structure, which complicates counsel. A driver of HISP and other government-wide CX initiatives, the Office of Management Budget (OMB), has released digital experience guidance related to Memorandum M-23-22. With this initiative, the OMB will help agencies choose which public-facing items to invest in and which digital services to optimize for prime CX.  

A fundamental part of CX is the people who provide services. To truly improve customer service, agencies must first improve their employee experience. This means providing secure access to a variety of work models: virtual or in-person, temporary, seasonal or full-time, contractor or agency related. Once agencies understand how to provide a uniform experience across a diverse portfolio of workforces, agencies can train employees to provide uniform CX across a diverse array of customers. 

Technology also plays a key role in the Government’s hope of a trust-filled relationship with those they serve. Consistent branding is one powerful way to unite HISPs across the Government. This can look like each agency placing its logo in the same area of its website. Another way is one authentication mechanism for members of the public to access both their Government account and servicer website. 

A Unified Login

A cornerstone of the Federal Government’s idea around modernizing CX is that there is a simple way for people to access Government services across multiple devices. Login.gov is putting that idea into practice. To shift online, the Government must provide a secure access method for every customer with a goal to move past the need for passwords. The modern generation of customers expect technological services to be available on multiple devices. They also prefer the ability to take a break and pick up where they left off, which requires behavioral analytics to protect users. Each agency will also be required to offer phishing resistant multi factor authentication (MFA) as an option for public users. With proper Identity and Access Management (IAM), whether in the form of single sign on (SSO) or biometric methods to log in, an app can verify that the user accessing sensitive information is the desired recipient. This way, users can gain easy, secure access to their services and information and agencies gain relevant context at the application level that follows Zero Trust principles. 

Empowering CX with IAM

Okta, the leading independent Identity partner, understands that IAM is an integral part of ensuring services are simple, seamless and secure. Furthermore, IAM services can still center CX. Okta has created human-centered design challenge cards to help agencies redesign experiences based on user needs and CX metrics. By synthesizing CX, secure and proper IAM and modern capabilities, the Federal Government can help build trust with the new era of customers. 

To learn more about how Okta’s IAM capabilities aid CX in the Federal Government, watch my interview with Federal News Network to gain insight on building trust with customers. To learn more about how Government agencies can build trust with their customers and improve customer services, view content from Carahsoft’s Government Customer Experience & Engagement Summit. 

Securing Operational Technology with Cyber-Informed Engineering

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Cyber-Informed Engineering (CIE) is an initiative by Idaho National Laboratory with funding from the Department of Energy (DOE). The goal of CIE is to secure physical operations through the combination of cybersecurity and engineering approaches. Today, engineering mitigations are used from time to time to address cyber risks but are used neither universally nor systematically. CIE recognizes the importance and necessity of using both engineering tools and conventional cybersecurity designs to secure operational technology (OT) networks.

Protecting Critical Infrastructure

Access to OT information in IT networks, very often through PI servers, is essential to many kinds of business automation, such as automatically ordering spare parts or scheduling maintenance crews. However, because all modern automation involves computers, as businesses continue to automate processes more targets for cyberattacks are created. In addition, data in motion is the lifeblood of modern automation, but all cyber-sabotage attacks on OT systems are information, and every connection between systems and IT/OT networks is an opportunity for attacks to spread. Thus, the more automation is deployed, the more opportunities are created to attack the ever-increasing number of targets. Cybersecurity is an issue that becomes steadily more pressing as businesses automate.

The IT/OT boundary, where PI servers tend to be deployed, is very often a consequence boundary. Worst-case consequences on the OT network are very often dramatically different and more severe than consequences on IT networks. Worst-case business consequences often include expensive incident response costs, such as businesses having to buy identity fraud insurance for customers whose information was leaked into the Internet. On the other hand, worst-case consequences for OT networks in a power plant or a high-speed passenger rail switching system often include threats to worker and public safety, or to the availability of critical infrastructure services to the nation. When worst-case OT consequences are unacceptable, engineering-grade protections must be deployed at the IT/OT interface to prevent worst-case scenarios from being realized.

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Conventional OT Security Programs

Using exclusively IT style mitigations to protect critical OT networks is often not enough—when public safety or critical infrastructures are at risk, it is not enough to hope that cyberattacks can be detected before they compromise critical infrastructure. It is not enough to hope that if detected in time, an incident response team can be assembled fast enough to prevent consequences. Engineering-grade designs are expected to reliably perform critical physical operations within a specified threat environment until the next scheduled opportunity to upgrade defenses, with a large margin for error.

The Threat Landscape

Remote-controlled attacks are the modern attack pattern used by hacktivists, ransomware criminals and nation-states. Modern remote-controlled attacks use social media research and clever phishing emails to trick potential victims into revealing passwords or opening malicious attachments. Once remote attackers gain a foothold in their target network, they control the compromised machine remotely, using it to attack other machines through layers of firewalls, including the IT/OT firewalls deployed to send OT data into PI servers to enable IT/OT integration. Attackers then repeat, spreading further until they reach essential OT systems or valuable information that a business would be willing to pay to recover.

‘Living off the land’ is another type of remote-controlled attack seen recently. After gaining a foothold in an IT network, attackers erase all hint of their presence, including any malware that was used to gain their foothold. Eventually compromising the IT domain controller, attackers create their own remote access and credentials. These new accounts look like a normal employee logging in; no alarms are raised as the attackers use normal operating system tools in their attacks, making them extremely difficult to detect.

Unbreachable Protection with Unidirectional Gateways

In the face of sophisticated remote-control attacks, safe integration of critical OT networks with PI servers and other business automations must involve network engineering. The most common approach to network engineering is to protect the IT/OT consequence boundary with a Unidirectional Gateway. The gateways are a combination of hardware and software; the software makes copies of PI and other OT servers from OT networks, while the hardware allows information to travel in only one direction, from the OT network out to the IT network. The gateways move OT data out to where the enterprise can use it while preventing any remote-control attacks or attack information getting back through into the OT network. Even if a deceived insider carries a piece of malware into an OT network and inadvertently activates it, that malware cannot connect out to the Internet through the gateway, much less receive any attack commands from the Internet.

Increasingly, critical infrastructures are expected to have OT networks that operate reliably and independently of the IT network, even when the IT network is compromised. A Unidirectional Gateway provides OT data to PI servers and other business automation, with no ability for malware, remote-control commands or other attack information to penetrate the gateway into operations. By eliminating the risks associated with firewalls at the IT/OT consequence boundary, industrial enterprises can be confident of the integrity of their OT systems, even in the face of the most sophisticated of modern, network-based attacks.

As Cyber-Informed Engineering emerges as the most important change in OT security in a decade, Waterfall Security’s Unidirectional Security Gateways, certified to be truly unidirectional, are leading the world in safe IT/OT and OT/cloud integration, even in the face of the most sophisticated of cyber threats. Watch our webinar “Cyber-Informed Engineering for OT Security and AVEVA PI Users” to see how Waterfall’s solutions enable safe IT/OT integration and protect safe and reliable physical operations, especially for AVEVA PI installations.

Enterprise Service Management in the Physical Realm: Understanding PPESM

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Public sector organizations face a unique challenge: efficiently managing a vast array of property, plant, and equipment (PP&E) while adhering to strict regulations and budgetary constraints. Traditional methods, relying on siloed systems like spreadsheets and paper forms, create a tangled web of inefficiency. Here’s where Plant, Property & Equipment Service Management (PPESM) steps in, offering a modern, extensible solution for the entire asset lifecycle.

PPESM: A Real-World Example

Imagine a U.S. Navy shipyard bustling with activity. A complex web of stakeholders — the yard, contractors, the Navy, the ship’s crew, and various regulatory bodies — collaborate on critical repairs to ensure a ship’s timely return to service. Traditionally, this process has been plagued by paper forms, communication silos, and the high cost of mistakes. Let’s see how PPESM can revolutionize this environment.

PPESM replaces paper forms and carbon copies with a centralized digital platform. Work requests, inspections, condition found reports, and corrective actions are all electronically submitted and tracked, ensuring real-time visibility. Automated workflows keep everyone informed and expedite the repair process, and digital forms with pre-populated fields and data validation minimize the potential for errors and rework.

But there’s more. Plant, Property & Equipment Service Management goes beyond process improvements; it delivers tangible business and strategic results with on-time availability completion, continuous yard improvement, and increased stakeholder satisfaction.

How PPESM works

PPESM: A Holistic Approach to Asset Management

PPESM builds upon the foundation of Enterprise Service Management (ESM), extending its capabilities to address the specific needs of PP&E.  Imagine a single, user-friendly system that seamlessly tracks assets from acquisition request to decommissioning. PPESM delivers this vision, empowering government agencies with:

Centralized Asset Register: Consolidate data from disparate sources into a central repository, providing a clear view of all assets, their locations, specifications, and maintenance history.

Streamlined Acquisition Process: Manage acquisition requests electronically, eliminating paper trails and streamlining approvals.

Automated Workflows: Automate routine tasks like scheduling preventive maintenance, generating work orders, and sending notifications for certification renewals.

Mobile Functionality: Empower field service technicians with mobile access to asset data, work orders, and service manuals, allowing for real-time updates and improved efficiency.

Enhanced Reporting and Analytics: Gain valuable insights into asset health, utilization rates, and maintenance costs. Use this data to optimize resource allocation and make data-driven decisions.

How PPESM Bolsters Security and Compliance

PPESM strengthens your organization’s security posture by centralizing asset data and access controls. User permissions can be tailored to specific roles, minimizing unauthorized access to sensitive information. Additionally, by automating document management and streamlining compliance workflows, PPESM ensures critical certifications and approvals are never missed, reducing the risk of being out of compliance and operational disruptions. This centralized, auditable system provides a clear picture of your assets and compliance activities, fostering transparency and accountability.

Addressing the Challenges of Smaller Asset Pools

PPESM offers particular benefits for organizations with smaller asset pools (under a few hundred). These agencies often struggle with inefficient ad-hoc methods. PPESM provides:

Reduced Breakdowns: Preventative maintenance becomes a breeze with automated scheduling and reminders. Early detection of issues minimizes equipment failures and extends lifespans.

Compliance Made Easy: Never miss a certification deadline again. PPESM tracks upcoming renewals and simplifies document management, ensuring smooth compliance audits.

Optimized Scheduling: Eliminate scheduling conflicts with a centralized, accessible system. Prioritize critical projects with ease and improve overall operational efficiency.

Faster Approvals: Mobile access and electronic workflows expedite the approval process for maintenance requests, ensuring timely repairs and minimizing downtime.

Beyond Efficiency: The Power of PPESM

PPESM goes beyond streamlining processes. It empowers government agencies to:

Reduce Costs: Minimize breakdowns, optimize resource allocation, and decrease administrative burdens, leading to significant cost savings.

Improve Service Delivery: Faster response times, efficient maintenance scheduling, and readily available asset information enhance service delivery to citizens.

Increase Transparency: A centralized system fosters accountability and improves visibility into asset management practices.

Enhanced Decision-Making: Data-driven insights empower informed decisions about asset acquisition, maintenance, and eventual decommissioning.

A User-Centered Approach

Traditional PP&E management systems often suffer from poor usability and accessibility, hindering user adoption and data accuracy. PPESM prioritizes a user-friendly experience with:

Intuitive Interface: A modern, easy-to-navigate interface ensures user acceptance and facilitates quick adoption across departments.

Mobile Accessibility: Empower staff with on-the-go access to information and tools, fostering real-time updates and improving field service effectiveness.

Offline Functionality: Ensure uninterrupted operations even in areas with limited connectivity.

The Key to Streamlined Operations, Cost Savings & Better Decision Making

PPESM is not just a software solution; it’s a catalyst for the transformation of PP&E management. By leveraging a centralized, user-friendly system with automated workflows and mobile accessibility, PPESM empowers agencies to streamline processes, optimize resource allocation, and ensure regulatory compliance. This holistic approach ultimately translates to improved service delivery, increased cost savings, and better decision-making. As your agency strives for operational excellence, consider PPESM as the key to unlocking a future of efficient and effective asset management.

Schedule a demo with our Atlassian team to learn how you can equip your organization with service management solutions.

Elevating State and Local Government Services in California Through Transformative Technology

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State and Local Government agencies are constantly seeking ways to improve their services and processes to better serve their constituents and must embrace new technologies, prioritize cybersecurity and ensure data privacy to achieve this goal. These important topics were discussed by Government IT and industry leaders at the Carahsoft Digital Transformation Roadshow in San Jose, California. Speakers covered how to implement emerging technologies, enhance customer experience and protect constituents’ privacy and security through innovation, artificial intelligence (AI), cybersecurity and data privacy solutions.

Innovating Service Delivery to Constituents

Using advanced technologies can significantly elevate service delivery to constituents in several ways. Firstly, it can enhance the speed and efficiency of Government services, allowing constituents to access information and services more quickly and easily. Secondly, advanced technologies improve the accuracy and quality of Government services through data analytics that help identify patterns and trends, reduce errors and improve outcomes. Finally, advanced technologies increase transparency and accountability, allowing constituents to track the progress of their requests and hold agencies accountable for their actions.  

State and Local agencies are often faced with a lack of resources, making it imperative to leverage new technologies and processes to save time and money. The updated systems must also be secured to protect their constituents’ data which requires significant planning, resources and collaboration to achieve successful implementation. Additionally, agencies must ensure that any changes they make comply with legal and regulatory requirements, such as data privacy laws and accessibility standards.

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AI solutions are just one of the successful implementations that has enabled agencies to streamline processes and upgrade service offerings to constituents. The adoption of innovative technologies has facilitated faster and more efficient interactions with constituents, leading to improved customer service and satisfaction. The integration of AI technology for real-time data analysis has also empowered agencies to make informed decisions and respond promptly to community needs.

Assessing the Impact of AI

Generative AI is a type of AI that can create new content, such as images, videos and text based on data it has compiled. By studying generative AI, State and Local agencies can develop policies and guidelines for the responsible use of this technology, including measures to prevent the creation and dissemination of harmful or misleading content.

Additionally, studying generative AI helps Government agencies identify potential applications for this technology that can benefit society, such as creating realistic simulations for training purposes or prompting new scientific discoveries. By understanding the potential benefits and risks of generative AI, agencies can make informed decisions about incorporating this technology in their operations.

If leveraged for services and processes, AI could provide many benefits to State and Local agencies through several means:

  • Chatbots and Virtual Assistants: handle citizen inquiries, provide information about Government services and assist with simple transactions.
  • Data Analysis and Predictive Modeling: analyze large volumes of data to identify patterns and trends, enabling State and Local agencies to make data-driven decisions in areas such as public safety, resource allocation and urban planning.
  • Automation of Routine Tasks: automate repetitive and time-consuming data entry and document processing, freeing up employees to focus on more complex and high-value activities.
  • Fraud Detection and Prevention: detect and prevent fraudulent activities, such as tax evasion and benefit fraud, thereby safeguarding Government resources and taxpayer funds.
  • Accessibility and Inclusivity: improve accessibility for individuals with disabilities by providing speech-to-text and text-to-speech capabilities, as well as other assistive technologies.

Cybersecurity and the Current Threat Landscape

State and Local Government agencies play a crucial role in national security, and their systems and data must be protected to prevent potential vulnerabilities that could be exploited by malicious actors. The current threat landscape includes sophisticated cyber threats such as ransomware, phishing attacks and advanced persistent threats. Robust cybersecurity measures are necessary to defend against these evolving threats and prevent disruptions to Government services.

Sensitive citizen data, including personal, financial and health information is often handled by State and Local agencies. Therefore, it is important for agencies to maintain strong cybersecurity and data privacy to uphold the public’s trust and confidence. By adhering to data protection regulations and compliance requirements, such as the Health Insurance Portability and Accountability Act (HIPAA) and the General Data Protection Regulation (GDPR), agencies can preserve the integrity of Government operations.

Several agencies have successfully implemented cybersecurity and data privacy measures:

  • Multi-Factor Authentication (MFA) to strengthen access controls and protect sensitive systems and data from unauthorized access.
  • Data encryption to protect sensitive information both at rest and in transit.
  • Incident response planning to effectively address and mitigate cybersecurity incidents.
  • Compliance with data protection regulations such as HIPAA, GDPR and the Payment Card Industry Data Security Standard (PCI DSS).
  • Cybersecurity training and awareness programs to educate employees about cybersecurity best practices, phishing awareness and the importance of data privacy.
  • Collaboration and information sharing with other agencies, law enforcement and cybersecurity organizations to stay informed about emerging threats and best practices in cybersecurity.

The path to elevating State and Local Government services requires a strategic incorporation of transformative technologies, notably AI, cybersecurity and data privacy. Leveraging advanced technologies can enhance interactions with constituents, fostering efficiency and transparency. Amidst resource constraints, agencies must implement AI solutions while also prioritizing robust cybersecurity measures. Agencies must navigate digital transformation with responsibility, ensuring the delivery of efficient, secure and privacy-focused services, thereby forging a future where technology elevates governance while upholding public trust.

Explore more resources and learn more about Carahsoft’s State and Local Roadshow Series: Digital Transformation by visiting our Roadshow portfolio.

EdTech Talks: A Comprehensive Look at Security in Education for Safe Learning Environments

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Emerging technologies today are providing K-12 schools and higher education institutions with the capabilities to support seamless and secure campus efforts, which ensures protection of academic environments as well as students, faculty and staff. Remaining vigilant, versatile and adaptable in the current education landscape, especially when it comes to security and student safety, are the most important considerations for education leadership when deciding what new solutions and integrations to incorporate into their schools.

Carahsoft’s annual EdTech Talks Summit brought together industry and education thought leaders to explore three tactical learning tracks: safety for the learning environment, the impact of technology on student growth and development, and modernizing education with artificial intelligence (AI) and machine learning. During the first day’s discussion, speakers provided insights into building safe learning settings with a comprehensive look at both cyber and physical security in education.

Analyzing Current Security Risks

Carahsoft EdTech Talks Summit Blog Series-Part 1 Security and Safety Blog Embedded Image 2024Education institutions face a myriad of cybersecurity challenges such as ransomware, third-party access to school systems, internal bad actors and stolen credentials. One of the most impactful vulnerabilities is a lack of awareness across school communities regarding security. For example, individuals who are unable to recognize a phishing text message that asks the receiver to click on an unsafe link because an account has been frozen may potentially put their own data and their school’s data at risk of exposure.

While cybersecurity is one of the most important aspects of cultivating a successful learning environment, it is just as important to consider physical security for a safe learning environment. Building and campus surveillance, visitor management monitoring, lock down and fire drills, active shooter and crisis management are among some of the ways schools provide personal security for students and staff. With so many aspects of security to manage, schools also must balance being open, inclusive and engaging with communities and culture to provide more expansive learning opportunities while simultaneously protecting against threats on limited budgets.

Protecting Against Cyber Threats in the Modern World

For improved security, educators and industry leaders must collaborate to take proactive measures to safeguard digital infrastructure, data and physical campuses. The best place to start is by ensuring the fundamental standards of cyber defense are in place, functioning properly and are continuously monitored and modernized. This includes solutions and processes such as:

  • Utilizing multi-factor authentication (MFA) whenever possible
  • Email and phishing security to avoid ransomware
  • Maintaining a high standard of digital hygiene through services such as patching and vulnerability management
  • Creating robust and resilient backup strategies for all data at endpoints and in the cloud
  • Performing recovery testing to ensure backups and other operations are working accordingly
  • Providing resources and trainings to engage with school communities to raise awareness of ways students and teachers can defend themselves against physical and cybersecurity threats
  • Implementing a “see something, say something” mentality across school communities to ensure all potential risks are reported and mitigated
  • Hiring IT staff and educators who are passionate about the security and safety mission set forth by an institution and allow them to provide new ideas and innovation
  • Investing in quality cyber insurance to protect institutions against setback from a ransomware attack
  • Conducting frequent audits to ensure school’s systems are compliant with the latest policy requirements and standards in the case a claim must be made

Security Implementation for Institutions

Industry and education experts alike understand the importance of providing a safe space for all students, whether inside schools or online, and continuously aim to make sure their experience is as productive and valuable as possible. Particularly within higher education, many universities and colleges have individual point solutions that they have integrated into their systems to solve very specific problems, creating a disconnected mixture of security infrastructure. Security must be designed with students in mind and a way that provides optimal learning, collaboration and inclusion—technology can help achieve this imperative goal.

As Government and education sectors continue to move toward cloud environments, managing a multitude of products and solutions can become cumbersome and difficult to regulate security. To combat this, consolidation of products to create increased visibility, automation and agility are key for transforming a current infrastructure to be more successful and produce actionable insights.

Visit the EdTech Talks Conference Resource Center to view panel discussions and other innovative insights surrounding security, AI and student success from Carahsoft and our partners.

 

About Carahsoft in the Education Market  

Carahsoft Technology Corp. is The Trusted Education IT Solutions Provider™.  

Together with our technology manufacturers and reseller partners, we are committed to providing IT products, services and training to support Education organizations.  

Carahsoft is a leading IT distributor and top-performing E&I Cooperative Services, Golden State Technology Solutions, Internet2, NJSBA, OMNIA Partners and The Quilt contract holder, enhancing student learning and enabling faculty to meet the needs of Higher Education institutions.  

To Learn more about Carahsoft’s Education Solutions, please visit us at http://www.carahsoft.com/education

To learn more about Carahsoft’s Cybersecurity Solutions please, visit us at https://www.carahsoft.com/solve/cybersecurity

EdTech Talks: Modernizing Education with Artificial Intelligence and Machine Learning

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Schools must embrace change alongside their growing generations to equip students for the future. Artificial intelligence (AI) and machine learning (ML) are two evolving, expansive technologies that are creating a monumental impact in the private and Public Sector, with education institutions being no exception. At Carahsoft’s annual EdTech Talks Summit, education leaders explored how AI and ML are changing the way teachers instruct, the way students learn and the way administrators approach technology in schools.

As a baseline, when considering AI for K-12 and higher education, administrators should follow several guiding principles for responsible and trustworthy use of AI.

  • Human-centricity: Promote human well-being, individuality and equity
  • Inclusivity: Ensure accessibility and diverse perspectives
  • Accountability: Proactively identify and mitigate adverse impacts
  • Transparency: Instruct students and teachers on proper usage, including potential risks and how decisions are made
  • Robustness: Operate reliably and safely while enabling mechanisms that assess and manage potential risks
  • Privacy and security: Respect the privacy of data subjects

Generative AI in Education

Carahsoft EdTech Talks Summit Blog Series-Part 3 Artificial Intelligence and Machine Learning Blog Embedded Image 2024Generative AI is still fairly new to the education space and educators are on both sides of the spectrum of acceptance—some prefer to erase it from their schools while others are open to embracing the up-and-coming technology for use cases not only in the classroom, but also to prepare students for the future workforce.

For example, one of the first technologies educators may be inclined to use when adopting AI in the classroom is detection tools. Dr. Anand Rao, Professor of Communications Chair of the Department of Communications and Digital Studies at the University of Mary Washington in Virginia recommends against this technology implementation because it could negatively affect vulnerable students. AI detection is not 100% correct in every instance. For some students, English may not be their first language and a detection tool could potentially identify their work as AI generated because it may be more formulaic. While detection tools can be utilized in a positive way to ensure honesty is upheld within students’ work, teachers and professors should use their discretion to determine the results of detection tools.

AI literacy is one of the most important principles for instructors to explore, deliberate and establish guidelines for. Since generative AI platforms such as ChatGPT and other tools like detection programs are still modernizing, students and faculty should go through a test period to learn how they work and understand whether they are comfortable utilizing them. As a next step, IT teams must be prepared to begin implementation and consider cybersecurity in that process.

Analytics and Data in AI

Education data grows exponentially with each new school year; however, collecting, evaluating and taking action based on the insights of that data is a long yet vital process. Instructors and administrators must leverage platforms that can help automate and analyze new and archived data to make the most informed decisions for their schools using the AI analytics lifecycle. This includes managing data efficiently, interpreting observations made about data and finally, creating a plan to incorporate constructive action to address needs discovered via the data. Using this strategy, schools can be better prepared to tackle real world questions and scenarios and provide students and teachers with the tools and processes they need to be successful.

This year’s EdTech Talks Summit event aimed to educate academic IT decision makers and end users about the current challenges and solutions surrounding student growth and development, security, AI and ML and cost-saving, modernization benefits of today’s leading EdTech solutions. The Education sector faces new challenges every school year, and it is imperative now more than ever that the IT industry and Government work together to provide the most safe and successful learning environments for all students.

Visit the EdTech Talks Conference Resource Center to view panel discussions and other innovative insights surrounding security, AI and student success from Carahsoft and our partners.

 

About Carahsoft in the Education Market  

Carahsoft Technology Corp. is The Trusted Education IT Solutions Provider™.  

Together with our technology manufacturers and reseller partners, we are committed to providing IT products, services and training to support Education organizations.  

Carahsoft is a leading IT distributor and top-performing E&I Cooperative Services, Golden State Technology Solutions, Internet2, NJSBA, OMNIA Partners and The Quilt contract holder, enhancing student learning and enabling faculty to meet the needs of Higher Education institutions.  

To Learn more about Carahsoft’s Education Solutions, please visit us at http://www.carahsoft.com/education

To learn more about Carahsoft’s AI Solutions, please visit us at https://www.carahsoft.com/solve/ai-machine-learning