The fastest way for an insurance agency to tell if its IT provider is doing enough is to ask for proof on 7 things: tested backups, security monitoring, patching, multifactor authentication, staff training results, a documented record of your systems, and a written response time. A provider doing the work can show you each one in a few minutes. A provider that can't is asking you to take it on faith.
For context, fully managed IT from Tomorrow's Technology Today costs $175 to $350 per user per month, or $1,750 to $3,500 a month for a 10-person agency and $4,375 to $8,750 for 25 people. Whatever you pay today, these 7 checks tell you what you're actually getting for it.
The 7 Proof Checks
"Don't worry, we've got you covered" is a red flag answer to every one of these. Here's what a real answer looks like:
1. When was our last restore test, and can I see it?
A backup that runs isn't proof the data comes back. We run a full restore test of every backup every other week, with a screenshot of the restored system as proof, and an engineer reviews backup status every business morning.
2. Who is watching our systems overnight and on weekends?
The right answer names people, not just software. Every one of our clients gets 24/7 managed detection and response through a human-staffed Security Operations Center.
3. Are we fully patched, including the firewall?
Ask for a patch report, and ask specifically about firewalls and wireless access points, which are often skipped. Ours are reviewed and updated monthly, with critical patches pushed immediately.
4. Is multifactor authentication on for every account?
Not "most users." Every email account, plus remote access and admin accounts. This is also the first question on most cyber insurance applications.
5. What are our employees' phishing test scores?
If no one has tested your team, no one knows. Our clients get weekly simulated phishing emails and short training modules, with each employee's score reviewed with management every quarter.
6. Can we have a copy of our network documentation?
You should be able to get a current record of your network, equipment, software, and admin accounts on request. If it lives only in one technician's head, your agency is exposed if that person leaves.
7. What's our guaranteed response time, and where is it written?
Ours is on the managed services proposal you sign: 120 minutes for critical issues on Gold, and 60 minutes on Platinum and Titanium, during business hours.
Signs You've Outgrown Your Current Provider
- The owner is still the IT department. Restarting equipment and chasing vendors instead of serving clients.
- Calls go to voicemail. Or a callback tomorrow, while your phones keep ringing.
- You can't answer your cyber insurance application. Your provider can't tell you which protections are in place.
- No one talks to you about next year. No planning, no budget, just invoices.
- The same problems keep coming back. Fixes without root causes.
What "Enough" Looks Like Day to Day
Beyond the 7 checks, a provider doing enough shows up the same way every week: a technician answers the phone live during business hours, problems are fixed without landing on the owner's desk, and you meet regularly to plan what's next. Ours include technology planning and budgeting reviews in every plan, not as an add-on.
A Real Client Example: Fixed the Same Day
The problem: Faxing between the offices of one of our agency clients stopped working.
The solution: A technician took the call live, worked with the phone provider to find the problem, and stayed on it until it was resolved.
The result: Faxing was working again the same day, and the problem never landed on the owner's desk. That's what "doing enough" looks like in practice.
If the Answers Fall Short
Start by sharing these 7 checks with your current provider. If the answers don't come back, it may be time to compare. Work through 21 questions every insurance agency should ask before choosing an IT provider, score providers with our free insurance agency IT provider scorecard, and see how long a switch takes and how to avoid downtime.
Why Insurance Agencies Work With Tomorrow's Technology Today
- Supporting independent insurance agencies since 2011, and local businesses for more than 20 years
- Headquartered in St. Henry, Ohio, with an office in Fort Wayne, serving agencies across Northwest Ohio and Northeast Indiana
- Woman-owned and woman-led
- Every technician is security-trained to CJIS standards and background-checked
- We require every client to carry at least $2 million in cyber liability coverage, and we carry $2 million in professional and cyber liability coverage ourselves
- Microsoft Partner
See how we support independent insurance agencies across Ohio and Indiana.
Want a second opinion on your current setup? Book a 10-minute discovery call. Call us at (419) 678-2083 or visit www.TomTechToday.com/discoverycall to schedule yours.