TechTidBit - Tips and advice for small business computing - Tech Experts™ - Monroe Michigan - Page 59 of 101

Consider These Great PC Upgrades

November 30, 2014

If you are in the market for a new PC, check out these tips on how to upgrade your PC and get more value for your dollars before you pull out your credit card.

A solid state drive
Nothing like an SSD to give you a more practical and noticeable performance increase. With more capacity and more chips and channels, you are guaranteed faster performance.

A faster CPU
You may want to add a new CPU if your computer is old and if the before-mentioned SSD does not entirely fulfill your needs.

Get more memory
With more memory, your operating system will spend less time moving data to disk and you will be able work with more open apps and large files.

Choose a larger display
While a touch screen might blow up your budget, you can opt for a 23-, 24-, 27-inch 1080p model for an affordable price and it will offer you a much better and productive computing experience.

Better gear: keyboard and mouse
Explore the world of wireless, wired, touch and ergonomic keyboard and mouse models and choose one that makes sitting at your computer a breeze.

After all, all our work is done with a keyboard and a mouse, and they need to be as much comfortable as possible.

Security Tips For Your Smart Phone

November 30, 2014

Today it is fairly easy to carry out business tasks using smart phones. Emailing, browsing the Internet and even creating or editing documents is now a breeze.

So technically, smart phones are now carrying a large amount of sensitive data that needs to be protected. Not only are Smart phones subject to the same threats as PCs, but they are also quite easy to misplace and lose.

Here are a few tips that will help you mitigate some of these security risks:

Screen lock the phone
Whenever you leave your phone unattended, lock your smart phone to require a password or PIN code or set it to lock after few minutes. This will prevent unwanted access and will protect your data in case the phone is lost or stolen.

Enable remote device wipe
Check if your phone allows the memory-wipe function in case it is lost or stolen. Some phones have this feature embedded, but most others will require that you download an app and potentially pay for the service that goes with it.

Apply system updates
From time to time, smart phone vendors, mobile carriers, or hardware manufacturers update the operating systems on their phones. These updates usually include useful and necessary security-related improvements.

Turn off Bluetooth discovery mode
Many people leave their smart phones on Bluetooth-discovery mode around the clock. On some phones, this feature is set by default; however, check your phone and make sure it is disabled when you are not using it. Failing to do so, your phone will constantly be discoverable to others and allow people to connect to your device without prior authorization.

Install mobile anti-virus
Malware purveyors are increasingly targeting smart phones. It is now important to use anti-virus software for your phone just like you would do for your PC.

This is particularly important for Android devices as they are built on an open platform susceptible to malware.

Are You Ready For Windows Server 2003 End Of Service?

October 31, 2014

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

Next July will mark the end of Windows Server 2003 Extended Support. What does that mean for you if you’re a current owner of Server 2003?

It means that there will be no more security patches or updates, putting your whole business at risk of new threats or viruses as well as potential performance problems due to incompatibilities with newer software and applications.

The bottom line is that if your business still uses Windows Server 2003 you will need a plan soon. Analysts are estimating that 10 million machines are still running Windows Server 2003 and that they will soon be stranded, especially those serving regulated industries as they will need to maintain the security and confidentiality of these servers.

For these reasons, it is important to look into the needs of your business.
Here are a few considerations: [Read more…] about Are You Ready For Windows Server 2003 End Of Service?

Tips To Protect Your Business PC From Malware

October 31, 2014

Michael Menor is Vice President of Support Services for Tech Experts.

In today’s online world, technology users are essentially in a state of near-constant attack. Almost every day, there’s a new data breach in the news involving a well-known company and, quite often, fresh rules for protecting personal information are circulated.

Because of malware in email, phishing messages, and malicious websites with URLs that are one letter different from popular sites, employees need to maintain a high level of awareness and diligence to protect themselves and their organizations.

Phishing activities are especially pervasive, including attempts to steal users’ credentials or get them to install malicious software on their system. The astonishing success rate of phishing attacks makes them a favorite.

Why? More than 70% of people will follow the link to a phony website and, of those that followed the link, 30%-50% will routinely give up their usernames and passwords.

Many like to think of the network perimeter with all its firewalls and other fancy technologies as the front line in the cyber war, but the truth is there’s a whole other front.

Every single member of a company’s staff who uses email or the Internet is also on the front line and these people are generally considered a softer target than hardware or software. It’s simple: if the bad guys can get an employee to give up his or her user credentials or download some malware, they can likely waltz right past the technological controls, basically appearing as if they belong there.

When using a computer for personal functions, a user generally has to have the ability to install software and modify the system configurations. Typically, such administrative functions are not available to all users in a corporate environment.

As a result, even if an organization has made an effort to improve a system’s security, a user doing work on a personal computer has the ability to disable and circumvent protections and has the privileges to allow for the installation of malware.

As companies migrate toward a world of bring-your-own-device policies, some companies are developing strategies to help address these risks. But, as a rule, using a work computer for personal reasons or doing work on a personal computer (or tablet or smartphone) can significantly increase the threat level that an employer has to protect itself against.

To help their organization protect systems and data, employees need to implement some smart web browsing habits. Smart web browsing means engaging in the following activities:

Beware of downloads
Malware can be hidden, not just in applications or installation programs, but in what appear to be image and video files also. To limit the likelihood of downloading content that contains malware, only download from reputable sites. With sites that are not a household name, take the time to do a little research and see if other people have had issues.

Additionally, be sure that antivirus software is set up to automatically scan downloads. Or scan downloads manually, even when receiving them from name-brand sites, as it is not unheard of for infected files to make their way onto otherwise legitimate web sites.

This is especially true for file-sharing sites where the site owner cannot control every piece of content a user may place there.

Be wary of deceitful sites
Those running sites already breaking the law by illegally distributing copyrighted materials — like pirated music, movies or software — probably have no qualms about including malicious content in their downloads or stealing information.

Many popular web browsers today have built-in functionality that provides an alert when visiting a website that is known to be dangerous.

And if the browser doesn’t give a notice, the antivirus software may provide that function. Heed the alerts!

Employees need to protect their devices from online and in-person threats. Start by keeping the company’s system patched. Configure it to automatically apply updates or issue notifications when there are updates and then apply them as soon as possible. This doesn’t just apply to the operating system.

Keep all installed applications updated; sometimes this takes a little extra work.

Remember, the challenge of security is that the bad guy needs to find only one hole in a security system to get past it, so fix them all. Think of it as putting dead bolts on doors, but leaving the basement window wide open.

To that end, security professionals like to debate the usefulness of today’s antivirus software. And it’s true that malware continues to become more sophisticated and harder to detect. But it always amazes me how old some of the malware running around is. As a result, use antivirus software and keep it up-to-date.

Also, use a software firewall, either the Windows firewall or one provided in an antivirus package. This is especially true for laptops connected to public wireless access points at hotels or coffee shops, but it also applies to home systems. It just provides that extra layer of defense.

And finally, please, don’t ever give passwords to anyone. Be vigilant and question anything new, especially emails and forms in the web browser that request work credentials, no matter how nicely the request is made.

(Image Source: iCLIPART)

When Nature Strikes – Is Your Ark Ready to Float Your Business to Dry Land?

October 31, 2014

Scott Blake is a Senior Network Engineer with Tech Experts.

Flooding can strain the resources of even the most well-equipped organizations. Natural disasters give little warning to companies, so preparing for the disaster is the only way to reduce the high cost of rebuilding.

Have a plan ready and in place
Disaster recovery plans are now becoming a requirement for many industries. To be prepared, businesses need to locate and define the regulatory requirements of their individual industry. In addition to reducing hardware damage and data loss, this will help avoid fines, penalties or negative press associated with noncompliance.

The health care industry has begun to require that hospitals have a recovery plan in place. The Joint Commission on Accreditation of Healthcare Organizations (JCAHO) sets standards for operating a health care organization and evaluates the industry to ensure that these standards are met. Documented and field-tested recovery plans for theft, vandalism, loss of critical data, provision of emergency power, and file and flood recovery are now required.

Trying to implement or even design a plan while in the middle of a disaster will only lead to a less than successful recovery. Make sure your team is ready for action and everyone knows what to do. It’s better to be overprepared than have a plan with holes that will sink your business.

Your data: Make sure you have it
Back up your data regularly. Manage a duplicate copy of all data, programming, and company processes at a different physical location or in the cloud. That way, you can continue working at a secondary location if your system crashes.

One way to do this is to keep copies of all your data, programs, bare metal backups and virtual machines in data centers in other states or in some cases different countries.

Tech Experts offers encrypted, HIPAA-approved, online backup of your files, documents, folders and data bases. If you require bare metal backups or the ability to convert your server into a virtual machine to keep afloat until replacement hardware is in place and running, Tech Experts also offers devices that can fulfill that requirement as well.

Treat your data like your money
Keep it safe and keep a lot of it.

Power: Must have it
An uninterruptable power supply (UPS) and a generator provide consistent backup power for your business if power lines go down. Make sure you routinely test and service them to ensure they’re working correctly.

Electrical components, including service panels, meters, switches, and outlets, are easily damaged by flood water. If they are underwater or come in contact with water for even short periods, they will probably have to be replaced. Make sure all of your computer systems — from servers, workstations, backup devices, and UPS’s — are up off the floor. Servers, backup components and UPS’s should be at least four feet off the floor.

Another problem is fires caused by short circuits in flooded areas. Raising electrical system components helps you avoid those problems. Having an undamaged, operating electrical system after a flood will help you clean up, make repairs, and return to your property with fewer delays.

Good relationships with vendors, customers and partners
Create strong relationships with your partners, vendors and customer base. In good times, they will give you access to new ideas, technologies, and business opportunities. During a crisis, they’re a security blanket with teams of people who know your business model and have resources to help you rebuild.

Insurance: Business is life
Floods and water damage are expensive. Business insurance is crucial and it’s not only for physical property. The right kind of insurance will replace lost income as well. Make sure your business insurance policy is up to date and has the correct coverage to support your business in crisis mode.

If you have questions or you’re looking for suggestions on prepping your business for recovery, call Tech Experts at 734-457-5000.

(Image Source: iCLIPART)

Considerations When Buying A Home Wireless Router

October 31, 2014

Choosing and buying a router for your wireless internet at home can be a frustrating experience; you want speed, performance and coverage as well as longevity in the life of your upgraded router.

It’s not an easy task if you add to it the complexity of all those numbers attached to the router and the knowledge required to install it.

So, here are few considerations that will help you choose your next wireless router:

What’s the end goal?
Ask yourself: why am I buying a router? If it’s simply to build a wireless network at home and have access to the Internet, you could probably get away with a router at under $200.

However, if you want extra features, such as added security, parental controls, the ability to connect USB printers, and added external storage drives for data sharing, you need to search for a higher end router.

Also, you may not even need to have a wireless router in your house, especially if you use a PC or laptop that is already connected to a cable or DSL modem and there are no other devices that need to be connected wirelessly to the internet.

Should you go for a single or dual band?
Bands are the frequencies in which wireless communications operate. A single-band is geared toward simple wireless networks and a dual-band router operates on both the 2.4 and 5 GHz frequencies.

Although a router that sustains the 5 GHz frequency will work great for gaming and online streaming, it is not as good as the 2.4 when it comes to distance. So, consider the distance you need to cover when choosing the required band.

Further considerations
When buying your next router, remember that soon enough the 6th version of the Internet Protocol (IPv6) will be here, so you will need a router that supports this transition.

Another consideration is extra features that a router may offer, such as SD card slots and USB ports for printers for example.

If you want to future-proof your investment, make sure you get an 802.11 AC router, which is fast becoming the standard in wireless networking.

Finally, even with home networks, the more security, the better!

(Image Source: iCLIPART)

Cloud Vs. On-Premise Systems – Pros, Cons And Costs

August 22, 2014

A common discussion among the business owners I work with is whether to store their data in the cloud or an on-premise IT system. The conversation usually starts with the cost implications; however, there are many things that need to be taken into consideration when comparing the two options, such as some of the following:

Cloud
The recurring monthly service cost is often the main and sometimes the only cost factor that is considered when comparing cloud solutions with an on-premise option.

Pros
• Although much is said about cloud solutions outages, public and private clouds can provide much better reliability and uptime than an old, outdated and poorly maintained on-premise system.

• In the long term, the total cost of ownership (TCO) for cloud solutions is much lower than that for on-premise systems for most businesses.

Cons
• Offloading hefty workloads to the cloud demands sufficient bandwidth. Without it, any savings you might be making from not running an internal server could potentially be negated by slowness and productivity loss.

• Similarly, any increased needs in Internet connection costs should be accounted for in an objective comparison of moving to the cloud versus staying in-house. If you are contemplating moving to the cloud, talk to us about the amount of bandwidth you need for your business.

• When dealing with cloud servers, you will often find that while you can move as much data as you wish into the server, transferring data out usually has an associated cost.

• Moving large amounts of data to the cloud may take a significant amount of time depending on your office Internet connection; it may not be enough to transfer these workloads in a timely manner between endpoints.

On-premise IT systems
Many people mistakenly believe that the cost for on-premise systems start and stop with how much they need to pay for new hardware and software.

Pros
• They are more suitable than cloud solutions for large capacity file sharing of 50GB or more, or for operations that would be bandwidth-prohibitive in a cloud scenario, such as rural offices with weaker Internet connectivity.

Cons
• In contrast to standard computers or laptops, the average solid server has a mixture of multiple-socket processors, dual power supplies, multiple hard drives and numerous other components that all increase your electrical overhead cost. You should also factor in the cost of cooling your hardware, which is critical in maintaining these components.

• On average, organizations replace on-premise systems every five years, which means you will incur upgrade costs to retire old servers. Even if staying in-house may be cheaper than moving to the cloud when you consider the monthly costs, your five-year upgrade or replacement costs could be even more expensive, and opting for cloud solutions may still be better in the long term.

It is worth noting that while one solution may seem more favorable than the other, it may not apply to all businesses.

As such, it is important to objectively compare these factors based on your business needs and make the most suitable decision accordingly.

(Image Source: iCLIPART)

Benefits Of Going Paperless

August 22, 2014

The “paperless office” has been a concept in American business culture since 1979, when it was first coined in Newsweek. As the technology improves and becomes more cost effective for small businesses, the paperless office is becoming a reality for more and more small companies. If you are considering going paperless or adopting a document management system, consider these five benefits.

Increased Productivity
Call it a variant of Murphy’s Law — when you need a paper file, it is inevitably located at the bottom of a large stack of files on the floor in the corner of somebody’s office.

For example, law firm personnel can spend literally hours every year looking for paper files. In an industry that typically charges by the hour, that’s not a productive use of time.

By contrast, you can immediately retrieve a scanned file from your document management system. With a document management system, multiple people can retrieve a given document at the same time, improving efficiency.

When you scan a document, you get an image of that file. To convert the image of the text into searchable text, you can use optical character recognition (OCR ) software — often included with a scanner.

Once you’ve made scanned files searchable, it becomes even easier to find them because you can search for any phrase in the document, such as a client name, not just the name of the document itself. This makes it incredibly easy to find invoice numbers or any other information that is usually hidden deep within a document.

Improved Customer Service
At one time or another, everyone has been on the receiving end of the dreaded phrase “I’ll have to check the documents and get back to you.” Consider how much happier your customers would be if you could say, “Let me pull up the document now and check for you,” resolving their question during a single phone call?

As an added bonus, the ability to search documents makes it less likely that you’ll overlook that key piece of information. More efficient service means happier clients who pay their bills faster.

Even better, improving your client relations will make your clients more likely to hire your firm for other services and make it easier for them to refer your business!

Reduce Operating Costs
Storage costs represent a major expense. Typically, office space is second only to salaries in terms of cost, especially in large cities. As the piles of paper grow, so do your storage costs.

Scanning documents can substantially reduce storage costs by eliminating a significant portion of your paper files and the storage space required to store them. You can then put the space once used for storage to more productive use.

Before you call a shredding company, read your state rules on the retention of physical files, especially in practice areas such as Real Estate or Financial Services.

Even if you have to keep the files for a specified period of time, scanning them will enable you to store them off-site as cheaply as possible. Scanning documents also reduces time spent requesting documents from the file room or even warehouse.

Finally, since you can easily email scanned documents, you can reduce your phone bill by faxing documents less often. Some paperless law firms have even eliminated their fax machines entirely and switched to online fax services.

With a paperless office, you can almost entirely eliminate the costs of printing, such as copy paper, ink and toner. With toner being one of the most expensive liquids on the planet, this can equal huge cost savings for your small business.

Better Security
Paper documents are subject to two risks — physical theft and destruction from a variety of disasters (fire, flood, etc.). When you scan confidential documents, you can restrict access to your eyes only. For example, you can limit the access of sensitive information or specific case files to select people.

Law firms subject to federal and state regulations regarding the protection of client information will find compliance significantly easier with scanned documents. Also, replacing a digital file is much easier than trying to replace a file cabinet destroyed by fire or flood.

Environmentally Sound
If environmental issues are important to you and your business or you have clientele that care about these issues, going paperless can boost your status in the community.
For example, digitization of your files will result in fewer photocopies, reducing company paper consumption.

The less we use today means the more we leave behind for future generations. If you are part of the Green Revolution, making your business paperless is a great place to start.

Going paperless will save your firm time and money – but be wary of anyone selling you a magic software product that will fix all your problems. Like anything else, you get out of it what you put into it.

There are many organizations that can help with this type of solution, but make sure their company culture matches you own. After all, the last thing you want is to try and go paperless with the help of Xerox or any copier company whose main interest is in hardware and consumables.

(Image Source: iCLIPART)

What To Do With Electronic Waste – E-Waste

August 22, 2014

One of the biggest decisions a company or home user has to make after making the decision to upgrade their electronic devices is what to do with the old outdated equipment.

There are still many people and companies out there who are not aware of why it is so important that you recycle your old electronics. I wanted to go over some of the main reasons why all of us should be joining in.

The Federal government requires that companies producing over 220 pounds of electronic waste tested hazardous be disposed of in proper manners.

There are currently no federal regulations for organizations producing less than 220 pounds of hazardous electronic waste, however many states have become more stringent in the proper disposal of e-waste for both businesses and households.

It is estimated that of the approximately 201 million tons of solid waste generated annually in the United States, at least one percent is classified as computer and/or electronic equipment. Of this nearly 2.1 million tons, only an estimated 134,000 tons is actually recycled. Even though e-waste accounts for a small percentage of all municipal waste, it still accounts for about 70% of heavy metals ending up in our landfills.

Some of the toxic materials you can find in old electronics are lead, mercury, arsenic, cadmium, selenium, and more. Computer monitors alone can contain as much as 8 pounds of lead. When these products are just discarded, the harmful toxins will leak out, which is harmful to both the environment and us.

Despite good intentions, much of this nation’s e-waste is exported to developing countries, where processing is done under unsafe conditions and endangers workers and nearby communities. Some progress has been made to end this practice through certification programs. One such program is e-Stewards.

Researcher’s estimate that between 50 and 80 percent of electronic waste from the industrialized world that winds up in the hands of “recyclers” actually goes to a few developing countries: China, India, Pakistan, Vietnam and the Philippines.

There, the unregulated materials are crudely handled in acid baths and burn pits, releasing into the air and soil heavy metals and chemicals that are used to make flexible plastics and flame retardants.

Studies of individual scrapping facilities in Ghana and China have measured contaminants and toxic metals like lead present in soil at more than 100 times typical background levels.

According to e-Stewards, recyclers who meet their certification requirements don’t export to developing nations. They follow safe practices for the handling of electronic waste, and adhere to other standards. Many will also reuse and refurbish equipment.

Lastly, when you choose to recycle your electronic equipment; make sure to choose a certified electronics recycler, that way you are ensuring that any data stored on your device is completely removed.

When you just toss an old computer in the trash, you risk having the right hacker find his or her way to your sensitive information. With so many reasons why you should recycle, it is hard to believe that some people could still put their old laptops in the trash.

If you have questions on how to properly recycle your electronic equipment; give us a call and we will answer all of your questions.

(Image Source: iCLIPART)

Summer Travel Laptop Tips

August 22, 2014

If you’re traveling with your laptop, you may need to carry a few accessories. These include adapters, surge protectors, converters, wireless Internet cards, Ethernet cables and a high-quality carrying case.

Power supply
If you’re traveling overseas, you need to consider possible international voltage differences and plug sizes and shapes. While the United State and Canada both use 110-volt electricity, the rest of the world runs on 220-240 volts.

Fortunately, most laptops can comfortably run on both voltages; however, check your computer label or owner’s manual to be on the safe side. If it runs on 110 only, you will need a converter.

You will also likely need an adapter so your plug can fit into the local outlets. Most countries have one or more adapters that are unique or that they share with a few close neighbors.

Surge protection is critical while traveling, particularly if you are traveling to a country where electricity is not reliable. You will need a surge protection electrical strip for whichever voltage you will be using, bearing in mind that surge protectors for 110 and 220-volt currents cannot be interchanged.

Internet connection
Most hotels offer either wireless or high-speed Internet. You may want to call ahead and find out what is available.

Many hotels will provide a Wi-Fi connection, which is helpful, since your laptop has its own built-in wireless network adapter that can search out the nearest wireless signal. Remember to ask for the hotel’s signal password at the front desk. You can also buy a wireless notebook card, if your laptop does not have an internal wireless network adapter. This would also be helpful for connecting to the Internet in WiFi hotspots in airports, libraries and coffee shops.

Some hotels will require that you plug into their Internet connection using an Ethernet cable. You should bring your own cable just in case one is not supplied to you by the hotel.

Extras
Your computer will more than likely take a few hits while you move around, so a sturdy padded carrying case could save you a lot of frustration and money.

You might also want to bring along a device onto which you can back up your work, just in case the hard drive crashes. An extra laptop battery might also come in handy, along with screen cleaners.

(Image Source: iCLIPART)

« Previous Page