TechTidBit - Tips and advice for small business computing - Tech Experts™ - Monroe Michigan

Brought to you by Tech Experts™

Upgrade Your Computer For The New Year!

The question arises every time there is an issue with the typical system.  Should I upgrade the system, or by a new one?”

This question is most easily answered with a little more information.

How old is the system? Typically a system 6 plus years old or so is probably  ot going to worth the expense of upgrading. You would probably get a better bang for your buck replacing the system.

However, if your system is not really that old you can achieve remarkable  performance improvements by upgrading your system.

For instance, upgrading you hard drive increases your “physical memory.” Physical memory is the amount of hard drive space you have for the storage of data.

Many newer systems come with an average of 100-300 Gigabytes of on-board  physical memory. While this may sound like a lot, you might find that your physical memory can fill up fast.

With more and more people storing photos and homemade movies on their PC, without adequate storage space, you could find that you’ve run out of space and you may need to delete old memories for new ones. And no one wants to lose those memories.

Luckily, the cost of physical memory  is getting cheaper every day, without sacrificing any of the storage quality. And now, solid state hard drives arequite expense, and the performance is even better. Best of all, there are no moving parts to fail.

Adding RAM or “in use memory” is one way to increase performance rather inexpensively. RAM determines how much data you can work with at any one time.

If your RAM is low, you may be able to run a limited number of programs simultaneously. The higher amount of RAM your computer uses, the more applications and data you can access at the same time and the more
quickly your CPU can work. The CPU and RAM work nearly hand-in-hand to increase the speed and functionality of your computer.

By increasing your CPU and RAM, you will be able to work with more than one  program at one time and switch between the applications quickly with less lag time.

The CPU is where all the processing of data takes place. The more powerful  your computer’s brain (CPU), the faster your computer can process tasks. For example, if you get a little frustrated waiting for your web browser to load, upgrading your processing speed could help your computer start up faster, and help applicationslaunch more quickly.

We have upgraded my workstation here at the office by adding more RAM, and I cannot believe the difference this has made in the ability of the system to process data quickly. If there is one upgrade I would recommend over any other, it would be to upgrade your computer’s memory.

Even the biggest and best upgrades can’t help a computer that is slowed down because it is thoroughly infected. You have to take care when you are on the Internet and watch for malware that can attack your freshly upgraded computer.

And remember to let the techs at Tech Experts assist you in all your computing needs.

Local Search: Raking In Business From Your Own Backyard

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

So you’re in the mood for a pizza. You turn to Google (because no one uses phone books anymore). Instantly, 10 local pizza shops are displayed in your search results. You order. It’s a win-win. You have your pizza, and the pizza parlor shop has your business.

What made this so easy? Local search – a type of search engine query that’s intended to produce local information, often about nearby businesses, products and services. What it does is help customers in your own town, city and neighborhood find you quickly and easily.

All of the big players – Google, Yahoo and Bing – have local search capabilities. So do the Internet Yellow Pages, various business aggregation sites and review sites, as well as directories created specifically for different cities.

As you can imagine, there are several business directories for Monroe. One of the best is: http://businessfinder.mlive.com/MI-Monroe.

I want my local listing!
How do you get your company listed? There are two ways: Navigate the process of submitting your business information to each of the local search engines yourself or save some time and hassle by hiring professionals to do it for you. Either way, getting listed on local search doesn’t happen automatically.

So many directories, so little time.
It’s not a matter of if you should submit your business information to a local search directory, it’s a matter of choosing which ones. To help you make the best decision, consider:

Location. Be sure to understand which geographic region or regions the directory serves. Some are very specific, while other serve a larger geographic area. Check to see if you’re able to list your company within a radius of your zip code.

Price. Many directories are free, or charge a nominal fee to enhance your listing or include additional information. If it’s free, why not list? If there’s a cost, make sure you understand what extras you’re getting for your dollars.

Relevance. Make sure a relevant category exists for your business. Some directories focus on a single industry, like hotels.

If you own a gourmet restaurant, you don’t want to be listed under fast food. Be thorough. If the specific category doesn’t exist, don’t list there.

Popularity. One characteristic of a good local search directory is the amount of traffic it gets. More traffic potentially means more potential people will find you.

A quick way to determine this is to go to a web traffic metrics site, like Alexa (http://www.alexa.com/). The higher the ranking, the busier the site.

No matter what you’re selling – computers, sandwiches or shoes – local search can help bring local customers to your door.

That is, people who could possibly return again, generating repeat business, and who will tell their friends and family about your company. First, they need to be able to find you. Think about the last time you used a phone book, versus a search engine. Local search is where you need to be.

Legit Or Bogus? How To Spot A Rogue Anti-Virus Program

Have you seen an advertisement or pop-up offering a free PC scan, or telling  you that your computer is infected and at risk? If so, you’ve seen first hand a harmful trojan disguised as an anti-virus program.

These types of rogue anti-virus scams are on the rise. They appear legitimate, and the number one way unsuspecting users get infected is from clicking a malicious link in the pop-up message. Most of these pop-ups have what sound like legitimate virus names, and some even ask you to pay for the  program.

They will almost always have a notice indicating you need to “click here” to install the program to disinfect your PC. Once you click on that link, you’re infected.

To take it a step further, if you actually do enter your credit card information, the hackers have your personal data and can use it at will.

I have anti-virus. Won’t that protect me?

Though the best anti-virus programs will protect you from many threats they can not protect you against all malware, especially the newer infections.

There are millions of different types of infections and hundreds created every day. Even top of the line security companies take days and even weeks to catch the infections.

What can a rogue anti-virus program do?

An infection can do almost anything to a computer, from stealing information  to destroying your valuable data. Some malware will log your password information and use it to try to infect other computers on your network.

Some infections will let your computer be used as a “bot,” which lets attackers use it to share illegal files, attack other systems on the Internet, or spread infections to your friends and family.

How do I protect myself?

Here are some basic tips to keep yourself from being a victim of a rogue anti-virus program.

1. Keep your computer updated with the latest security patches for your operating system and web browser.

2. Never click on a pop-ups that you come across on a website. Even if the  advertisement looks legitimate, chances are it isn’t.

3. Check to make sure your Internet firewall and antivirus are updated every time you use your computer.

4. Turn off any Active-X and scripting from foreign websites. Many of the infections come from these types of scripts. Almost always, your system will ask you if you want to run the script. Always pick “no.”

5. Keep a good backup. Some infections can be so severe that you will need to restore files for your PC to be disinfected and repaired properly.

6. Scan your computer on a regular basis. Most antivirus programs will do this automatically. AVG is a very good program that will scan every day, and can be set to run at night so it doesn’t slow down your work.

Sit Back And Relax. We’ll Do The Driving

Remote support software put a technician at your desk, without ever leaving the office
It goes without saying that nearly everyone has a computer not only in their office, but also in their home. Just about everyone has experienced a problem at one time or another, and many times, the problem can be pretty simple to  resolve once a technician starts working on it.

Larger companies have IT staff that can address and fix most problems in person because they are in the same building as the system with the problem.

Small to medium size businesses, however, generally can’t justify having someone on staff to resolve PC issues when they come up. Home computer users often have to carry their machines in for service.

In the past, clients would call us with a problem, perhaps an error message that pops up when they try to open a document. The technician would try to ask the right questions, and try to visualize what the client was experiencing so we could resolve the problem.

Home users would have to disconnect their system (taking care to remember exactly where the cords plug in) and bring the machine into our office for service. It isn’t very convenient, and trying to remember how everything plugs back together can be a real problem.

Well, all of that has changed now! You can sit back at let us drive your computer using remote control.

We’ve invested in software that lets our technician view and operate your computer remotely, without you ever having to bring it in for service, or have a technician come on site. Nearly everyone has high speed Internet now, so the software runs very quickly and efficiently.

This remote management software makes diagnosing a problem a lot easier and quicker than before. Our remote control software is encrypted for security (your data is never sent over the Internet unprotected) and requires that you give permission in order for it to work. It’s very safe and secure.

Once connected to your computer, the technician can view your desktop and take control of your system. He sees the same screens you do, including any error messages. It is just like having one of our highly trained technicians sitting right there with you.

Our clients have found this remote support software to be one of the most time saving and useful tools in our technology toolbox.

Unfortunately, for problems that are more in-depth, or hardware related, remote control doesn’t work. For simple error messages or software issues, sit back and let our technicians help you remotely.

 

Questions About Cloud Computing? Hosted Services 101

With cloud computing taking off the way it has in the information technology field, hosted services are becoming widely implemented, more and more each and every day. So what are hosted services?

Hosted services are a wide variety of IT functions including: email hosting, web hosting, storage, security, monitoring, applications, (SaaS) and infrastructure over the Internet or other wide area networks (WAN).

Email Hosting
This type of service offers premium email at a cost rather than using advertising supported free email, or webmail (IE: Yahoo, Gmail, Hotmail, AOL, etc.).

Email hosting allows for custom configurations, as well as supporting a large number of accounts. Another great benefit that people love is the fact that you can have your email with your own custom domain name.

For example, instead of JSmith@yahoo.com, you can have JSmith@(yourcompanyname).com.

Security can be enhanced with this service, from spam filtering, to custom platforms and policies.

Hosted email is far more customizable then a traditional free email solutions. Most companies that provide email hosting also provide web hosting.

Web Hosting
This service lets users publish personal or professional websites, and make them available via the World Wide Web.

The hosted service provider is basically providing the customer with server space to store the various information, videos, audio, and image files, as well as management and backup services for their websites.

Remote Backup
This service provides users with an online system for backing up computer files and storing them. We covered remote backup service in our September newsletter (www.TechTidBit.com).

Typically, remote backup software would run on a schedule, and backup files daily, compress, encrypt, and sends the files to our servers via the Internet.

The beauty of a remote backup service is the fact that the client does not have to worry about switching and labeling tapes, or any manual steps what so ever.

Disaster recovery takes it a step further, and is able to take a backup image, and virtualizes your entire server. In the event of a server crash or other disaster, the service provider can have your server back online and fully functional within hours.

Hosted services are here to stay, due to their ability to minimize IT and training costs, control and predict your costs, remotely monitor/manage the infrastructure, and maximize the changing business needs and requirements, allowing the business to focus on its operations, and core growth rather than their computer networks.

Think Security Is a Problem Only for Big Companies? Think Again!

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

Information technology (“IT”) security is sometimes thought of as a problem only for the largest companies, whose data protection lapses expose customer information and result in front-page coverage.

Small and mid-sized businesses,of course, are just as susceptible to malware and network intruder attacks. In some cases, small companies confront a greater challenge. While large businesses and government agencies employ chief information security officers and IT security staffs, smaller firms usually don’t. This places the small business owner in a DIY situation.

Small businesses face many security vulnerabilities, but the SANS Institute, a think tank that focuses on IT training and certification, cites two pressing problems: unpatched software running on PCs and vulnerable web-based applications. Email attacks, dubbed “spear phishing,” specifically target unpatchedvulnerabilities in frequently used products, such as Adobe Acrobat, QuickTime and Microsoft Office.

The second factor, at-risk web applications, account for a sizable chunk of known security gaps. Assaults focused on web applications represent more than 60 percent of the total attack attempts observed on the internet, according to SANs.

Getting a Grip
Making sure current security patches are installed on applications and shoring up web application defense are just two chores small company owners face. They need to consider internal lapses – such as employees divulging intellectual property via e-mail – as well as external threats. In addition, many firms must meet regulatory compliance directives. A retailer handling credit card data must comply with the Payment Card Industry Data Security Standard.

With all of the security issues and products to address them, small businesses may have trouble knowing where to begin.

A vulnerability assessment, also referred to as a risk analysis, comes in handy here. Such an assessment aims to define the scope of an organization’s security issues, thereby identifying likely areas for investment in protection.

The key steps in a vulnerability assessment include taking stock of a company’s IT assets – servers, applications, networks, client-side devices among other gear. With this census in hand, a business can move on to prioritize assets according to their value to the business. The next phase is to zero in on vulnerabilities, starting with the more important assets.

Getting Started
Small businesses seeking to start down the vulnerability assessment track can turn to a few self-help resources. For example, the National Institutes of Standards and Technology (NIST) offers its eScan Security Tool, which was designed for small businesses: https://www.mepcenters.nist.gov/escan/.

The tool prompts users through a series of questions that touch upon such topics as computer virus protection, back-up policies, and the physical security of computer systems. At the end of the questioning, the tool generates a report with suggestions for improving IT security.

NIST also offers a guide to small business information security, which includes a section on identifying and prioritizing information. You can download a copy at http://csrc.nist.gov/publications/drafts/ir-7621/.

Small business owners can also opt to hire an IT consultant to help conduct theassessment. The task of automated vulnerability scanning, for instance, may call for an expert who can interpret the results and distinguish between “false positives” and legitimate concerns.

An company must take care in hiring an outsider. The consultant will learn all about your weaknesses and must be of the highest integrity. Client lists and referrals should provide the evidence. Security certifications, whether vendor-specific (e.g., Cisco Certified Security Professional) or independent (e.g., Certified Information Systems Security Professional), also help guide selection.

Tips To Optimize Your Computer’s Performance

Has your computer significantly slowed down since you first bought it? Does it seem slower than ever? Is something wrong? These are questions and concerns of many users when it comes to their computer systems.

Almost every day I encounter clients who have these complaints, so I’ve put together a few pointers and best practices to keep your systems running in tip top shape!

All of these tips use system tools that are built right into your Windows operating system, whether you’re running Windows 95, 98, ME, NT, XP, Vista, or Windows 7.

They may vary in location, as well as the look and feel of the applications, but overall they all are designed to do the same things.

Clean Up Disk Errors
Every time you improperly shut down your computer, a program crashes, or a power outage happens, your computer creates errors on the hard disk.

Over time, these errors can cause the system to read and write data to the hard drive slower, hence slowing your entire system down. For this, Windows has built in what’s called a disk check.To run disk check simply:

1. Click START > My Computer
2.Choose the drive you want to run the check on, and RIGHT click it, and choose PROPERTIES.
3. In the PROPERTIES box, click the TOOLS tab. In the errorchecking section, press the CHECK NOW button.
4. Choose both automatically fix file system errors, and scan for and attempt to recover bad sectors, and proceed by clicking START.

Delete Temporary Files
Your computer picks up and stores temp files all the time, while you browse the web, work in programs such as Microsoft Word, and even when installing new programs.

Over a period of time, these temporary files can really bog your system down, so you have to be sure to clean them up on a regular basis.

For this, Windows has what’s called Disk Cleanup.

To run disk cleanup simply:
1.Go to START > My Computer
2.Choose the drive you want to run the cleanup on, and RIGHT click it, and choose PROPERTIES.
3.In the properties box, click DISK CLEANUP.

Disk cleanup will calculate how much space you can free up on your hard drive.

After it runs its scan, the disk cleanup dialogue box will show a list of files you can remove from your computer.

The list will include: Downloaded Program Files, Temporary Internet Files, Microsoft Error Reporting Temp Files, Office Setup Files, Recycle Bin, and Thumbnails.

4.From here, go ahead and check all the boxes, and click OK.
5.Disk cleanup will now remove those selected files, and close when it has completed and you are done!

Organize Your Data
Over time, as we install new programs, save new files, documents, videos, pictures, music, etc. data can become what is known as fragmented.

Fragmented files are a huge cause of slow performance. For this, Windows built in the Disk Defragmenter.

Disk Defragmenter analyzes all your files, and organizes them nice neatly in the same locations, rather than randomly spread across your file system.

You should run this utility at least once a month at least to prevent files from becoming badly fragmented.

To run disk defragmenter you simply:
1.Click START > My Computer
2.Choose the drive you want to defrag, and RIGHT click it, and choose PROPERTIES.
3.In the properties box, click the TOOLS tab, and then in the defragmentation section, click DEFRAGMENT NOW.
4.In the disk defragmentation box, select the volume you want to scan, and click defragment. (Typically this would be your C: drive )

Follow these three easy tips, and your computer will stay running in tip top shape for as long as you have the system. Remember it is important to keep regular maintenance on your computers, just as you do on most all mechanical and/or electrical devices.

Can Your Computers Prevent The Flu?

Three things you can do right now with your technology that may prevent the flu pandemic from affecting your company’s productivity.

The Centers for Disease Control (CDC) predicts that 1/3 of the US population will catch the flu this year, with the average employee missing between two and four weeks of work. This pandemic has the ability to cripple many small- to medium-sized businesses, according to disaster recovery experts.

But believe it or not, how you deal with your computers can actually prevent the flu from affecting your business productivity.

When most business owners think about the impact of a pandemic illness, the first scenario is often most or all employees calling in sick. Realistically, the possibility of a large number of your employees becoming ill at the same time is pretty low.

Your business is much more likely to feel the impact from the response and containment measures organizations will use to minimize an outbreak. Consider these senarios:

Employees can’t come to the office because they or a family member may have been exposed to the virus, but aren’t necessarily ill.

Or, an employee can’t come to work because their child is ill, or their school or daycare service has closed for a week to ten days to contain an outbreak.

In each of these scenarios, your employees are healthy, but have pressing personal demands that conflict with showing up at work.

Here are several ways you can use your technology investment to mitigate some effects of a swine flu outbreak both for ill employees, and employees who can’t make it to work because of other issues.

Do Everything You Can To Slow The Spread Of The Flu
The flu spreads through personal contact like shaking hands, touching a keyboard or mouse used by an infected coworker, and through the air by coughing and sneezing.

So watch who you touch and use disinfectant wipes to clean your workspace including the keyboard and mouse before and after you use them.

You can also reduce the amount of people who need to touch your computer equipment by using a program like our Experts Total Support service, where the technician can work on your system remotely.

Stay In Touch Electronically
Timely communication may be one of the keys to keeping your employees from becoming ill. Consider setting up an email list service so that employees can notify one another if they or a family member has become ill. You may even consider using the email to text message capability most cell phone providers offer to alert employees if another staff member is ill, or will be out caring for a family member.

Prepare For Employee Absence With Remote Access
No matter how hard you try to prevent it, you may still have some of your staff out sick at the same time. While no one with the flu is going to do much besides lie in bed, many employees will work part time from home if they have access to their office computer.

Some doctors believe this could actually hasten their recovery by eliminating boredom. So, setting up a way that your employees can remote into their computer from home helpsyou both.

We’ve compiled a free report to help you address some of these issues. “The Ultimate Small Business Owner’s Guide To Setting Up A ‘Work From Home’ Or Remote Network Access System” includes all of the information you need to set up a work from home program that is both useful for employees, and safe for your business.

For a free copy of this report, call the office at (734) 457-5000, or email “info@expertsmi.com.”

 

Track Flu Trends On Google

Google Flu Trends provides near real-time estimates of flu activity for a number of countries and regions around the world based on aggregated search queries. Some of these estimates have been validated through comparison with official historic influenza data from the relevant country or region. Countries with estimates that have not been validated are labeled as experimental. www.google.org/flutrends

Internet Monitoring Software Can Boost Office Productivity

It goes without saying the Internet is a very useful tool that most of us use on a daily basis at work. I have a number of clients who have software applications that are web based and require all employees to have web browsers open and active all day long.

The Internet can be a very useful place. It gives you the ability to find just about anything you could ask for. It can also lead to distractions and temptations. Say you want to check the final score of the game you were watching last night.

One click of the mouse and you can have all the latest sports scores and stories. Worse yet, the IM chatting (instant messaging) and Facebook browsing can fill your day as opposed to the work you are getting paid to do.

As a result, there are software packages available that can monitor and report what someone has been looking at, or looking for, on the Internet.

More and more companies are concerned about what their employees use the Internet for, and more importantly, what they are doing while they are “on the clock”.

These software packages, such as Spectorsoft, can be loaded onall computers on a network, and gives  business owners the ability to record emails, chats, IMs, websites, web searches, programs run, keystrokes typed, files transferred, screen snapshots.

Literally everything that is done on that computer can be reviewed at a moment’s notice at anytime.

Some may think that this is an invasion of privacy, but please keep in mind: Private things are best left at home.

Websites such as Facebook and MySpace can be wrought with viruses and can cause a problem on a company’s network.

I’ve used these types of monitoring programs to review screenshots once a problem has occurred to determine the cause of the problem, and see exactly what the user was doing when the infection occurred. Beyond reporting, these software packages retain the user-level investigative tools that a lot of clients have grown to rely on.

If you detect a problem or suspect a specific employee is the main culprit of abuse, you can dig deeper and review every detail of the computer and Internet activity to gather the evidence you need.

The level of detail is so precise that you can see what an employee does each and every second, and even include screen shots of the activity whenever the employee is on a certain website, or logged into a certain chat program.

Not only can you record and monitor Internet activity, record instant message chats, and websites visited, but you can also block porn, other adult content or other web sites that aren’t work related.

Legally speaking, to install monitoring software on a computer, you have to meet one of two requirements: You have to own the computer, or you have to notify all users that they’re being monitored.

If you feel you need to deploy such a tool on your network, do not hesitate to call Tech Experts, and we can recommend the right software package for you.