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Why You Need A File Server Right Now

If you’re the owner or manager of a small- or medium-sized business that still uses peer-to-peer networking, it’s time to consider upgrading your network by installing a dedicated business server.

Due to recent technology advances, particularly the availability of Microsoft Small Business Server and Windows Sharepoint Portal Services, the pros definitely outweigh the cons. In fact, the upgrade may result in some benefits you hadn’t counted on.

How do you know when it’s time to upgrade to a server-based network? Here’s a simple checklist you can use to assess your needs, followed by a more detailed discussion.

It might be time to upgrade if:

  • Your staff is moving to laptop PCs.
  • Your staff is specializing and you need to start to segregate data.
  • You want critical data backed up securely and automatically.
  • Your office needs to use collaboration software, such as shared calendars.
  • Your staff requires remote access to shared data
  • Moving to Laptops

One characteristic of a peer-to-peer network is that individual member PCs share resources, such as files, printers, and fax modems, with each other.

Unfortunately, several recent technology trends are making peer-to-peer networks difficult to use and manage.

For example, many of today’s knowledge workers are switching to highly mobile laptop computers which may or may not be in the office at any given time.

When a PC is disconnected from the network, its resources aren’t available other users in the office.

Data Segregation
One of the most compelling reasons to upgrade your basic network to a server-based configuration is data security.

Even small companies have a legal responsibility to protect payroll, human resources, and other sensitive information from misuse, but the file sharing schemes used in peer-to-peer networks don’t provide the high level of control offered by server operating systems.

Automatic, Secure Backups
Along with access, backup is also an important part of any data security scheme. Regular and dependable backups are difficult to manage when data is stored on multiple desktop PCs because even the most sophisticated backup software can’t back up a PC that’s been turned off.

Once you move your critical data to a file server, regular automated backups can be scheduled to take place during off hours. Since the office staff doesn’t typically have access to the server’s operating system, it’s unlikely that anything will “interfere” with backup, and even if the network is down, a file server can faithfully back itself up to tape as long as it has power.

Collaboration
Although shared calendars and other collaboration tools are available from a number of Internet-based sources (Yahoo, Google, and others), your data is much more secure when it’s stored on your own file server.

You’ll also find that the selection of privately hosted collaboration software is broader and the applications are more customizable than those apps available online.

Remote Access
The increased use of laptop computers mentioned above eventually results in the need for remote access to company data. While this can be accomplished with products such as Symantec’s pcAnywhere, Citrix’s GoToMyPC, and even Windows XP’s built-in Remote Desktop Connection, secure remote access is built into most file server operating systems and remote users are subject to the same access restrictions and privileges as locally connected users.

In the past, one of the main deterrents to server-based networking has been the complexity of server operating systems, but this is rapidly changing. Once installed and properly configured, Windows Small Business Server (SBS) 2003 requires about the same day-to-day technical expertise as Windows XP or Windows Vista.

And later this year Microsoft will release a “server appliance” product called Windows Home Server (WHS) that will provide many file server features with almost no human interaction. In fact, the device won’t even require a keyboard, mouse, or monitor — just plug it in and you’ll have an instant file server!

Another traditional objection has been the cost of dedicated file servers, which often out-weighed the budget – and the benefits for many small offices. Fortunately, technology advances are making low-cost, easy-to-operate servers available to offices that wouldn’t have considered them just a few months ago. Server equipment from IBM and HP, combined with Microsoft’s Small Business Server software, is now more affordable than ever for small companies.

In summary, if you’re still using a basic peer to peer network, you’ve probably outgrown it! Consider adding a dedicated file server to your suite of office tools to improve data access, security, and usability.

Detect Hard Disk Failure Before It Happens

Roughly 60% of all disk drive failures are mechanical in nature – from spindle-bearing wear to read/write heads banging into delicate disk platters – and now technology built into the drives can report anticipated and specific failures to give you a chance to rectify the situation, hopefully before it is too late to retrieve your data.

In addition to monitoring a variety of parameters related to mechanical events (disk platter RPM, time to spin up, motor current, head seek failures, and sudden shock to the drive chassis), S.M.A.R.T. (Self-Monitoring, Analysis, and Reporting Technology) can report read and write retry attempts necessary due to defective areas on the disk or head failure or drive temperature.

Many S.M.A.R.T.-enabled drives can also report how many times they have been turned on and off and the number of hours the drive has been on.

If S.M.A.R.T. is enabled in your system BIOS, the BIOS will check and report any early or permanent signs of disk failure. You can also monitor your drive’s condition with a S.M.A.R.T.-aware disk monitoring program.

To view all available S.M.A.R.T. information about your drive, try the free DiskCheck utility from http://www.passmark.com/products/diskcheckup.htm.

DiskCheck is a nonresident utility that will show you exact drive information and all of the supported S.M.A.R.T. statuses from your drive.

There’s also Ariolic Software’s ActiveSMART (http://www.ariolic.com/activesmart/) resident monitoring tool, which provides a wealth of detail on drive status and notification of potential failures.

If you get a S.M.A.R.T. warning about a drive failing, back up your data immediately and replace the drive.

A failing disk drive is no fun. A failed disk drive is even less so. In working with our clients, we’ve encountered a lot of grieving “Have I lost all of my data?” looks from end users.

It is indeed a sad time. Many times, clients don’t “get religion” about data backup until something catastrophic like this occurs.

A plethora of disk drive repair and data recovery tools are available to help recover your data. But, the single most effective way to ensure you won’t lose your data in the event of a hardware problem is to make regular backups!

We’ve long since given up on the pedestrian Norton Utilities like Norton Disk Doctor because it does not do enough to spend the time running it, especially for those really cranky lost partitions, erratic mechanical problems inside the drive, and when S.M.A.R.T. says the drive is bad or going to be bad soon.

When it’s time to recover partitions and data we unlock our arsenal of serious disk recovery tools, which are:

  • Steve Gibson’s SpinRite 6.0 (www.spinrite.com) for finding and fixing or moving bad data blocks on FAT, NTFS, Linux, Novell, Macintosh, and even TiVo volumes.
  • Ontrack’s Easy Data Recovery (www.ontrack.com) for digging deep inside a drive and extracting recovered data to other media.
  • Symantec’s GHOST (www.symantec.com) to “peel” data off a bad drive to a disk image for replacement onto another drive, or to extract individual datafiles with Ghost Explorer.

And, if our internal data recovery efforts fail, we always have the option  of sending a drive out to a special data recovery service, such as Ontrack (www.ontrack.com) or Action Front (www.actionfront.com).

These services are typically very expensive – sometimes $1000 or more – but if it is the only option to recover your data, other than re-keying everything, it may well be worth the cost.

Just remember – regular, monitored backups are your best defense against hardware failure and data loss.

Should You Be Concerned About Internet Cookies That Give Advertisers Unauthorized Access To Your Computer?

With the endless number of online hoaxes, viruses, phishing scams, and other threats, many people are suspicious of any online program that shares their personal information with the rest of the world – and rightfully so.

However, cookies aren’t always the menacing tools of surveillance many people believe them to be, and in most cases, they do more good than evil.

Unlike viruses and spyware, cookies are not programs that allow unauthorized access to your computer. Rather, they are simple text files that, on their own, can’t do much of anything.

Most cookies are designed to enhance web browsing. On a shopping site, for example, they can store a list of items you’ve selected to buy as you browse through an online catalog. They can also remember your web browsing preferences whenever you visit a particular site.

Most web browsers allow cookies to be read only by the web site to which they belong. This prevents other sites from tracking your online activities. However, some advertisers will put cookies on your computer as a way to recognize your computer at other web sites associated with that advertiser. These are called “third-party-cookies” and they allow advertisers to track your online activities across multiple and different sites.

These are the type of cookies that are good to block. Fortunately, blocking third-party cookies is easy. In Internet Explorer, click the “Tools” menu, and then choose “Internet Options.”

Then click the “Privacy” tab and then the “Advanced” button. Make sure the checkbox “Override automatic cookie handling” is checked. You’ll see options for first-party and third-party cookies. In the third-party cookie options, click “Block.” Then, click “Ok.”

Of course, you should always use a firewall, an up-to-date anti-virus program, and anti-spyware software to protect yourself from real online threats.

‘Surge’ In Hijacked PC Networks

The number of computers hijacked by malicious hackers to send out spam and viruses has grown almost 30% in the last year, according to a survey.

More than six million computers world wide are now part of a “bot network,” reported security firm Symantec.

Computer users typically do not know that their PC has been hijacked.

More than a third of all computer attacks in the second half of 2006 originated from PCs in the United States, the threat report said.

While the total number of bot-net PCs rose, the number of servers controlling them dropped by about 25% to 4,700, the twice-yearly report said.

Symantec researchers said the decrease showed that bot network owners were consolidating to expand their networks, creating a more centralised structure for launching attacks.

Ollie Whitehouse, senior consulting services director at Symantec, said: “This rise in the number of infected computers can certainly be attributed to the rise in the online population of countries like China and Spain, in Europe.”

Whitehouse continued: “There is almost an educational curve that the users and service providers have to go through. Unfortunately when certain countries go through rapid increases in connectivity and availability of technology that curve is not always kept up.”

Alfred Huger, vice president of Symantec Security Response, said online criminals appeared to be adopting more sophisticated means of “self-policing.”

He added: “They’re launching denial-of-service attacks on rivals’ servers and posting pictures online of competitors’ faces.”

Huger concluded: “It’s ruthless, highly organised and highly evolved.”

The best defense against attacks? Never click on an unknown link, regardless of who sent it, and always run up to date anti-virus and anti-spyware software.

Need a Large Monitor?

We have several large-sized CRT monitors, ranging from 19 to 21 inches, that came in from a client on a recent upgrade.

Normally, we dispose of old equipment for our clients by listing it on eBay.

Unfortunately, with the size and weight of these screens, it doesn’t make economic sense to try and ship them.

So, if you need a large sized screen, and would be interested in a “gently used” model, give us a call – we can make you a great deal!

Protect Your Computers From Spring Thunder

What’s the best way to keep your computer safe during a thunderstorm? Crawl under your desk and unplug it.

While not a particularly practical suggestion, unplugging your PC from AC power, a telephone line if  you use a modem, and your network will protect it from surges and power problems.

A more practical solution would be to use a power protection device, such as a true surge protector, or a business-grade battery backup system.

Computer damage from severe weather conditions is surprisingly a very common problem, despite warnings to installl power protection.

When power problems strike, they can cause permanent damage, to either your computer or your data.

To minimize the possibility of damage, install a true surge protector – not just a power strip. A true power strip will cost you in the neighborhood of $20 to $40, and most offer specific guarantees if your equipment is damaged after you properly install the power protection device.

Get a surge protector that also protects your network, phone lines or DSL connection. Some even offer a connection to provide surge protection on the cable line that services your cable modem. Remember, the more protection, the better.

Check your protection devices regularly. If you use  battery backup systems, use the testing feature at least quarterly to make sure your unit still functions properly.

Batteries in backup systems will typically last two or three years, unless your power environment is particularly troublesome.

Remember, too, that not all power problems result from electrical storms.

The every day variances in power quality – from smaller surges, sags, drops and brownouts – will also, over time, cause damage to your electronic equipment.

When  you invest in a high-quality surge protector, many of them will also compensate for these minor electrical fluctuations, protecting your equipment at its own expense. These are called line conditioning surge protectors.

Higher end line conditioning surge protectors will wear out and lose effectiveness after a few years, and should be replaced.

Defragging Your Hard Drive Can Make Your PC Run Fast

Defragging your hard drive is one of the most overlooked PC maintenance tasks, yet one of the simplest ways to keep your PC running fast.

When your files are organized, your hard drive has to work less to retrieve data, which speeds up the computer.

In Windows XP, open My Computer and right-click the hard drive, then click Properties and look under the Tools tab.

You will select the hard drive you want to defragment and click Analyze to see the state of the drive. The computer will take a moment to test the hard disk, then show you a graphical representation of the drive. Mostly blue bands indicate a healthy state on contiguous files.

Scattered red bands indicate fragmented files. If you have a lot of these, Windows will prompt you to defrag and you should accept when ready.

You’ll want to schedule your defrag, since you won’t be able to use the PC while this utility is running. Consider doing this when you leave the office for the day – it could take a few hours to complete depending on drive size.

If defragmenter produces errors, consider running defrag from within Safe Mode, where most services are stopped and nothing is using the drive.

How often you defrag the hard drive depends on your usage. If you constantly add and remove large files, you will need to do this often. If you do general PC work like checking Emails, working on spreadsheets, etc you will only need to perform this task about every two months.

Professional System Cleanings Are Essential To A Problem-Free Summer Computing Season

We spend a lot of time talking with clients, and writing in our newsletters, about the importance of keeping your systems clean from spyware, pop-ups and viruses. With the warm weather of summer approaching, it’s important to talk about physically cleaning your PCs.

The dirt, dust and debris that accumulate inside your computer’s case and power supply acts just like insulation, and can make your system run much hotter than it should.

As this extra heat builds up, it can cause erratic operation, lockups, random shutdowns, and in some cases, even data loss.

Tech Experts provides a comprehensive, professional system cleaning service that starts at just $59 per PC, with discounts available for multiple machines.

Our 15-point inspection program is designed to keep your equipment running smoothly, and to pinpoint potential problem areas before they turn into expensive repairs.

If you’re an adventurous sort, and would like to tackle this task yourself, here are some tips:

1) Compressed air is your friend – but make sure you get the “greenhouse gas friendly” canisters. If this is the first time you’ve cleaned your computer, and you’ve had it a while, you will probably need several cans.

Start by disconnecting all of your cables and power cord, and open the PC’s case and take it outside if there’s a lot of dust inside.

Give it a few quick blasts from the can, with the goal of getting all the dust bunnies out of the box. Avoid extended spraying, as the air that comes out of the can is quite cold, and can cause condensation to build up on the electronic parts if you hold the spray button down too long.

Use the nozzle straw attachment to get to hard to reach places like under the motherboard, between the cables, and through the internal air vents.

2) Now turn your attention to the rest of the computer. Particularly, dust out the fans and intake grills, paying special attention to the power supply. If you have a notebook, this is even more important, since these fans are especially prone to clogging.

3) Clean your keyboard, since you have the canned air handy. A few quick sprays will send whatever you’ve accumulated in the keyboard (hair, dust, crumbs, etc.) flying out. Next, you’ll want to clean the surface of the keyboard. Most are pretty tough, so any regular multi-purpose cleaner should work. We prefer to use glass cleaner, such as Windex. Be sure to spray the cleaner on a cloth, and not directly on the keyboard. Wipe the keyboard thoroughly, getting off any gunk or debris that is fixed to the keys.

4) You can use the same technique on your mouse, which you can clean on all sides, but pay special attention to the underside. Mice pick up a lot of junk on the bottom, so just scrape off anything that accumulated there. If you still are using a non-optical mouse (one with a little ball inside), pop the cover off, use a damp cloth to clean the rubber ball, and use a cotton swab dipped in alcohol to clean the rollers.

5) You can clean your screen just like you would a window, using any mild commercial glass cleaner. Again, be sure you spray the cleaner onto a cloth, and wipe with that, and do not spray the cleaner directly onto the screen.

Or, just give us a call at (734) 457-5000 and schedule our Spring PC Maintenance checkup.

This Isn’t Really Related To Computers, But Please Read It Anyway

An article a few months ago in Business 2.0 Magazine talked about how Wal-Mart was really pushing compact fluorescent (CF) light bulbs as a way to save energy.

If you’re not familiar with CF bulbs, you’ve probably seen them – they’re  funny looking, spiraled light bulbs.

Now, we’re automatically dubious of anything Wal-Mart might be promoting, but we went ahead and tried a few of these bulbs.

They take a little getting used to. For example, there’s sometimes a slight (1-2 second) delay when you flick the switch, as compared to regular bulbs, which start instantly.

If CF bulbs are cold, they may initially be dimmer than normal, and brighten up over 60 to 90 seconds.

The bulbs cost as much as five times the cost of a regular bulb. But, the electrical cost savings are pretty dramatic – they use about 80% less electricity than regular bulbs. Plus, they last almost 10 times as long as regular bulb. In the long run, they’re quite a money saver.

At home, we’ve replaced most of our regular light bulbs with CF bulbs, and have a notable, demonstrated drop of almost $25 per month on our electric bill.

Take a few minutes to Google “compact fluorescent” and check them out for yourself. You’ll be happy with the cost savings.

Speed Up Your PC By Limiting Startup Programs

Most versions of Windows use a utility called msconfig, which gives you the ability to control what programs automatically startup each time you boot your machine.

Some programs, like your software firewall and your antivirus, are essential startup programs because they protect your PC.  However, there are other programs that do not need to load, and preventing them from loading will speed up your boot time and save memory.

Aside from the msconfig utility, there are a couple of other ways to remove these startup programs.

If you look down by your system clock, you will likely see several  icons belonging to auto-run programs.

Try right-clicking some of them, and in their preferences menu you may find a way to disable them from loading at startup.  You can also check the startup folder, which is located by navigating through your Start menu, then Programs, then Startup.  Some of the programs here can simply be removed by deleting them. Deleting them will not delete the program itself.

You will need to make the decision what to remove using the techniques above.  If you are unsure, then leave it.  But minimizing the programs that hog system resources at boot  is a quick way to improve system performance.