backups

The Three Scariest Threats To Small Business Networks

October 27, 2015

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

While spam, pop-ups, and hackers are a real threat to any small business network, there are three security measures that you should be focusing on first before you do anything else.

Worry About E-mail Attachments, Not Spam
Sure, spam is annoying and wastes your time, but the real danger with spam is in the attachments.

Viruses and worms are malicious programs that are spread primarily through cleverly disguised attachments to messages that trick you (or your employees) into opening them.

Another huge threat is phishing e-mails that trick the user by appearing to be legitimate e-mails from your bank, eBay, or other financial accounts.

Here are three things you must have in place to avoid this nightmare: [Read more…] about The Three Scariest Threats To Small Business Networks

IT Consultations: Trust In Those That Know

September 23, 2015

Scott Blake is a Senior Network Engineer with Tech Experts.

It seems that these days anyone can read an article or watch a video online and consider themselves an expert in one way or another, but when it comes to upgrading or making changes to your business infrastructure, is it wise to take and follow the advice of someone that has no hands-on or working knowledge of the IT industry or your business?

Ask yourself this: if your car needed repairs, would you take it to a lawyer or a mechanic?

Instantly, you answer “the mechanic” because the mechanic works on cars.

So in comparison, should you follow the advice of a visiting client, sales rep, or friend of an employee?

No, because none of these people know the intricacies of your business IT needs and functionality.

Will they know to check with your software vendors to verify compatibility with a new operating system?

If the plan calls for upgrading workstations and/or servers that are running outdated, unsupported operating systems, you need to check and make sure your existing software is supported on the new operating system.

Usually, accounting and office productivity software are the types most affected by changes in operating system platforms.

In some cases, a business may have spent large amounts of money to have specialized software written years ago, but unfortunately, it may not install or run on a modern operating system.

Will they know how to check and see if your internal network wiring needs to be upgraded?

If the plan calls to move your business phone system to a VOIP system, you need to make sure your existing network cabling will support it.

Cabling has categories and certain categories are more applicable to your needs than others.

Whoever is handling your IT needs to recognize what would be best and what wouldn’t work in your situation.

Keep in mind that when upgrading, you’re also future-proofing. It’s best to spend a little more on higher-quality equipment to extend the life of your upgrade.

Will they know how to calculate the amount of disk and cloud storage your business will require?

Electronic storage for your business is key. Knowing what needs to stay local and what needs to be stored in the cloud is paramount to your business’ success (and recovery, should there be a disaster).

The cost of secure cloud storage needs to be weighed against the cost of maintaining on-site local data storage. Localized storage will allow for faster access while in the building.

However, if your business has remote employees, cloud storage would be the optimal way to allow access to documents, applications, and software without having to support RDP or VPN connections into your network. This reduces the risk of outside intrusion.

Are they able to suggest the correct security devices and software for your business?

The security needs for every business are different. What works for Bob’s Golf Land may not be the best solution for your business.

A proper evaluation of your business network needs to be performed. Certain questions need to be asked and answered, such as “is a software-based firewall best for your business?” or “will you need dual WAN routers to allow for multiple ISP connections?”

If you have any doubt after considering these questions, you’ve got the wrong person for the job.

Seek out an experience and established IT professional and before making any changes, consult with them. Trust their advice. They will evaluate your business infrastructure and build a plan of action for successfully upgrading your business network and equipment.

Interested in a network evaluation or an infrastructure upgrade consultation? We can do those too… and we do it right! Contact us at Tech Experts — (734) 457-5000, or info@mytechexperts.com.

For Pete’s Sake, Back Up Your Data Folks!

July 27, 2015

I’ve been supporting small business computers and network systems for more than 25 years, and believe me when I say, the number one thing that still boggles my mind is the lack of sound backup systems and procedures.

It is a topic we cover a lot in our newsletters, and for good reason: Not a month goes by where we aren’t witness to some sort of catastrophic file loss or system/server failure.

If you’ve ever lost an hour of work on your PC because it locked up in the middle of writing a proposal, you know the grief it causes. Now imagine if you lost days or weeks of work – or imagine losing your client database, financial records, and all of the work files your company has ever produced or compiled.

Or what if a major storm, flood, or fire destroyed your office and all of your files? It’s raining as I write this, perhaps the twentieth day of rain in the last 30, and we’re under a flood watch yet again. [Read more…] about For Pete’s Sake, Back Up Your Data Folks!

Is My Business Data Safe in the Cloud?

January 20, 2015

One of the newest business technologies is “the cloud” that more and more people are using. It’s an elusive term that is difficult to pin down, and it is precisely that vagueness that inspires fear in those who are considering transferring sensitive business data to it.

The cloud, however, isn’t as mystifying as you may think, and, if you use an online data drive or social media, you are already using it. Simply put, the cloud consists of networks of servers worldwide that are capable of storing information.

The primary benefit of using the cloud for business is that it eliminates the cost and hassle of purchasing and maintaining a physical server. Also, employees don’t have to waste time downloading and running applications and programs when they can pluck what they need from the cloud and virtually put it back when they are done. While this all sounds well and good, the question remains, “Is business data safe in the cloud?”

The Human Factor In Network Security

December 12, 2014

As you’re aware, disaster can manifest in many forms. In the past, we have included articles about weather-related events and how to best prepare your business against disasters.

However, there is another type of disaster that’s unlike flooding or fires that can also have devastating effects on your business.

The Human Factor
When it comes to safeguarding your business both physically and virtually, you have the power and controls available to give the edge against company espionage, cyber-attacks, or absent-minded employees.

It comes down to three basic areas: Software, Hardware and People. Once you have a firm grasp and control over these areas, you will have reduced your risk level considerably.

Software
Make sure all of your company’s electronic devices – from company-owned smart phones, tablets, laptops, workstations and servers – are running anti-virus and have a firewall in place.

While some devices are easier to secure and manage than others, this is a critical area, so be sure to make the best attempt to cover all your devices.

Be certain that your data storage devices are running backups and the backups are indeed good. As an added form of protection, encrypt your data being stored, making sure you save the key offsite as well.

That way, if your data is comprised either through internal access or external, it will become very difficult to use the data that was stolen.

The size of your company and the amount of sensitive data you have will dictate the frequency of your backup schedule. Remember, it never hurts to be overprotective when it comes to your data.

Hardware
Have security/firewall devices in place. Make sure they are fully configured for your business and that the firmware is up to date.

A lot of security devices add increased measures through the firmware updates.

They often have the ability to fully lock down your internal network as well. Restrict Internet access to only websites necessary for your business operations.

If your business offers Wi-Fi access for either internal use or guest use, make sure that controls are in place to limit access to your company’s internal network. The best precaution is to place the guest Wi-Fi on a completely separate network.

While Exchange mail servers can increase overhead, they will also add a level of increased security to combat against viral infections being delivered via email and attachments.

I’m sure everyone is well aware of Crypto-Locker and its variants. The majority of Crypto-Locker infections were delivered through infected PDF files sent as attachments.

People
By nature, humans are (and will always be) the most random aspect to safeguard your business from. It is vital that you run full background checks on any employee that will be given access to sensitive data or hardware.

Restrict the use of portable media such as flash drives and external hard drives while employees are working on or in the server room. Some companies may go as far as banning all portable media devices entirely.

Be proactive in actively monitoring your employees and watch for any changes in behavior, appearance, attitude and tone of speech. These can all be signs something is wrong.

If you have questions or you’re looking for suggestions, call Tech Experts at 734-457-5000, or email us at info@mytechexperts.com.

(Image Source: iCLIPART)

Don’t Forget Your End-of-Year Data Backup

December 12, 2014

In a ritual akin to spring cleaning, computer users far and wide are backing up their data en masse. Although backing up your vital data is a wise idea to prevent the loss of important documents during crashes or even computer theft, it often goes undone.

By the end of the year, however, an amazing amount of data would have been stored which may slow computers’ performance. This is a silent reminder to clean out the cobwebs and back up the files you want to keep.

There are various ways to back up your data, and one is readily available right on your PC. Windows users can access backup tools by pressing the Start button, typing “backup” in the search area, then clicking “Backup and Restore.”

This allows users to back up files instantly. Similarly, Mac users can open the System Preferences menu and select Time Machine. It will promptly perform backup tasks with the selection of the appropriate disk to store the files.

However, the aforementioned tools on your PC or Mac, don’t address more complex situations where your computer may be completely damaged or lost.

Therefore, it is also advisable to back up important documents, such as financial records or critical documents or emails, on a separate device.

If you depend solely on your computer’s backup system, your backed up data is vulnerable to the same threats that can damage the whole computer.

There are various data storage solutions on the market. The more expensive ones offer extra features, but the main factor to consider is the data storage size that you will need to have on the device.

Alternatively, simply upload your most important data to cloud storage, which can also be automated for future backups.

Other computer users prefer to back up data on an external USB device and keep it in a safe place.

It would also be best to automate your backups based on a recurring schedule that takes into consideration the particular files/folders that change often and/or are the most critical and include them in the backup set.

If you require assistance in figuring out the most appropriate automated backup solution for your home or business, give us a call at (734) 457-5000 and one of our technicians will be glad to help.

When Nature Strikes Part 2 – Fire In The Sky

November 30, 2014

Fires in or around server rooms and data centers can ruin your data and put your business at risk. It’s a must to set up fire protocols when you build your room or building.

As I mentioned in Part One of “When Nature Strikes,” the two most important protocols to have in place for any “in case of…” are 1) Have a Plan and 2) Secure Your Data. When dealing with the possibility of fire destroying your server room or data center, you’ll want to make sure you also have Suppression, Containment and Insurance protocols in place as well.

Have a Plan
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, which will also help avoid fines, penalties or negative press associated with noncompliance.

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 that goes up in flames.

Secure Your Data
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 that is to keep copies of all your data, programs, bare metal backups and virtual machines in data centers in other states.

If you maintain data backups and business software on location, make sure you store them in a fire rated safe. Fire safes can be purchased anywhere from $100 to thousands of dollars for a fully-loaded safe.

Suppression
Fire suppression systems for server rooms and data centers are essential to the server room itself. A fire suppression system will automatically extinguish a fire without the need of human intervention.

Design standards for fire suppression systems for server rooms and data centers are carried out with strict guidelines as the fire suppression agents used can be dangerous if not designed correctly. Fires within these types of environments are suppressed in two different ways.

Reduce Oxygen – This method uses argon, nitrogen and sometimes carbon monoxide to displace the oxygen in the room. The objective of this method is to reduce the oxygen level to below 15% in the room. By reducing oxygen to this level, it will suppress the fire.

Chemical and Synthetic – Most chemical and synthetic fire suppression agents have some form of a cooling mechanism. These systems use less gas and maintain a higher level of oxygen. However, high doses of any synthetic or chemical agent can be toxic, so making sure your design is correct is absolutely necessary. Synthetic fire suppression systems will deliver its payload within ten seconds.

Containment
A fire doesn’t have to be inside your data center to jeopardize IT equipment. Because radiant heat and smoke from fire in an adjacent room can be enough to damage sensitive network hardware, creating a protective barrier between your server room and the potential fire not only blocks indirect damage, but prevents flame spread as well.

Lightweight, flame-resistant ceramic panels can be used to build fire-safe archive rooms and data centers within larger, standard-construction buildings.

Insurance
Recovering from fire damage is 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.

Make sure you have all of your suppression and containment systems built and installed by certified professionals. Insurance companies will require this in order for you to acquire the policy and even collect on it.

No one wants to get burned after a fire. Again, make sure your company insurance is up to date and has the appropriate coverage needed to rebuild your business.

If you have questions or you’re looking for suggestions on prepping your business for recovery, not disaster, call Tech Experts at (734) 457-5000.

(Image Source: iCLIPART)

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

October 31, 2014

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.

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)

Spring Cleaning Tips for Your Home and Office Computers

May 30, 2014

Spring is a good time to get some cleaning done in your home as well as your office. Here are few tasks and tips you should check off your list, if you own a small business or if you simply are a computer user:

Back up your files
You should make it a routine and regularly back up your important files to the cloud or into an external hard drive. Delete old unnecessary emails and archive important ones. This will make it easier to locate specific email chains and will open up the storage space in your computer.

Update your security settings
You may assume that your home or small business or PC is too small a target for hackers, but that is simply not the case.
Internet security statistics show that hackers are targeting businesses with fewer than 250 employees due to the fact that it’s generally easier to hack into small businesses and home users.

As a rule, assume that any valuable information you have is at risk, and ensure you install the latest security patches and updates whenever they become available.

Take advantage of mobile technology
Research indicates that small businesses that do not accept mobile payments could be losing up to 1 trillion dollars annually. Many small business owners realize the potential of mobile technology, but 91% of them still don’t have mobile-optimized websites. If your business is not yet mobile friendly, it is important to start thinking about upgrading your services.

Go paperless
Going paperless will significantly reduce paper clutter and will minimize the time needed for spring cleaning. There are many affordable solutions you could adopt which allow you to maintain and organize critical business documents.

Manual clean-up
Your hardware and peripherals also need to be cleaned, so take some time to clean your keyboards, screen monitors and to check the batteries in your mouse or wireless keyboards. Also, remember to clean your printer and check whether or not you have installed all the required updates from the manufacturer and that all its parts work seamlessly.

(Image Source: iCLIPART)

Severe Weather Is Just Around The Corner… Be Prepared

March 18, 2014

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

March is National Severe Weather Preparedness month, and we’re still shaking off severe winter storms.Tornado season is right around the corner, so it’s important to assess your company’s backup systems.

Disasters put all business data at risk and that’s why so many businesses take steps to protect their systems. But there are still risks that they may miss.

One of the best ways to make sure your network is properly protected is to learn from the mistakes other companies. Here are four key things that virtually guarantee it will be impossible for your business to recover from a catastrophic hardware failure or natural disaster.

Not backing up data
It may seem like common sense when preparing for a disaster or developing a continuity plan that you should back up your data. However, a study from Symantec found that only half of businesses back up more than 60% of their data.

Other businesses don’t back up data or only back up certain systems. This means that if these businesses are faced with a disaster, they could lose up to 40% of their data. Some businesses could lose all of it.

Many experts suggest that businesses not only back up their data, but take more of an all-or-nothing approach. All data should be backed up so that should a disaster happen you can guarantee that nothing will be lost.

Failing to protect off site data
Business is becoming increasingly spread out, with many employees working from outside of the office, or on their own systems. People who telecommute or use their own systems usually store important data on their local machines.

When a company goes to protect or back up their data, some may forget to back up data on machines outside of the company premises.

What’s more, some industries have regulations stating that you must back up data from all end-points (e.g., computers and devices) regardless of their location. So, when you are backing up data, be sure that you also back up data on systems that aren’t in the office.

Not backing up data consistently
The data in your business is always evolving and growing. Therefore, you need to ensure that it is backed up regularly. Because backups take time, there is a higher chance for them to fail. If you only back up once a year without checking, and disaster strikes, you could find that your data is incomplete, inaccessible or out of date. This may make any recovered data essentially useless.

The question is, how often should you back up your data? For most small businesses, a full backup at least once a week is suggested. If you work with client data on a regular basis or in a regulated industry, daily backups would likely be the best plan.

Using outdated backup methods
Just because you back up your data doesn’t mean it will always be available, especially if you use older backup methods such as data tapes or disks. These physical backups can be lost or even destroyed in a disaster and possibly even stolen. You may want to employ a more modern data backup solution that is more reliable, such as our Experts Total Backup cloud backup system.

That being said, you don’t have to give up older methods as these can come in handy, especially if you are going to be operating without the Internet for an extended period of time. By employing more than one solution, you can cover all bases while ensuring that data is largely backed up and available.

If you are looking to learn more about how you can protect your data, please contact us today to see how our systems and solutions can help.

(Image Source: iCLIPART)

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