Category Archives: cloud computing

backup, business computing, cloud computing, Data Protection, IT Security, mobility, remote access

Safeguarding Your Laptop

In today’s fast paced world, business is always on the move. If you are like many businesses today, this means more than just some glossy metaphor. With lighter, more powerful laptops, your office can travel with you. You don’t have to be out of touch with your critical information simply because you’re “on the road”. With cloud computing and virtual desktops, every aspect of your business can be available to you at the tips of your fingers.

But what happens when you lose the ability to use that laptop? What happens when you have information stored on your laptop that you just can’t afford to lose? Perhaps it’s that latest details of your next major project or the start of a presentation you’re planning on delivering. Perhaps it’s a copy of an agreement or revision notes you’ve taken while you were speaking with a client. Can you afford to lose that work?

As we’ve discussed before, information is one of the most valuable assets of your business. Losing it can cost you and your business a lot.

There are many ways you could lose your laptop, including but not limited to:

  • theft
  • hardware failure
  • damage or dropping your device
  • hard drive corruption

Is the information on your laptop safe from these situations?

According to FBI’s Computer Crime Survey, the estimated cost of computer security incidents is $67.2 billion annually. And based on a recent study by Ponemon Institute, organizations lose up to $7.2 million each data breach and an average of $49,246 of data per lost laptop.

If you are concerned at all, consider the StaySafe Protection program. The Protection program is the newest member of our StaySafe suite of services all designed to help keep your most valuable asset, your data, safe. What makes StaySafe Protection unique is that is has a laptop specific component, Mobile Vault, designed for the “on-the-go” business person.  Mobile Vault provides your laptop will receive industry leading business-class backup service, fully encrypted data transfers, IP tracing and remote data removal. Compare this with traditional backup strategies.

Traditional Backup Plans StaySafe Protection Mobile Vault
Business-class backup of data ✓ ✓
AES 256-bit encryption of data ? ✓
Load balance/silent data transfer ? ✓
IP Tracing of devices ✓
Remote data destruction ✓

Business-class backup of data

Let’s face it, not all backups are created equal. Business-class backup comes with a level of integrity that you can’t get from at home versions of backup. Business-class backup includes:

  • redundant systems to ensure optimal uptimes
  • professional level software enabling greater level of control over data
  • ability to apply policies and create procedures the increase compliance of data

AES 256-bit encryption of data

One of the greatest dangers of working with data over the Internet these days is the fear the information can be stolen. Without proper encryption, your business intelligence and competitive advantage is just floating out there for someone to pick up and steal. AES 256-bit encryption is the latest and greatest in industry techniques.

Load balancing and silent transfer of data

Most traditional backup plans will require you set a time to “run” the backup. It utilizes all of your system’s resources to upload the computer’s information into a remote location. This process can take hours to complete and tie up critical systems, slowing down the internet and any other operations on that system. As such, most businesses schedule traditional backup plans to run late at night, when they expect low traffic on their network.

But with remote systems, you can’t always predict when you’ll be hooked up to the internet and available to do this backup. Under the traditional backup plans, that could mean your computer will miss these critical backups. Or worse, your already slow remote connection will move even slower because you’re trying to share the bandwidth with your backup process. Many times, you’re not connected to these remote internet services long enough to truly perform a full backup, thus potentially corrupting your backups and losing your critical data.

Under Mobile Vault, the service is intelligent enough to perform data transfer in increments, transferring small packets so it not only using less bandwidth but can optimize on your limited remote access. If you lose connection to the internet, it will simply resume where it left off and thus prevent data corruption.

IP Tracing and Remote data destruction

One of the scariest things that can happen to any business person is losing their laptop. Not only is it a physical asset loss, it could also mean the loss of critical information and compromise of the business. With Mobile Vault, businesses are now able to track and remove critical information even if the computer is physically lost.

Using the administrative interface, Mobile Vault can put a listener out on the Internet. As soon as the computer tries to connect to the internet again (which is a standard process triggered when most computers turn on), the system will retrieve the location of the computer via IP address. From here, the lost device can be located and any critical information removed remotely from the system.

Interested to learn more about what StaySafe Protection or any services under the StaySafe line can offer your computer? Just give us a call or email today. We’d be happy to assist you further and help evaluate if this service is right for your business.

business computing, cloud computing, IT Security, remote access

Location Matters Even in the Cloud

The idea of going to a Cloud system (aka remote computing) for businesses can either be scary, exhilarating or a mix of both. If you’re moving your business to a clouded solution, there are many things to consider to make sure your most valuable business asset, your data, is safeguarded.

With that in mind, one of the most overlooked but critical criteria that business owners review when considering a clouded solution is the data location.

Here at Solve-IT.ca, we ran into just such a situation while working with a client.

What is Data Location?

When we speak of data location, we’re now moving out of the “cloud” world and into the real world.  We’re talking about the actual physical location where the servers that hold your data sit.  When you deal with a virtual environment, your data could sit literally anywhere in the world.  With most clouded servers you buy these days, that data will probably sit to the south of us in the United States.

Why does physical location matter?

Because most of these remote servers actually sit in the US, we have a unique situation here in Canada that our southern counterparts don’t necessarily consider.  Whenever we store data in a virtual environment where the physical server is located in the US, we are sending our data out of the country.  Depending on the type of data and level of privacy it falls under, legally, the information should not cross the border without the person’s consent.

Furthermore, because the server resides in a different city, province, and country, the data falls under the jurisdiction of the local municipality of that server.  Thus, if there are additional rules or regulations that are applied at the local level, the data must comply with those standards as well.

To further make the situation difficult, Internet laws are becoming more complicated because data actually can pass through multiple countries and locations as it “jumps” from server to server to its final location. Certain countries are putting in regulations that govern data that passes through their countries.  For instance, Canada will be implementing CASL (Canadian Anti-Spam Legislation), which governs the use of certain personal data for business anywhere online.

The Situation

We were approached from a client to resolve this very complicated situation.  Because this client retained medical information which needs to stay within this country, we had to investigate solutions from a higher level of consideration.

We worked with many companies and server solutions, questioning them on their server location, backup locations, mirrors and safeguards such as firewalls that they had in place. Using our understanding of remote desktop support and ability to delve deeper into the technical details of the provider’s systems, we found a provider that meets all security requirements AND all their servers are located in Canada.

Conclusion

In today’s technological world advances such as cloud computing are ideal for helping small businesses expand at a pace that is reasonable to them without a large initial investment.  Tackling cloud computing for business is different than simply utilizing iCloud or SkyDrive or the like for your personal needs.

When done correctly and with the right level of technical considerations, cloud computing can be the solution that propels your business to the next level.

Are you ready to take the next step?  Need help?  Give us a call here at Solve-IT.ca and let our experts assist you in picking the right solution to fit your business and industry needs.

backup, business computing, cloud computing, Data Protection

Get Your Data in Order

In today’s business world, information is your most precious commodity.  Data you keep on your computers can make or break your company.  That is why it is so critical to safeguard the data you store on your network.

There are many solutions these days for you to consider such as remote and local backup systems, ghosting, cloud storage.  Before you can consider any of these options, you really need to take a moment and consider the most critical non-technical decision you will need to make:

How is my data organized?

Organizing your data on your computer is about having a system and sticking to it.  It is the filing system of today and should be taken with as much integrity and seriousness as maintaining critical business records in any other form.

When we talk about data organization on the computer, obviously we’re talking about files.  All too often, I find people putting files everywhere, mixing types and using names that aren’t Windows friendly.  These all lead to complications down the line, difficulty in backing up and recovery, and increased storage costs.

The best organized data has the following characteristics:

  • Information is easy to identify and locate
  • Files are all consolidated into one main area/folder
  • Different types of files are separated where appropriate
  • Files names do not exceed 256 characters (this includes the folder tree and filename itself)

Information is easy to identify and locate

The best test for a good system is when you’re out of the office and you need to send someone instructions on how to find the files to a particular project.  If you can direct someone to locate the necessary file within a sentence or two, your structure is probably good.  If you have to hunt and peck, trying to pick different folders across the network, then you may want to consider spending some time in harmonizing your file structure.

Consolidate files into one folder

Often, people are in a rush and decide to put something up on their desktop so they can access it quickly.  This is fine for the one-off solution but if it’s a file that you need to retain, you should have a designated location for this file.  Having everything in one folder, such as “My Documents”, makes it easier to locate and easier to establish a backup procedure.

Separate file types

In some businesses, projects are run with a large number of different types of files, such as music, video, and images.  These types of files tend to be very large and can be costly in terms of storage and backup.  But if you can isolate them to specific folders, it becomes easier to identify these files and isolate them for different, less expensive forms of backup.

The other key is to separate personal files from business files.  Many people maintain personal data, such as iPod music, downloaded pictures, and personal documents.  While these may be important to the individual, they have no place on your business’ network.  If they are mixed in with business data, you’ll be wasting backup space to these “other” types of information.

Smart file names

When Microsoft allowed the use of long file names they created an annoying “Catch 22”. This was a great boost for many companies who wanted a more descriptive file name.  Unfortunately, one item that many businesses are not aware of is that most backup applications (and other operational programs) don’t like these logical file names.  They end up truncating the filesnames and folder paths making it a challenge to restore.  Best case, they cause you to have to restart the application. In the worst case scenario, they can corrupt your information, making it unreadable and unrecoverable by any program.

Rather than trying to fit everything in the file name, use detailed file structures.  If you’re working in Microsoft Office, you can also use file attributes such as title or subject instead to extend the information you have on the document.

Choosing a good file structure before you move on to implementing a backup solution will save your company a great deal of time and money.

cloud computing

Do you fear the Cloud?

Whenever I speak to people about the Cloud, I get mixed reactions that border anywhere from fear to skepticism.  If you’re one of those people, rest assured that:  a) you’re not alone  and b) it’s not as scary as it seems.

First, let’s get through the basics.

What is the Cloud?

Simply put:  it’s the marketer’s way of explaining virtualization.

There are a few more bells and whistles but essentially it is making whatever component “virtual”.  It means you don’t have to have physical devices located around your office to hold information.  In most cases, it means you won’t have to maintain licensing or worry about upgrades as the “Cloud” will take care of that.

Is there just one Cloud?

Like its namesake, there are many clouds that exist out there and, likewise, they can overlap and integrate with one another.

The term “Cloud” is like calling a car ” an automatic”.    Is there just one type of automatic car out there?  No.    Look at all the dealerships who have various brands, makes and models.    They’re different but they all operate under the same generic principles.

So too with the Cloud.  There are many out there from a variety of sources.  Some are big, some are small.  Some offer certain features that others may not have.  What you use is dependent upon what you need.

Is the Cloud dangerous?

It can be.  Whenever you expose your data or information outside there are risks involved.  Equally, there are risks to keeping your data within your walls too.  Fire, theft, or any number of hardware failures can cost you valuable information on your business.

The best way to proceed is to review the systems you have and provide a proactive plan which ensures critical information and processes, like email and financial data, are properly secured.

What can go into the Cloud?

These days just about anything.  You can set up Cloud for:

  • Email
  • archiving and backup
  • collaboration tools (like Sharepoint)
  • communication devices (like Windows Communicator or WebEX)
  • Microsoft Office programs
  • accounting systems

…just to name a few…

The only things that generally can’t go on the Cloud are physical products like machines or things your business creates.   The trick behind getting on the Cloud is knowing the technology and understanding your business.  Some items make more sense to place on the Cloud than others.  Depending on a number of factors such as the size of the organization, usage, performance, etc., certain Cloud solutions may work better for you than others.   The only way to really find out what you need to place on the Cloud is to speak with your IT professional who understands both your business and the technology out there.

If you need assistance, please contact our Cloud specialist  at Solve-IT.ca.  We service businesses in Southeastern Ontario for all their computer and technology needs.

cloud computing

Should you virtualize your business

Virtualization seems to be the latest trend for business (and personal) these days. Everywhere you turn, people are talking about the “cloud” and utilizing their “online services”. But how realistic is this move for businesses? And is this just a passing fad?

First off, let’s be clear the concept of virtualization for computers isn’t as new as Microsoft or other big contenders would have you believe. In fact, the original computing world was completely “virtual”. Back then, we called them mainframes. All data and applications were in a central location; the only thing the user had was a terminal in which to log into the main servers.

Mainframes were powerful but the architecture had quite a few drawbacks. Limitations, such as capacity of simultaneous users and distance from the mainframe servers, directed companies more towards personal computers and stand-alone devices.

The idea of virtualization has risen again because of many advancements which makes the concept and technology far more accessible. In today’s world, virtualization refers to a diverse array of solutions and possibilities. Understanding the differences and possibilities are key to gaining the benefit of the technology.

Small companies (< 50 desktops)

Smaller companies can see real cost benefits from virtualizing their support or auxiliary systems. When we speak about virtualization for smaller businesses, we are talking primarily about utilizing the services of another company to eliminate the need of locally maintaining hardware and software.

Example: A mid-sized manufacturing company with roughly 15 employees was getting bombarded with spam in their email box. The spam was causing important emails from clients to be delayed and even rejected.

The cost for purchasing a local spam filtering software was a flat server rate plus individual cost per user. Divided across 15 boxes, it worked out to over $200/year/user.
Solve-IT.ca recommended they move to a virtualized spam filter, where they were able to reduce the cost of spam filtering to just a few dollars a month per user, or < $100/year/user. There was no compromise in service and in fact they gained message queuing, mail archiving and the ability to reply to emails in the queue in the event of a server outage.

Larger companies (> 50 desktops)

In larger companies, they can benefit from the same shared services as small businesses. But there are other opportunities available, such as Hyper-V, a Microsoft technology which allows for a single server to act like multiple.

Example: A large pharmaceutical company had at one time maintained close to 27 servers to store all their critical clinical trials data. This large number of servers was starting to impede the space allotted for computers and thus the ability for the company to continue to grow.

Rather than simply place more servers into the room, Solve-IT.ca worked out a new architecture for the environment that reduced the 27 servers down to 7 and allowed for additional growth within the existing environment. In addition to saving floor space, this allowed the company to retire the other 20 servers and save on maintenance time, reduce their carbon footprint and experience a utilities cost saving.

So what’s the right virtualization solution?

Virtualizing a company’s IT has to be done with a lot of care and forethought. Without the proper planning, critical systems can go down and data can be lost.

It is also not a “one-size-fits-all” environment. The solution has to fit with the company’s needs. For instance, a lawyer firm Solve-IT.ca recently worked with had legal requirements to maintain all data within Canada. Thus, it was critical for us to work with them and find the right solution to meet their needs and not compromise their data.

Are you interested in virtualizing your environment? Curious what options may be available to you?

Give us a call and book some Discovery time with Solve-IT.ca. We’ll be able to review your existing setup and provide our assessment on what architecture would make the most sense for your business.

cloud computing

Office 365: Does it matter for Niagara, St. Catharine’s or Hamilton business?

Microsoft officially releases their Office 365 in Public Beta. The United States and 37 other global regions open to the public beta of Microsoft’s new cloud service for Office, email and sharing.

Why should your Ontario business care? In a recently published news release Microsoft announced the public beta of their much-anticipated next version of their cloud computing service. Office 365 takes many of the applications used in business today and moves them to the cloud. Word, Excel and PowerPoint now run Online. BlackBerry, iPhone and other smart phone service run int the cloud and email, telephone and data sharing is now online.

This is nothing new for Microsoft. The cloud has been a Microsoft vision for the past 5 years. Starting with Kevin Turner (COO Microsoft) announcing Software + Services. Microsoft Live for consumers and Business Productivity Online Suite (BPOS) which is being retired and replaced with Office 365.

Office 365 is a direct answer to customer demand for affordable and pay per use type of service. In addition to increased pressure from Google and their enterprise application plus a wrath of other smaller companies who are also moving into this cloud services space.

But, what really matters to your Niagara Region business? We recently stumbled upon the Microsoft news release announcing Office 365 in public beta.

Office 365, Microsoft’s answer to Google Apps for Business, just became available to the public for beta testing. With this move, Redmond comes closer to delivering a package of tools to companies seeking e-mail, word processing, Web-based meetings, and scores of other services that work on PCs and mobile devices alike.

But wait a minute, wasn’t Google Apps Google’s answer to Microsoft’s dominance in the productivity space? After all, Microsoft has held a steady lead in such desktop software for decades. It wasn’t until 2006 that Google released Docs, a bare-bones online word processor formerly known as Writely. Docs still barely scratches the surface of the features found in Microsoft Word.

That’s all true, but Google offered collaboration as a killer feature while Microsoft dragged its heels in migrating Office to the cloud. Office Web Apps–online counterparts to Word, Excel, and PowerPoint–didn’t reach the masses until nearly a year ago.

Users of the free Google Docs only need to press the Share button to invite anybody to a document and watch each others’ edits happen live. People who didn’t “get” what Microsoft SharePoint does, or didn’t want to pay for a corporate account, could tinker with collaboration instantly in Google Docs. That kind of lightbulb moment radically shifted the way many people work.

Why These Services Matter

The cloud–just another buzzword for anything stored online–is where the future of productivity lives, after all. More and more workers take their work away from their desks onto mobile devices, and bring their own smartphones and tablets to work.

Office 365 and Google Apps for Business promise to manage the nitty-gritty, back-end tasks that many businesses pay IT staff to handle. Their cloud services can free a company to get things done without a tech whiz.

There are potentially big savings in migrating tools to the cloud. Online meetings reduce the need for business travel, and Web and mobile apps enable workers across oceans to work on the same page, literally, at the same moment. Plus, outfitting employees with software that works in a Web browser means there’s little need to install local applications, then manage updates and patches. You may not even need to equip workers with computers–or outfit headquarters with a server room and IT staff.

What’s Inside

Office 365 combines online editions of Word, Excel, PowerPoint, and OneNote, with Exchange for mobile calendar and e-mail access. There’s also SharePoint for an intranet and shared documents; and Lync for IM, online meetings, and audio and video calls. An extra fee covers Microsoft Office Professional Plus software, including Outlook for e-mail and calendars. Read more about what’s inside Office 365 here, and tour its tools for end users and business managers.

Solve-IT specializes in helping Ontario business understand technology and which IT solutions work best. As a trusted Hamilton IT support firm we work with large and small businesses to help them maximize the use of IT. Allow us to help you understand which cloud service is best for your business, it starts with a phone call to our office and ask to speak with Brett directly about any questions you have about the cloud and cloud services in your Ontario business.