Tag Archives: computing

The Nasty 5-letter Word

In the business world, the term “audit” is a nasty 5-letter word.  It often refers to financial auditing and is wrought with anxiety and countless lost hours of production.

Did you know that when it comes to technology, auditing can actually save you money and, in some cases, help you propel your business to the next level?

Not many people think about auditing their IT systems.  Computers tend to be a “put it in place and forget about it until it breaks” component of business.  The reality is you could be wasting a great deal of money by not regularly performing audits on your IT environment.

We equate this leakage to the same as a bad sealant on a window.  Sure, the window is in place and is functioning (for the most part).  On the surface, unless there’s a major crack, you don’t really see any issues but over time, you will notice your heating or cooling bills rise.  You may find water seeping in during bad storms and causing damage to the building structure.  Eventually it will cost you more to keep your current windows than to have them properly switched out and replaced.

So too is the slow leakage that comes with a business IT infrastructure that doesn’t have a proper monitoring and auditing system behind it.

The slow leak of your hard-earned profit…

As mentioned previously, it isn’t immediately apparent how you can lose money from an improperly maintained IT system but here are some common issues we run into that can easily be caught by a proper audit.

  • Outdated software that requires patches or upgrades
  • Equipment on the verge of failing and degrading in performance
  • Holes in your security that have allowed malicious software to enter
  • Loss of productivity from employees spending time on unauthorized websites
  • Missing or incorrect license keys which put your company at legal risk

Ignoring the issue…

Over time, the infrastructure can break down around you and suddenly you find yourself in an emergency situation.  Your hardware or software is failing.  You don’t know how or what to replace the equipment with.  You scramble to stop the incoming “seepage of water” that can cause permanent damage to the infrastructure of your business.

Audits to the rescue

Luckily, you can avoid a lot of this pain by having an IT audit performed.  Unlike its financial counterpart, IT audits can be relatively painless and cost you minimal time.

A well run audit

Obviously, there are many programs and people out there who claim they can perform IT audits.  If the audit is to be of value, it must contain some key points:

  • Inventory of all hardware and software connected to your IT system
  • Detailed listing of licenses for each critical application and serial numbers for hardware
  • Information around warranty status on each piece of hardware
  • Listing of firewall or security measures and ports open
  • Information on users and mail accounts (if hosted internally)
  • Information on server utilization and storage device space

How long does an audit take?

Normally, an initial audit should take no more than a couple of hours.  There is minimal involvement from your staff.  Rather, the IT technician should be able to perform the investigation with just access to your system.

How often should it be done?

The frequency of audits depends upon if you have another monitoring system in place to watch day-to-day activity.  With a monitoring system, you should only have to perform or update your audit when major system changes like across-the-board upgrades or new servers go into place.  Without a monitoring system to watch day-to-day traffic, you may want to consider a minimum of a yearly review of your systems to ensure all is still operating as expected.

Need help?

If you need more help or have further questions about IT audits, please don’t hesitate to give us a call here at Solve-IT.ca.  We’d be happy to answer your questions and work with you to provide you the best solutions to maximize your IT budget

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.

4 Considerations in Selecting Business Computer Systems

From time to time I get asked by people who don’t work regularly with me as to why I choose to deploy brands such as IBM and Lenovo. The price tags on these devices are often higher than some of their off-the-shelf counterparts. (Let’s not mention the bad 4-letter word please!)

I’m often surprised by this question because I don’t understand why anyone would want to go with something different for their business. Sure, in your personal life, you can get away with using just about anything. In fact, in my lifetime, I’ve built several thousand clone computers personally.

But as a business owner, I have to ask some critical questions that make my business decisions clear:

  • Do you care if your computers work every day?
  • Do you care about standardized platforms and reduced service costs?
  • Do you care how customer service treats you if something goes wrong?

As wonderful as computers are, the reality is there will always be situations where something can (and as Murphy states often does) go wrong. That’s where having a tried and true brand makes the difference.

Here are some of my real life examples of how these two particular brands made a real difference to my customers:

In-person and onsite support even on holidays

Anyone who knows me knows about the Christmas from hell. If you don’t, just ask me some time. Short story, even at Christmas Eve there was someone we could talk to from IBM who could assist us in bringing the system back. On top of that, they were willing to bring someone either that night or the next morning down from the main Toronto office to be onsite to resolve the issue.

Technical support that knows they don’t know everything

Another company, who I was not supporting at the time but had worked on the architecture of their environment, had a critical application go down because their current support decided to mess with the delicate setup in a vain attempt to optimize their environment. The end result is that the company called in IBM to get them back up and running. The IBM technician was told by this other support to basically wipe the whole server clean and rebuild the system from scratch. Having enough common sense, this technician was wise enough to stop and actually ask more questions. End result was the actual solution was a completely different problem and by not blindly following what he was told to do, he saved the company countless hours and service dollars to get the server data back.

Simple support at the convenience of the customer

A client of mine recently had a Lenovo laptop which had a video screen that started displaying a weird black band. With no fuss, I simply called technical support and reported the issue. Because the computer was a Lenovo T-series, it had a 3 year warranty upgraded to next business day onsite. The client was about to go on an extended business trip and Lenovo was willing to have the computer picked up and dropped off wherever was necessary for him. Fortunately, the issue wasn’t so critical that he had to have such an immediate response. But after he returned (nearly a month later) with the laptop, Lenovo still honored the claim and handled the laptop with ease.

Easy recovery and factory restore

Seems lately I’ve had the luck of dealing with several computer virus attacks. Many of them were on systems without a proper recovery media. A recovery media is important in ensuring the operating system (normally Windows), all drivers, and all default programs are restored properly onto the computer. In comparison, Lenovo offers the friendliest recover mechanism to ensure a clean restore to factory. This means less cost and less time until the computer is fully functioning again.

The above are extreme cases. It’s the hope that you never run into any of these problems. But do you really want to chance something as critical as your business computer systems? Isn’t your business important enough to you to go for the best?

At the end of the day, if you can’t afford a branded platform, can you afford to loss your critical business data instead?

If you’re interested in moving to a more standardized platform and want to know how your business can benefit from using branded products, please drop us an email here at Solve-IT.ca, a leading IT support for Southern Ontario.

Symantec Says: Small Business Not Protecting Data When Virtualizing Servers

The good news about virtualization among small businesses is that it is growing in popularity (though small businesses are still learning how to adopt it in their organizations). The bad news is that as they implement server virtualization, small businesses are putting their data at risk.

In the 2011 Small Business Virtualization Poll conducted among 658 respondents from 28 countries worldwide, Symantec Corp. found out that most small businesses aren’t taking the most basic steps to secure and protect their virtual environments.

The survey also found that financial benefits were the main reasons for businesses to turn to virtualization.  Seventy percent of respondents said their organizations are considering virtualization. 70 percent cited that reduced capital expense would drive their decisions to deploy virtualization while 68 percent said it was reduced operating expense. The ability to use fewer servers for the same number of applications (67 percent) and improved server scalability (65 percent) were found to be other reasons.

Despite the growing interest in virtualization, small businesses have been forced to limit virtualization only to discussions. What could be holding them back? The answer is “Limited IT Skills”. On the other hand, nearly a third of small businesses not planning virtualization blamed it on lack of experience. Out of those surveyed, only 10 percent have deployed virtualized servers and even they are focusing their early-stage efforts on simpler, less critical application areas. Performance (60 percent), backup (56 percent), and security and patch management (56 percent) were cited as top challenges.

The survey also found out a shocking fact; only 15 percent always back up their virtualized servers and 23 percent do it infrequently or not at all. And even worse is the fact that only 40 percent completely secure their data. Budget and staffing issues were cited to be the main hindrances by respondents. Even those who said they are somewhat or completely secure are less secure than they think. The survey found that 78 percent don’t have antivirus on their virtual servers, 48 percent don’t have a firewall, and 74 percent forego endpoint protection.

So, what should small businesses do? Here are a few recommendations for them to make sure they are properly protecting their data and systems:

  • Define a virtualization strategy by working with an IT consultant. By assessing your data protection and security needs, build a strategy complete with guidelines. Also determine if moving to these cloud services are right for you. Once you have a strategy in place, develop a plan and follow it.
  • Secure your virtual environments by considering what security solutions you need to secure your virtual environment; think firewall, antivirus, and endpoint security. Don’t forget to establish security practices.
  • Protect your data with backup solutions for both physical and virtual environments. Want to save space and time? Consider a data deduplication solution.
Talk with us today, Solve-IT specializes in helping business throughout the Niagara region with all their computer and business network support.  We look forward to serving your Niagara computer support needs.

Windows 8 to debut in 2012

Are you ready for another version of Windows?

Windows 8 is coming soon; according to Microsoft’s CEO Steve Ballmer. Recently the Microsoft leader was speaking to an audience of software developers in Tokyo where he announced that Microsoft’s next version of the Windows operating system, Windows 8, is all set to debut in 2012. Since this announcement, the blogs have heated up with many opinions on what Microsoft will change from Windows 7 to Windows 8.

Many of our peers and industry pundits have been speculating about the release of Windows 8 for the past while, this is the first time an actual date has been somewhat officially confirmed.

Ballmer further added that, as Microsoft approaches the release date, there will be a lot of noise around Windows 8, Windows 8 slates, tablets, PCs, and a variety of different form factors who all running Windows.

The upcoming version of Windows is likely to have an updated user interface and will support low-power ARM chip. This change is expected to give Microsoft a benefit in the blooming tablet market which is now dominated by Apple and an affluence of others, including Research in Motion’s BlackBerry PlayBook.

Windows 8 being released in 2012 puts it three years behind the earlier version, Windows 7, which was released in July 2009. As the tradition remains, Microsoft is relying on this new version to spur sales. Microsoft still expects to sell more than 350 million copies of Windows 7 this year even with new versions of the Apple MacIntosh Operating System LION now being announced.

As for the upcoming version, we will be hearing more about it at the recent All Things Digital conference in Rancho Palos Verdes, California.

Still have questions about Microsoft Windows and other Microsoft solutions in your small business? Talk to your Hamilton Microsoft partner today. Solve-IT works with a number of businesses in and around the Hamilton area. We can help you make informed decisions about any of Microsoft’s product offerings.

Sneak Peak at Windows 8

After so much speculation, we were glad to hear that Windows 8 is finally scheduled to hit the market within the next year. According to all the product demos we have seen, it appears that the next generation of Windows is equipped with new user interface that is going to sweep us off our feet, as seen in Windows’ demonstration of the upcoming version at the D9 conference.

Windows 8 basically revolves around touch-centric hardware although it will still work equally well with a mouse and a keyboard. The new interface also has several other aspects that we think are absolutely amazing. Check this out:

  • A tile-based Start screen with a customizable, scalable full screen view of fast launching apps.
  • Live tiles with notifications to give you up-to-date information from your apps.
  • Fast, fluid and natural switching between running apps.
  • Apps can be snapped and resized to the side of the screen. Could multitasking with Windows get any better?
  • Apps built using HTML5 and JavaScript that are web-connected and web-powered!
  • Hardware accelerated Internet Explorer 10 that gives you fully touch-optimized browsing.

And it does not end here! The demo also showed effortless movement between existing Windows programs and new Windows 8 apps.

The new reimagined interface is also expected to fuel a whole new generation of apps. Apps in Windows 8 itself can use a broad set of new libraries and controls that enable fluid interaction and seamless connectivity. This entirely new user experience is not limited to just touch PCs. We are also going to see the user interface and new apps working with or without a keyboard or a mouse on all kinds of screen sizes and pixel densities. The product is just being prepared for early testing though which means we will have to wait for a while to experience this brand new interface.

As soon as we get a chance, Solve-IT will be testing Windows 8 in our own test labs. We want to make sure we can figure everything out throughout the beta process so when it is available through our PC partners, we are properly prepared. We are your Hamilton Microsoft partner and want to ensure you have an IT firm you can trust with all your business technology needs.

Microsoft set to retire versions of Windows

For Windows XP and Vista users, there is bad news AND there is good news.

Let’s get done with the bad news first. The bad news is that support is ending for some versions of Windows which includes Windows Vista Service Pack 1 (SP1) for which support ends on July 12, 2011. And if you didn’t know, support for Windows XP with Service Pack 2 (SP2) has already ended on July 13, 2010 which means if you are using any of these versions, you won’t get security updates for Windows after support ends.

However, users of the 64-bit version of Windows XP running it with SP2 need not worry as this version of Windows will continue to have Microsoft support and receive updates until April 8, 2014.

Now, we understand this is devastating news to some of you who elected to hold onto Windows XP but now is the perfect time to sit down and talk with your St. Catharine’s computer repair team about Windows 7.

In our opinion it is the better option for today’s business. Windows 7 simplifies your everyday tasks, makes your PC safer, and makes new things possible. For those “do it yourself” folks, make sure you download Upgrade Advisor to see if your PC can run Windows 7 before you run out and buy it. Compare versions to find out why Windows 7 is the better option and then and only then should you buy it.

Even better, call us and we can help your business find the right version of Windows 7.

Not ready to shift to Windows 7 now? Don’t worry, there are two things you can do: get Windows XP SP3 (a free update) or get Windows Vista SP2 (which is a free update too).

Windows XP SP3 includes all previously-released updates and a small number of new updates. There is no SP3 for the 64-bit version of Windows XP though, but you can use it with SP2 and you will continue to get support till April 8, 2014. Likewise, Windows Vista SP2 includes support for new types of hardware and includes all the updates that have been released since Windows Vista SP1.

As your St. Catharine’s Microsoft Partner, we can help you get the most out of your business IT. Talk with us today.

To learn more about Microsoft retirement of Windows visit http://windows.microsoft.com/eos.

Microsoft Big Easy 6.0 Offer

If you are thinking of purchasing or renewing software, why not do it via eligible Open License programs, especially at a time when Big Easy 6.0 is providing an incredible offer with the latest Microsoft products? As your local Hamilton Microsoft Partner, there are many programs your business can leverage to help make sure the right solutions are in place for your business and that you are getting them for the right price plus maybe taking advantage of many Microsoft incentives.

The Big Easy 6.0 offer provides you up to 30% in partner subsidy dollars on qualifying Microsoft purchases, and the offer applies to new and renewal software purchases. You will also be able to apply these partner subsidy dollars towards future purchases of Microsoft solutions or services. With the offer, you will be able to receive a reimbursement on the purchase of a Windows Phone device through Open Business or Open Value, as well.

While making new purchases, you will be able to get 5% in partner subsidy dollars under the Open License plus Software Assurance, and the percentage is 15 for Open Value. Those who opt for an Open Value Subscription will be provided 30% partner subsidy dollars. Confused about Microsoft’s licensing programs; don’t be. We are here to make sure your business gets the right licenses.

Likewise, if you are looking for renewing an existing license agreement, you will be able to get 30% partner subsidy dollars under the Open Value agreement where renewals are given when other new products are purchased.

You must have already taken your pick by now. If not, we recommend you make new software purchases through the Open Value Subscription (OVS) agreement and renew existing license agreements through the Open Value (OV) agreement (because they are the most beneficial agreements!). The offer lets you choose from the latest softwares like Lync, Office 2010, Windows Server, and Exchange 2010 to name a few; but the offer lasts only until June 30, 2011.

So what are you waiting for? Grab the offer today!

Three Ways To Improve Your Google Searches

Sometimes finding what you are looking for when performing an online search seems impossible, but remember, it is not. With these three unbelievably simple tips, you can certainly find what you are looking for:

  • Keep it simple: The first unbelievably simple tip for getting accurate results is simple, keep the keywords simple. Use only a few words or phrases, make sure they are good enough and you are bound to get relevant results.
  • Learn about Boolean: You have probably already done this. Using terms like “and,” “not” and “or” in your online searches to include or exclude the terms you are looking for can get you better results. And don’t forget to do some math. You can use pluses or minuses and you can even use quotation marks. For example, if you would like get a particular term in your search results, you can simply type a “ ” before the term while conducting the search. For excluding the term, you will have to keep a “-“ before the unwanted term.
  • Be precise: Being precise is a sure-fire way to find what you are looking for. Don’t use broad phrases or you will end up with thousands of results which are not even close to what you are trying to find. Instead use quotation marks for the exact phrase you are looking for.

So, the next time you are performing an online search, keep in mind these three simple tips and find what you are looking for in an instant.

Your Hamilton IT support team at Solve-IT are here to help you get the most out of your IT. Helping our clients is not always focused on technical issues but sometimes “how to” questions. Feel free to contact us at anytime to discuss how we can help your Hamilton business with all of your technology needs.

Important Microsoft Security Fix For Niagara Business

Microsoft addressed two security bulletins in May’s Patch Tuesday release. Security experts said administrators should apply the fixes immediately – because, despite their small size, they address significant threats.

Microsoft fixed a critical vulnerability affecting Windows Server and an important bug in Microsoft Office PowerPoint, according to the Patch Tuesday advisory released May 10. Microsoft also assigned separate “exploitability” scores for newer versions of the software under the “improved” exploitability index ratings.

Your Niagara computer support team at Solve-IT is already looking into all identified security flaws and addressing them. Our clients who are part of our fully managed IT support program have nothing to worry about. Interested in learning more about how we help Denver business with their day-to-day IT needs? call us today for a no obligation review of your business IT.

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