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August 15th, 2014

Virtualization_Aug11_AVirtualization has become common place in small to medium size businesses. After all, the idea of moving physical systems to virtual ones that not only usually costs less but also allows owners to get rid of physical hardware, makes it an appealing option. While virtualization is popular, migrations are not always successful. Following are five of the more popular reasons why they can fail.

1. Migration is forced before it is ready

One of the biggest reasons virtualization fails is that it is pushed before the company is ready for it. For example, it could be that the IT team is forced to fast-track virtualization, resulting in staff being forced to drop all other tasks and focus on migration.

If you rush, the chances of failure and mistakes always rise. And when it comes to changing systems from physical to virtual, mistakes can be compounded, thus increasing overall migration time and costs.

To avoid this you should take the time to conduct research on solutions available, workloads, applications to the move, and your specific business needs. Once you are across this, you should also take the time to get to know your systems and test them before migration.

2. Trying to implement a management plan after virtualizing systems

Some companies decide to virtualize first, and then try to figure out how to manage systems after migration is complete. This will almost always result in inefficiencies and frustration as the pressure is on not just to learn how to manage but also how to use this solution.

In order to see a more successful virtualization, you should have a management plan in place before you migrate your systems. You should look at how virtual machines will be managed, who will be doing what, as well as what systems you are going to use, and more. One of the best times to develop an overall management plan is when you are in the testing phase, well before actual migration. This will give you an idea of how systems will work in reality and how you can manage them.

3. Virtualization without employee buy-in, or involving employees

We have seen companies implement a virtualization solution without having full buy-in from the employees who will be using and managing the system. What this results in is confusion, resentment, lost efficiency, and, in some extreme situations, sabotage.

In order to successfully introduce a virtualized solution, you should ensure that all employees who will be using the system are not only aware of it but are trained on how to use it and have been given a fair chance to air their opinions. If you can achieve employee buy-in, there is a better chance that the systems will be used more effectively, and employees will be more open to other solutions being implemented.

4. Assuming one solution that works for others will work for you

An easy mistake to make is to only consider solutions successfully implemented by other businesses. The fact is, every business is different, and you should be looking for a solution that meets your specific needs.

If you go with a ready-made solution, or one-size-fits-all solution, it will likely work to some extent. However, there is a good chance that it will not completely meet your needs. This will likely result in either lost efficiency or increased investment in order to get what you need.

We recommend looking for a provider who can meet your virtualization needs with tailor made solutions. This way you will get what you need straightaway and likely not need to invest more in the future.

5. Not managing your virtual solution after implementation

Unlike some tech solutions, virtualization is not really a 'set it and forget it' type of solution. You will need to manage it from the start if you want to be able to get the most out of your systems. This includes ensuring resources are being allocated properly; machines are created and shut down properly; apps and systems are updated; and more.

While virtualized solutions do require less management than their physical counterparts, they still require some management and you will need people to help you do that. One of the best solutions is to work with an IT partner like us who can help manage your systems and ensure that they are working efficiently.

In fact, we offer a wide variety of virtualization solutions. By working with us, we can help take some of the virtualization load off and allow you to focus on running your business. If you would like to learn more, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

August 14th, 2014

iPad_Aug11_AApple prides itself on producing products and systems that simply work. This has proven to be a successful concept, as is evident with the sheer number of Apple products out there. The iPad, for example, is arguably the most popular, and useful, tablet with many business owners and managers owning one. These devices rely on apps but a common issue is that we often have so many apps it can be difficult to see what we have installed. Here are three ways you can figure out what apps you have installed on your iPad.

1. Finding installed apps via Settings

While there is no set section of the iPad's Settings that allows you to view installed apps, you can actually view installed apps by looking at the Usage section. This section tells users how much storage space installed apps are using, therefore giving you a list of installed apps.

You can access the Usage section of Settings by:

  1. Opening the Settings panel on your iPad.
  2. Tapping on General.
  3. Selecting Usage.
This will list the apps you have installed, organized by how much hard drive space they are using. What's great about this method is that you can not only see the apps you have installed but also see if there are apps you aren't using, or apps that are taking up valuable space. You can also select apps to learn more about how much memory they are using and even uninstall an app should you not need it anymore.

2. Finding installed apps via Spotlight

If you have iOS 7 on your iPad you can view all installed apps via the Spotlight feature. Spotlight allows you to search your iPad for files, folders, apps, and more, and can be accessed by swiping down from the top of the screen when looking at the Home screen.

You can see what apps you have installed using Spotlight by:

  1. Opening Spotlight by sliding down from the top of your iPad's screen.
  2. Tapping on the blank spot beside the magnifying glass.
  3. Typing "." (period/full stop) without the quotations.
You should see a list of your installed apps come up, though there is no apparent way they are organized. If you tap on an app name, it will open.

3. Finding installed apps via iTunes

The other way you can find out the apps you have installed is via iTunes. You can do this by:
  1. Plugging your iPad into your computer via the cord that came with the device.
  2. Opening iTunes, if it doesn't open automatically when you connect it.
  3. Clicking on the device's name under Devices.
  4. Selecting Apps.
You will be able to search for apps, or you should see a full list of installed apps. The great thing about this feature is that if you search for apps, you should see where they are on your device's screen. From there you can move the apps around, or even delete them.

If you are looking to learn more about using the iPad, please contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic iPad
August 7th, 2014

Security_Aug05_AThese days, the security of various technology based systems is constantly being called into question. From attacks on mobile devices to ever increasing types of malware, many businesses are struggling to stay on top of their security. One of the best ways to help ensure your systems are secure is to be aware of common security issues. To that end, here are five common ways your security can be breached.

1. You are tricked into installing malicious software

One of the most common ways a system's security is breached is through malware being downloaded by the user. In almost every case where malware is installed the reason is because the user was tricked into downloading it.

A common trick used by hackers is to plant malware in software and then place this software on a website. When a user visits the site, they are informed that they need to download the software in order for the site to load properly. Once downloaded, the malware infects the system. Other hackers send emails out with a file attached, where only the file contains malware.

There are a nearly limitless number of ways you can be tricked into downloading and installing malware. Luckily, there are steps you can take to avoid this:

  • Never download files from an untrusted location - If you are looking at a website that is asking you to download something, make sure it's from a company you know about and trust. If you are unsure, it's best to avoid downloading and installing the software.
  • Always look at the name of the file before downloading - Many pieces of malware are often disguised with file names that are similar to other files, with only a slight spelling mistake or some weird wording. If you are unsure about the file then don't download it. Instead, contact us as we may be able to help verify the authenticity or provide a similar app.
  • Stay away from torrents, sites with adult content, and movie streaming sites - These sites often contain malware, so it is best to avoid them altogether.
  • Always scan a file before installing it - If you do download files, be sure to get your virus scanner to scan these before you open the apps. Most scanners are equipped do this, normally by right-clicking on the file and selecting Scan with….

2. Hackers are able to alter the operating system settings

Many users are logged into their computers as admins. Being an administrator allows you to change any and all settings, install programs, and manage other accounts.

If a hacker manages to access your computer and you are set up as the admin, they will have full access to your computer. This means they could install other malicious software, change settings or even completely hijack the machine. The biggest worry about this however, is if a hacker gets access to a computer that is used to manage the overall network. Should this happen, they could gain control over all the systems on the network and do what they please on it.

In order to avoid this, you should ensure that if a user doesn't need to install files or change settings on the computer, they do not have administrator access. Beyond this, installing security software like anti-virus scanners and keeping them up to date, as well as conducting regular scans, will help reduce the chances of being infected, or seeing infections spread.

3. Someone physically accesses your computer

It really feels like almost every security threat these days is digital or is trying to infect your systems and network from the outside. However, there are many times when malware is introduced into systems, or data is stolen, because someone has physically had access to your systems.

For example, you leave your computer on when you go for lunch and someone walks up to it, plugs in a USB drive with malware on it and physically infects your system. Or, it could be they access your system and manually reset the password, thereby locking you out and giving them access.

What we are trying to say here is that not all infections or breaches arrive via the Internet. What we recommend is to ensure that you password protect your computer - you need to enter a password in order to access it. You should also be sure that when you are away from your computer it is either turned off, or you are logged off.

Beyond that, it is a good idea to disable drives like CD/DVD and connections like USB if you don't use them. This will limit the chances that someone will be able to use a CD or USB drive to infect your computer.

4. It's someone from within the company

We have seen a number of infections and security breaches that were carried out by a disgruntled employee. It could be that they delete essential data, or remove it from the system completely. Some have even gone so far as to introduce highly destructive malware.

While it would be great to say that every business has the best employees, there is always a chance a breach can be carried out by an employee. The most effective way to prevent this, aside from ensuring your employees are happy, is to limit access to systems.

Take a look at what your employees have access to. For example, you may find that people in marketing have access to finance files or even admin panels. The truth is, your employees don't need access to everything, so take steps to limit access to necessary systems. Combine this with the suggestions above - limiting admin access and installing scanners - and you can likely limit or even prevent employee initiated breaches.

5. Your password is compromised

Your password is the main way you can verify and access your accounts and systems. The issue is, many people have weak passwords. There has been a steady increase in the number of services that have been breached with user account data being stolen. If a hacker was to get a hold of say your username, and you have a weak password, it could only be a matter of time before they have access to your account.

If this happens, your account is compromised. Combine this with the fact that many people use the same password for multiple accounts, and you could see a massive breach leading to data being stolen, or worse - your identity.

It is therefore a good idea to use a separate password for each account you have. Also, make sure that the passwords used are strong and as different as possible from each other. One tool that could help ensure this is a password manager which generates a different password for each account.

If you are looking to learn more about ensuring your systems are secure, contact us today to learn about how our services can help.

Published with permission from TechAdvisory.org. Source.

Topic Security
August 6th, 2014

BCP_Aug05_AMany businesses are constantly facing a potential disaster. It could be a major fire that wipes out your business, or something as simple as accidentally deleting an important spreadsheet. Regardless of the severity of the potential disaster, businesses need to be prepared and one of the best ways to prepare is to back up your data. In the first part of this article we covered four tips that can help. In this article, we take a look at the next four tips to help ensure your data is backed up.

5. Automate your backup

It can be tough to actually remember to back up your files, especially if your business is busy. Therefore, you could look into an automated backup solution. At the very least, you should set a schedule as to when backups are conducted and set what is being backed up. While this isn't a full automation, a schedule will help.

If you are using solutions like the cloud or NAS (Network Attached Storage), you can usually automate the process by selecting which files and folders to back up and when. The software that powers these solutions will then do this automatically.

Ideally, your backups should be carried out automatically to ensure your data is available should you need it. But you should check periodically to ensure that your data is actually being backed up. This is especially true if you are backing up other systems, as there have been cases where employees have become frustrated by the backup process and simply turned it off. The business owner, thinking their data was being backed up would be in for a bit of a shock when systems crashed, if this was the case.

6. Back up your backups

Redundancy of your backups is just as important as actually backing up your data. You should keep a backup of your backup in case something happens to your original backup. While this doesn't have to be carried out as often as the 'normal' backup, this should be done on a regular basis.

In order to really ensure backup redundancy we recommend that if your main backup is kept on-site, then the secondary backup should be on another storage medium that is kept off-site.

7. Don't forget data stored on non-physical drives

What we are referring to here is the data stored on different services like your email, social media, and non-physical locations. This is especially true if you say have you own servers. It's highly likely that there is data stored on these services as well, and should they go down and you haven't kept a backup, you may lose important information.

Essentially, think about critical data that is used in the company, but isn't physically kept on computers. It may feel like this is going a step too far with backups, especially for businesses who use email services like Exchange and Gmail. However, while the chances of these systems going down are incredibly rare, it could still happen. Therefore, you should conduct a monthly to bi-yearly backup just to ensure that data is there somewhere should something happen.

8. Test your backups

Finally, it is beneficial to actually test your backups from time-to-time to ensure that they are not only working but the data is actually recoverable. If you do a trial run on recovering your data, you can get a good idea of how long it will take to retrieve this information when you actually need to recover it. You can then take steps to optimize this and let the relevant people know.

Also, testing is a good way to discover any problems, e.g., if someone has disabled backups, or one solution isn't working. This will ensure that your data is there when you need it.

If you are looking to integrate a data backup solution, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

August 6th, 2014

OSX_Aug05_AEarlier this year, Apple announced that they would be releasing the newest version of their popular operating system OS X. This latest version, code named Yosemite, brings a number of new features and changes and is slated to be released in the fall. Meanwhile, Apple has recently released the beta of OS X.

About AppleSeed

When developing any software, including operating systems, companies need to put each program through a series of tests. These tests, usually called Alpha and Beta tests, are usually conducted by trained bug hunters who push the program to its limits, attempting to expose things like bugs, glitches, and other problems that need to be fixed before the program release.

Over the past few years, there has been an emerging trend where developers have started to turn to users to test programs. This is actually a common practice in the video game industry which has started to take hold in the software industry as well.

The main reason behind this move is because it is usually costly to hire Alpha and Beta testers, so if you can get your customers to help test it, you save money while being able to release a generally better product. At the same time, you also get to drive interest in programs and possibly increase sales.

This year, Apple has decided to adopt this practice and has introduced the AppleSeed program. The idea behind this program is that users can sign up to beta-test future versions of Apple software. Anyone with an Apple ID can sign up for the program and if you are approved, you will be allowed to beta test upcoming software for Apple.

How to get onto the beta

One of the first programs being tested is OS X Yosemite. This year, Apple has opened the beta to one million people. If you go to the OS X Beta Program site - which is a subprogram of the AppleSeed project - you can press the Sign up button to apply to join the program. You will need to enter your Apple ID and password and then follow the steps to sign up.

If you have gotten an invite to beta test OS X Yosemite, you can go to the Beta Program site and press the Sign in button at the top-right of the page. Once you are logged in, scroll down the page and click Get OS X Yosemite Beta Redemption Code. This will give you an Apple Store code that will enable you to download the beta version. If you already have a code, try going to this page on the Beta Program site and pressing Download OS X Yosemite Beta.

This will open the Apple Store app with the activation code already implemented. Press the Redeem button and then follow the instructions that pop up to download and install the beta version.

Should my company be beta testers?

While it may seem like a cool thing to be able to get access to the next version of OS X before everyone else, there are some caveats with the program:
  1. This is a beta test. The software is not finished and some apps and programs will not work properly. You will also see bugs and glitches that you should report to Apple to fix.
  2. The final product may not look/function the same as the beta. While beta versions of software are pretty close to the finished version, there is still a chance that features and functions in the beta will change before the program is released.
  3. It is difficult to revert back to a stable release. Stable releases are a version of software that has been released to the general public for use - in this case OS X Mavericks. If you do install the beta and decide it's not working, it can be difficult to revert back to Mavericks. It may even require you to wipe your computer and start fresh.
So, taking this into account, should your business try the beta version? We strongly recommend against this. The main reason is because there is a good chance that your other systems may not be fully compatible with OS X Yosemite. The absolute last thing you want is to install the beta version of Yosemite only to find out your printers, or other business functions, don't work with the software.

If you feel that upgrading say a personal laptop is worth it, then we strongly recommend that before you do do so, take the time to back everything up. It is also worth noting that you will need OS X Mavericks installed on your laptop/desktop if you are thinking of trying OS X Yosemite out.

Should you have any questions about the upcoming version of OS X, contact us today to see how we can help. There are many ways you can upgrade and refresh our business tech without having to resort to using beta programs.

Published with permission from TechAdvisory.org. Source.

Topic Apple Mac OS
August 5th, 2014

HealthIT_Aug05_AAs we move toward the October 2015 compliance deadline for ICD-10, the Journal of AHIMA has tackled three misconceptions about the new coding system.

ICD-9 isn't so bad. In reality, ICD-9 is obsolete, and the longer it is in use, the more the quality of health-care data will decline, leading to faulty decisions based on inaccurate or imprecise data. This could lead to increased operating costs along with mistakes which could have a negative effect on your practice and overall billings.

More codes create confusion and difficulty. Almost half of the new codes reflect the ability to differentiate one side of a patient's body from the other. Moreover, more codes, which are more precise, will in fact make it easier to find the right code. It's true that it will take time to learn the new codes, but in the long-run you should see overall efficiency increase, along with more accurate medical records which will make your job easier.

We could just use SNOMED CT or move right to ICD-11. Terminologies such as SNOMED and classification systems such as ICD-10 different roles—albeit complementary ones. And, ICD-11 won’t be ready for prime time until 2017, and that dates marks the beginning, not the end, of the process toward adoption. Remember, ICD-10 was first used by World Health Organization members 1994—and 10 year’s later it’s just going live on a widespread basis.

If you would like to learn more about ICD-10 and how you can ensure that your practice is ready for the October 2015 deadline, contact us today to learn how we can help.

Published with permission from TechAdvisory.org. Source.

August 5th, 2014

GeneralHealthIT_Aug05_AThe Department of Health and Human Services has set the final deadline for health-care organizations to transition to ICD-10, and it’s just 14 months away—on October 1, 2015.

ICD-10 is designed to provide better patient care, disease management, and quality measurement—especially for patients under the care of multiple providers.

It replaces ICD-9, whose limited structural design lacks the flexibility to keep pace with changes in medical practice and technology. The longer ICD-9-CM is in use, the more the quality of health-care data will decline, leading to faulty decisions based on inaccurate or imprecise data, according to the Journal of AHIMA.

Originally, the deadline for ICD-10 Compliance was October 1, 2014, and health-care organizations worked feverishly to prepare for it. But then came the Protecting Access to Medicare Act of 2014, which called for delaying ICD-10 implementation. That threw countless health-care organizations back into flux.

Now it’s final, and health-care organizations have necessary certainty to move forward with their implementation processes, including testing and training. How will you use the extra time?

If you are looking to upgrade your systems to ICD-10, or to ensure your practice is ready, contact us today to learn more about how our solutions can help.

Published with permission from TechAdvisory.org. Source.

July 31st, 2014

WindowsPhone_July28_AOne of the biggest trends when it comes to mobile devices, is the increasing integration of smartphones into every part of our lives. Many developers are looking at ways to essentially turn the phone from a device you interact with into a device that is really an extension of yourself. The way they are doing this is by introducing apps that allow you to interact with your phone. Google has Google Now, Apple has Siri, and earlier this year, Microsoft introduced Cortana.

What is Cortana?

If you're a video game aficionado then you will likely know that Cortana is the Artificial Intelligence character from the immensely popular Halo series. In early 2014, Microsoft announced that they were working on a personal assistant program for the mobile version of Windows 8.1 and Cortana was created.

The idea behind Cortana is that you use it as your personal assistant. When you want to know the answer to a query, simply ask and your ever-helpful PA will find the answer for you. As you use your phone and interact with the app, it will learn what you like and your interests and keep you informed about these preferences. You can even use it to place calls, check-out the weather, set reminders, and more.

The Cortana personal assistant has been released for all US users of devices running Windows 8.1 and worldwide users should be getting it by early 2015.

On a side note: One interesting tie-in with the app is that the voice of the Cortana app on your Windows 8.1 device is actually the same voice as Cortana from Halo! We guess that this is Microsoft's way of telling us that the Cortana app is much like the full-on Artificial Intelligence from Halo.

How to use Cortana

Before you start using Cortana, you should first enable it. This can be done by:
  1. Swiping to the left on your phone to open the app drawer and selecting Settings.
  2. Swiping over to Applications.
  3. Selecting Cortana.
  4. Sliding the bar at the top of the screen from Off to On.
Once you enable Cortana, you should see a tile placed on your home screen. Tapping the tile will open the app, or you can press and hold the Search button at the bottom right of your device. When the app is open, simply press the microphone icon at the bottom to interact with your device.

You can tailor the information and interests Cortana has access to by pressing the Notebook button at the top-right side of the app. Once you have set a few interests and have used the app for a short while you should start to notice more relevant information being displayed.

Recent updates

Microsoft has noted that they will be releasing updates to Cortana every few weeks and some of the latest include features that make the app much more useful. The latest big update announced two new features:
  • Nearby places - Cortana will now recommend places to go to nearby. Using data from apps like FourSquare, you will now be able to discover the best places nearby that are new, popular or have lots of buzz.
  • Local apps - If you enable this, you will get suggestions for apps that are relevant to your location. For example, if you go to Seattle you will get a list of recommended apps like maps, transit, etc.
These new features should be available now. To ensure that they are:
  1. Open Cortana.
  2. Tap on Menu (three bars at the top-right).
  3. Select Interests followed by Discover.
Looking to learn more about using Cortana or the Windows Phone in your office? Contact us today.
Published with permission from TechAdvisory.org. Source.

July 30th, 2014

SocialMedia_July28_AOne of the main ideas behind LinkedIn is that the network is a virtual venue for people to share their thoughts, ideas, and observances with other like-minded users. Earlier this year the company introduced a new feature to their platform that allowed a select few users to create blog posts directly on LinkedIn. Now, the company has decided to open this up to all LinkedIn members.

About LinkedIn's new publishing platform

Like other social networks, LinkedIn allows users to publish posts on their profile which are then visible to other users. In the past, there was a limit as to how long the posts could be, which influenced how users shared the content they generated. Most would simply copy and paste a link to their content into a post on their LinkedIn profile.

In an effort to make sharing thoughts, ideas, expertise, etc. easier, LinkedIn has implemented the long-form post. This feature allows you to create longer content, such as blog articles and opinion pieces, and post this directly on LinkedIn. In other words, you can now use LinkedIn as a blog which is shared with your connections.

If you create long-form content, this could be a useful way to get posts out to an even wider audience than through your blog. This is because when you publish a post on LinkedIn, it becomes part of your overall profile, with the post being visible under the Posts section of your profile. New long-form posts will also be published and shared with all of your contacts automatically.

This means that you could technically increase the overall reach of your content, especially if the content you produce is useful to your LinkedIn connections.

Writing long-form content on LinkedIn

If you would like to start publishing long-form content using your LinkedIn profile, you should be able to do so by:
  1. Logging into your LinkedIn profile.
  2. Pressing the pencil in the box that says Share an update…
Note: This update is still rolling out to users, so you may not be able to produce long-form content just yet. If you don't see the pencil in the Share an update… box, you will need to wait for a few weeks, or until you get an email from LinkedIn saying the feature is ready for you to use.

If you do see the pencil icon, click on it to open the long-form post screen. It looks like most other Web-based publishing and writing platforms with the usual formatting buttons and text field where you input the content.

You can write your article directly on this page, but many choose to write using a program they are comfortable with and then copy and paste into the text field. If you want to add images to your post, you can simply click where you would like the image to slot into the content and select the camera icon from the menu bar above the text field. Select the image and hit Submit. You can then resize the image by clicking and dragging on it.

Saving and editing your content

Once you have finished writing we strongly recommend you hit the Save button at the bottom of the text field. This will save the content to your profile, but will not post it. This means you can edit the content before publishing. To do this, click on Preview which will open your post in another window, allowing you to see what the post will look like on your profile.

While in Preview mode, be sure to check the spelling and grammar, along with the overall formatting. If you spot anything that needs to be changed simply switch back to the editing tab on your browser and make any amendments.

When you have finished writing, formatting, and editing you can then hit the Publish button. This will then publish the content on your profile and share it with your connections.

If you have content that you think your connections and colleagues would benefit from reading, then this new LinkedIn feature could prove to be useful and should be considered as a larger part of your overall content strategy.

Looking to learn more about LinkedIn and how you can leverage it in your business? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
July 23rd, 2014

BCP_July21_AOne of the most important tasks a business can do is to back up its data. It's really a matter of when you will lose important data, not if, and if it's not backed up there is a good chance it will be gone forever. In an effort to avoid this, it is worth taking your data backup seriously. To help, we have come up with a list of eight data backup tips.

1. Pick the backup solution that works best for your business

When it comes to backing up the data on your company's computers and systems, most companies consider five main options:
  • Internal hard drives - You can either use another hard drive installed in your computer or partition an existing hard drive so that it functions as a separate drive on which you back your data up. This is a quick option, however should your computer or the hard drive fail - two of the most common computer failures - then you will lose this data.
  • External hard drives - These drives are essentially separate hard drives that you connect to your computer via a USB or other connection. Many of these drives allow for one touch backup and can be configured to back up data at certain times. While these can be useful, especially if you want to keep data backups easily accessible, they are prone to the same potential failure as internal drives.
  • Removable drives or media - For example, USB flash drives, DVDs, etc. These are great for backing up work you are doing at the moment or for transferring small files from one machine to another. These options are limited by smaller storage sizes however, so backing up even one computer will likely require multiple disks or drives.
  • Cloud-based backup - This is the act of backing up your files to a backup provider over the Internet. Your files are stored off-site and can be restored as long as you have an Internet connection. For many businesses, this has become the main form of backup employed, largely due to cost and convenience - files can be backed up in the background. The biggest downside of this backup option however is that you do need an Internet connection for it to work and you will see more bandwidth being used, which could result in slower overall Internet speeds when files are being backed up.
  • NAS - Network Attached Storage, is a physical device that has slots for multiple hard drives. You connect this to your network and the storage space on the hard drives is pooled together and delivered to users. This solution is like a mix of cloud-based and external backup, only the device is usually in your office. While it is a good backup solution, it can get expensive, especially if you have a large number of systems to back up.
There are a wide variety of backup solutions available, so it is a good idea to sit down and figure out which are best for your business. The vast majority of companies integrate multiple solutions in order to maximize the effectiveness of their backups and spread the risk of losing data around a bit.

2. Split your backup locations

Despite all of the backup options available, you can narrow these down to two categories, the fact that the backups are kept in two locations:
  • On-site - Data backup solutions that are kept in your office. This could include internal hard drives, or NAS, and more. The idea here is that the data backup is kept in your office. Some like USB drives may leave the office, but the main idea is that they are used primarily in the office.
  • Off-site - Data backup solutions are stored off-site, or out of the office. The best example of this is cloud-based backup where your data is stored in a data center, most likely in another city. Another example is backing up to hard drives and storing them in a secure location outside of the office.
In order to ensure that your data backups are available should you need them you could split up the locations where they are kept. Should you keep all of your backups on hard drives in the office and there is damage to the premises, you could see your data disappear. One of the most effective strategies is to have one set of backups on-site, and another off-site which will ensure that should there be a disaster in one location, the other will likely be safe and you will still be able to access your data.

3. Establish a standard naming and filing system

Have you ever seen how people organize their hard drives? Some like to use folders and subfolders that are organized neatly, while others tend to throw files into one general folder. The same can be said for they way files are named - there's just so many differences.

Because of these differences, it can be difficult to back up and recover files properly. We recommend that you pick a naming and file system that every file and folder will follow across all systems. This means backups will be quicker, you will be able to see what is new, and you will spend less time organizing files.

Beyond this, an efficient naming and organization structure goes a long way toward making it easier to find files and recover them should your systems go down.

4. Determine which files need to be preserved

While it may be tempting to back every file and folder up, in an effort to maximize efficiency of your solution, it is better to not back everything up. We aren't saying don't back anything up, but you should take time to identify what files and folders are to be backed up. For example, screenshots that have been uploaded to the Web may not need to be kept.

The same can be said for non-work related files. While these may be important to your personal life, they likely aren't to the business so should not be backed up onto your business backups.

Look at each file and folder and see if it has something to do with business decisions, or is in anyway tied to your business. If it is then it is probably a good idea to keep it.

Stay tuned for the next four tips coming soon. If you would like to learn more about data backups in the mean time however, please contact us today.

Published with permission from TechAdvisory.org. Source.