Category: News

8 tips for safe data back up for businesses in the cloud!

If you’re one of many businesses migrating to cloud services, we’re sure you’ll be singing cloud praises enjoying the benefits soon. Cloud systems are not without challenges – especially if you don’t think smart and act safely. There are a number of things you should consider to ensure your applications & data is kept safe.

For example, once you’ve successfully made the move you need to ensure the protection of your data in its new home.

Virtual hosted servers as well as data in applications like Office 365, Google Apps and Salesforce still need to be backed up. Your servers & data may be stored in the cloud – but this doesn’t mean it should be protected any less than when it was stored on premises.

Consider this: when your data was managed on-site, if data loss occurred you could call your IT provider. They would locate the backup then restore the data from the date you requested and load it into your application.

Now you are in the cloud do you still have the ability to manipulate data this way? Restoring data is still just as important, but do you have the ability to do it?

So what can you do? Start with these 8 tips:

1.  Understand what is & isn’t covered by your cloud provider(s):

Most major cloud providers do an excellent job of protecting your data from errors on their end. They have systems to protect you from hardware/software failures, natural disasters or power failure. Unfortunately it’s a different story when it comes to accidental or malicious data loss on your end.

Many businesses mistakenly believe that their cloud providers can assist in these circumstances too – unfortunately for them they’re often wrong.

2.  Define what you need:

Do you have specific industry business compliance requirements? And have you considered for how long do you need to keep backups– ie 1 week, 1 month, 1 year, 7 years or more?  There are often legal requirements that you need to be aware of.  These change from industry and business types, so best check with your relevant industry association to confirm your compliant.

3.  Implement a 3^rd Party backup solution – but do your homework.

4.  Make sure you have multiple restore points

This refers to the point in time that the last backup was done. Having multiple points through a day (say hourly) gives you the option of restoring a file from say 3pm. Think of it – if something goes wrong at 5pm it is preferable to restore a 4pm backup than having to back to a previous day or even earlier.

5.  Define access security

One of the benefits of a cloud system is that it allows your team to access data more conveniently than ever before. But this also presents risks too.  Make sure you clearly define who has access and to what they have access to.  Simply put, this ensures unauthorized users can’t access your secure data, which closes down a potential avenue of data loss.

6.  Encrypt it!

Your data & backups are now stored in the cloud – not only is it possible that strangers might see it, but your data could be sitting on the same storage as a business competitor. Encryption can make it possible to leverage the benefits of infrastructure as a service, while still ensuring the privacy of your data.

7.  Automate it & monitor it

There are 2 main problems with manual backup processes – First they take time to do and second they can be forgotten or missed.

The solution is simple – automate it! Make it run without any manual intervention, but also ensure you have a monitoring & notification system that will let you know of any problems.

8.  Does your back actually work? Test it!

What good is a backup if at the point you actually need it you find it doesn’t have the information you need or worse still does not work at all. Test your backup systems work by doing a restore of some data on a regular basis.

If you follow these tips, we’re sure you’ll be safe and not sorry!

We can help get you onto the cloud and ensure you’re implementing systems to keep you safe.

Contact us today on 9259 8500 for a discussion on how we can help.

Missing the good old start bar from previous versions of Windows?

Click here to find out how to get it back.

The End is Nigh!

No, this is not another Dooms Day event prediction or Mayan calendar error alert.

We’re talking about the ‘End of Financial Year’ or EOFY as its known to some.

It’s something businesses look forward to and can often use to their advantage.

How you might be wondering? 

This is the time of year that many businesses look to spend their remaining I.T. budgets and business owners are looking to decrease taxable income by investing in their I.T. infrastructure.

The tax incentives and deductions (not to mention the $20K small business deduction) can be more quickly realized at this time of year…but don’t take my word for it, speak to your accountant too!

In addition to the tax advantages, many vendors also provide end of financial year promotions and stock run outs.

What does this mean for you?

Start thinking about what you need to improve your business efficiency!

Now is a good time to review possible I.T. upgrades your business needs or think about whether you should:

·       Replace the aging server(s)

·       Upgrade old desktops

·       New light weight notebooks or tablet

·       Faster, better WiFi

·       Upgrade your I.T. security.. or at least get some!

Be aware of “deals” that seem too good to be true because it generally means they are.  Typically people get lured into emotion based purchases for devices they don’t really need or buying home grade rather than business grade hardware and licenses.

So be careful, otherwise you may find your cost saving purchases end up costing you quite a bit more in early July!

What if you don’t have the cash? 

Don’t despair because you can choose to lease it.

While leasing may cost you slightly more over time, you do get immediate access to the equipment you need to help drive efficiencies in your business…all at a known and budgeted monthly cost.

The other often over looked advantage of leasing is its built-in protection against obsolescence.  Particularly with I.T. equipment, small businesses understandably try to squeeze every last drop out of their capital expenditure and maintain older equipment well past it’s viable life cycle, which only causes them more headaches and costs them more in the long run.

With leasing, when a lease term expires, you simply roll over to a new lease agreement, order some new faster equipment and probably get a reduced monthly cost too!

Is it time you upgraded?

So if you’ve been thinking about that new purchase or upgrade, don’t leave it until the last minute, take advantage of the EOFY sales and benefits today.

Not sure what you need?  We can help!  Talk to us and we’ll steer you in the right direction and ensure you don’t waste money on things you don’t really need.

Give Todd a call on 9259 8500 today.

Did you know you can separate task bar buttons?

By default in Windows 7, 8 & 10 programs with multiple windows open get bunched together and hidden.

For some people this can be irksome and difficult to manage.

Here’s how to return it to a more manageable view.

Having your email account hacked is horrible.  The consequences of an attacker getting into your email and accessing private information could have significant consequences and does not lead to a pretty outcome.  Just think of the numerous celebrities who’ve experienced these embarrassing breaches or remember the Sony Pictures and former presidential candidates email hacking scandals.

These are just the famous cases we hear about in the news.  With the rise of cloud technologies making your email available anywhere in the world 24×7 the possibility of your email being compromised has dramatically increased.

Considering that most email accounts are protected by only a username/password (and with your username generally being your email address) potential hackers already have 50% of the information they need to access your account.

By using some simple precautions, you can make it harder for the criminals or even defeat them altogether.

So what can you do?

• Create smart, strong passwords and keep them private

The humble password is not as secure as it used to be, but choosing a strong password can help.  The longer the better, using a mixture of numbers, lower & uppercase letters & special characters. It almost goes without saying, but keep your password private.  Don’t tell anyone & don’t write it on a post-it note stuck to your screen!

• Change your password regularly & make it unique just for your email

Using a single password for multiple accounts is a rookie mistake.  What if someone did get hold of your password?  They would then also have access to all your other accounts eg facebook, ebay, banking sites etc.  That’s almost asking for trouble!

• Watch out for “phishing” scams

Attackers often impersonate high-profile websites (eg eBay, Australia Post, Facebook, Google etc) and say they want to ‘verify your account’ or fix an error; they pretend that all you have to do is send them your username and password to verify your authenticity and fix their alleged problem.  Many times they’ll even link you to a fake website that looks exactly like the real thing.  Don’t do it!

• Be wary of links in emails

​This is particularly true in the case of unsolicited emails.  If you get an email from your bank or any other service (eg bill payments), always visit the website manually. Never copy and paste or direct click the link.  You’ll thank yourself later.

Stepping it up another level:  2 factor authentication

In addition to standard passwords, another level of security called two-factor authentication is becoming increasingly available and in principle it is a very simple process.  You still use your username and password but the extra form of authentication is a unique code generated by an SMS or a smartphone app that has to be put in at the time of login.

It means that to access your email you have something the attacker cannot get to, securing your account with another layer of security.

Banks have been using this technology for a while, and now most email providers (such as Microsoft Office 365 & gMail) are offering two-factor or two-step authentication for free, so it is worth activating on your accounts.

In summary, be smart – don’t get lazy and risk any embarrassment or being the next internet sensation – for all the wrong reasons!

Keyboard shortcuts can make it easier to work with your PC, saving you time and effort.

Check out this list of short cuts!

I like to move it move I.T.

It’s all very exciting moving to a new office, but for those involved in the management and coordination it can be equally daunting too!

Just like moving house, an office move can cause stress…but it doesn’t have to, if you plan I.T.  The key to successful office relocation is all in the detail!

Rule 1:  I.T. is an opportunity…But don’t bite off too much! 

An office move is an opportunity to fix or upgrade those pesky problems you’ve always been meaning to get to.

·       A new Phone VoIP System

·       Faster internet

·       Better WiFi

·       New multi-purpose copier/printers

·       An office pool table?

It’s up to you.  Just remember an office move is already a big deal.  Changing too many things at the same time can cause a lot more stress and problems.

Rule 2:  Never assume!   Plan I.T.!

Benjamin Franklin once said, “If you fail to plan, you are planning to fail.”

Here’s some things to consider when drafting your plan:

·       Plan where everything should go, but just because the previous tenant had it a certain way doesn’t make it right!

·       Are there any building works to be done? Ensure they’re finished in time for you to get services installed (eg cabling)

·       Can you get the right Internet services?

·       Do you have time to order your Internet and/or phone lines (allow at least 6-8 weeks)

·       Does the network cabling actually work?

·       Is there enough power and data points – and in the right places?

·       Does your server/network gear have special power requirements?

·       Does your equipment, desks, cabinets fit and work ergonomically?

·       Is the building lift big enough or even available when you want it?

·       Do I have a backup plan if the move doesn’t go to plan or schedule?

·       Where is your core server/I.T. gear going to be positioned (please…not in the kitchen!)

·       Printers and copiers – do you have enough, where will they go?

·       Do you have specific AV Board Room requirements?

·       Keep on top of any building works scheduling

·       Have space in your timing if dates change or something goes wrong.  Unexpected issues can often arise!

·       Check everything…..twice!

Rule 3:  Get professional help

Use a removalist company to do the heavy lifting.  This ensures you avoid liability or injury to you and your staff.

When packing, ensure I.T. equipment is packed together and pieces of equipment labelled – it’s probably best not to get staff to pack their I.T. equipment in their own boxes.  Things will get lost and your I.T. guys will likely not have access to what they need to get everything working on Monday morning.

Label everything for the removalists and your staff including:

·       New desk locations

·       Boxes

·       I.T. equipment

·       Personal items

·       Rubbish

Make sure your staff are engaged with the process.  It’s the simple things that count here.  Otherwise you’ll get to your new fantastic office and you’ll hear little grumblings (no coat hangers, kitchen items, or floor mats).  Staff drive your business and often have great ideas, so get their input early with an office move too.

Rule 4:  Don’t forget the basics

Updating address, phone numbers, email addresses etc.. some of these touchpoints could include:

·       New stationery (business cards, email signatures)

·       Signage

·       Web/social media marketing

·       Client, supplier and partner communications – be ready with an announcement to your customers & clients!

Rule 5:  Talk to your I.T. people 

While a move is not an I.T. project alone, I.T. does play a big part.  An experienced I.T. company that deals with these types of projects regularly will likely have a lot of tips and input which will make it a far easier and less stressful experience.

Happy moving I.T.!

ps – here’s some photos of a recent office move we recently project managed, which involved the move of 150 staff to a new office location!

 

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Try the snipping tool.

Click here for instructions.

As the silly season begins, the risk of ransomware threats and online security breaches increase. CSO Magazine recently reported that Australians are the world’s most susceptible to ransomware threats.

More Aussies than ever are expected to do their Christmas shopping online this year. You’ll be bombarded with Christmas online offers from your favourite retailers. And while purchasing online you’ll readily submit your email addresses, personal and credit card information with a number of online stores, and you’ll probably wait impatiently for a parcel two to arrive in time via Australia Post or courier service. In the mad dash to get your gifts before Christmas day, you may let your guard down making you susceptible to numerous online security breaches including the very serious ransomware threat.

What is a ransomware threat?

Ransomware threats work by sending you an email pretending to be from an entity you believe is legitimate, for example Australia Post emailing you about a package you’re expecting or Office of State Revenue (SDRO) concerning a speed camera fine or even the Australian Tax Office (ATO) regarding this year’s tax return. They’re clever and crafty enough to trick you into clicking on a web page link that results in you infecting your PC. The payload then start encrypting your files and you’ll receive a message requiring you to pay a ransom to get the decryption key to retrieve them.

In most cases, you pay the fee, and files are returned, but your network security has been breached. In worst-case scenarios, you pay their fee, and files are not returned, lost forever, which leaves you to rebuild your network from scratch. I know of many cases where this has happened. In one particular instance a person who was by coincidence expecting a package, was so determined to open the Australia Post email link, he infected four separate PC’s in the office trying.

How to protect yourself against ransomware threats:

Be vigilant with Email

• If you don’t know the person, don’t open the email. • Avoid clicking on web links in email. Better to type it out yourself
• If you do want to click, hover the mouse over the link first and check the underlying link is correct
• Ask yourself, would entities like the SDRO or Australia Post know my email address in the first place?

If you think you have clicked on an infected link make sure you:

1. Turn off your PC immediately
2. Disconnect the backup attached to your PC or network.
3. Call your IT service provider.

As always, make sure you back up your data and change passwords regularly. There are many other ways of reducing the risk and we’re more than happy to help design a strategy to protect your business.