Loving your External Hard Drive

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External hard drives free up storage, offer portability, and provide a lifeline in case of computer disaster. It pays to take good care of these compact, convenient devices.
Here are some helpful strategies.

1. Don’t knock the drive.

Depending on the type of drive you have, impact could damage it. The hard drive’s mechanical drives work a little like a record player. Envision a spinning platter and a needle reading it. Note, you don’t have to worry about this with a Solid State Drive (SSD) as there are no moving parts.

2. Don’t pull.

You can damage the drive port with a hard or sideways yank on its USB plug. Remove the device cable with a gentle pull. It’s best to unplug the drive cable when it’s not in use. Then, when you are reconnecting the external drive, inspect the connector before plugging the cable back in. Look for any damage, debris, or corrosion to help maximize the device’s lifespan.

3. Don’t skip steps.

You may be in a hurry, but always take the time to remove the hard drive from your desktop before physically unplugging it. On Windows, you’ll usually right click on the drive and press Eject. For Macs, you can drag the drive icon to the recycle bin (which changes to an eject button). Never unplug the drive while moving data to or from the hard drive unless you want to risk data corruption.

4. Don’t suffocate the drive.

Ever put your hand on the hard drive after prolonged use? It’s hot. Don’t immediately store it away in a bag or tight space. Give it some time to cool off first.

When it’s out, and in use, keep the drive’s vents clear of other objects so that it has some airflow. Set it on a flat, level surface. Avoid placing it on paper, towels, or other cloth items that could add to its heat levels.

5. Don’t take the drive swimming.

OK, you’re probably not going to do that. Yet it’s our way of reminding you that condensation is an enemy to your hard drive. Hard drive failures can be caused by environmental factors such as temperature and air quality too.

6. Don’t expect immortality or invincibility.

A hard drive isn’t going to last forever. They aren’t built for that. They can also get lost or stolen. Don’t let one external hard drive be the only place you are backing up your data.
Have a backup on your computer, on the drive, and a copy in the cloud. Then, you’ll always be ready to move on to a new drive that you will love with the same care and consideration outlined above.

If you need help deciding on the best hard drive for your needs, give us a call at 478-474-0861.

Stop the Inbox Insanity: Tips for Better Email Management

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A staggering 269 billion emails are sent every day. Your business is receiving only a small fraction of those emails. Yet your staff likely feel as if at least 269 of those are coming their way daily. In fact, the typical employee in 2018 received 90 emails, and sent out 40.

Email is a powerful tool. But its help with doing business ever faster creates added business pressure. Consider these five strategies for better email management.

  1. Don’t start your day with email. Many people do. It’s how they set up for the day. However, beginning the day with a cup of coffee and clicking through your inbox, can backfire. Many of those emails become items on your to-do list. You put off important tasks from your day responding to other people’s requests. Plan your day around your business needs first. Even knock off some of the more important tasks, before diving into that inbox!

 

  1. Think twice about checking email constantly. It’s tempting to open emails as soon as they arrive. But, you only want to tackle your inbox when you have the time to take action. If you open an email planning to get back to it later, you’ll likely forget. When you have to revisit an email to remind yourself what it’s about, you’re doubling the time you spend on that message. Avoid interrupting your momentum by turning off email alert notifications and phone badges. Instead, set regular times to read and respond to accumulated emails.

 

  1. Write clear, concise emails. Avoid contributing to a colleague’s inbox chaos. Provide as much relevant information as possible. Now, that doesn’t mean writing a War and Peace-length email. Focus your message for your audience, anticipate questions, and answer in that email. Starting the message with an informative subject line can make a big difference too.

 

  1. Save time with reusable messages. You often end up answering the same questions over and again. Create templated emails that you can have at the ready to provide relevant details. Depending on your email software, this capability may be built in or you may need to add a plug-in.

 

  1. Use filters and folders to sort email. Learn how to use automatically filter your messages into the appropriate folders. For example, if the email is from accounting@yourbusiness.com then send it to your [Accounting] folder. This can save hundreds of hours a year. The better your folder system, the less time you’ll spend looking for specific emails the you need them. In Outlook, you can also set up a filter to change the color of email for different senders. Your boss could be red, and you’d know to handle that one first. Also save time by setting up strong filters for junk and spam. Unsubscribe from mailing lists that you don’t need any longer. Cleaning out the clutter can make your inbox much less overwhelming.

Email is an essential tool in business today. Don’t let it become a drain on your energy and attention. Make the most of the time you spend in your inbox with smart strategies for email management.

Need help selecting the right email or setting up useful mailbox management tools?

Give us a call at 478-474-0861.

What Happens to Your Data When You Die?

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Death is a morbid topic most of us try to avoid. Making a will and saying we prefer cremation is the extent of our advance planning. Yet, you may want to also think about what’s going to happen to your data.

Consider your digital footprint. You have photos, files, and emails on your computer and your phone. You’re also documenting your life on social media, and sharing on more than one channel.

Your wearable technology (say an Apple Watch or a Fitbit) may be recording information too. If you have a virtual assistant in your home, it’s recording your search history and saving that data on the cloud.

Yet many of us never think “what will happen to my data after I die?” Do you want it deleted? Are there digital assets you want to share? Perhaps there is tangible value attached to some of your digital assets. At the very least, some photos and videos that may have sentimental value for those who survive you. So, let’s explore advance planning you can do to protect your digital legacy.

Personal Files on Computer or Phone

Your personal devices are password protected. While necessary, this makes it more difficult for your survivors.

Now, they could physically pull the computer or phone apart if needed. But, it’s easier to have a copy of your passwords in a secure place for someone to access in the event of your death. Another option is to use a password manager. You can designate someone as your backup contact. They will be able to gain access to your passwords should you die.

Digital Media Collections

Often, when you click the Buy button, you’re not really purchasing that movie or music forever. Your contract with iTunes, for instance, was only for your lifetime. Your rights expire at your death.

Cloud Accounts

Consider the personal and private data you have in the cloud, such as Google or Microsoft’s Outlook. This might include calendars, emails, GPS, documents and financial information.

Google’s Inactive Account Manager lets you make plans for your account. You decide:

  • When Google should consider your account inactive
  • What it should do with your data afterwards
  • Whether to share account access with someone (providing email and phone number)
  • When or if your account should be deleted.

Microsoft won’t provide your passwords after death. However, via their Next of Kin process someone could be sent a DVD of the data in your outlook.com account.

Other cloud providers ask for proof of death and of legal right to access. In Dropbox’s case for instance, your survivors will need a court order. Even with all this, there’s no guarantee your personal data is completely removed from the cloud. It may exist in other datasets in system backups.

Social Media Accounts

Social media companies do not provide login credentials. Many require proof of identity and a death certificate to deactivate the account. Facebook and Instagram will memorialize your accounts. The public can’t see, but Friends or Followers can still view it and post memories. You can assign a legacy contact to look after the account or have it deleted.

You don’t want someone using your social account to send out spam or inappropriate photos. For instance, a sexy spambot took over a New York Times media columnist’s Twitter after his 2015 death.

Plan ahead to protect your privacy and provide access where necessary. Think of the pain and heartache you can save your survivors by managing your digital legacy now.

Want help preserving your data legacy? We can help. Call us at 478-474-0861

MSP Facts: Common Managed Service Myths — Busted

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Managed Service Providers (MSPs) are not stuff of legend like minotaur’s and unicorns. Yet there are many common myths around managed services. These can cloud understanding of a MSP’s true value. Consider the facts to decide whether partnering with a third-party IT vendor is right for you.

 

Myth #1: MSPs don’t understand our business.

Not every MSP will understand your business, that’s correct. But not every MSP is the same. The right MSP examines your existing infrastructure and workflows. They’ll also meet with your people to understand their needs.

Hiring a MSP adds IT experts who can make specific technology recommendations. Meanwhile, your in-house IT team can focus on driving growth.

Myth #2: Outsourcing to a MSP is too costly.

Take a look at your IT budget today. Internal IT costs are typically high and often unpredictable. Managed services help you stay on top of your IT costs. Your business pays a simple, manageable monthly or quarterly fee. This makes IT operating expenses easier to budget.

MSPs also provide long-term cost savings by:

  • Reducing applications downtime
  • Cutting costs of IT infrastructure
  • Improving IT team productivity
  • Implementing greater security to avoid costly cyber attacks

Myth #3: Only enterprise-sized businesses can use MSPs.

One common misconception is that only big corporations hire outsourced managed service professionals. In fact, small- to medium-sized businesses can benefit more from working with a MSP. After all, large businesses tend to have a dedicated IT to secure data and maintain its systems. Smaller companies have more difficulty competing for IT talent.

Outsourcing gives any business access to skilled IT specialists. They are specialists in securing data, managing networks, and user access. You get top talent and best practices, without having to add employees to your roster.

“Recent market studies show that, when properly executed, managed services for IT can reduce in-house IT costs by upwards of 40 percent while simultaneously facilitating a 50 to 60 percent increase in IT efficiencies.” Cisco

Myth #4: You lose control of your business.

Only if you hand it over to the MSP or don’t effectively manage your partnership with your provider. You should hire an MSP with an understanding of what level of control you want to retain. Lay out the relationship in a Service Level Agreement. This document should outline expectations, roles and responsibilities, and scope of services.

Before hiring a MSP, look at client testimonials. Have others found the MSP works with businesses to only do what needs done? Ask prospective MSPs how they will keep you up-to-date about the work they do. Also, identify someone on your team to actively manage that MSP relationship.

Myth #5: You only use an MSP for security backup.

Sure, backup and disaster recovery, are the primary service outsourced to MSPs. But that is not the only reason businesses turn to managed services. Other common managed services include archiving, networking, application management, and support services.

The MSP does the work your IT team finds tedious and your general employees care little about (but rely upon). Outsource monitoring and maintaining backend technology and routine, recurring tasks. You gain high quality, consistent IT support. And you improve the morale of your overworked, overextended IT team along the way.

Business today relies on its technology to be successful. Big or small, your business can benefit. Free up internal IT teams to focus on more value-adding initiatives. Take advantage of a MSP’s expert help and powerful new technology.

Ready to outsource IT? Give us a call at 478-474-0861 or goto QualityCareSuite.com.

Is There A Safe Way to Use The Cloud?

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Cloud technology has grown to new heights in recent years. Ten years ago ‘the cloud’ was jargon almost nobody was aware of, today it is a phrase used almost daily in offices worldwide. More and more businesses today are taking advantage of the huge benefits cloud services have to offer.

The sudden and widespread adoption of this new technology has raised questions too. Some want to fully understand what the cloud is before committing their vital company data to it. Most want to find out what the cloud can do for them. Everyone wants to know, is it safe?

What Is The Cloud?

The Cloud is an abstract name for an engineering principle that allows you to store, retrieve, and work on your data without worrying about the specifics of precisely where or how it is kept. Storing your data on the cloud essentially means saving it on a server without worrying about the fine details.

Your data may be stored on a single computer, or distributed across multiple servers all around the world. Most often it’s stored across one or more data centers as close as possible to your physical location.

From the perspective of the end user, the big idea behind the cloud is that where data is stored ultimately doesn’t matter to you. Your cloud server takes care of retrieving your data as quickly and efficiently as possible.

With cloud technology, you are free to forget about the specifics and worry only about the bigger picture.

Safety In The Cloud

Many people are concerned by the idea of their confidential data being distributed worldwide. Often, people imagine small unguarded computers being responsible for vital company information. In a cloud setting, almost nothing could be further from the truth.

The reality is more like many hundreds, or thousands, of computers stacked up multiple stories in height. Data centers make storing and securing data their entire business, meaning they employ high-level cybersecurity and back it up with top of the line physical security too.

Today, digital assets are treated with security previously used only for cash, or precious metals such as silver and gold. Walled compounds, security gates, guards, and CCTV protect physical servers from unwanted access. Redundant power supplies even protect services against unplanned outages.

A modern data center is many times more secure than an office server in your own building. The difference could be compared to storing your cash in a highly secured bank vault versus a lock box on your desk.

State of the art digital security encrypts data, secures transmission, and monitors services for intrusion too.

Cloud Convenience

Storing data in the cloud means having easy access and very regular backups. Staff across the entire firm can work on documents at the same time, save files, and transfer documents without worrying about redundant copies and saving over previous versions.

The cloud acts, for your firm, as the ultimate productivity and security tool. Many firms haven’t known they needed it until they started using it.

User Security

The most significant threat to your cloud security comes from the users. Creating a weak password or reusing an old one to access your cloud services, opens up your data to easy access by hackers.

Falling for a phishing scam, or accidentally installing malicious software on your computer gives attackers the single opportunity they need to strike.

Attacking a fortified, secure data center is almost impossible. Attacking a user with common attacks and weak passwords is comparatively simple. These issues can be guarded against and prevented with staff training, awareness, and simple security tools. A simple password manager can guard against a large number of the biggest threats to your firm.

In today’s modern tech environment, the cloud is not only safe, it’s very likely the safest, most reliable, and most secure way to store your critical data.

We offer a variety of cloud services to help your business. Give us a now at call at 478-474-0861.

3 Steps to Securing Cloud Data

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Businesses are no longer confusing “the cloud” with those puffy white things in the sky. For many, the cloud is a backbone business tool. Yet, some worry about storing their data on the Internet using cloud technologies. Consider these approaches to boost business confidence in cloud data security.

#1 Encrypt Business Data

The cloud is a lucrative potential target for cybercriminals. Many enterprises have turned to this technology. In North America nearly 60% of enterprises now rely on public cloud platforms. That’s a fivefold increase over five years, according to Forresters’ Cloud Computing 2019 Predictions.

Some cloud service providers will promise to encrypt your data in transmission. Take this precaution further by encrypting data before it’s sent to the cloud. Encrypting data turns it into another form of code. Only the person with the correct password can decrypt it. If you use a modern encryption standard, it will be extremely challenging for a hacker to break the code.

Plus, encrypting on your end first ensures the cloud storage provider only stores encrypted data. So, if their storage gets hacked, or one of their employees goes rogue, they aren’t able to read your business data. That is unless they have the decryption password. Make sure the password is strong. Don’t be one of those people still using “password” or “123456789”!

#2 Have a Backup

Many businesses store data on the cloud as a precaution to have redundancy. Yet, it’s a good idea to have another backup copy offsite too. Just in case.

In some cases, businesses have migrated almost entirely to the cloud. All their software and files live on the cloud and they have no other copy. Don’t let this happen to you. We recommend the 3-2-1 backup strategy. This means, even for cloud-reliant businesses, having 3 copies of your data. One would be on the cloud. The other two (2) would be on different devices (e.g. on your local computer and on a backup drive).

#3 Know your Responsibilities

The cloud is a shared technology model. Partner with a cloud service provider with stringent security. At the same time, don’t count on the cloud provider to do everything. Clearly identify security roles and responsibilities. The Cloud Security Alliance reminds us that this can depend on the cloud model you’re using:

  • Software as a Service — The provider is largely responsible for security. After all, the user can only access the applications.
  • Platform as a Service — The cloud partner secures the platform. Your business must configure its own security for anything implemented on the platform. This includes securing the database, managing account access, and authentication methods.
  • Infrastructure as a Service — You’re responsible for everything built on the provider’s infrastructure. They will likely monitor their perimeter for attacks, but the rest is your job.

Cloud technology offers several advantages:

  • Enables IT to scale without investing in equipment, software, employee training, or taking up valuable office footprint
  • Offers peace of mind that data will always be available regardless of conditions at a particular business location
  • Provides up-to-date technology users can access from any device, anywhere, anytime — as long as they have an Internet connection

The cloud revolution has come. When you join the ranks of those migrating data to the cloud, do so with these safety suggestions in mind.

 

Need help securing your data? Whether you’re backing up locally or on the cloud, give us a call at 478-474-0861.

 

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