Hudson Valley Computer Support Blog for Businesses

Hudson Valley Computer Support Blog for Businesses http://www.pcasupport.com/blog/index.php?blogId=2 PCA's Hudson Valley computer technology support blog discusses how technology impacts businesses, business owners and their support staff. New articles are posted every Tuesday. terence 2010-08-08T21:45:24Z Business Continuity in the Hudson Valley http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=17&blogId=2 Business continuity planning is, in simple terms, the way business owners make sure they can continue working and producing in the event of a disaster.  The United Kingdom is the only country that has <a href="http://en.wikipedia.org/wiki/Business_continuity_planning" target="_blank">legal standards for business continuity</a> – local governments a<img src="http://www.pcasupport.com/blog/gallery/2/BCPLifecycle.gif" alt="Business continuity planning lifecycle diagram" hspace="5" vspace="5" align="right" />re required by law to provide advice to businesses on how to continue in the event of a disaster.  Businesses in the Hudson Valley don't have that level of governmental support, but developing a business continuity plan is no less important in this region. Disasters and computers Business computers are more vulnerable to some types of disasters than other aspects of the business, and business servers in particular are very important to safeguard.  Surge protectors and tape backups aren't enough to guarantee business continuity in the face of a calamity, and the recovery of mission-critical data without proper planning can be expensive, time-consuming, and – worst of all – incomplete. <ul> <li>Surge protectors are not all made equally.  Storms and other electrical problems can do serious damage to a server that is not properly protected.  Data and software can be lost in the blink of an eye.</li> <li><a href="http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=10&blogId=2">Tape backups</a>, even when performed consistently, are not guaranteed.  The backups must be checked for problems, and they must be stored in a secure location so the same disaster doesn't destroy the only other copy of the data.</li> <li>Fires and floods can affect a single business or a wide area.  Water and fire damage often is enough to destroy a server, rather than damage it.  </li> </ul> Business continuity planning should include an estimate for how long it would take the business to get <a href="http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=5&blogId=2">back up and running</a> if the server or servers were lost.  This estimate should include: <ul> <li>Delivery time for new server</li> <li>Length of time to install server on the network and configure the workstation computers to recognize it</li> <li>Installation time for relevant software</li> <li>Restoration of data from backup system</li> <li>Cost of replacing any software with missing licenses</li> <li>Time needed to recreate any data that are not recoverable from backup</li> </ul> Use of a virtualized server such as <a href="http://www.pcasupport.com/remote-vault-pro.php">Remote Vault Pro Enterprise</a> can cut down the <a href="http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=11&blogId=2">time and expense</a> of such a recovery operation, typically having the office network back up in about fifteen minutes after the office is able to be occupied. Technology for Businesses 2009-06-16T10:36:36Z terence Computer Protection Insurance for Your Business http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=15&blogId=2 This blog provides information about the <a href="http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=10&blogId=2">value of backing up</a>, the <a href="http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=11&blogId=2">dangers of tape backup drives</a> proving unreliable, and the need to consider the <a href="http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=5&blogId=2">recovery speed</a> of any business continuity plan before it's put into place.  The backup and recovery options you choose are as important as any business insurance you may have – perhaps even more important. An insurance policy is there to protect you against loss, but in truth it doesn't do that.  What insurance does is help you recover from the loss by providing the money you need when the worst happens.  Remote Vault Pro Enterprise can often do more than that for your computer data – instead of helping you rebuild what you've lost, it can prevent you from losing it in the first place.  Emails that you've been saving for months or years, sensitive information about competition and clients, and vital financial data can't be recreated from scratch, but they can be recovered – in as little as fifteen minutes – from the Remote Vault Pro hardware.  It doesn't require a degree in computer science or a call to a support line in another time zone, either – our Hudson Valley technicians will probably know about the problem before you do. Disasters can destroy an entire business location, but even that doesn't mean all the computer records are gone.  Since RVPE backs all your data up to two remote locations, one of those backups can be overnighted to your new location as soon as you're ready to accept it.  The unit will function as a virtualized server, permitting you to run all of your programs and access all of your information, until a new server can be set up.  No business owner likes to think about the possibility of being hit by a serious disaster like an earthquake, hurricane, fire or flood.  However, if losing a building is a nightmare, surely losing all the information that drives your business would be far worse. Technology for Businesses 2009-06-09T18:05:51Z terence Recovering from a Major Crash http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=14&blogId=2 When a server can't be repaired and must instead be replaced, it can be a major problem for an unprepared business.  Taking the time to put in place a business continuity plan can save a business countless hours in lost productivity while a new server is shipped, the software installed, and data are recovered from backup drives or the old server itself. Causes of major server crashes The phrase “major server crash” suggests that something has gone wrong with the computer itself, but from a business standpoint it's no different if it was the hard drive or an office fire that causes the problem.  Any situation that damages a server so seriously that it can't be repaired will have the same effect upon a business, and those situations run the gamut from hardware problems (like disk failure) to large scale disasters (such as Hurricane Katrina). In extreme situations such as Hurricane Katrina, a business owner may not even be able to continue working in the same location, much less on the same server.  Even when the disaster is a small one, such as a building fire, any backup tapes that were forgotten in the office were probably destroyed with the server itself. Replacing a server A new server may be overnighted if an appropriate model is in stock, but work to replace it may be delayed longer if an appropriate replacement isn't immediately available.  Steps that must be taken include: <ul> <li>Installing all the necessary software – if the licensed copies were destroyed, replacements must be obtained.</li> <li>Reconfiguring all the business computers to recognize the new server.</li> <li>Recovering the business data, either from a backup drive or from the old server's hard drive, if it's available.  Recovery from a damaged hard drive is a tricky business, and predicting how much information will be recovered is all but impossible ahead of time.</li> </ul> Depending on the availability of software and the completeness of backup data, those two steps can take from several hours to days. The fifteen-minute recovery plan In the case of a server meltdown in the office due to a problem in the machine, a system like <a href="http://www.pcasupport.com/business-continuity.php" title="Remote Vault Pro Enterprise">Remote Vault Pro Enterprise</a> can provide the same quick response as it would for a minor server crash.  In the event of a larger disaster, the remote backup would be used to load onto a new server everything that the business had on its old one.  All the files that were backed up (from as little as fifteen minutes before the problem occurred) would be in the same locations, and the new server would already have all necessary software installed and ready to go. It's never pleasant to think about worst-case scenarios, but a commercial insurance agent would agree that thinking about the worst before it happens makes it much more bearable if it ever does. Technology for Businesses 2009-05-19T18:34:43Z terence Recovering from a Minor Crash http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=13&blogId=2 It seems that the more important a server is to a business, the more factors can bring it down for a short period of time.  Minor server crashes shouldn't result in more than minor interruptions to business continuity, but that depends on the nature of the server problem, the steps needed to fix it, and the continuity system that the business has in place to prevent small problems from becoming big ones. Causes of minor server crashes A “minor server crash” can be defined is something that stops a server from performing its function, but can be rectified without replacing or completely overhauling the system.  A number of factors can cause or contribute to a minor server crash, including: <ul> <li>Software conflicts – software developed by different companies may demand that the server do contradictory things with the same resources.  With thousands of software applications available for businesses, it can be difficult to predict how they will work with one another in your server environment.  Removing some software may be necessary to resolve the issue.</li> <li>Malware – malicious software can sometimes make it through a server's firewall and cause problems.</li> <li>Temperature regulation – if the server's fan malfunctions, the machine is not positioned for optimal air circulation, or the the temperature in the server room increases for any reason, it can cause a server to shut down.</li> <li>Network problems – it's possible that a server is functioning normally, but has become disconnected from the network and is unable to communicate with your other machines.</li> <li>Hardware problems – minor problems in the server's hardware may require that a part be replaced or other repairs be made to bring the machine back to the land of the living.</li> </ul> Timeline to crash recovery It doesn't take long to discover a problem with a server, but getting the business back up and running can be more complex.  Steps include: <ol start="1"> <li>Diagnosing the problem</li> <li>Order necessary parts</li> <li>Make necessary repairs</li> </ol> Seems like a simple process, but for a company with outsourced computer support, this could easily translate into two or three days without that server.  With a good backup system it may be possible to recover the data and continue working – if there's another machine available that can do the job of the server, and all the necessary software applications are installed on it.  Much of that two or three days may be taken up with setting up a machine to do the server's job, only to have the original back up and running by the time you're done. Business continuity plans make the crash transition seamless Even with an orderly plan in place, it can take time to recover from a minor server crash.  Since the primary goal of any business continuity plan is to keep the business up and running, it may be worthwhile to consider a plan like Remote Vault Pro Enterprise.  The onsite backup can be up and running as a virtualized server within minutes, so your employees (whether in the office or working at home) will be able to do what you pay them to without interruption Technology for Businesses 2009-05-19T12:03:34Z terence Comparing Online Backup Solutions http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=9&blogId=2 Backing up data online is the recommended business continuity system for today's high-productivity world.  As you can see by reading <a href="http://free-backup.info/advantages-and-problems-with-online-backup-systems.html" target="_blank">this article</a>, there are some pretty standard limitations with most offsite backup solutions.  Time to back up The article is written in support of a system called Back2zip, and warns readers that most backup systems "will only allow one initial complete backup of a hard drive, but as the time taken for the first backup of even an average PC can exceed 24 hours this may not bother you." Take a look at that emphasized statement . . . the first backup of even an average PC can exceed 24 hours."  This is probably true with most backup systems, although using <a href="http://www.pcasupport.com/business-continuity.php">Remote Vault Pro Enterprises</a> for the first time will generally take less than an hour to back up your entire network. Backup failure No system is perfect, and offsite backups are no exception.  They are head-and-shoulders above antiquated tape backups when it comes to errors, however.  With a tape, you won't know if there was a problem until the system has run its course, and then the only option is to start over! Offsite systems such as Dell's <a href="http://www.dell.com/content/topics/global.aspx/services/saas/online_backup_restore_how_it_works?c=us&cs=555&l=en&s=biz">Online Backup & Restore</a> allow their users to "run on-demand reports on the backup status of all managed PCs to give you a comprehensive and up to date picture on the security of your data."  This means that you get to roll up your sleeves and analyze those reports to make sure everything was backed up properly.   Other systems, such as RVP, have dedicated technicians whose primary responsibility is monitoring Remote Vault Pro and ensuring that everything's running smoothly.  If something goes wrong, you'll probably never know because they'll fix the problem long before you need your data back.  Make sure you ask who's responsibility it is to identify problems with your backup files before you sign on the bottom line. No software to manage Some online systems, like <a href="http://free-backup.info/online-backup.html">Back2zip</a>, use software downloaded on your computers to compile and back your data up.  (In the case of Back2zip, it's a free "beta" program, which to a computer tech means it's full of bugs and nobody's being paid to remove them, but that's another concenr entirely.)  Look for a hardware-based backup solution that gets hooked up to your server.  The hardware should encrypt your data (so it can't be deciphered by anyone else) and manage the backing up of your entire network.  Seamless recovery The article from Back2zip warns that "a confusing file structure or files with obscure names can get in the way of a clean restore."  The writer goes on to say, "It is unlikely that application files [programs] will be retrievable from a backup, they usually need to be installed using their own programs."  Frankly, you shouldn't ever have to worry about questions like file structure and reinstalling your programs.  In the event that your server crashes, a state-of-the-art backup solution will provide a virtual server that has all your files on it, just where you expect them to be.  No worrying about what files to restore or where the software CDs were stored by your last office manager  . . . you're back up and doing business instead. Technology for Businesses 2009-05-05T11:34:49Z terence The Costs of Computer Data Recovery http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=11&blogId=2 One of the factors a business should consider when evaluating business continuity plans is the cost of data recovery.  The three biggest variables are the upfront cost, the amount of time the recovery will take, and the amount of data that will be recovered.  Business continuity plans can range from simply not having any plan to back up computer data, through the use of external drives, to backing up at a completely remote location. <ul> <li>If you have no backup system at all, you will need to try to recover what you can from the failed hard drive.  In general, the faster the turnaround time you're promised, the higher the price you'll be quoted.  Remember to factor in the amount of time the recovery will take into your calculations of the price.  For example, is three hundred dollars a reasonable price to pay if you won't have the data back for a month?  That may depend on how important it is for you to have access to that data. Data recovery isn't guaranteed, and the cost of the recovery won't tie directly into how much you can ultimately use from the failed hard drive.  Whether you attempt to recover the data from your crashed computer yourself or use an IT professional, the hours spent will be the greatest expense.  Until the recovery is completed, there's no way to tell which of your data will be usable.</li> </ul> <ul> <li>Recovery from an onsite backup system can save a lot of time and money in the case of a crash, provided that the most recent successful backup isn't missing anything critical.  These systems require an upfront cost.  After a new computer was set up with all the necessary programs installed, the backup system should be able to restore all data from the last backup.  Assuming that the backup was run recently enough, the business may spend as little as one to three days without the crashed computer's data.  If the backup failed or someone forgot to run the program, you may have to try to recover the lost data from the failed drive.</li> </ul> <ul> <li>Online backup systems like <a href="http://www.pcasupport.com/business-continuity.php">Remote Vault Pro Enterprise </a>usually have a monthly fee that is tied to the amount of memory needed.  Recovery time can be as little as half an hour, from a backup that was made no more than fifteen minutes earlier.  If necessary, a virtual server with all your programs on it can be created until you get whatever new hardware you may need.  The cost is a planned expense, instead of being an expensive emergency.</li> </ul> Technology for Businesses 2009-04-27T13:59:48Z terence Do-It-Yourself Computer Backup Plans http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=10&blogId=2 There are several options available to a business owner that wishes to handle computer backups in-house.  These include backing up on a tape drive, CD, DVD, or removable backup device.  The important thing to remember about DIY backup systems is that having a written plan in place to make sure those back-ups are being created consistently and correctly is vital. Remembering to Back Up Data Keep in mind that if you or your staff is responsible, backing up doesn't happen by itself.  You'll need a written plan to keep each person clear on his or her responsibilities.  Answer these questions as you're developing that plan: <ul type="disc"> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Who is in charge of backing up what? <ul type="circle"> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list 1.0in">Do you ask each employee to back up their work station?</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list 1.0in">Is someone in charge of backing up the server?</li> </ul> </li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Is there a tracking system to confirm backups have been run, such as a written log sheet?</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Who will confirm that the backups are error-free?</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Is there an established protocol for removing the backups from the office?</li> </ul> What are you going to backup? The server is the most important computer in your network. There are many places on your server where data is stored. Your data not only includes files, databases and emails, but also your software and settings files.   <ol start="1" type="1"> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Do you know where all of your information is on your computer? If you only backup the "My Documents" folder, you will find that critical information is missing when you attempt to restore your data.</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Make sure you have all of your software install CDs, in a place you can retrieve them. You should also keep your software license codes in a safe place. </li> </ol> Verifying Data Integrity How do you confirm that your backup system is doing its job?  Here's a typical nightly procedure for verifying that a tape backup drive is working correctly: <ol start="1" type="1"> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Start the backup system (this can only be set up to happen automatically if you leave the tape in the drive, which means you're leaving your backup in your office).</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Go about your business while the drive does its job.</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Once backing up is completed, 45 minutes to several hours later, check to make sure that no errors occurred.</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Correct any errors to the backup.</li> </ol> It's not uncommon for a backup to fail without explanation - in those cases, the only option is to do it again and hope for the best. Where do you keep your data? Backup media shouldn't be kept in the same location as the computers being backed up - what if there's a fire, flood, or other disaster?  The backups are no help if they're destroyed.  Is someone taking your backup drive home each night?  Even that is fraught with problems, such as: <ul type="disc"> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">The backup isn't in the office when it's needed, resulting in lost productivity.</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Your office manager forgets to take the tape home one night - is that the night that the water main breaks over the server room?</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">The backup gets lost or stolen when it's not in the office. </li> </ul> There is a better way. Many of our clients have elected to place their in-house system with Remote Vault Pro, which eliminates the human factor in backing up data.  <a href="http://www.pcasupport.com/remote-vault-pro.php">Remote Vault Pro</a>: <ul type="disc"> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Backs up new data every fifteen minutes</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Secures the data in two locations, just to be sure it's there when you need it</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Is checked for errors automatically - if something goes wrong, PCA will address the issue long before it becomes a problem.</li> <li class="MsoNormal" style="margin: 0in 0in 0pt; tab-stops: list .5in">Can restore your data files in minutes, an entire server in about an hour.</li> </ul> Whether you choose a do-it-yourself option or an online backup solution, always make sure you have a plan to guarantee that your data are secure and accessible when you need them. Technology for Businesses 2009-04-21T07:41:33Z terence Business Recovery: Backups that Get Your Business Back Up http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=5&blogId=2 Business owners aren't concerned about backing up data on their computer - they care about getting back up and running after a hardware crash or major disaster.  Does your business have a continuity plan?  If not, what should that plan look like? Backing up business data is essential, but only one part of the continuity equation. Recovering from a Computer Crash How long does it take to find and recover data on a tape backup or CD?  Even if you have all of your files properly stored on a tape backup or CD, your new computer has to be reformatted and have all of your software re-installed. This can take a day or more. Is the backup file error free? Unfortunately, most tape backups aren't complete, and not all backup software will let you know that your backup isn't completely finished. If you are using the same tape to back up your system each night, eventually recording and re-recording over the same media will cause it to fail. Where is your backup file? Is your backup at your office in your desk? If there's a fire or other disaster that damages both computer and backup, then your data will be unrecoverable. Do you take it home with you every night? Transporting the media has its risks, but it could be disastrous should your backup be lost or stolen. Are you familiar enough with your backup software to be able to restore data from it if you need to? At least two people at your company should be familiar enough with the backup system to pull either one file or a complete backup, without it being too much of a hassle. Is there a better solution than tape or CD? As technology continues to progress, offsite or remote backup solutions are now the recommended backup solution. Not only does the system make a copy of the individual files on your computer, but it also captures exactly how your individual computers or full network is set up, complete ready to go - including even your productivity software. After the backup system (<a href="http://www.pcasupport.com/business-continuity.php" title="remote backup">Remote Vault Pro Enterprise</a>) has archived your system for the first time, it backs up new data as often as every 15 minutes. Every 24 hours, the archived files are securely transferred offsite to two different secure locations for archival purposes. If you need a file recovered, even if you overwrote, deleted or lost it 15 minutes ago you can recover it easily. If your full computer crashes, the complete system can be mirrored and you can be up and running within an hour or less. Should you experience a complete disaster, your company can be up and running within a day at any location, including from your staffs individual homes. Sounds expensive doesn't it? It doesn't have to be. PCA offers monthly Business Continuity Packages to make sure your business can afford a solid and secure backup and continuity plan. And your company always has an experienced technician who can help you recover the data you need, quickly and easily. Technology for Businesses 2009-04-14T09:23:51Z terence PCA Support Blog http://www.pcasupport.com/blog/index.php?op=ViewArticle&articleId=3&blogId=2 PCA provides corporate clients with fast, reliable worry-free computer services - ranging from general network support and maintenance, to high-level design, deployment and implementation. PCA's team of knowledgeable experts understands how integral computer networks are to our client’s success. We specialize in helping companies that depend heavily on their computer networks to successfully manage their business. We are focused on protecting and improving systems so that clients can focus on operations with confidence that their computers are working to their maximum potential. We offer comprehensive services to your in-house IT team so that your support staff can do their best work for you. PCA does not create software, design websites or develop programs. Instead we make it easier for our clients to use the software and computer systems that they rely upon every day. Most companies have a few key unique programs that truly make their companies run. We help make sure that our clients’ computer systems are optimized for these critical business applications. Depending on the client's needs and preferences, we offer both on-site and remote support. We encourage staff to take advantage of what their network and systems can do by offering friendly, constructive advice to each employee, tailored to their level of computer knowledge. When employees are comfortable with software and confident in their network support, productivity increases as well. General 2009-04-07T09:19:46Z terence