CK Computer Solutions » Business

Avoiding IT Security Issues After Employee Leave or Termination

admin — Tue, 08 May 2012 09:00:37 +0000

Terminating an employee can be a challenging time for many businesses and organizations. While there are many potential reasons for employee termination, it’s often an emotionally-charged time for businesses and employees. Some employees who are leaving a workplace may do things that are counterproductive for a company. For employees who are not expecting a layoff or termination, a sense of resentment can often lead to company sabotage. The following guide provides simple tips for avoiding IT security issues after employee termination.

It’s important to make several arrangements before an employee is notified of his or her termination. While it’s important to immediately cease access to confidential information, it’s important to do it immediately before the termination. This will prevent the employee from having time to figure out what is happening.There are several things that a company should do to prevent a terminated employee from accessing critical information. It’s a good idea to block an employee’s email accounts and computer passwords several minutes before a termination. In addition, it’s important to immediately remove any access rights to other sources of information. This can include public access databases, customer resource management software, etc.In addition, it’s important to block an individual’s access to business-related social media profiles. There has been some controversy in recent months over employees who have claimed ownership of a social media profile they created while working for a business. While this social media profile may be branded with a business’s name, it also may have the employee’s name visible. In these situations, it’s important to find effective ways to gain access to these accounts.

There are several potential techniques for gaining access to an employee’s social media accounts. Most of these methods will require surveillance over the course of a few weeks. In addition, some methods of retrieving information may be illegal in some areas. It’s important to conduct proper research into local rules and regulations before taking control of social media profiles.

One of the easiest ways to gain access to an employee’s social media profiles is through the use of a keylogger on a company owned computer. A keylogger can be set up to automatically record the passwords for a variety of social media websites and email services. While it is inappropriate to take control of personal accounts, it’s often acceptable to take control of public social media profiles. This can be a great way for a company to manage its expensive assets and minimize loss.

In addition, a gag order may be appropriate for employees with a high visibility. This will prevent an employee from badmouthing a company after he or she has been asked to leave.

[img: http://timsstrategy.com/laid-off-fired-or-leaving-on-your-own/]

Why backup your files?

admin — Wed, 25 Apr 2012 09:00:35 +0000

The importance of backing up your files

Having important business files on your computer is certainly something that every business owner does but it seems like most do not know how to take care of them. You will find that most business owners will rarely back their computers up and then go through the pain and stress of losing all of their files. This is something that most people ignore yet they complain once it happens to them. There are several reasons why it is crucial to backup your files and to make sure that you always have a copy.Why Backup?• Loss Of Profits
When your computer crashes, this can lead to a big loss in income. The majority of your files will be about income and all the numbers for your business and so it can be the end of your company if all of these files were lost. A lot of businesses have ended because hard drives crashed and they were not able to save all the important files.

• Emergencies
You must understand that you never know when your computer will simply give up. Whether you have a brand new Mac or an old PC, the computer can somehow crash. This is something that can happen at anytime and so you need to be aware of this. Backing up your files should become a habit that you do on a weekly or even daily basis, depending on how much work you do.

• Need Copies
Sometimes you might not have your computer with you but you need your files. This is why it is a good idea to always have an external hard drive. When you have an external hard drive, you practically have your computer with you at all times. This is certainly something that student or businessman would need to ensure that they have all of their files safe in one place.

• Convenience
It is very convenient to have your whole computer on a single hard drive. You can find hard drives that are very affordable and you don’t have to buy one that is too big. Simply buy a hard drive that is enough for the files that you have but always make room for some extra files. Remember that video files can be very space consuming and so you should always keep this in mind when looking to buy an external hard drive.

If you want to be sure that your business will be running smoothly, do not overlook the importance of backing your files up on a daily basis. This is very important and you will need to find a good hard drive that will save everything safely. Keep this in mind and you will be able to avoid any future problems

Online Backups For Business

Christian — Tue, 20 Mar 2012 09:00:14 +0000

Online Backups For Business and what to look for…

There are many online backup services, but most of them focus on individual users and not businesses. While some individual account can be converted to business use, businesses typically require higher accessibility and memory than an individual. Points to look for when choosing an online backup service should include the number of computers and users that can work simultaneously, the memory amount and the longevity of archives.Most businesses, even very small ones, rarely run on just one computer. There are typically tens or hundreds of computers running simultaneously, and each one has information that needs to be backed up. The business backup service has to include a feature that allows one account to backup all those computers at once. If not, then there are some severe disadvantages. For one, the business must create a separate account for each computer, which costs a lot of money. Another disadvantage is each computer has to be backed up separately, which takes a lot of time. It may be hours before all the computers even start archiving data.

Number of computers:

Along with an account with multiple computers, have a large account that can be accessed by more than one person will also be useful. Upper management, administrators and the technology staff should have access to this account, but each one should have different login information. That way, if anyone messes up or tries to steal data, records will show who is responsible. Another reason to give many people access to the backup account is this allows multiple backups to be made per day.

Space:

Individual backup services typically store around 50 to 100 GB of memory. This may be a good starting point for a business, but this storage threshold will be quickly eaten up, even by a small business. Professional backup services for business should offer at least 500 GB, or they should impose no limit. If no limit is imposed, then the service normally charges per GB, but the business is allowed to save as much data as it wants. This is usually more convenient, and allows the business to grow without fear of bumping into data thresholds.

Archives:

If the business is stagnant, or if data is not accessed or backed up constantly, then a viable worry is the longevity of archives. Some backup services, if data is not accessed or changed within several months, will erase the archive from its servers. If the user does not have that data stored locally, this can be a major problem. Before choosing any service, see how long they keep archives, and be sure to either save a local copy before the time runs out, or change the data, even slightly, to keep it from getting erased.

Viruses, Malware and Spyware: What To Watch Out For

admin — Thu, 23 Feb 2012 09:00:59 +0000

Viruses, malware and spyware can cripple a computer or a network of computers and bring a business to a grinding halt. Malicious software can render a computer unusable as well as destroy vital data. Understanding what to do to prevent this necessitates first understanding exactly what viruses, malware and spyware are. Viruses:
Viruses, also known as worms or Trojans, are designed to damage a computer’s operating system, wipe out data, or both. Some viruses, upon infecting a system, open fake warning popups to try and induce the computer user to click on the popup and ultimately pay money to the creator of the virus to remove it. Other viruses change the computer’s home page or open hundreds of popup ads so that it is impossible to use the computer. The worst viruses attack the computer’s operating system and registry and can only be completely removed by reformatting the computer, causing the loss of any data not protected by a current backup.

Malware:
Malware can be as innocuous as a tracking cookie that delivers targeted advertising to the computer’s user, or as malicious as a keylogger. Keyloggers record every keystroke typed on a computer and can steal passwords, banking information and other private information. Malware is of particular concern to business owners working with sensitive information, such as financial information or medical records. Spyware is another term for malware but is usually applied to tracking cookies and is considered the less severe end of the malware spectrum.

What to watch out for:
What business owners and employees need to watch out for in order to avoid viruses, malware and spyware are email attachments, including commonly used business file formats such as .PDF, software downloads, music and video downloads and clicking on unfamiliar links. One must be particularly cautious on social networking sites such as Facebook and Twitter because shared games and links can allow malicious software to infect a computer or network of computers. Gamers may click a link thinking they are going to receive some special item for their game and have their account hijacked and their computer infected. Any software downloaded from the Internet should first be verified through a good paid antivirus software which offers a link-checking feature and scans downloads for viruses and malware.All computer users should have current backups of their vital data, including business files, photographs, documents and music. Business owners in particular should invest in a purchased antivirus program which can be installed on multiple computers and help safeguard the entire network. Finally, if a virus or malware does make it past the antivirus software, a business owner may find it worth the money to call for professional help in order to ensure complete removal of the malicious software and protection and recovery of important files.

Freshbooks review

admin — Tue, 21 Feb 2012 09:00:04 +0000

Regardless of the area that a business specialises in, accountancy will play a role in the success of the company to some degree. Because of this, finding a way to handle invoicing and finances should be a top priority for most businesses. Instead of using traditional accountancy software, many companies are turning to online invoicing software, such as FreshBooks for this process. FreshBooks has a number of features that can help improve the accountancy situation of a business.

One of the major advantages of using the system is that it is simple to track working time. Time can be tracked with mobile devices or on a computer, depending on which one is easier to use. This can be beneficial when a business relies on workers who are away from the office, such as with an IT business. The time is tracked electronically and sent over the Internet to the main system. This increases billable hours and makes the process of keeping track of working time much simpler.

Another advantage of using this system is that it helps businesses bill their customers faster. By the time the job is done, all of the information that a company needs for an invoice is already compiled and available. Sending an invoice is simple and can usually be done with a few clicks of a mouse. This gets the invoices out faster, which in turn helps businesses get paid faster.

By using FreshBooks, businesses also make it easier to accept payments from customers. When an online invoice is sent, it gives the customer an option to pay the invoice online. For example, a business could include a “Pay Now” button with the invoice delivered via email. The customer then has the option of paying the invoice immediately through the online merchant. This has the potential to improve invoice payment times and help businesses get the pounds they need faster.

Another benefit of using FreshBooks for online billing is that it is simple to use. The user interface is intuitive and does not require a lot of training to feel comfortable with. Most users can pick it up straight away without a great deal of training. This also reduces the need to have a dedicated accountancy professional on staff.

With the online collaboration and multiple add-ons available for the software, FreshBooks is an option that can graft appropriately for many different types of businesses regardless of size or industry.

Only issue have with the service is they do not allow Staff to be added under the cheaper Evergreen and Seeding products.

Sync email between laptop Desktop Iphone Android (IMAP)

admin — Wed, 25 Jan 2012 09:00:17 +0000

One of the most important advances for business telecommunications has been the ability to sync information across multiple platforms. Today, there are ever more devices that support mail account access, and it is important that all of these devices synchronize with one another to give you the most up-to-date information. IMAP, or Internet Message Access Protocol, is one of the most popular protocols for receiving and sending email. It supports operation both online and offline

There are a variety of mail clients that support synchronizing email across devices such as laptops, desktop computers, iPhones, iPod Touch Android Outlook Thunderbird and others, using IMAP capability–and many of them are popular with business users who want email on the go.
Some clients do not automatically provide IMAP functionality – for example, Gmail account holders need to log into their email account and under the ‘Settings’ tab enable ‘Forwarding and POP/IMAP’, then save changes. IMAP mail accounts are supported by Gmail, Microsoft Exchange, Pegasus Mail, Zoho, and AIM, GMX Mail, iCloud Mail, Lavabit, FastMail, Gawab, Windows Live Hotmail, Mozilla Thunderbird and many others. Other applications, such as IBM’s Lotus Notes app, use the IMAP protocol to synchronize user-made notes across a large number of platforms; some of these apps can be integrated with email to give even greater business functionality.

Setup on Iphone:
The iPhone supports two mail standards, one of which is IMAP (also called ‘push mail’). When setting up email accounts on your iPhone, iPod Touch, or other portable device, it can be useful to know the basics of IMAP. When setting up an email account on your iPhone using IMAP, it behaves like an SMS mailbox, so you will receive an email as soon as it reaches your email server. To be able to pick up your email, you will need an email server which supports IMAP functionality and access to that server.

IMAP is a more advanced mail standard than POP, the alternative option, because an action performed via POP will not synchronize across all devices; IMAP synchronizes all mail boxes instantaneously. For example, if you make a change such as deleting an email in the Outlook mail client on your desktop computer or Outlook Web Access client on the internet, the mailbox on your iPhone or other portable device will automatically update with this change. To set up IMAP capability, you will need to set up a new email account on your device, with the settings for the incoming mail server (usually your login username and password), as well as your outgoing mail server settings (the host name will be the smtp server for your email provider). Once this is done, you are ready to synchronize your email across any device that supports IMAP email protocol. IMAP is quick and easy to use, and even preserves your custom folders across all platforms, giving you a versatile solution for business email use.

Want your files everywhere?

admin — Sat, 21 Jan 2012 09:00:18 +0000

Syncing files from one computer to another is a big concern for individuals of mostly any industry. You don’t have to be a big shot IT professional to want or need to send important files to a coworker. Programs such as Dropbox have made it substantially easier than ever before to do this.

How it works

Dropbox allows you to create a free or a paid account. The free account has less storage space and has other limitations, but has enough features to let you give it a whirl and decide if it is right for you. After you sign up for an account you merely need to give your account name to the individuals you want to be able to sync with and decide which files and folders are shared. This is better than letting people remotely access your computer as this way only allows other people to access the files that you have designated them able to.

Dropbox for those not technologically inclined.

Dropbox does not always have to be about business or important files. You can sync up computer with pictures or videos of your family vacations as well. This is a good way to get people that are not terrible tech savvy like Grandma interested in using a computer. This can be a good way to get specific files in a specific folder without having to teach someone how to check their email and download attachments.

IT Uses for Syncing and programs like Dropbox

The place where being able to sync up files and folders is really useful is for those that work in the IT industry. If you ever need to turn in an important project or proposal for work you will never have to worry about forgetting it. You can sync your home and work computers and always be prepared for that big meeting. This is a very good use for Dropbox, but it does not only have to be used going from your work computer to your home computer. For instance if you are working on a project for work you can have every individual sync up specific shared folders of their computers in order to have everyone contribute to getting work done.

Privacy Concerns

Syncing up computers is a good way to share files, but also be contradictory to some privacy policies of computers. For instance it never a good idea to install anything on any work computers without the consent of the computer’s owner and your employer. Be sure that your employer knows how the program works and that they have fully approved of you being able to sync files from your home computer to your work computer. Even if it assumed that it is okay it is better to be safe than sorry. It is a safe and easy to use program. Just like the name sounds only stuff you drop in the Dropbox can be shared.

Google Apps vs Microsoft 365

Christian — Mon, 03 Oct 2011 08:30:08 +0000

The fight between Microsoft and Google battling for supremacy is nothing new. Both tech giants struggle for relevance in a world where Facebook gains momentum every day. In the cloud, however, the two behemoths compete with just themselves in the lunch line, each hoping to get the choice business from the lucrative cloud-hungry government and business markets.

Web-Based Interface

Microsoft hopes to downplay how the core of its office suite resides locally, not in the cloud with its Office 365 Web-based tools. Hoping to sell a mix of Web-based and cloud-based applications, Microsoft wants its customers to enjoy a blend of old and new technologies as it scrambles to bring the rest of its suite into the cloud.

From the get-go, Google seems poised to make major gains in the enterprise, mainly because all of its office applications already reside in the cloud. Companies unwilling to accept Microsoft’s plan to mix cloud and local apps find a capable competitor in Google. Its cloud-based product is mature and already proven in the enterprise. Google buttresses its position as the solution for the present in its native mobile apps that allow people to work from anywhere.

Price
Google’s already huge lead versus Microsoft in the cloud has extra momentum because of its price. Google lists its service at €4 a month for each user or an annual payment of €40 per user. This compares with €5.25 per user for Office 365 for Professionals and Small Business. This package includes the Office Web Apps tools, but it only serves 25 or fewer users.

The basic package includes features equivalent to the old Business Productivity Online Standard Suite (BPOS) costs €9 per user per month, but it does not come with the Web-based apps. The top-tier Office 365 enterprise package costs a list price of €22.75 per user. This adds the Office Web Apps package to the standard Office 365 features.

Google has a significant price advantage, especially for customers who want more Web-based applications. Remember, even when buying the Enterprise package, the productivity applications such as Word and Excel still run on the local desktop.

Speed

Google boasts a speed advantage over Microsoft in areas where the latter has the wherewithal to compete. From mail to collaboration, Google has optimized its Apps suite for the Web. Its speed trounces Microsoft’s offerings, even when companies serve them from the premises.

Accessibility

We already noted that Google beats Microsoft by providing native mobile apps that keep people productive wherever they have their smartphone or tablet. However, the accessibility of Google Apps goes beyond that to include its uptime guarantee. Although Microsoft and Google both pledge to have nearly 100% uptime, Microsoft exempts itself from maintenance downtime; Google includes it. Coupled with its public status board, Google seems to have the clear upper-hand when it comes to offering an accessible and reliable cloud-based office platform.

And the winner is…

Google clearly has emerged as the strongest player in the battle for the enter price cloud. It doesn’t match Microsoft feature-by-feature (for example, Google doesn’t offer multi-party videoconferencing and meetings), but it does offer a product ready to meet their customers in the cloud where IT has headed for years.

Microsoft probably will manage to limp along until it gets its entire suite in the cloud. Until it does, Google will continue to beat up Microsoft and probably take its lunch money too.

Want help setting up Google apps let us know.

Using smartphones in your Business

Christian — Tue, 27 Sep 2011 08:00:49 +0000

Using a smartphone is becoming one of the best things one can do for business. These devices have revolutionized the way that business works. No longer are individuals stuck at desks and cubicles all day and chained to their computers.

The influx of smartphone use is because these smart phone and cell phone combinations have made It possible to check e-mail, work on the road, stay in touch with news, and even stay in touch with the office no matter where one might happen to be. There are a number of devices out there and quite a few things to consider and look for when choosing a device. To understand what will work best in a particular business it is important to understand how all the features and benefits affect doing business.

E-mail on the go

E-mail on the go has become an essential thing to look for in a smartphone. Many contemporary devices such as Blackberry, iPhone, and Android devices have this standard with their service. It is important to look into your phone plan in order to make sure your data plan accommodated being able to send and receive email, as this is usually a feature that doesn’t affect the total data usage on many plans.

Apps

Applications on smartphones are particularly important, however, different types of business facilitate a variety of needs in the way of apps. Google apps on android are atop of the competition when it comes to smart phone applications. This is because the Android operating system is open source and has a variety of programs as anyone can develop for this device. This means there are many more free applications as well as many standard ones for sale via the internet. If you have a smartphone such as an iPhone or a Blackberry it is essential to make sure you research all of the apps out there that can help make your business run better and more efficiently.

Syncing with your desktop

Many programs automatically sync with your desktop computer. This is important so you do not have to transfer data from your smart phone to your desktop in order to access it. Applications that provide calendar on the go syncing can be a real help when it comes to conducting business. This is done via your smartphones data plan and cuts down on a lot of the work you would otherwise have to do. Having your smart phone work for you is essential. This is why it is a good idea to check out other file on the go apps. Services such as evernote and dropbox allow for sharing files via the internet. This can make it easy to access a set group of files from your pc, as long as you save them in the appropriate folder, without having to remember to send them to yourself online.

If you are thinking of conducting business with the aid of a smartphone you are on the right track. Make sure you know what to look for in a device before committing to a phone contract. Doing research online is essential, so make sure you look up as much information on a particular smartphone, applications to assist with business, and how to get the device you are looking for at the best price out there.

Have you Klout and what is it…

Christian — Mon, 19 Sep 2011 08:30:47 +0000

Klout.com is a professional application that measures how many people utilize the content off an individual’s social media account. Since more employers, businesses, and bloggers are using social media to get information across to a wider audience, a Klout.com assessment is rather fruitful.

Klout.com creates a Klout score. The Klout score is a combination of variables that are individually measured and assessed. The three main variables include the True Reach, Amplification, Your Network. True Reach is the number of interactions a post off a social media account have from real individuals. All spam and bot accounts are factored out of the equation, and comments or re-sharing techniques are utilized to reveal how many people read and interact with a post. Amplification is related to True Reach, only it reflects how much a post or comment resonates with others. If a Twitter tweet is highly re-tweeted, especially from strangers, then the Amplification score increases. Your Network is the measurement of how many people, such as followers, interact with posts. Once Klout.com calculates all three of these separately, a Klout score combining the three variables is calculated that assess a person’s profile potential.

The average Klout score for a social media account is usually around a 20. As the social media account’s reach becomes more powerful, the Klout score will rise steadily. However, Klout score calculations make it inherently harder for a person to reach higher levels. For example, going above a 50 Klout score is more difficult, especially if the profile’s engagement with users is only moderate.

Klout.com is influencing social networks by showing an account holder their overall ability to create effective posts. When someone has a low Klout score, this may mean that the user is not effectively using their social media account. This is very important for businesses who may wish to utilize social media to get their advertisements and blog stories across a large customer base. Klout is also more technical than a superficial assessment of social media accounts. If a company just counts the number of followers they have on an account, then a company is not doing an adequate job measuring how their account is being viewed by unique viewers across the internet.

Having a Klout.com account is helpful for businesses and bloggers trying to assess how their social media profile is reaching a mass audience. With Klout, the social media side of businesses and blogging will become more competitive, as social media accounts do what they can to make more effective accounts and reach more customers or readers.

Check out my Score http://klout.com/#/cksolutions