We’ve told you about the cloud – what it is, how it works. Now, it’s all about how you use it. As a small business owner you need room to expand as your company grows. You want to know what’s going on when it happens so you can respond quickly and efficiently. With cloud computing, previously daunting tasks are now a breeze.

All weather puns aside, the cloud is a smart option for any business. Although you are entrusting your data with a third party service, a secure, monitored platform will leave you stress free (backup and recovery systems are always a safe option for increased protection as well).

The wonderful thing about the cloud is that it can host a multitude of programs ranging from email to data processing to files and documents. Even better is how it allows you to access the information from any online source at any time. Employees can sync to one web-based service where company programs and data are stored and shared whenever necessary. Collaboration with co-workers and clients just got a whole lot easier.

Not only is the cloud co-worker friendly, but it’s also hire-friendly. Because company computers can be preconfigured with custom settings, programs, and software, new employees are ready to begin right away. When new hires are brought on you can avoid setup and installation expenses and delay productivity.

It’s also extremely cost efficient. According to a study, moving to cloud services can save a company on average anywhere from 25 to 50 percent in IT operating costs. No longer will you need to rely on internal IT support or worry about hardware upgrades and maintenance. All of this is handled by the service provider and a trusty ongoing support infrastructure. Additionally, most services run on a pay-as-you-go platform. This enables you to pay only as much as your company uses rather than overspending on space and resources you don’t need.

Making the switch to the cloud shouldn’t be daunting, but rather a breath of fresh air for your business. Your IT operations, expenses, and productivity will benefit leaving you with a feeling of connectedness and ease.

You’ve heard about the cloud. People, both in the office and out, are using this 2.0 term that has revolutionized IT in the past few years. We access personal clouds multiple times a day without realizing. Our email, contacts, music, even word documents and bank account information can be accessed on various platforms because of our personal clouds. Social networks like Facebook and Twitter are applications on public clouds that can be reached over any online connection. Whether personal or public, clouds have expanded from a network infrastructure to a host for data services and applications.

In short, clouds have allowed us to access anything online, anywhere. We’re able to sync our computers, smartphones, tablets, and easily organize and share data between them. Public clouds sell services to anyone on the Internet. This distributed computing allows us to access shared data at high speeds. It’s what keeps us connected at all times.

Technology at our fingertips evolved from a luxury to an ordinary occurrence. On a private platform, clouds host services for a select, limited amount of people in a particular network. A company can develop networks on three services with different infrastructures:

• Software as a service (SaaS): the host provides the software product and monitors the data. Services cover a broad market from email to inventory to data processing. Users can tap in to the server from anywhere. SaaS is the most popular platform.
• Platform as a service (PaaS): the provider hosts software on their platform where users are able to create tools and applications over the Internet (Google Apps is an example).
• Infrastructure as a service (IaaS): specializing in internal functions, virtual server maintenance configures servers and data storage for easy recovery. Companies pay per capacity and can increase online space to accommodate immediate and future growth (as in you pay as you go).

As clouds grow with the formation of new networks, privacy will become a bigger issue as the providers will be required to offer customized privacy controls to users. On a smaller scale, it’s possible that personal clouds can develop in ways that tailor to your specific interests based on previously collected data. Essentially, it will be able to anticipate what you do or where you go before you’re doing it. This tech shift has broadened the market of what, where, when, and how we can access virtually anything hosted online.

In our previous post we discussed what data recovery systems can do for any business and how they work. Today we’ll explain why data recovery is imperative for every company looking to stay in business.

A main goal for any company is to increase clientele and expand. Clients will only invest their time and money with businesses that can give them the quality service they need. They need to know that their information will be secure yet available at all times. Without a reliable backup system, not only are clients’ files in danger of corruption, inaccessibility, etc, but also productivity is lost to slow recovery. The companies that can’t deliver immediate, quality results in times of disaster and on a day-to-day basis are at risk of losing clients.

A poorly equipped infrastructure not only affects those relying on a company’s services but also those working within the company. If compliance issues aren’t being addressed and clients are looking to do business elsewhere, employees won’t want to stick around either. Employers need to create a responsible and constructive work environment that operates to the best of its ability. The simplest way to do so is to implement reliable data recovery and backup plans that will secure the work of employees and client data. This alone will increase the overall value of the brand and attract business.

Each aspect of a company – sales, marketing, operations, finance – is just as important as the others, but all can be easily compromised without the ability to track inventory. Limited access to data in these categories greatly decreases the chances of successfully competing against other companies for business. Don’t restrain company growth simply because this data isn’t easily accessible. The faster data can be reached, the more productive a company will be.

Again, data recovery and backup doesn’t only affect a company’s performance speed, but also client and employee retention, brand value, and service quality. Go above and beyond the competition by ensuring the security and accessibility of client and company data.

According to a survey by the Info-Tech Research Group, approximately 60% of businesses in North America do not have a disaster recovery plan. And of those who lose their data, 50% go out of business.

Those are some pretty threatening figures, which is why no business owner can risk his/her data to go unprotected.

Backup and recovery systems are essential to the lifespan of every company and are key storage management elements. They act as good security blankets in the event of an emergency. These, along with good antivirus software, dramatically increase the chances of saving and quickly accessing archived data.

Backup technology has improved immensely in recent years making emergency recovery faster and easier. In the past, data was stored on direct hard disks, but today the use of storage area networks (SAN) and network attached storage (NAS) have simplified the process. Both utilize secondary servers to ensure control and security of data. Offsite data storage systems act as safety nets if protected well and backed up daily or as often as possible.

It’s recommended that companies test their data protection plan more than once a year to locate any glitches or update any software if necessary. Applications may be outdated and could no longer meet the demands of your growing business and increasing data.

What business owners have to remember is that the chances of a successful recovery are only as strong as the existing backup plan. Find one that fits your business needs to protect, organize, and archive data.

In previous posts I’ve highlighted why a solid, reliable IT system is imperative in running a company to prevent data loss, maximize organizational capabilities, etc. This article, however, will explain why IT is the key to expanding your business.

Companies of all sizes are taking advantage of the latest advance in IT. With business analytics and optimization (BAO) – also referred to as business intelligence and performance management (BIPM) – CEOs can evaluate the future of their companies based on previous data trends.

Think of your company like a car – if the business (product, service, customer relations) is the car itself, consider your IT department the gas. Without it, your company won’t go (expand) very far. IT systems have developed to the point where they can actually predict the future of your business. They will get you there before you know where you’re going.

Here’s how it works: the IT software analyzes and organizes stored data so that trends can be isolated and evaluated. It understands patterns in different data categories, for instance, sales, marketing, client information, statistics, expenses, revenue. Additionally it takes note of data flaws where the business didn’t perform to its full potential. A report is produced giving business owners the means to derive value from real-time information. There’s never been an easier way to understand previous glitches and plan ahead for the future. Say goodbye to unexpected curve balls – now you can know what to expect.

BAO/BIMP can help you take your business to the next level. With it, CEOs can:

- Rework marketing/branding

- Reevaluate client preferences

- Better understand customer behavior

- Focus on expansion and growth

- Work their small business on an enterprise level

- Predict performance of a new product

- Easily evaluate sales

What are you doing to take your business to the next level?

Fast, high-quality performance is expected from any business, but it’s hard to meet company goals when IT maintenance falls short. Monitoring your business’ IT system is a top priority, but it should never distract from the business itself. Whether you find your monitoring system interfering with the goals of your company or not, every SMB can find value in switching to remote IT monitoring systems.

This service is making waves in the IT community with its continuous 24/7 surveillance and custom features that work with your specific business needs. The benefits are monumental and will allow you to focus on moving your business forward.

Overall, remote monitoring ensures a clean IT environment. There’s nothing more frustrating than finding a problem that could have been addressed during its early stages.  The service can spot problems when they first appear. Gone are the days when small issues snowball into potential disasters before they’re addressed. Even more, it assists with problem solving, which saves you time and money.

One advantage to continuous monitoring is its ability to supply interactive digital solutions. It works for your business and goes above and beyond to meet company needs by providing:

• Detailed data reports
• Automated patch management
• Routine disk checks
• Anti-Spyware
• Script access for customized automation

These features dramatically decrease unexpected service failures and cut service costs substantially. This way you can focus on maximizing your company’s potential instead of worrying about service glitches slipping under the radar. Every problem is brought to attention when it happens, not after it happens.

It’s important that your SMB receives the IT attention it needs, when it needs it without wasting your time and money. Remote IT monitoring will independently resolve issues leaving you stress free and on top of your game. Get your company on the right track by switching to the service that will keep up with your business needs.

We’re a few months in to 2010 and already we can start to feel out which IT trend predictions were hits or misses. It’s no surprise that the most on target trends share the overall theme of reshaping, molding, and stabilizing for the future. I’ve compiled a list of 8 IT trends that are sticking.

8. Use of social networks to sell/market products – Blogs, LinkedIn, Twitter etc. It’s the collaborating tool of today that can be (and is) used as a work tool. In fact, many companies are creating social media programs and policies to reach their online audience. In short, businesses are finding the value of utilizing social media to create depth within the IT community.

7. Environmental implications of an IT project – Everything is going green these days, even IT! The ways in which a small business can become eco-friendly are growing. Not only will you help the planet, you will also save money and energy in the long run.

6. Cloud Computing – Over the past few months we have seen the use of cloud explode. Creating and using private clouds is shaping the way we think of IT. Expand your company’s capabilities without spending extra on new software.

5. The role of consumer technology – We’re in the middle of a smartphone revolution. Mobile access to the web is the future of information, and it’s happening right now. When it comes to your business it’s necessary to adapt to the future of technology, so explore what mobile applications can do for you.

4. Activity security – Business owners are seeing the value of monitoring their data activity. With a security system, detecting a problem early within your network can save your money and time.

3. Offsite data storage

2. Data/Advanced Analytics – Use analytics to predict the future of your business; the statistics will help you make better decisions on a long-term scale and execute large projects wisely. This is a key piece to the last trend:

1. Importance of strategic planning – In this economy (although you should have one regardless), how could you not? Without a detailed plan, the possibility of hitting a budget wall (cost-cutting) and the threat of long-term consequences are much greater. Know where your company is going and how it will get there.

By Kirsten Taggart

Every company relies heavily on technology: email, networks, servers, software. At the same time, every company wants its technology to be 100% reliable. A flawless system is an impossible dream, so an increasing number of companies are turning to IT service providers to manage and secure their systems. Choosing a provider is not the easiest process, but finding one that fits your company’s needs is an investment that will greatly reduce operational risks. So how do you select your IT service provider?

1. Know Your Company

To get the best service provider possible you must understand your company inside and out. What are your company’s most important assets – your client list? your sales records? your tax and payroll information? What about backing those systems up? And what technologies are absolutely crucial in order for you to run your business best? If your email goes down, does business stop? If you or one of your employees gets a PC virus, can you remove it and make sure your clients haven’t been infected? Are you only concerned with systems being up during the “normal” business day or do you need 24/7 monitoring? Make a list of what you feel is crucial to operate smoothly. This way, when you begin to ask questions (see number 3), you know exactly what to look for in your SP candidates.

2. Have a Game Plan

Not only do you want a reliable service provider, but you want one that will increase your company’s reliability as well. When researching different service providers, do your homework. Most providers post testimonials from clients, so take the time to read them. No provider will post a client review that’s bad, so ask for a few clients that no longer use the service so you can find out why. Look for independent sources of information like Angie’s List and the Better Business Bureau. Additionally, note the lifespan of a service provider; the longer it’s been around, the more likely it is to know different technologies, including yours. A provider’s employees must be willing to adapt to your company’s needs. Finding the right system for you requires flexibility from both parties, so be sure to research service providers with different systems and programs that can be tailored to what you want.

3. Questions, Questions, Questions

With some possible service providers in mind, it’s time to begin asking some detailed questions. You want no less than the best for your company, so treat this process like an interview. Possible questions may include:

• What billing options does this service provider offer and which will work well with my company? Some charge by the hour when something needs fixing while others offer fixed hours that you pre-buy and may roll over if unused at the end of the contract.
• How easily can the technical team be reached? How fast can I expect a service request to be processed? A good service provider should be prepared to respond to a problem at any time of day. A Service Level Agreement (SLA) should be guaranteed in writing with financial penalties to the provider if it misses an SLA.
• Does the service provider offer 24/7 monitoring capabilities? Will they be able to catch a problem before it happens/gets worse?
• Does the service provider hold technical certifications and if so, what are they? Are those certifications a match for any of the technologies you need support for? Does the provider have a training program for its employees so they learn new technologies and constantly broaden their skills? If the provider doesn’t know something, who do THEY go to for support?

Write down your list of questions before you begin making calls. By asking each service provider the same questions, it will be easier to compare and contrast their answers later on.

Choosing an IT service provider should be a tedious process; finding the appropriate company for you should require time and effort. To know that your information is in the hands of a reliable, responsible, and secure partner is invaluable and will be worth the search. Your business may well depend on it.

By Kirsten Taggart

In a study, Google found that one out of every fourteen computers will experience hard drive failure within a year. The risk of hardware malfunction, unauthorized data access, and damaged servers pose a threat to every business owner. In short, all owners need a reliable data storage and recovery system that won’t leave them at the mercy of a disaster.

So what is the best option for businesses that will ensure security but won’t burn a huge hole in the company’s budget? Offsite data storage. A rapidly increasing number of business owners are sending their precious data via Internet to a protected, offsite location. Thanks to encrypted IP tunnels, this process is risk (and hacker) free. Most storage systems hold files in two locations in the unlikely event of a system malfunction. And best of all, because of the spike in demand, operating costs are low. Who would have thought data storage and recovery could be so stress free?

As storage programs become more advanced, offsite services offer more than just a place to store files. These vendors include advanced monitoring capabilities that allow business owners to access any file at any time from anywhere. More advanced still is the option to allow access to certain information for co-workers. Information can be safely shared (or blocked) from all or select employees. This tool could be helpful for co-owned businesses in permitting both owners equal data access.

Overall, offsite storage systems make data backup and recovery simple. There’s little room for error during the transfer process and a permanent loss of data is highly improbable. Venture Technologies recently launched its storage product, Venture Offsite Storage, for businesses of any size. VOS is tailored to each company’s needs and allows owners to watch and access files whenever necessary. Venture Technologies understands that each business is different and offers a low cost back-up system perfectly designed to meet personal and corporate needs. Look for a product announcement in the near future.

After a crash, a small business can lose approximately $3000 in productivity value alone, not to mention the inability to recover important tax, contractual or financial data. So let’s face it: would you rather pay a relatively small fee for offsite storage or risk losing your irreplaceable business data in a disaster? I’m sure you’d pick the former. Business owners internationally are erring on the side of caution and making offsite storage an enormous business trend. Who knows? It could save your company one day.

By Kirsten Taggart

The problem isn’t so much with the older version of Conficker (now known as Conficker.A) but with a new flavor, dubbed Conficker.B.  Roger Halbheer, Chief Security Advisor of Microsoft’s EMEA (Europe, Middle East, and Africa) has been monitoring (and writing) about the current spread of infections. The skyrocketing infection rate is actually being caused by several factors; Roger describes Conficker.B as a “beast,” and Microsoft has built the following diagram to demonstrate how the worm functions:

How Conficker.b Spreads (source Microsoft)

Kaspersky Lab’s security analyst, Eddy Willems, said that a new strain of the worm was complicating matters.

“There was a new variant released less than two weeks ago and that’s the one causing most of the problems,” said Mr Willems.

“The replication methods are quite good.  It’s using multiple mechanisms, including USB sticks, so if someone got an infection from one company and then takes his USB stick to another firm, it could infect that network too.  It also downloads lots of content and creating new variants though this mechanism.”

“Of course, the real problem is that people haven’t patched their software. If people do patch their software, they should have little to worry about,” he added.

Once run or given access to an unprotected machine, Conficker.B begins searching for other systems or shares within the local network that it can infect.  Shared systems, removable drives, or unpatched systems are all eligible targets, as are machines with weak passwords.

Not all AV scanners currently detect Conficker.B, even if they’ve been updated to detect Conficker.A - but definately make sure you have the latest updates for your AV scanner of choice (and check with the vendor regarding Conficker.B support).  Symantec is claiming that Norton Internet Security, Norton AntiVirus or Norton 360 will all remove Conficker.B, and have posted a removal procedure at their website.

We highly recommend installing Microsoft Security Bulletin MS08-067 — this will not remove an existing infection, but it will guard against attack from either version of the agent, provided you aren’t using weak passwords.

My favorite quote on this security threat comes from Microsoft’s Roger Halbheer: “If you decide not to roll out a security update which is so critical that we decide to go out of band, you play Russian Roulette with your network…The same is actually true if you do not run and maintain an appropriate Anti-Malware solution…Now, if we look at Conficker.B: This is really an ugly beast: You need just one infected machine in your network in order to have it spread across your network fast and aggressively. You can get it even through a USB-stick…it just needs one unpatched/infected machine.”