eBook: Digital Transformation – What’s In It For You?

Why Digital Transformation  is a Top Priority for Small Businesses

Digital Transformation eBookNew technologies are opening up new opportunities for business.

They are driving a revolution known as DIGITAL TRANSFORMATION, where processes are simplified, ideas are implemented, and businesses are benefiting like never before.

We have written a free eBook that explains what digital transformation is, and the possibilities that even small changes can provide to your business growth.

Click here to subscribe to our monthly newsletter and access your copy of this book – don’t worry we won’t share your details and you can unsubscribe at anytime. If you are already a subscriber and would like a copy please email david@dpcomputing.com.au. You will also get a free copy of our other eBooks including the following so sign up now!

  • Is Your Old Tech Dragging You Down?
  • Spectre and Meltdown: How you’ll be affected.
  • 10 Tips to Stay Safe Online

3 Essential Steps Before You Fire an Employee

Before you fire an employeeYour employees need access to your IT resources and accounts so that they can do their job, but what happens to that access and those passwords when you fire them? Nobody likes to think of firing their employees, or why you’d need to, but nonetheless, it is a responsibility of every business owner and they will face it at some point in time. While your book keeper or accounts team will stop their paychecks it is important to take the same proactive stance to stop their system access.

Most of the time, former employees leaves under good terms and you’ll wish them well. If you are lucky they may even manage the hand-over to their replacement (so your productivity losses are minimal). Other employees may leave your business reluctantly and / or angrily. While you will have very different feelings about the two scenarios, the risk to your business remains high until action is taken. Here are 3 steps you can take to protect your business from an angry ex employee:

Step 1: Limit access to a need-to-know basis

You might be surprised how often a new employee is presented with access to every ones account and has access to all the company data. Accounts, staff & customer details, strategy, marketing etc etc…all those sensitive parts of your business that have made it a success are exposed. A better policy is to limit access to only what the employee needs for their job. Rather than view it as a lack of trust, your employees will appreciate the care you’ve taken to protect your business (and their job). It also helps keeps them from becoming overwhelmed, confused or tempted if the situation ever turns sour. Likewise, take a few moments to delete old or temporary accounts that are no longer required – you never know when a hacker or disgruntled employee will squeeze through those gaps.

Step 2: Quickly change passwords

On average, it will take at least a week before passwords are changed after an employee is fired – if at all! Unfortunately, this type of delay is one your business can’t afford. In 2017, an ex-employee from the American College of Education held their entire email system to ransom for $200,000 after an unhappy exit. Stories of others stealing client databases are also common – especially if they leave to start their own business or work for a competitor. It is not just full-time employees either, contract and part-time employees such as social media managers and customer support email specialists often have access to more of your business than you might imagine. Yes you may be able to get the person involved prosecuted but it only takes seconds to login and wreak absolute havoc on your network. Knowing you can force those bad eggs into a lengthy court case is poor comfort considering the extent of damage you’ll likely endure. The best option is to change their access credentials fast – even before your employee knows they are fired. This lessens the chance of revenge attacks and opportunistic access.

Use a password manager

If you have good password manager like KeePass or LastPass, reducing your risk becomes mostly automated. You will be able to keep your passwords in a central vault and only share passwords to those who need that access – plus you can section off the passwords to different sections or job roles. If an employee leaves or moves to a new internal position you can change or revoke access.

We can help you secure your network and use a password management tool. Contact us at support@dpcomputing.com.au or 08 8326 4364.

Are You Backing Up Correctly?

BackupThe 31st of March is World Backup day and it’s a great time to check your backup or put a backup in place. Businesses lose huge amounts of data every day, purely because ‘backing up’ is stuck at the bottom of their to-do list. So this is your reminder, that even if you only do this once a year when the calendar tells you to make it happen now! But how? What is the easiest, most effective way for your business to backup?

You’ve probably heard of file backup by a number of names: Cloud Sync, Cloud Backup or Cloud Storage. They’re all similar enough to be confusing and meaningless enough to be anything. Here’s what they mean and which one you need today.

Cloud Sync

Google Drive, Dropbox, iCloud, etc are services that sync up with a single folder on your computer. They mirror it. When a file changes in one, the sync service rushes to change it on your other computers too, so they are always the same. Cloud Sync services are hugely flexible for remote employees or for those squeezing in a few quick tasks while riding the train to work. They are ridiculously easy to use, require no training, and the free tiers are enough for most small businesses and individuals. This all sounds amazing, right? Except…when things go wrong, they go wrong big time! Accidentally deleting a file means it disappears from the Cloud Sync drive and your other computers – almost immediately. Overwriting a file does the same thing, and if an employee edits the wrong file, then those edits are there to stay. If disaster strikes and your local copy becomes corrupted (or ransomed), well you guessed it, the corruption is uploaded too. While some Cloud Sync services now offer a 30 day backup option, you may not notice the file was missing within this time frame.

Cloud Sync services are fantastic for productivity and accessing files on the go, but they simply can’t be relied on as your backup tech.

Cloud Storage

Amazon S3, Microsoft Azure, etc are massive buildings full of storage drives that work just like your local hard drive but you access them securely via the internet. In fact, when you use a cloud sync app like Dropbox, they’re actually sending your data to one of these locations. While the sync services have a constant back and forth connection between the storage center and your folder, and as explained above aren’t good for backup, you have another option. You can access cloud storage on a per/GB basis yourself and upload your entire backup as desired. It won’t update with changes on your local network, but it will be safe from disaster. When you need to retrieve a file, you simply login and download it.

Your backed up data is secure, protected against disaster, and always available to you. However, because it relies on you or your employee to handle the backup plan and manually take care of the uploads, this is a high-risk solution. Unless your employee is scouring your network each day/week/month for changes to files and uploading them with fervent dedication, chances are this plan won’t work. We recommend an automated or outsourced solution so you can get on with business AND also be protected.

Cloud Backup

Carbonite, Soonr, Crashplan, etc might not be names you’ve heard before, but they work in the background to monitor changes to files on your computer or network and make sure you’re backed up. You can roll back individual files or whole drives, and even select from earlier backups, not just one. Like sync services, they use cloud storage centers with extra-high security and redundancy so that your data is always there when you need it. Even better, neither you nor your employees need to worry about when it was last done.

The One You Need

Let’s take a moment to talk planning. We recommend starting with the 3-2-1 strategy. This means having 3 copies in total, 2 of them locally such as on your computer and an external drive, and another offsite in the cloud. Using this strategy keeps your business operating when data disasters occur and is an investment in your uptime. We can help get you set up with the 3-2-1 method, including selecting the best cloud service for your needs. If you’re looking for a more scalable, cost-effective solution that gives the utmost peace of mind, ask about our managed backups service.

Need help with your backup then call us at 08 8326 4364 or support@dpcomputing.com.au.

Office 365 & Email Security

Spam email

As an IT Expert, I get client calls and emails asking me about various emails they receive and whether that particular email is fake or real – almost all time the emails are fake.

To help my clients and others in a similar situation I’ve put together a video that goes through some security tips on how to protect your self from hackers and phishing attempts. The video goes through:

  • First alerts of being attacked.
  • How scammers and hackers try to fool you.
  • How to tell if an email is fake or not.
  • The Do’s and Don’ts.
  • How to tell if you’ve been hacked.
  • What to look for after you have been hacked.
  • How to prevent and protect from hackers.
  • What is 2-step and MFA?
  • What to do after you’ve been hacked.
  • Screenshot examples of phishing emails.

Check out the video below and leave any comments in the fields below.

EBOOK: Spectre and Meltdown: How you’ll be affected

Spectre & Meltdown ExposedSevere design flaws in modern CPUs were recently discovered and made public. These flaws put users and businesses alike at risk of attacks known as Spectre and Meltdown, where private data can be called up and stolen.

Chip manufacturers including Intel and ARM have responded by working with software developers to correct the flaws, however these fixes are affecting computer performance. Discover exactly how this vulnerability works, how you’ll be impacted, and what you can do to protect your systems.

We have written a free Ebook that explains these vulnerabilities in more detail and also covers:

  • How these vulnerabilities works
  • The impact to your business.
  • What you can do to protect your systems

Click here to subscribe to our monthly newsletter and access your copy of this book. If you are already a subscriber and would like a copy please email david@dpcomputing.com.au.

Top 5 Cloud Advantages for Small Business

Cloud Computing

Cloud technology has been a revolution for small business, changing the way you store, share and backup files. While ‘the cloud’ is often hard to understand because it’s neither in the sky or in a single location, there’s no arguing that it’s driving growth across the board. Storage concerns are a thing of the past as small businesses like yours embrace the flexibility, cost savings and protections of cloud solutions. We’ve done the research for you and identified the top 5 ways small businesses benefits from making the move.

It’s Cheaper

Budget is always a factor for many businesses, many of which are further constrained by pressures from managers and owners. Some regard investing in cloud solutions as a large expense that can be put off indefinitely. In most cases though, making the switch to cloud storage costs a fraction of the price. Compared in powering servers, scaling to keep up, regular support and then repairs when problems occur, cloud storage offers extraordinary savings. With one decision, you get access to high-end infrastructure and dedicated support. Cloud solutions were specifically created to meet your needs, which means you only pay for what you use. Costs remain capped while the benefits continue to rise, a clear advantage for the budget-conscious business.

It’s Secure

A lot of people like having their data where they can see it but that is not always the safest option. Natural disasters seem more frequent than ever, break-ins are a worry, and employees are always losing laptops and phones or have them stolen. More often though, someone simply makes a mistake and deletes important files, or accidentally infects the system with malware. Cloud storage mitigates these risks, with storage in ultra-secure locations, protected against disasters, and committed to robust backup systems. In recent times particularly, we’ve seen many small businesses survive ransomware attacks purely because their critical data was secure in the cloud with clean backups available.

It’s Compliant

We know medical businesses and services need to follow certain regulations when it comes to patient data. This includes security as well as data integrity, plus backups and auditing. Many cloud providers acknowledged this need early on and made sure to offer compliance guarantees. They therefore keep abreast of changing regulations, often implementing new requirements before you’ve even heard about them. With cloud storage systems, you essentially slash your compliance workload and let your cloud provider do all the worrying.

It’s Portable

One of the key benefits of cloud storage is your ability to collaborate remotely. In the past, this would have involved multiple file copies that need to be merged back together, often confusing employees as to which is the ‘right’ file. With cloud storage, your staff can work on the same file, using the same interface and real-time updates. Even having different versions of software is no longer an issue. Employees can work on a file in the office and then securely access the same file at home, or elsewhere on their smartphone or laptop without needing to buy additional software or worry about version corruption. Sharing and collaborating becomes easier, more desirable and more secure, which helps puts your business on track to reach your goals.

It’s Easy to Migrate

One of the biggest concerns we hear is that it will be too disruptive to migrate to cloud solutions all at once. That’s okay. We don’t have to do it all in one day, we can migrate it in parts. For example, you can move your email to the cloud, or just remote file storage. As your various servers and systems age out or need repair, we can help you move each to the cloud, which means your downtime is minimal to non-existent. You can also actively choose a hybrid approach to keep your legacy applications, with no pressure to move them to the cloud. Our technicians can help ensure smooth integration across your entire business, making sure all your systems work seamlessly together, whether in-house or in the cloud.

Talk to us about your cloud options by calling us at 08 8326 4364 or at support@dpcomputing.com.au

Desktop Vs Laptop: Which One Is Right For You?

Desktop v Laptop

 

Laptops have become the favourite choice for most people in the market for a new computer. They’re sleek, portable and heavily advertised. But are they the best choice for your needs? Before you buy your next computer, take a look at these considerations  – you may discover you’ve been dreaming of a desktop all along!

How portable do you need it to be?

Hands down, laptops are far more portable than a desktop. You can pick them up, pop them into bag and away you go. That doesn’t mean desktops are bolted to the floor, just that they’re not designed to take on holidays or go with you to the local cafe. With that portability though, comes a trade-off: thin and light means your computer performance takes a hit. The more powerful your laptop, the bigger and heavier it is, and you won’t enjoy lugging that weight around all day. If that’s got you leaning towards an ultra-portable, consider this: The smaller and lighter your laptop is, the weaker it is. In fact, some laptops struggle to run the most basic apps. Fortunately, when you do choose a desktop, cloud technology means your data is mobile, even if your main computer isn’t.

What balance of power and price do you need?

The bottom line here is that a desktop will always give you more power for less money. Their larger cases allow for bigger and better components, with more effective systems to avoid overheating. Even the most powerful laptop is going to be hotter than its desktop equivalent, and much noisier too. If you’re using power-hungry software like video editing, we recommend choosing a desktop. The heat control alone is worth it as frequently overheated laptops don’t last long.

Desired screen size

As laptops are designed to be portable, screen sizes are usually small, around 11-15”. Larger, more powerful laptops often go up to 17”. Desktop monitors average at 22” and go up to 28″ and even 32″. These larger sizes give you more space to work in and multi-task. They also allow for nice big text and images, with a better ability to choose the visual experience that suits your needs. If you’re after a large screen size without a big box, all-in-one’s, NUC’s and small form factor PC’s are a great
option.

Your working comfort

Many people buy a laptop only to get it back to the office and literally find it is a pain in the neck! The traditional laptop design means you’re always looking down at the screen which can put a strain on your neck. You can try to raise the screen by placing the laptop on a stand, but then the keyboard is out of easy reach. The smaller keyboards and touchpad designs may also leave you more prone to repetitive strain injuries. Many people end up connecting their laptops to external monitors, keyboards and mice, simply so they can work in comfort. Desktop computers on the other hand, allow you to create the perfect working environment for your needs and even cater for other office or family members. Monitors are usually height adjustable, keyboards and mice are wireless, and you’re able to place the desktop on the floor out of the way. If you’re on your computer for more than short bursts, your body will appreciate you choosing a desktop.

Are you looking for flexibility?

When you buy a laptop computer, it’s like choosing from a set menu. You get this brand, in this design, with these specifications. Changing out parts for repair or upgrade can be difficult and expensive as there’s not a spare inch of space. Some parts are extremely hard to get to, which can turn a simple swap or repair into a dealbreaker. The extra space inside a desktop gives infinite flexibility for upgrades over time and fast repairs. This means you’re able to easily pop in more powerful components for a fraction of the price and extend the life of your computer by years.

Come talk to us about your next computer and we’ll find the right one for you. Call us now at 08 8326 4364.

Remote Support – Watch Us Fix Your Computer!

Remote Support

When your computer is acting crazy the last thing you want to do is unplug it and take it down to the local repair shop. With so many cables and connections most people don’t know what goes where. Tech support though has come a long way in recent years and now you have another option: remote support.

With remote support, one of our experts will connect to your computer through the internet and fix your problem (as long as the computer starts and has an Internet connection). You can even watch what is happening on the screen or step away and we will contact you when the problem is fixed.

Remote support takes place when the end user is on the phone, or in a chat with the technician and can run a program to give the technician access to your system. Remote access, on the other hand, does not require an end user to be present but means that the remote access software has already been installed on the computer. If the device is on and connected to the internet, a technician has the ability to conveniently and completely fix the issue by connecting to the machine at any time.

Remote support and remote access are a better way to approach a huge range of issues and have some great benefits:

High success rate: Around 80% of problems can be solved this way. We are sure you have been on the frustrating end of a call center style support session at least once and can guarantee – remote support is nothing like that. Our technicians don’t ask you to click a hundred buttons and read the screen back as they can see your exact screen and can control your computer. Our technicians simply ask your to download and install our remote support software and then the technician takes over, identifies the issue and fixes it for you.

Location independent: For some people, the best part of remote support is that it doesn’t matter where you are located. If you are away on holiday, at home with the kids or laying a beach our remote techs can still fix your computer problems.

Complete privacy: Remember you can see exactly what the remote technician is doing? As such there is no better way to know your privacy is protected than to see exactly what is happening. Unless identified as the issue, our experts won’t go anywhere near your private files and photos.

You’re in control: We can either perform this support as a one off incident where you control the session (ie remote support) or we can install a program that allows us to remotely connect when you are not around (ie remote access) – we can then remote in after hours or at a time that suits you.

Next time your computer is misbehaving, or you need help setting up a new device or program, let us know. We may be able to jump in and get your system going again without you leaving the office or us coming onsite, saving you time and frustration.

Also remember to be on the lookout for scams. If someone rings you and says they need remote access to your computer confirm that they are from your IT support company and / or you requested the support call.

It has never been easier to get expert help for your computer issues. Contact us for more information.

IT vs Productivity – How You Can Win the Battle

Productivity & ITHow much time and productivity did you and your staff lose on computer problems over the last year? Without getting an analyst in to crunch each action and every number, you’ll never know how much money you could have earned in those lost hours. Right now, what you know for sure is that you didn’t go into business to be an IT expert, but suddenly there you are: battling servers, workstations, software, protections and permissions, all on a daily basis…managing all those things you don’t particularly care about, or understand more than you need to. Somehow, you ended up running an IT company plus your regular business.

It didn’t start that way. You got into business because you’re great at what you do. We can help you get back to doing what you’re really passionate about, and free up your time for revenue growth activities. Offload all those niggly It tasks sucking away your day to our Managed Service Provider (MSP) team.

Here are some examples of what we can take care of for you:

Software and security updates: If it seems like an update for something is always popping up, sending your employees away for yet another coffee break while it runs, you’re not far off. While it is great that software providers are continually improving their product, patching holes and reinforcing against threats, keeping up with them all can be incredibly time-consuming. Our MSP can handle all updates and patches keeping your employees focused on their business tasks.

Help desk: We can take care of all those “I don’t know how to”, “I think it’s broken” or “I need another” tech problems that can drive you crazy. You can simply circulate the new protocol – ask DP Computing – and watch how fast these small problems are solved, and your employees are back to work, more productive than ever.

Network management and security: The last thing you want is extended downtime due to a crashed server or a cyber-attack. Our monthly MSP plans works with you to balance security with your business’ necessary tasks and access, leaving you protected and operational. You’ll have staff set-up with the exact permissions they need, robust backup systems in place, and early warning when hardware/software is aging out.

Strategic IT planning: Why blow your IT budget putting out fires, buying incompatible systems or tech you simply don’t need? DP Computing can conduct strategic planning in line with your goals so you’re able to scale what you already have and schedule new expenses in time to meet projections.

The time you spend battling IT problems could be time you spend earning money, growing your business and moving strategically forward. Moving to a monthly managed service plan with DP Computing is easier than you might think. Simply let us know you’re ready to get back to the parts of your business you love and we’ll take the stresss of computing away from you.

Get managed services for your business. Call us at 08 8326 4364 or via email support@dpcomputing.com.au.

How to Protect Your Business from the Piracy Police

Piracy PoliceIt may not get the same attention as illegal movie and tv show downloads, but software piracy still isn’t something business owners should take lightly. In fact, one little slip can cost your business thousands or even millions of dollars in fines.

There even is a global agency dedicated to catching you out – even if the copyright breach wasn’t your fault! It could have been something an employee used once to solve a certain problem, grabbing a quick download instead of bothering you with a purchase request. Or maybe it is an application you use every day and long since forgot how the license works. Or perhaps you actually own a legit license but are running it on 8 computers when you’re only supposed to run it on 1. Whether you have set out to be a brazen ‘pirate’ or not, the Software Alliance (often called the BSA – Business Software Association) and their associates would love to make an example of your business. They are now advertising and will even pay for whistle-blowers.

Here is a bit of a background: Back in the late 80’s, Microsoft founded an external agency whose task was to protect the intellectual property of member companies, by finding and prosecuting as many cases as possible. The protection laws already existed, they simply needed a means to implement them. Until recently, finding software pirates was very resource intensive. Now, they can simply create a Facebook ad, target it to ex/current employees of a business, and offer a reward up to $1 million (depending on the country) for information. Your business does not even need to be actively using the illegal software, it simply needs to be installed or show traces on your devices.

How to protect your business

We recommend taking a zero-tolerance approach to unapproved software. This means locking down employee systems so that they are unable to install software, even on their own workstations. Set permissions so that only management and above can install new programs, and create a processes for requesting new software. When a software need arises, you then have complete control over the selection, installation and licensing.

Maintaining your software license documentation and running annual audits is also important. On a daily level, it ensures you’ve got records that can keep your business operating during bad luck circumstances, like when an employee leaves and you suddenly discover no-one knows a particular password and the resets go to a dead email address. Proper license documentation also makes sure you aren’t caught red-handed with illegal software, and if you are ever investigated, you have all the documents at the ready.

We can audit your network for pirated software and lock down employee systems – give us a call today on 08 8326 4364 or via email at support@dpcomputing.com.au.