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A Wonderful Tool, But Still A Work In Progress

While many people quickly think of the tablet as being more for personal use – for Facebooking, watching movies, playing Words With Friends, and generally having fun with a bunch of really cool apps – it’s the workplace that is perhaps benefiting most from this new and ever-evolving technology.

Forrester Research, in fact, recently estimated that approximately 25% of computers used for work globally are now tablets and smartphones – and not PCs – with that figure expected to at least double over the next couple of years.

But with this indoctrination into the workplace comes the classic mistake that many company’s make of being so eager to introduce tablets into their business that they fail to adequately plan – from not researching ahead of time how workers can best use the devices, to underestimating the costs and the additional challenges tablets present for IT networks – and everything in between.

“When a client comes to us and says they want to start using tablets in their business, we are quick to advise them to develop a strategy for the best and most effective usage,” said Greg Rosen, President of Ramp Up Technology, a Manhattan-based provider of technology support, IT & computer solutions, and interactive marketing.  “Tablets are wonderful tools, but if they’re not used correctly based on the specific needs of a company, they can then be one of the most ineffective uses of time.”

Thus, Rosen offers the top five mistakes a company can make when considering tablet usage:

1 – Not Planning Before Introduction

Rosen has seen it all too often.  A company will purchase a bunch of tablets, then simply tell their employees “to start using them.”

But without a clear strategy, the novelty of these devices quickly wear off, and can then be a hindrance to performance and efficiency.

“We saw one company buy 1,000 tablets for employees, then waited for the employees to tell them how they’re using them,” noted Rosen, adding “this goes against every effective principal of management, not to mention being an incredible money-waster and leading to employee frustration.”

Instead, Rosen suggests putting tablets in the hands of small but key groups of employees before attempting a wide deployment, in order to iron out any potential issues before rolling them out to a wider audience.  As well, develop a policy plan as to who will use them and how they will be managed.

2 – Not Realizing That Tablets Can Have Their Pitfalls

Yes, tablets are great and can do a lot, but they still can’t replace notebooks for many uses.

For example, many traditional computer programs won’t work on tablets, and documents sent from a computer to a mobile device may end up losing some key characteristics.

Rosen notes that while some companies try to get around this by using virtual desktop applications – Web-based programs that give users remote access to their PC desktop – those don’t always translate well to the smaller screen.  In addition, most PC programs are designed for larger monitors, making it difficult to read them properly on a smaller screen.

So in developing a tablet strategy, compare what you currently have on PCs and laptops that won’t work on tablets, and just your plan accordingly, suggests Rosen.

3 – Thinking That All Apps Are Just A Click Away

Too often tablet users will think any and all apps will be easy to obtain for their needs.

But most companies don’t have the means to produce and constantly update mobile applications for themselves.  And while iPad and Android app stores have many more offerings than the stores of less popular tablets, even those have limitations.

Often these days, according to , company-specific apps need to be developed.  And with the proliferation of company’s specializing in app development these days, this can be done quickly and easily – but it also comes with a price.  So again, plan accordingly.

4 – The Notion That Tablets Are A Big Cost-Saver Over Laptops

While a tablet is now in the $500 price range – and dropping – never forget that tablets need to be replaced more often than PCs.

So again, effective long-term planning is necessary when it comes to budgets.  This is not to say don’t consider tablets, but rather factor in costs for replacement going several years forward.

5 – Not Fully Realizing Support And Security Issues

This is a big one, according to Rosen.

“Many company’s treat the tablet as more of a toy than a piece of hardware that needs the same support and security measures in place as its PCs,” he notes.

Company information on tablets still need to be protected, and employee usage still needs to be monitored.  And this is just for starters.

When employees use personal tablets for work, can the IT staff remotely wipe the hard drive if the device gets stolen?

Employees also can download thousands of programs on their own, which can be a security nightmare for a corporate network and cause compatibility issues when the company wants to update operating systems and apps.

Rosen recommends implementing mobile-device management systems to deal with multiple operating systems more smoothly, while also addressing security, monitoring and technical-support issues more efficiently.

Again, this takes effective planning before tablets are ordered.

Rosen stresses that tablets are a new breed of devices that require new methods of management, and not an extension of existing IT systems.  And with this comes a thoughtful, planned approach.

The advantages of tablets are ever-increasing.

So too should be the planning.

August 2011, was a month not many can forget. Hurricane Irene wreaked havoc through the East Coast and triggered heavy rainfall and powerful winds from Carolina to New York. While this was predicted, none expect New Jersey, New Hampshire, Pennsylvania and Vermont towns will be flooded, nor will it jeopardize IT systems. The worst of all, flooding made it impossible for conducting business and small scale business struggled the most. On the other hand, Texas suffered due to lack of water and was not able to tackle wildfires, which proved to be destructive.

If natural disasters are one way you could lose your data, virus attack, hard drive crash, stolen PC and even deletion of files either by mistake or deliberately by an employee, can result in data loss, as well. But, the good news is that, you can protect your data from possible loss by using disaster recovery services. Listed below are ten different products that offer this service.

Be Prepared with Information and Resources

If one goes by the statistics of U.S. Department of Labor, over 40% business will not reopen post a major disaster, while another 25% close down within two years. Even so, data loss or interruption of systems could result in issues for small businesses.

According to another survey undertaken by Microsoft, over 1/3rd of small business owners believe IT downtime will take a toll on customer loyalty. For this reason, ability to reconstruct server, or recover system data by deploying technology, is impertinent for succeeding in business.

As for Microsoft, it came up with a disaster-preparedness guide intended for small business owners. It is free of cost and includes cautious measures for both virtual or physical disasters, protecting business data and eliminating cause for concern with customers and getting started with disaster management. US Small Business Administration gives more details and resources on the same.

In case you already deploy Microsoft Operating Systems, there are several tools that aid when it comes to dealing with virtual and physical mishaps. According to Cindy Bates, Microsoft U.S SMB Vice President, “Windows 7 is Microsoft’s most secure operating system to date, and it helps SMBs operate more efficiently with features that promote greater productivity, mobility and security.” “An operating system that supports remote working and security becomes immensely valuable in times of disaster.”

As for Windows 7, there are numerous disaster management tools and come in handy for recovering data. The first task would be to take a backup of both Servers and Systems. Undoubtedly, numerous third-party software tools help with data backup. Listed below are the top choices, though it is important to note Windows comes with built-in tools.

The already Advanced Backup and Restore features of Windows Operating Systems were further improved in Windows 7 and now feature complete file and image backup for the entire system. The best part is, you can automate the process or choose to do it manually on a micro level. Both ways, it is easier and better than any preceding Windows Operating Systems. Microsoft has confirmed faster and more reliable data recovery with Windows 7.

Yet another key aspect is protection of data. When data stored in systems, or more importantly Laptops that are vulnerable as much as they are portable, data encryption becomes mandatory. When employees lose the laptop, or when it is stolen, Bitlocker and BitLocker-To-Go tools that come built-in with Windows 7, keeps data secure. Secure data can be encrypted using this program and only when the right encryption key is keyed in, the data can be accessed.

Yet another important aspect is remaining functional at all times, even when circumstances make it impossible to conduct normal office operations. If we take the example of Hurricane Irene, which left many offices untouched but floods rendered the roads unusable for days. This means, employees could not head to their offices for over a week.

This is when the Remote Desktop Connections with Windows 7 can come in handy. This makes it possible to easily and securely gain access to the systems from anywhere. A secure Web Browser is all that’s needed and systems can be accessed with ease. With secure machines, public computing resources can be used.

This Remote Desktop Interface, resembles the working experience of local resources. Thus when disaster strikes, resuming work normally from other locations rather than the office, is made possible.

When considering options for Servers, businesses that choose Windows Server 2008 R2 will get to lay their hands on innumerable tools for disaster management. According to Bates, “Windows Server offers a comprehensive set of features for addressing the disaster recovery needs of small businesses during critical operation times” and that “Microsoft believes that server virtualization should be an integral part of any small business IT infrastructure.”

Also, the unique Hyper-V virtualization technology for Windows Server, lets the user utilize multiple “virtual” servers, with only one physical box. SO, when one drive in the server begins to falter, Hyper-V’s Live Migration and Backup feature will enable real-time transfer of important functions off the failing drive.

With Windows Server 2008 R2, one also gets Windows Server Failover Clustering support. This will allow users to create server “clusters,” through which, yet another server either physical or virtual, can take over the role of the primary server without interruptions. When considering backup options with Windows Server 2008 R2, Windows Server Backup feature is enabled. This will , make it possible to backup both physical and virtual machines, without interrupting server operations.

Even when Server functions are restored using the backup data, or server image from backup files, few key aspects that are essential for functioning of small business are compromised. Foe this reason using a tool like InformationSAFE Small Business Edition that’s available as both desktop ($99.99) and online editions ($79.99), is ideal. This product comprises of pre-designed templates that aids with storing vital information in the right format, thus enables easy recovery.

The templates that come with the program are divided into seven categories namely Financial, Business Info, Legal, Insurance, Property, HR and Key Contacts. This way, you can store relevant information under right categories, irrespective of whether they are electronic source, or paper documents. Everything is under one roof and makes it impossible for hackers to gain access to the information. The data is secured with AES encryption and when opting for online edition, the data becomes accessible from any location.

On-site Data Backup

Any day, to avoid compromising or losing data,taking backup is the most reliable solution. When you require more flexibility than what is offered with Windows built-in back tools, you can check out other dedicated backup managers like the one offered by Retrospect product line.

With few years of experience to its credit, Retrospect has reliable solutions custom-designed for small businesses and their data backup requirements. Retrospect Single Server ($679) offers coverage for one Windows server and infinite desktops or laptops connected to the office network. The best part is, it supports Windows, Linux and Mac OS.

Retrospect Small Business Server Standard ($479) offers protection for one Windows Small Business Server that can also include Exchange and twenty systems, that can include both desktops and laptops. When Small Businesses just have normal PCs, Retrospect Professional ($119) would do the job. It can cover three connected systems and laptops. With an additional Retrospect Client 5-Pack ($149), you can add more PCs to the list.

Undoubtedly, Software is just part of the requirement. You will definitely need a device that can hold the backup data. Again, if you are person who is skeptic about using normal methods for this, ioSafe SoloPRO external hard drive (starting at $249) might be suitable for you. This device not only boasts trendy looks, but also is durable, fireproof and waterproof!

The enclosing package for this drive can withstand up to 1550 degrees for about thirty minutes and remain unharmed under ten feet of water for 72 hours. On top of this, you get $2,500 worth forensic recovery, if disaster strikes! What more can you ask for?

Next option when considering storing backup data off site, is by using Dell PowerVault LTO-3-060 Tape Drive ($1,798). When data device is not stored at the site, chances of fire or flood is lesser. Also, this is ideal for archiving serial backups and yet, remains affordable.

This can fit in an available drive bay of your server and can store a whopping 400GB data on LTO-1, LTO-2 or LTO-3 tape cartridges. The backup also includes Symantec Backup Exec software, which means you can select the data that is to be stored, along with schedule for the same.

Cloud Computing Advantage

Still skeptical about using physical devices for on site / off site storage? How does Cloud Computing sound? Cloud Computing is your best bet when looking at fail proof data protection. This offers complete online storage / backup service, combination of products that can offer both on-site and web-based components and aid with data recovery when physical systems are wiped out completely.

We often recommend Carbonite Business for this purpose. Contrary to many other backup services, Carbonite offers real-time and 24/7 backup of data without interrupting usage. The files are stored in secure data centers and users have ultimate control on the same. My Company Dashboard makes it easy to manage data thus stored, PCs connected, storage used, etc.

One of the most attractive features of Carbonite is their unbeatable price package. They don’t charge per PC, but for the storage used. Their basic 250GB is for $229/ yr and 500 GB is priced at $599/yr. This can also include Windows Server and there is no limitation on the number of Systems that can be connected.

Yet another option is to use Cloud Services that are made available online. Microsoft Office 365 is one such option, where data can be stored online and accessed from anywhere or anytime using internet.

This is a paid service and priced at $6/ month for one user and includes tools that are used by everyone. The tools include Word, Excel, Outlook, etc and allows employees to backup data, email, documents, contacts, calenders, etc. The data thus stored is secure and does not get affected by natural disasters or local issues. Above all, Office 365 also makes it possible for remote work management.

If you ask me, the best way would be to backup data with a source that is as quick as on-site storage, but offers online protection. That’s what SonicWall Continuous Data Protection Backup and Recovery Appliances (starting at $1,599) do and considered to be a perfect solution for professionals.

The sole aim of this product and company is to make sure backup data does not go in vain, due to natural disasters or other unforeseen circumstances. So, a software will be installed on all systems, with a backup schedule. This data is also securely stored online, which is an optional service. When disaster strikes on-site data, you always have access to it through Cloud Storage.

Ok, so we are all set to protect digital documents and files. How does it work with Paper Files and Documents? What are the ways to ensure they are safe and aren’t destroyed? The worst part is, while digital files could be recovered at times, Paper Files once lost are forever lost! So, the first task is to take a digital copy of them all. Then, they can be organized and backup is done.

An easy way to do this would be with the help of document management software called PaperPort Professional 14 ($199/99) from Nuance Communications. With this software and a scanner handy, you can convert your papers into digital files that can also be organized, shared, edited, searched and backed up, using one of the above listed solutions.

The best part, this software works in coordination with PaperPort Anywhere online storage service, making is easy to save the electronic files to an off-site server.

Any person who uses a computer needs to find the information they store on it quickly and efficiently.  However, the reality about this “quickly and efficiently” bit is that many folks become aggravated trying to do it. This aggravation is stemmed from one of two reasons:

A.  They don’t know how to wade through Windows, easily confused by it.

B.  They’ve never learned how to manage files correctly.

All too often, people, even smart business folks, will save their Word documents to whatever location the system is set to. When they go looking for them, they have no idea how to find them without using the exact application that created the document.  These folks might even claim they saved that file on a flash drive or CD but the file isn’t there.

With that in mind, if you know someone, perhaps yourself, needs a little guidance on file management, look no further. You finally have some help that will keep you from pulling your hair out and cursing at your computer for “eating” your important documents.

Six Tips To Assist You In Gaining Control and Managing All Your Folders and Files

1.  Get Familiar With Using Windows Explorer

The biggest reason people don’t have the file management skills they need on a computer is because they don’t understand how to use Windows. If there is any tip you take away, it should be this: learn how to use Windows Explorer. Why?

Windows Explorer shows you the hierarchical organization of your computer’s drives, files and folders. It also displays network drives, which are designated with letters on your computer/laptop. Understand that Windows Explorer is your main tool for copying, renaming, moving and searching for folders and files.

Once you know how to wade through your computer’s drives and folders, you won’t be misplacing files again.  To open up Windows Explorer, do the following:

Click Start, then All Programs, next Accessories and, finally, choose Windows Explorer. Be sure to read over How to Navigate Windows 7 with Windows Explorer, which can be found on Dummies.com.

2.  Save All Your Information In One Location

It’s not that difficult to maintain organization of your folder and files, like you would in actual life. Most folks place their important documents in one location, which is known as the file cabinet. Your computer should be managed like a filing cabinet. Appoint one fundamental folder to place all your information in.

The easiest option at your disposal is to use Windows default “Documents” folder. Users of Windows XP will know the folder as “My Documents”. However, the latest Windows software Windows 7 calls it “User’s Files”. This is generally found on the desktop and labeled with your computer’s name.

This default folder will hold an array of other folders such as:

- My Documents

- My Music

- My Pictures

- My Videos

These subfolders allow you to group like files together. This setup makes it much easier for you to find your files. For instance, novice computer users will instinctively place their pictures in the computer “My Pictures” folder while placing their music into the “My Music” folder or their documents in the “My Documents” folder. This reinforces some good file management skills. It’s this kind of approach that enables persons to move or archive their files onto another system.

3.  Lump Project Works Together

It might be worthwhile if you store all project components into one folder. If you’re building a website, it would be a good idea to store all the word documents, pictures and other files into that one folder so you can access it all at once instead of searching for it. Bear in mind that storing it under one folder will make it much easier to archive or move once you’re complete with the project.

4.  Keep Names For Files Short

While Windows allows for 255 character file names, you should keep the name as short as you can. Longer file names are more difficult to read and the 255 characters will need to also take into account the whole file path. For example: you named a file “2012 Writing Documents” and placed it on the desktop.  The path for the file would be a little like this:

C:\windows\users\username\desktop\2012 Writing Documents

In the end, the number of characters you have has doubled.

And, the number will continue to increase when you store files into subfolders, which could cause issues when you try transferring or archiving the files. How can you keep filenames short? Use shorthand to save your documents. For example:

- Use 09-11-01 for Sept. 11, 2001

- Use Pres for President

- Use Dept for Department

It’s the little things you do like this that will dramatically reduce your filenames’ length and easily readable.

5.  Use Folders That Are Descriptive To Categorize Your Files

Folders break down your files so that they are easily distinguishable.  Say you have books you’re turning into files such as Stephen King’s The Girl Who Loved Tom Gordon. Rather than naming the file The Girl Who Loved Tom Gordon by Stephen King, shorten it. Use folders to organize it better. For example, create yourself a folder naming it Stephen King. While in the folder, create a new subfolder calling it The Girl Who Loved Tom Gordon. Finally, place the file in this folder.

Folders are very concise because it allows you to short the name of the file and store the book either by author or series so that you can find it quicker. Of course, this just doesn’t work for books but music, documents and other files. The more thorough you are in folder definition, the easier time you will have to find the files you need when you must have them.

6. Make Use Of Shortcuts

Shortcuts allow you to be productive while ensuring that your files are organized and maintained. Rather than copying word documents and other files to your desktop, create yourself a shortcut for it. This reduces the possibility of files being duplicated and keeps the files where they need to be.

And, if you accidently press delete on the desktop shortcut, you don’t have to recovery the shortcut file. After all, the original file is unaffected by the deletion of the shortcut file. Shortcuts can be used with any type of file and it’s simple to do. To create yourself a shortcut, do the following:

- Click on the file

- Right-click it

- Pick create shortcut

The shortcut file will show up in the same folder as your original file. How can you know if a file is an original or a shortcut? Shortcuts are easily identifiable by the small arrow in the lower left-hand side of the icon. To get it to the location you want, cut and paste it to the area you want it in such as your desktop.

That’s all there is to it to ensure your computer files and folders stay neat and organized. By using the above six tips, it reduces the possibility of you losing an important file when you absolutely need it.

With 5 years at Ramp Up under his belt, Steven has proven to be a stand out in the organization.

NEW YORK (January 3, 2012) — Ramp Up Technology (www.RampUpTech.com), a full-service provider of technology support, network solutions, network security and more, is pleased to announce the promotion of Steven Torres to Director of Technology Services.

Torres brings 7 years of experience to his new position.  He joined Ramp Up in 2006 as a Technology Engineer, and continued to move through the Exchange upgrades, Cisco installations and became the team’s expert on Virtual Environments and hosting.

“We’re thrilled to have Steve step into this role for us,” said Greg Rosen, Ramp Up’s CEO.  “From the day he started with us, he’s been an absolute asset to us and our clients, helping us grow by offering the finest technology services in the tri-state area.  We look forward to him making the most of this new role and helping take Ramp Up Technology to the next level.”

Prior to the promotion, Torres spearheaded a number of major projects at Ramp Up including an exchange 2010 upgrade and bicoastal DFS set up with Trashtalk FCM. Another highlight was managing the Symantec 2011 Backup Exec Installation for a bond trading firm with offices in 5 continents and over 1000 employees.

Added Torres: “I’m eager to take on this new challenge, and am honored for the opportunity.  We’re doing some amazing things at Ramp Up Technology in servicing our clients, and I couldn’t be more proud to a part of it.”

With clients ranging from public companies and financial firms to two-person offices, Ramp Up Technology’s tech support covers all things digital (network, software and hardware) – solutions, services, security, Business Continuity and more – while Ramp Up also provides hosting services and interactive services such as web design, e-commerce, branding, SEO optimization and others.

ABOUT RAMP UP TECHNOLOGY

Ramp Up Technology, based in Manhattan, is a full-service provider of technology support, IT & computer solutions, and interactive marketing. Ramp Up Technology works hand in hand with its customers to define focused Information Technology (IT) strategies which translate into viable and sustainable solutions to meet business objectives.  Ramp Up’s capabilities span systems creation, design and optimization, as well as development and implementation. For more information, visit www.rapmpuptech.com orwww.rampupinteractive.com, e-mailinfo@rampuptech.com, or phone (212) 633-0656.