This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

In a world where resources are becoming more and more costly, conserving those resources not only helps the environment but has a clear impact on an organization’s bottom line. The greatest energy consumer for any given small to mid-size business is, perhaps, its data center. Yet, for many businesses, the amount of data center electricity usage seems like a necessity…

How can you be sure your organization’s data center is maximizing its efficiency and minimizing its energy usage?

Energy expert Neil Rasmussen published a whitepaper called “Implementing Energy Efficient Data Centers” that discusses some technical solutions to optimizing energy consumption for data centers. First, he points out that many businesses are spending more than necessary on data center energy costs, maintaining that “simple no-cost decisions made in the design of a new data center can result in savings of 20-50% of the electrical bill.”

He goes on to explain that there are two types of energy reduction for data centers: temporary consumption avoidance and structural consumption avoidance. The main difference between the two methods is that the first avoids energy use without reducing installed power capacity and the second avoids energy use with reducing installed power capacity.

Unfortunately, for those without a specific understanding of power and energy as they relate to data centers, the rest of Rasmussen’s paper becomes a rather technical discussion of solutions, suited only for knowledgeable IT staff or computer technicians.

Still, the paper emphatically concludes by stating those solutions have the ability, in some cases, to save companies tens of thousands of dollars over time with little to no upfront investment. If that sounds too good to be true, well, it might be. But a claim like that is at least worth having your local information technology management firm look into.

[photo: mrkathika]

Additional Resources:

Data Management Tips for Your Small Business

Is Your Backup Data Secure?

Green IT and the Bottom Line

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

Are you protecting your data? More specifically, are you protecting your data backups? One source reports that 30 percent of businesses do not include storage infrastructure in their corporate security policies and procedures. That means nearly one-third of the organizations you and I do business with are not practicing adequate information security. I don’t know about you, but as a consumer that number concerns me.

Our information is becoming more and more vulnerable. For instance, the same source also cited that experts estimated the number of security events increased by more than five times in three short years — and for every single reported incident, four more are said to go unreported.

According to a recent whitepaper from data management experts, there are four key steps to data protection workflow:

1. Backup or replication of critical data on another device.
2. Removal of replicated data to an off-site location to protect it against man-made or natural disasters.
3. Storage of replicated data that both protects and organizes data so that it can be easily and quickly recovered.
4. Recovery of replicated data from storage whenever and wherever needed.

In other words, if you’re looking to effectively protect your sensitive data (which, by law, all businesses are required to do), your business must ensure the aforementioned steps are successfully and securely accomplished. However, given the increasing number of security incidents, what your organization is currently doing may not be enough. To be safe, let a computer systems security firm evaluate your backup processes.

One final statistic: The penalties for non-compliance with regulations to protect consumer and confidential data range from $1-15 million in fines to up to 10 years in prison. If those are consequences you’d rather not deal with, contact an information security professional right away.

[photo: Anonymous Account]

Additional Resources:

How Important is Data Backup?

What If Data Loss Happens to You?

Question: Why are off-site backups so important?

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

In a word, yes. A recent report authored by Greg Shields plainly makes the case for disk defragmentation. Keep reading to find out why your business should be regularly defragmenting its machines and how to effectively increase your IT performance.

Shields divides his paper into three articles, each underscoring an important aspect of the defragmentation discussion. In the first, Shields thoroughly explains the nature of fragmentation, its adverse effects, and its inevitability for any machine that uses disks to store data, i.e. a computer or server. He cites a study showing that an average desktop computer in an average business network environment can accumulate up to 12,000 fragments per week.

In the second article, Shields advocates for an effective solution, emphasizing the necessity of defragmentation by insisting that fragmentation affects nearly every operation of a computer or server. For instance, fragmentation can cause:

• Slow application and OS response time
• Increased time to power on
• System crashes and freezes
• Performance impact to existing enterprise services
• Decrease in overall performance, particularly with very large files
• Reduction in backup performance and increase in backup windows
• Reduced ability to undelete files
• Dramatically reduced performance of virtual machines

Shields states that defragmentation equals performance. On average, he says, defragmentation improves performance somewhere between 10 and 20 percent and, in some cases, up to 80 percent.

Finally, Shields reminds us that most systems come with the ability to defragment their own disks. In many cases, however, Shields feels these basic system tools are not enough to effectively optimize computer performance. As such, it’s imperative for small and midsize businesses to consult experienced computer specialists for customized defragmentation solutions.

[photo: Horia Varlan]

Additional Resources:

Enhancing Computer Security, Performance – For Free

Recession-Proof Computer Repairs

(Really) Simple Solutions for Computer Repair

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

In the previous two posts, we’ve discussed the nature of SaaS (software as a service) and how it can help make your business successful. Today, we conclude our series on SaaS technology with a few tips on how to effectively implement the software services into your organization.

At the conclusion of the SaaS study we referenced earlier, the Yankee Research Group offers a number of recommendations for businesses looking to implement software as a service into their organizations. Below, I’ve paraphrased three of the suggestions I found most helpful.

When SaaS reduces your TCO, don’t reallocate dollars elsewhere.
It might sound counterintuitive, but let your IT budget stay the same and give your computer technicians resources to develop creative solutions. With more freedom to innovate, your IT experts have the potential to save you even more money. Additionally, in the event of an unforeseen technological hiccup, you have the resources to manage any peripheral costs.

Let the technology work 24/7.
With the introduction of wireless technology, your employees can practically work non-stop — but so can your technology. Give your already hard-working employees the breaks they deserve by equipping them with SaaS technologies that make their job easier, not more time-consuming.

Use SaaS as an enhancement to success.
In other words, don’t stop what you’re already doing if it’s working. Use SaaS applications to support and augment what you’re doing right. However, if your current system isn’t producing desired results, it’s definitely time to make the switch.

If you heed these suggestions as well as any advice your IT staff or computer consultants have to offer, successfully implementing SaaS shouldn’t pose any issues; in fact, the benefits should be immediately evident.

[photo: Jeff Kubina]

Additional Resources:

Does your business know about SaaS?

SaaS Sales Success: What Your Business Can Do

Small Business Planning: Hiring The Experts

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

Last week we started a discussion about SaaS (software as a service) in which we briefly examined the technology and skimmed the surface of its implications for small business. Today, we’d like to delve a little deeper, sharing just what SaaS can do for your business and how you can benefit from this innovative technology.

First, let’s look at some recent numbers. The Yankee Group conducted a study measuring business environments and their use of technology to improve customer relationship management. Of the respondents that began utilizing SaaS applications, 37 percent stated their sales effectiveness and customer satisfaction had dramatically improved. Among the top reasons cited were:

• SaaS applications are easy to use.
• SaaS allows distributed employees to stay connected and be productive.
• SaaS applications can be used without worrying about upgrades, updates, and security patches.

Clearly, SaaS technologies stand to really improve the functionality of your business, particularly the sale of your products and/or services.

Second, consider the real world implications for your business. For instance, say your organization starts subscribing to a simple data storage/analysis service application. Immediately, all your employees have access to the application which, specifically, grants your sales people the freedom to log and analyze data wherever they might be. This gives them more time to focus on making sales and satisfying customers and less time dealing with loads of data entry in the office. Additionally, since the application is so easy to use and maintenance-free, all your employees have more time, including your computer technicians who can now allocate their energies to more vital matters. Finally, without concern for upgrades or replacements, your total cost of operation just went down.

Obviously, software as a service will benefit your organization in a very real way, and I encourage you to speak directly to IT experts who can help guide you to the best solutions for your business. In the final post of our SaaS series later this week, we’ll offer some helpful hints and tips on successfully implementing SaaS into your organization.

[photo: nDevilTV]

Additional Resources:

Does your business know about SaaS?

IT Services: The Benefits To Small Business

Small Business Planning: Hiring The Experts

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

In previous months, we’ve discussed emerging technologies like virtualization and cloud computing. Today, however, we wanted to address another budding technological innovation: SaaS, or Software as a Service. While it’s true that SaaS has been around for the last 10 years or so, it’s only recently become advantageous for organizations to utilize.

Does your company know about SaaS and how it can improve business?

To start, let’s explain what is meant by the term “software as a service.” Essentially, SaaS is when a vendor provides a software application for use on-demand. In effect, you’re paying to use a product, not to own it. As a result, companies will often utilize a pay-as-you-go model for SaaS applications. Perhaps it sounds counterintuitive at first, but with this particular service model comes a number of benefits.

For instance, say your organization needs a specific, specialized software application in order to function. Traditionally, your business would have to buy this, no doubt, very expensive software, install it on only one machine, waste time troubleshooting problems, and spend more money on upgrades as the years went by. With a SaaS model, your company pays for that software only when they use it, has the ability to use it on more than one machine, and doesn’t have the headache of upgrades or troubleshooting the software, as the SaaS provider utilizes its own team of IT professionals and computer experts.

Generally, SaaS has a number of characteristics that distinguish it from traditional software:

• Network and web-based. This means employees can access the software from practically any machine, anywhere.
• Centrally managed. End-users no longer are responsible to maintain, upgrade, and troubleshoot applications.
• One-to-many. Applications are purchased on a one-to-many ratio instead of one-to-one.

As you can see, SaaS poses a number of implications for business operations, so next week we’ll discuss how your organization can fully utilize the benefits of software as a service.

[photo:dieterpetereit]

Additional Resources:

Virtualization and Small Business

Cloud Computing: What and Why?

Small Business Planning: Hiring The Experts

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

As wireless technology and portability of electronic devices has developed over the years, so has an entirely new set of vulnerabilities regarding information security. With more and more devices that contain sensitive information leaving company property, physical security is dramatically less effective as now those devices are more likely to be lost or stolen. In fact, more than 345 million records containing personal information have been reported compromised since 2005, and the actual number is undoubtedly much higher since only about half of the states in the U.S. are required to report such incidents (see privacyrights.org).

Is your organization doing enough to protect its valuable information?

For instance, if an employee loses his cell phone that contains privileged contact information for his clients, or if his company laptop with client records and profiles is stolen, what guarantee do you have that information stays safe? If you think simply password protecting your systems is enough to thwart even the dullest of criminals, think again. According to a recent whitepaper, there are at least three fairly simple ways of bypassing a password protected computer. Briefly, they are:

1) Using an alternative boot device. Installing a new copy of the operating system on a machine will grant you access to any data residing on the hard drive.

2) Using an alternative boot device and an alternative boot program. Instead of booting to the same operating system, a thief could boot to a different OS that allows it access to information the original would not.

3) Moving a hard drive to an alternative computer system. By physically removing the hard drive from a computer, a criminal can attach it to another machine as an external drive, and all the data appears as if he had successfully logged on to the original machine.

As you can see, simply employing the use of a password, though important, is not enough to effectively protect your company devices. For real information security solutions, you need to turn to IT security experts. In an age where even criminals are becoming tech savvy, your business depends on staying a step ahead of the game.

[photo: the_english_guy]

Additional Resources:

Is your IT security effective?

Eliminating Small Business Security Threats

IT Security: Back to Basics

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

A new report released last week revealed some telling statistics on the security of certain “critical infrastructure” industries like power plants, sewer/water systems, and oil/gas companies. In a survey of 600 IT security executives from companies in 14 countries, more than half have already suffered major attacks from malicious organizations. Another 40 percent expect to be infiltrated with a large-scale attack within the next 12 months.

Is your organization prepared to combat such an attack?

The report, commissioned by McAfee, Inc. and authored by the Center for Strategic and International Studies (CSIS), further divulged that a majority of companies suspected opposing governments to have a hand in the attacks and that recession-induced cutbacks have increased the risk of vulnerability. Additionally, a number of executives expressed their feelings of unpreparedness for such an attack.

Furthermore, the report stated that the risk of cyber-attacks is rising, noting that over one-third of executives said the vulnerability of their sector rose within the last year in spite of increased legislative action. Only 20 percent of executives believed their sector would remain safe over the next five years. Clearly, with only 20 percent of IT experts confident in their security measures, IT security needs to be taken more seriously.

Hopefully, a report with findings such as these will encourage companies with IT departments to recognize the legitimacy of IT security and allocate more resources to provide effective information security for their organizations. And if you’re a small business without an IT staff, it’s time to seriously consider trusting a reliable IT security firm to keep your organization safe.

[photo:mark i geo]

Additional Resources:

Keep Your Computer Secure In This Bad Economy

IT Security: Back to Basics

Eliminating Small Business Security Threats

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

One of the most frustrating and elusive of modern technologies can be your computer network. In the workplace today, not only are networks an integral part of employee-to-employee communications, they are an essential function of business-to-client interaction as well. As a result, whenever your network experiences difficulties, your business stands to lose a valuable piece of its day-to-day operations. Do you know what to do when your network goes down?

There are a few basic solutions to consider when attempting to diagnose problems with your network. The following troubleshooting tips come courtesy a whitepaper by networking expert Dheeraj Tolani.

• Be mentally prepared. I was encouraged that Tolani thought to mention being mentally prepared before attempting to diagnose network issues. Simply having a calm demeanor and clear focus can make a huge difference for any problem, not just networks.
• Check cables. Check to make sure all the various cables used to support your network are a) plugged in and b) connected correctly.
• Check your IP address. Each machine should have a valid IP address assigned to it.
• Check you router. Examine your router for correct connections, lights, and signal.
• Document  your experience. After the issue is diagnosed, document both the problem and solution. I, again, appreciated that Tolani offered this suggestion. Not only will this help you identify similar problems in the future, but it will greatly aid others who come along later.

Finally, Tolani does offer some additional steps that are more advanced and/or technical in nature. If you are not a professional in the networking field, I’d recommend relying on computer consultants to diagnose and repair more advanced problems. Particularly, if you’re a small business owner with little technical expertise, you might do your network more harm than good.

[photo: Cloned Milkmen]

Additional Resources:

Is your Wi-Fi secure?

(Really) Simply Solutions for Computer Repair

Small Business Planning: Hiring the Experts

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This post originated at IT Services Info & News | Ascensha. Ascensha is a Portland, OR IT company that manages and develops network infrastructure for Oregon small businesses.

An interesting interview caught my attention today concerning the realities of print and online media. Many companies are “going green” with e-commerce, offering products and services every where from eBooks to eBills. But is converting to digital really greener than sticking with paper? The answer might not be as clear-cut as you think.

News media innovation blogger Robert Ivan interviewed Don Carli, a leading expert on the sustainability of media supply chains. During the conversation, Carli had some very enlightening comments regarding the “greenness” of digital and print media. For instance:

“There is no question that print media could do a better job of managing the sustainability of its supply chains and waste streams, but it’s a misguided notion to assume that digital media is categorically greener. Computers, eReaders, and cell phones don’t grow on trees and their spiraling requirement for energy is unsustainable.”

Carli makes the point that while many people think shifting communication to the digital realm means going green and saving trees, it may actually do more to adversely affect our environment. For example, an eReader needs a computer in order to read. Consequently, that computer requires valuable resources to manufacture and constant energy to function. Furthermore, when it’s time for an upgrade, the old computer is unlikely to be efficiently disposed.

Yet, at the same time, similar arguments can be made for the life-cycle of print and paper — making it difficult to establish a clear greener medium of communication. However, as new technologies like virtualization continue to develop and improve, it appears as if digital media will eventually win out by a clear margin.

For the time being, the decision to choose one or the other could significantly impact the bottom lines of small and large businesses alike. Be sure to consult with your IT solutions provider to discover which will work best for you.

[photo: jurvetson]

Additional Resources:

Green IT: Cloud Computing Solutions for Small Business

What Does Green IT Mean Today?

Green IT and the Bottom Line

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