Ask the Experts
Direct Connect owner and operator Jim Conley understands the technology growing pains that many small businesses experience. Our team of experts works diligently to answer all questions and will not quit until problems are resolved.
We thought it would be helpful to share some of those questions and answers below. If you have a question that you don’t see posted here, contact us and ask away!
Topic Categories
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Data
Q: Should I be backing up data? I use a lot of different programs and don’t know where all the data is stored, how do I find it so I can back it up?
A: Yes, all business owners should backup data if it’s important to your business. Also consider multiple backup copies so you don’t have to rely on just one copy. Finding where your all of your data is stored can be a time consuming task. Once the file locations are found, they can be included in your backup routine, which can be automated and verified.
Q: We are running out of data storage. Should I buy a new server or a storage device?
A: If you are running out of storage space on your server the simplest solution may be to replace your current hard drives with larger, faster drives. If the performance of your server is on the slow side, then a new server replacement may be your best option.
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Q: I am not receiving Email. What is wrong?
A: If you’re not receiving email, there could be a “pop/pop3” setting that’s not configured properly. If you use an email program like Outlook or Thunderbird and the mail doesn’t receive (or send) then the problem is likely to be determined by testing your email using “web mail”. Your Internet/mailbox provider can tell you if they offer web mail. Web mail is using your web browser (Chrome, Mozilla, Internet Explorer) to login into a web site and view your email online. If your email works through the web browser then the problem is likely your email program (Outlook, Thunderbird, etc.). If the email doesn’t work through the browser or mail software, then the problem could be mailbox or account related.
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Hardware
Q: How often should I replace desktop and laptop computers?
A: Generally speaking, computers should last 3-5 years for most business needs and it’s not uncommon to get 5-7 years, though with equipment that old, the cost of maintenance may strain your budget.
Q: How can I protect my hardware from power surges?
A: At the very minimum, using a quality surge protector will provide protection against some surges. For surge protection and to keep your computer running during a power outage or line sag, use a battery backup (UPS) system. A UPS will allow your computer to run on battery power, which gives you a chance to safely save your documents and properly shut down your computer.
Q: Can I ‘write off’ leased equipment on my taxes?
A: Yes. If you lease a piece of qualifying equipment you can deduct the full amount of the equipment (up to $500,000) without paying the full amount in 2011.
Let me explain. On September 27, 2010, Congress passed The Small Business Jobs and Credit Act of 2010 which expanded the Section 179 benefit through December 31, 2011:
• Increases the Section 179 deduction to $500,000 (up from $250,000). This means that if you buy (or finance) a piece of equipment, you can deduct the Full Purchase Price (up to $500,000) from your gross income.
• Increases the total amount of eligible equipment purchased to $2 million (up from $800,000). This means that you can purchase more equipment and still have the benefit of the Section 179 deduction.
• Extends the “50% bonus depreciation” to tax year 2010 (it was rescinded at the end of 2009, but has been restored). For equipment purchases over the Section 179 deduction of $500,000, you can deduct an additional 50% of the overage in addition to their standard depreciation deduction.
Example:
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Maintenance
Q: How often should I ‘clean up’ my computer? Is it just tasks like deleting temporary files and defragmenting?
A: Simply put, the more you use your computer the more you should do some ‘house cleaning’. File and disk maintenance are important and play a large factor in your computers performance. Also included in maintenance is opening the computer and blowing out all the dust that has accumulated; this clears the cooling fans so they can last longer and keep your computer from overheating.
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Network
Q: What do I need to create a network? I have 4 employees and each has his own PC and printers.
A: To create a network you will need to have the necessary hardware such as routers, switches/hubs, cabling, servers, etc. Once the hardware is in place then configuring the network operations system (software) can be done. Each company’s network is unique and should be designed and configured by a network professional who takes the time to understand your business.
Q: What is a ‘firewall’ and does every small business need one?
A: If you have an Internet router, it probably has a firewall built in. It is important to configure your firewalls properly in order to provide optimum protection against outside intrusion. There are 2 types of firewalls:
1. The software firewall that’s included with Windows allows for unique settings per computer and should not be the sole protection against outside intrusion; you also need to add a hardware firewall.
2. The hardware firewall (network/router device) allows you to control a common set of rules for your entire network and when combined with software on the workstation level, can provide complete protection against outside intrusion.
Q: How can I make my network secure?
A: You can secure your network in a number of ways, with both hardware and software. The most common methods include using firewalls, encryption (both data & drive), passwords, etc. See the items below for a quick overview.
- Hardware and Software Firewall
- Virus/spyware software and regularly scheduled scans
- Password for all PCs, servers, network equipment and software applications
- Update operating systems, network equipment firmware, and applications with the latest security patches
- Encryption system to protect your wireless network (WPA2)
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Remote Offices
Q: How can I set up a remote network for my employees who all work from home?
A: Remote access can be setup without much difficulty using Windows Remote Desktop utility and Terminal Services on your Windows Server. There are some router settings that will need adjusting to allow these remote connections and provide a safe and secure remote connection. Performance will be based on the slowest speed of both locations’ Internet access. For example, a DSL connection will not provide the fast connection speed that a T1 connection will at the home office.
Q: How can I access my office files from home?
A: Accessing files remotely, once setup, can be provided to enable access to an individual’s private folder and company shared folders as well. Basically, accessing the network remotely makes you a long distance workstation on a network at a slower speed. Set up requires a high speed internet connection at both ends and the appropriate permission settings.
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Software
Q: Should my company upgrade to Windows 7 or stay with Windows XP?
A: Upgrading to any ‘latest version’ of Windows has it’s drawbacks with regards to compatibility for slightly older software or hardware items. New versions of Windows may run slowly without faster hardware. This may result in having to replace your current computers with newer computers just so you can use the latest version of Windows. This can be a costly adventure and may not be necessary.
Q: I think the software that I’m using may not meet the appropriate licensing rules, how can I find out for sure?
A: If you suspect your software may not be in compliance, you may need a software analysis to determine, and correct, any licensing issues you may have.
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Viruses & Spyware
Q: What is the best anti-virus and anti-spyware program available for small business?
A: We recommend Sophos to businesses of all sizes. Sophos provides endpoint protection from virus, web browsing, email and data encryption. For virus protection for 1-4 computers we recommend Vipre from Sunbelt Software.
Q: My computer is really slow, could it be infected with a virus or spyware?
A. Virus infections are a big culprit for a computer that is suddenly running slow. The virus can load hidden programs into memory and causes your processor to reach its limit so you can’t run your software programs.
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Wireless Internet
Q: I would like to set up wireless Internet access at my office but am afraid that it isn’t safe. What do you recommend?
A: Wireless routers all have various encryption methods to secure, more or less, of your network and Internet access and provide a safe browsing environment.
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Have a question for Jim and his team? Contact us or call us at (216)382-4900.
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