Why You Should Upgrade to Microsoft Server 2012 and Exchange 2013

According to studies and research, the half life of technologies in the field of Information Technology is less than six months. This means that most of the technologies in this field become outdated within this period. New versions are released with stronger features and better usability. The same principles apply to the products developed by the software giant Microsoft as well. This is a great reason why you should upgrade to Microsoft Server 2012 and Microsoft Exchange 2013.

Every new technology or upgrade developed by Microsoft, including its servers, are better than the previous versions in several aspects. So, if you are currently on Server 2008 and exchange 2010 or Exchange 2007, its time you upgrade it to Microsoft Server 2012 and Exchange 2013.

Why Windows Server 2012?

Windows Server 2012 is the sixth release from Microsoft. The previous version was Windows Server 2008 R2. It has been available in the market since September 4, 2012. This new version comes with several new features.

For one, Windows server 2012 is equipped with a higher version of Hyper-V, the latest Windows Server Virtualization, which can use x86-64 systems to create virtual machines. Additionally, it has an IP address management feature, which means that you have heightened control over tracking, planning and managing IP (Internet Protocol) address space in a network.

ReFS or Resilient File System is a new feature introduced with Windows Server 2012. It is a Microsoft Microsoft Propreity file and is slated to overtake NTFS to become the next generation file system. This system has been specially designed to tackle the limitations posed by NTFS, the main issue being compatibility with the latest data storage requirements. The main benefits of this new system is data scrubbing, automatic integrity checking, discarding chkdsk, built in damage control system for hard drive failure and many more. It is also equipped to handle files of very long filename and path. It can also handle data pooling and storage virtualization.

With all these features and more, the Windows Server 2012 has made a strong positive impression on its users. If you go through the reviews, you can notice that most of them are good and positive.

Comparing Exchange 2007, 2010 and 2013 versions

In terms of simplicity in administration, Exchange 2013 ranks the best, while the 2010 version is partially simplified and 2007 version is not considered to have simplified administration. The 2013 version ranks better than the previous versions in managing service availability for all roles and services by providing an integrated high availability solution.

With Exchange 2013, you get web based email feature that is compatible across various browsers, tablets and smartphones. Both the immediate previous versions of Exchange lack in this feature.

One of the strongest features available in Exchange 2013 is its ability to manage an overload in the inbox. It can handle up to 1 TB of data. You can navigate emails with more ease. You can also de-clutter your inbox and avoid undelivered mails or misdirected mails. These innovative features make managing your inbox a real pleasure when you use Exchange 2013.

You get enhanced support for apps compatible with Outlook Web App and Outlook. These apps can be controlled and deployed through Exchange. Exchange 2013 is also integrated with SharePoint. Both these features are absent in the previous versions.

Another very strong feature available in Exchange 2013 is DLP or Data Loss Prevention. This feature was not available in the 2010 and 2007 versions. Using DLP, you can protect sensitive data along with identifying and monitoring them. You can use this feature to inform users about violations even before sending emails.

Manage eDiscovery is a feature that saves a lot of your time. It enables a single interface to search through your SharePoint sites, Exchange mailboxes as well as Lync conversations. Although this feature was present in both 2007 and 2010, it has been upgraded and made much stronger in this version.

Exchange Server 2013 comes packed with numerous new features that make it more user friendly and powerful. This new version offers three unique user interface layouts for phones, tablets and desktops. Exchange Administrative Center (EAC) has now almost replaced the olden Exchange Management Console. EAC is a web based element.

So, as you can see, Exchange 2013 is more powerful than Exchange 2010. If you compare the 2013 version with the 2007 version, you can easily observe enormous difference between the two. So, upgrading to the latest version has a lot of benefits and definitely worth the additional expenditure.

Microsoft support

Microsoft offers support for all its products. However, the support is limited. Usually, the company offers support for the latest products and in some cases, the product launched just before it. Support for previous versions is stopped with the launch of more new products. So, not upgrading your servers to the 2012 and 2013 version can be a disadvantage because you could lose the company’s technical support.

Things to keep in mind when upgrading to Exchange 2013

Exchange 2013 is not compatible with older versions of Exchange. In other words, the latest versions of Exchange cannot coexist with the older version. However, you can make some of the older versions coexist with the latest version.

Exchange 2013 and 2003 versions cannot coexist. In order to make the 2007 version coexist with the 2013 version, you need to upgrade Rollup 10 for Exchange 2007 SP3 (Service Pack 3) on all the servers that use Exchange 2007 in the organization. Remember to include Edge Transport servers as well.

Exchange 2013 CU2 (Cumulative Update 2) needs to be updated on all Exchange 2013 servers. Similarly, Exchange 2010 SP3 also needs to be updated on all servers using Exchange 2010 in the organization.

Before you install Exchange 2013, you need to uninstall all instances of Exchange 2013 from all the computers in the same network. Before removing the older version, you can shift all the previous mailboxes to Exchange online. You can them import the mailboxes back to the current version of Exchange.

Upgrading to the latest technologies is always a good thing, be it in terms of support, features or security. You can upgrade your servers to Microsoft 2012 and Exchange 2013 to enjoy the enhanced features and greater functionality.

Data Theft from Employees

Employees are undoubtedly the biggest asset for any organization. However, if employees are negligent about following the security measures set up to protect the company’s data, they could become its biggest liability. Unfortunately, although most companies secure their systems and network against attacks by hacking, virus programs and malware, many are sloppy about protecting important data from employees.

The Alarming Statistics

According to a Cisco commissioned study comprising 10 countries, 70 percent professionals believed that almost 50 percent of their company’s data theft occurred because of unauthorized programs used by employees on their systems. Furthermore, it was seen that 44 percent of employees shared the company networks with other devices without supervision. About 39 percent professionals who participated in the study said that they have had to deal with at least one employee who accessed company’s network without authorization.

The same study found that 46 percent of employees confessed to have transferred documents between their personal computer and company’s network. Such incidences are more frequent when employees work from home. More alarmingly, 18 percent of the employees said that they shared their passwords with co-workers.

Nearly 52 percent of employees said that they visited external websites on the company’s networks because they wanted to, regardless of whether their action breached company’s network security policies. 19 percent of employees believed that they could get away with the breach because no one would be able to find out that they did it.

Go-gulf.com also conducted a survey on this matter and found that over 250 million confidential documents were stolen and lost from companies in the last two years. The survey also showed that 39 percent of thefts occurred from company insiders. 59 percent of employees confessed that they had stolen confidential records from their previous employers. 53 percent employees believed that they stole files because it would help them in the future.

Considering these statistics, you cannot deny that implementing stringent security measures is crucial for every business, more so because one careless employees can cause millions of dollars worth of damage.

Some companies blame the lack of loyalty in today’s employee base for such alarming statistics. While the reasons for employees indulging in such breaches could be many, the bottom line is that companies need to be more careful than ever before with regard to their confidential data.

What can companies do to ensure data security?

The one thing that employers agree upon is that simply telling their employees to follow security measures does not help. A more stringent, organized and regulated system needs to be put into place for enhanced security.

A complete data security system consists of three stages. The first stage is the preventive stage. It is the stage where you take preventive measures such as restricting administrator access, installation of firewalls and encrypting data. The second stage is the monitoring stage where you take measures such as installing employee monitoring systems in the computers of your employees. The third stage is the corrective stage, which comes into picture after the theft occurs. In this stage, you identify the culprits and penalize them. You also need to take corrective measures to ensure that the theft does not do big damage to your business.

Write Down Policies

Policies that are only set orally do not have much value. It is important that all the policies be written down and made into a proper rule book. More importantly, you need to word the policies carefully and explicitly, complete with examples of what is prohibited and what is not. Spell it out clearly in simple language so that every employee understands it. Also mention the penalties that employees need have to pay if they breach the security policies. You need to make sure that every employee in your company has a copy of this handbook.

For comprehensive and enhanced protection, businesses require three types of security policies – a policy that states the criteria of acceptable usage, a policy that classifies data based on its importance and permissible access, and a policy that governs access to new and departing employees. In addition to setting up the procedures, explaining these company policies should be an important part of the training programs conducted for new employees.

Restrict Access

The most effective way of setting up a guard is to restrict access to crucial data. You can start with storing data on NTFS-formatted drives. NTFS, short for New Technology File System, enables you to apply permissions for accessing files. This security measure works both on the data available on the company’s networks as well as the machines.

Setting up “privilege criteria” is another good idea. Employees should be categorized depending on their jobs and access should be limited to the level of privilege they enjoy in the company. For instance, the lowest privilege level should only have “Read Only” access to important files. Using the NTFS system, you can restrict the formatting and editing that employees can perform on the files. You can set anti-download and anti-copying measures as well.

Another effective measure that you can take is to remove employees from administrator groups so that they cannot edit, remove or add data from the systems or networks.

Encrypt

The most crucial and sensitive data of the company should always be stored in encrypted form. You can use one of the many encryption software applications available for the purpose. NTFS formatted drives also have encryption feature, such as the Encryption File System.

You can strengthen data security by using BitLocker full drive encryption. This system ensures security of the data even if the entire computer hardware is stolen. BitLocker is available in Windows Vista and Windows 7 Enterprise and Ultimate versions.

Install employee monitoring software

A comprehensive employee monitoring system that gives you a record of the all the activities that go on in employees’ computers can be the strongest protection for your data. A robust system eases your job of monitoring employees to a large extent.

Alter the Hardware

Some of the most common ways of stealing business data is to copy the files into pen-drives or other portable devices. You could consider removing USB ports and disabling CD drives. Although this security measure does work efficiently, it can lead to certain restraints because employees will not be able to view useful CDs. You need to consider the pros and cons of this security option before implementing it.

Regulate the Use of Handheld Devices

Smart phones, tablets, laptops and notebooks can be easily misused to steal data from the company’s systems and networks. Create a policy to regulate and restrict the use of these devices in the company premises. Some companies ban the use of smart phones and other such gadgets in their premises. You could think of something similar. Employees can be allowed to use their phones in the canteens, lounges and general recreation areas of the company.

Block Outbound Data

Firewalls can perform the dual function of blocking incoming content as well as restricting outbound movement of files and documents. You can set up the firewall to identify certain types of files based on some well-chosen keywords and restrict them from leaving your company’s networks. This can be a great way of protecting company documents.

Be Prepared and Alert Always

Despite all the measures you take, some bright employee might be able to find a way to steal data. To protect your company from such problems, you need to be alert all the time. Your IT team needs to be well trained to perform continuous surveillance and monitoring. The sooner you identify the culprit and his or her modus operandi, the better for your company.

Don’t Hesitate to Get the Authorities Involved

If and when you detect an employee stealing data, do not hesitate to involve the law enforcement agencies. Employees need to understand that they cannot get away with stealing in your company. They would definitely not want to be led out of their office by law enforcement officers. More importantly, they would not want a criminal record of fraud on their record. This understanding can discourage a lot of people from indulging in a wrongdoing.

Understand Legal Implications of Data Theft

The law protects the employers as well as the employees. For instance, an employer who benefits from the data that their new employees steal from their previous place of work might be slapped with fines of up to $5 million.

However, while employers can take measures to prevent data theft, they also need to be sensitive and guarded towards employee privacy issues. Every step taken by the employers should be within the legal framework and should ensure that employees’ privacy is not breached. You can take guidance from the Computer Fraud and Abuse Act (CFAA) to create a company policy that lists out penalties to employees who steal data. Also make sure that you use a robust electronic forensics investigation system in order to identify the culprits. Wrongly accusing an employee of stealing data can cause you untold troubles if the accused slaps a harassment and defamation case against you.

A well-structured and comprehensive data theft prevention system is the urgent need of the hour for every company that uses IT in their business.

Why I Should Upgrade to Windows 8.1

Windows 8.1 brings some great features that can help your business in numerous ways. Some of the benefits include enhanced staff productivity, better performance and enhanced longevity of the computers in your organization. Moreover, if you are already a Windows 8 user, you can get the 8.1 upgrade for free. So, you can enjoy the benefits without incurring additional expenses. Windows 8.1 is compatible with touch screen devices as well.

Windows 8.1 is available with multilingual support. This makes it very suitable for you if your business is spread over different countries or if you use the services of freelancers from different parts of the world. The feature makes this operating system very useful for multilingual organizations.

How does Windows 8.1 lead to better performance and why should I upgrade to Windows 8.1?

The biggest business benefit of Windows 8.1 is that it uses less RAM. Excessive memory usage can lead to several problems. For example, higher RAM usage reduces system speed. Since Windows 8.1 uses less RAM, programs and apps run at higher speed. As a result, your employees can do more work in less time.

Additionally, more memory usage also leads to excessive burden on the hardware, which in turn can cause the system to crash. This could potentially cause loss of crucial data and loss of productive time while reinstating the computer.

Windows 8.1 requires lower startup time compared to the previous versions. It also uses fewer CPU resources such as graphic cards and others. The combined benefits of all these features contribute to better overall performance of the employees and hence, your business.

Windows 8.1 is more secure

Windows 8.1 comes with enhanced security features that protect the computers in your business. Firstly, the Trusted Boot feature blocks malware and viruses from booting up when you start your system. The anti-malware system boots first, thereby blocking any malware before other programs, applications or third party drivers are booted.

The operating system also comes with a Windows Defender system that works on unknown malware programs and stops their execution. You also get secure backup of information with the OneDrive feature included in the operating system. Important files, apps, start screen and settings are stored using cloud technology.

The Storage Spaces of Windows 8.1 can use a RAID system to ensure that important data is retained in the system in case the system crashes. As a result, the important data of your business is not lost. Some of the other security features built into the operating system are remote business data removal in case devices are lost, and auto-triggered VPN.

Hardware compatibility

When upgrading an operating system, the first question that comes to mind is – will the new software be compatible to the existing hardware setup? The good news is yes, you can use Windows 8.1 with your existing hardware if it supports Windows 7. The upgrade is meant to work on older IT equipment as well. What’s more, it runs faster than the previous versions of operating systems even on older equipment.

Windows 8.1 comes in two versions – 32 bit and 64 bit. You can choose one based on the hardware you have and based on your requirements. The 32 bit version requires 1 GHz or faster processor, 1 GB Ram, 16 GB hard disk and Microsoft Direct X9 graphics device with WDDM driver. The 64 bit version requires the same processor and graphic cards as the 32 bit version, but it requires 2 GB RAM and 20 GB hard disk space.

Choice of editions

Windows 8.1 comes in four different versions. So, you can choose one based on the requirements of your business. The four versions are Windows 8.1, Windows 8.1 Pro, Windows 8.1 Enterprise, and Windows 8.1 RT. Windows 8.1 Enterprise is a comprehensive system for businesses since it has additional features over Windows 8.1 Pro and the other versions.

Both Windows 8.1 Pro and Enterprise versions have similar Start screens, live tiles, and apps including mail, calendar, people, messaging, music, video, photos and OneDrive. They also have BitLocker and BitLocker To Go, VPN client and remote desktop. The additional features in Enterprise version are Windows To Go, DirectAccess, AppLocker, BranchCache and Client Hyper-V built-in virtualization.

Windows Go To is a corporate Windows 8 desktop that can be booted on an external USB stick. If your company employs the Bring Your Own PC policy, this feature is going to be great for you. With this feature, your staff can access the corporate environment of your business without compromising on security. It is a fully manageable system.

BranchCache is a feature the enables content to be cached from central servers, files and websites into a Wide Area Network. This way, important content is readily available and does not have to be repeatedly downloaded. You can optimize bandwidth with WAN connections and ensure security.

Windows 8.1 has several such innovative features that make the upgrade worth it.

Remote access to information

Do you or your employees need to travel for work-related activities? If yes, you will find Windows 8.1 very useful. The operating system comes with OneDrive integration that enables you to sync the settings in your company’s computers to it.

Once your files are synced, you can access them from any location in the world and from any Windows 8.1 compatible device. What is more, you can also use the synced files in offline mode.

A step towards green culture

Windows 8.1 uses less RAM, fewer CPU resources and takes lesser time to boot. All these features contribute to a reduction in power consumption by the device. Whether you use desktops or laptops in your business, Windows 8.1 enables you to take a step towards green culture. It saves battery life on tablets and notebooks as well.

The operating system automatically drops to a low-power condition when the device is not being used for power-intensive activities. This helps you save on energy bills.

Before making the final decision about the upgrade, check whether the existing applications and programs you use are compatible with Windows 8.1. Most of the applications that run on Windows 7 will run on Windows 8.1 as well. However, programs that run only on XP will not work on 8.1 version.

Overall, the benefits of Windows 8.1 are definitely worth optimizing on for small and large businesses.

If you are looking to upgrade your computers to Windows 8.1 then contact us for a free expert consultation.