Category: Blog

Most office managers and company owners have been down the long, frustrating road of introducing a new business communication tool that promises to improve inter-departmental productivity and collaboration. Then, employees don’t use it.  When you’ve invested the time and money to find the right communication software and collaboration tools for your business, this can be frustrating. While getting everyone in the company to buy-in and use your new communication tool seems like an impossible dream, you can take some steps to improve employee buy-in.

1 – Find Something Mobile Device Friendly

Most of your employees want to communicate using their phones and tablets, so any business communication tool you invest in should be mobile device friendly. You may be worried about security, employee productivity, and other concerns associated with having employees using mobile devices, but mobile device management services from IT ArchiTeks will put your mind at ease and keep your employees happy and productive.

2 – Do the Research First & Pick Something You Like Using

What do we mean when we talk about business communication tools? That may be referring to your traditional communication systems like phones, but today, business communication increasingly relies on the use of a variety of tools for instant messaging, video conferencing, sharing documents, collaborating on projects, and even giving presentations. Some examples include:

• Collaboration – communication products that allow employees to collaborate on projects in real time, share files and information securely, and stay on task more easily are extremely valuable in today’s increasingly virtual workspaces. ProofHub is one popular option, but Microsoft Azure and Google Drive can also offer great options for collaboration. ProofHub and similar products are built to make the process easier and they include training support.
• Chats – if you just have a quick question or need someone to help you with a task while you’re sitting at your computer, chat apps are invaluable. Rather than texting or using traditional email chats that might not offer enough data security, you can invest in products that allow your employees to discuss information quickly within a secure platform. Microsoft Teams, HipChat, and others give your employees easy and secure ways to chat throughout the day.
• Conferencing tools – with an increasing number of employees and businesses being run outside of traditional brick and mortar buildings, video and voice conferencing is becoming much more important. There are numerous paid and open source options out there, but for ease of use and security Zoom really can’t be rivaled. Microsoft’s Skype is a great conferencing tool, and it is often included in Microsoft business packages.

We could keep going, and for every type of business communication tool, you’ll find 1,000 specific options. At the end of the day, we recommend trying them out, and picking one that offers the functionality you’re looking for in a format that you actually like to use. As a company leader, if you like a product, you’ll be a good ambassador for it to your team.

3 – Plan First THEN Act

Once you find the right product, test it out. Ask a core team of employees to try it and give feedback. Then, work together to create an implementation plan for the product, list out all the office functions it will be used for, create guides for your employees, and be prepared for training and answering questions. Once your plan is in place, introduce the product to all of your employees. Too many businesses don’t do the planning on the front end before they implement a new product, and this is one of the leading causes of lack of buy-in from employees. When there’s no clear plan for the product, employees either don’t use it or misuse it.

4 – Ensure Privacy & Security

There are numerous open source business communication tools available, but one of the leading reasons businesses use paid products rather than free options is security. When you’re sharing business communications, documents, and resources, you don’t want the wrong people to have easy access. Before you invest in a product, review their privacy and security measures to ensure they meet or exceed the standards in your field.

5 – Communicate Clearly & Educate Employees

When you’re ready to share the new product with your employees, create a clear, concise way of educating people about how the product is used, what tasks you expect them to use it for, and when you want everyone to be using the new product. In addition to communicating this clearly, you should post this information electronically and/or physically, so employees can access information about the new product whenever they need it. Whatever timeline you set, make sure to check in with employees throughout the process to make sure they are transitioning to this new communication tool rather than leaning on their existing work arounds.

6 – Champion Your New Communication Tool

Don’t make using the new communication tool sound like a punishment. Instead, talk about why you picked it, what you like best about, and how much you hope it will make their jobs easier. Be positive about using the new option rather than negative about getting rid of the old processes. Change is never easy, but the more you talk about the benefits of a new product or system, the more likely people are to want to use it.

7 – Get Your Managers and a Core Group of Employees to Hype the Product

As a continuation of the 5^th step, you should recruit that team of core employees from the planning stage of the process as your product ambassadors. Encourage them to have team meetings to discuss what aspects of the new product will be beneficial for their specific job functions rather than the business in general. Make sure one person in each department is the go-to for questions and concerns about the product, and make sure you really listen to your employees if they express issues with the new product or process.

8 – Ask for Reviews from Employees

Don’t wait for your employees to come to you with concerns. Ask them to write a review after the first week using the product. Send out a survey email or ask your team leads to meet with their departments to get this feedback. Even if the product worked great when you tried it and seemed to have all the functionality you needed, there can still be issues after your employees start using the tool regularly.

9 – Don’t Give up Too Soon

After hearing negative reviews from employees or getting frustrated when employees don’t adopt the product right away, many managers and business owners just give up on the product altogether. Instead of throwing in the towel, give the provider an opportunity to help you fix the problems. Most products offer support services and customization for businesses, so reach out to them with concerns and ask them to help you solve problems.

10 – Work with IT ArchiTeks for Installation, Support & Maintenance

At the end of the day, you want your business to run smoothly and you need employees to work efficiently, but if finding the right product, installing it, and maintaining the systems and applications all sounds like more work than you have time for, let IT ArchiTeks help. Our team can help you find the best business communication tools, implement them effectively across departments, and keep your products functioning and secure. Give our team a call to learn more or schedule a consultation.

In the past few years, products for business like Microsoft Office 365 and Microsoft Azure have gotten a lot of attention, and they’re definitively being used by more companies of all sizes each year. If you’re not in the information technology (IT) field, you may not really know what these products are and what they can do for your company. This week’s blog discusses some of the unique characteristics and business options of both Microsoft Office 365 and Microsoft Azure, but if you want to know more specifically about how these products and services can improve your business, it’s time to talk to the IT ArchiTeks team.  Contact us to learn more about our IT support and consulting options. Whether you’re struggling to migrate your business networks to the cloud or you’re unhappy with performance of your costly business software suites, we can help you find cost-effective solutions that work for you.

Microsoft Office 365

If you’ve ever worked in an office, you have probably used the Microsoft Office Suite. These are your daily-use products like Word, Excel, and Power Point. In the past, you may have purchased physical disks that contained individually licensed software to be used on one or a few devices. More recently, you likely updated to the downloaded version of the software for each of your business computers, and now, you’re hearing some rumblings about the benefits of switching to Microsoft Office 365. In addition to allowing for easy download online from any device, Microsoft Office 365 gives your employees the ability to access their documents, apps, and information from up to five devices. Notice we said your employees have this ability. Rather than downloading and maintaining a license, Microsoft Office 365 allows you to establish individual accounts for users. Once they’re set up, your employees can download updates, customize their app preferences, and access the same Microsoft products on any computer or mobile device. It’s great news for increased productivity with diminished headaches for your IT manager, and these products are even better for companies that no longer have a traditional brick and mortar business since any user has access to the service center and troubleshooting options.

Check out our July blog on the benefits of migrating to Office 365

Microsoft Azure

If Microsoft Office 365 gave your business the flexibility to allow employees access to business software on the go and when working remotely, imagine if they could access ALL of your business network offsite. That’s the power of Microsoft Azure. It’s not one product or software. Instead, it’s a fully customizable, cloud-based platform and IT infrastructure tool. That sounds complicate, and it can be. Put simply, Microsoft Azure is a flexible and customizable infrastructure that can be used for safe and redundant data storage, easy communication and collaboration between employees, and better access for businesses who have remote employees around the globe. Because it is so easily customized, Microsoft Azure can be extremely beneficial for your business, but all of the moving pieces and flexible components can be a little overwhelming if you don’t have an IT background. Don’t forget IT ArchiTeks has team members who can help translate all the technical specs and IT lingo into great products that work for your business.

Check out our July blog on the benefits of migrating to Microsoft Azure

Know Your Service Acronyms – SaaS, IaaS & PaaS

So – what is the difference between the two Microsoft products? Like so many things in the world of IT, it all comes down to knowing your acronyms. Microsoft 365 is an SaaS product. Microsoft Azure is a cloud platform that combines elements of SaaS, IaaS, and PaaS products. We’ve broken down the definitions and descriptions of each of these for you here:

SaaS – Software as a Service

You may also hear this referred to as on demand software. Essentially, software as a service (SaaS) is a distribution model for software licensing. It allows for greater flexibility and improved function as the software is constantly updated and perfected by the providers of the program. This means you pay a monthly fee that includes the software itself as well as regular updates and improvements. In the case of Microsoft Office 365, your employees will also have access to limited IT support if they experience issues with software. Additionally, Microsoft offers user-centered tutorials and help videos and articles, so your employees can easily learn new functions of the software and troubleshoot issues from anywhere.

IaaS – Infrastructure as a Service

Infrastructure as a Services (IaaS) gets a little more technical. We recommend thinking about your current computing, storage, and networking tools. Does your office have an onsite room filled with servers and/or an offsite server? These can be bulky, costly to maintain, and if you don’t have offsite backups, you may find yourself losing business if the unforeseen happens and your server room is compromised. Rather than relying on a set of physical infrastructure components (like servers) that you need to maintain, replicate to ensure redundancy, and increase as necessary to support your business, a cloud-based IaaS product gives you the ability to rent just the space and infrastructure support you need. This makes IaaS products great options for businesses that are growing fast.

PaaS – Platform as a Service

Perhaps the most complex in concept, Platform as a Service (PaaS) tools offer your business the ability to develop, customize, and maintain computer applications without first needing to have a degree in computer science! Some PaaS products that are commonly created by businesses include shared calendars/task management systems. Almost every business needs these applications, and PaaS products allow you to make one that is customized to your needs without building a new product from the ground up. There are many different uses for the PaaS functions within Microsoft Azure if you’re able to take the time to explore all of the capabilities. The IT ArchiTeks team can also help you review and explore these solutions and how they can improve your business.

Still Not Sure Which is Right for You? We’re Here to Help!

If you still don’t feel 100% ready to commit to one of Microsoft’s new cloud-based office suites, it might be time to give IT ArchiTeks a call to schedule a consultation. Our team of experts can translate the technical jargon and help you understand how these resources will benefit your business.

Even if your business is one of the most innovative and boundary stretching, the odds are good you are still using the Microsoft Office Suite, which includes Word, PowerPoint, and Excel. Even if you’re using a different suite of programs, you likely work with others who do use these products, so you need access to Microsoft Office tools to collaborate. In the past, you needed to buy physical copies or digital downloads of the latest Microsoft Office Suite for each computer/user in the office. Today, Microsoft has given businesses a much more convenient option with Microsoft Office 365. In this blog, you can find out more about Microsoft Office 365 and why your business should be using it. If you need help with your Microsoft Office 365 migration or any other IT support needs, don’t forget to contact IT ArchiTeks.

Continue reading “Top 8 Reasons to Migrate to Microsoft Office 365 for Business”

In this blog, IT ArchiTeks reviews the top four benefits of switching to a cloud-based platform for your storage and computing needs like the versatile Microsoft Azure for business. If you have questions or want to set up a consultation with the experts at IT ArchiTeks, give us a call. We’d love to talk to you about Microsoft Azure for cloud-based IT infrastructure.

Continue reading “Top 4 Reasons It’s Time to Migrate to Microsoft Azure for Business”

Despite the enormous publicity surrounding the staggering losses created by CryptoLocker and its variants, few small businesses have taken steps to prevent it. In this article are some of the best ways to avoid lost revenues and other negative results of ransomware infections.

Know the Facts of CryptoLocker

Despite common misconceptions, CryptoLocker and similar malware spreads through certain methods such as:

• Opening a ZIP file from a spam email that’s disguised as normal correspondence
• Drive-by downloads that occur without clicking a link or an acceptance button
• Pop-up ads

Once the machine is infected, CryptoLocker takes the following steps.

• It creates an autostart registry entry that hijacks the .exe file extension, so programs delete shadow copies and prevent local restoration.
• It finds and communicates with command/control servers to get a public encryption key for the machine’s data.
• It scans network and physical drives for common file extensions and encrypts those files, making them completely unusable.

The machine’s user then sees a ransom screen that demands the payment of a certain amount of bitcoin within 72 hours, in exchange for a private decryption key. Much of the public is unaware of the risks of CryptoLocker, and most malware removal tools will remove it, but the files will remain inaccessible.

Block .exe Files in MS Office 365

The most effective way to block the virus in Office is to block all attachments containing .exe files. Take the following steps:

• Log into Office under administrator privileges
• Click Exchange under the admin menu on the left
• Click the Mail Flow option
• Create a rule that blocks executable content
• Click More Options to see available rule options
• Apply the new rule to all attachments with executable content

Now these messages will be deleted without notification. While Office 365 makes up about 70% of the Internet’s email services, similar options are available in other spam filters. There’s no real reason to get .exe files by email, but exclusion conditions are available.

Turn On Filtering for Malicious Websites

Filtering is a bit controversial because many apps show a continuous connection, making it impossible to find out how long someone has been online. There may be conflicts between business and personal activities, but the desire to avoid malware is universal. Therefore, most firewalls offer categorical web filtering that automatically blocks sites known to be risky.

Use Cloud Management to Protect Devices

Today, people do just as much work away from the office as they do while there. This means that onsite antivirus and software update systems can’t provide up-to-the-minute protection for most users. With cloud management services, security policies are automatically enforced and updates are pushed to devices whenever they connect to the internet. Furthermore, users can see each device’s real-time status to run malware scans, pinpoint infections, and perform full wipes.

Take Away Local Administrator Privileges

Somewhat surprisingly, some business apps still require users to have administrator privileges. Nevertheless, most users shouldn’t be in a local machine’s admin group; this prevents apps from running without the proper authorization. Users should have to enter a local admin username and password to install new software. While this is inconvenient, it can prevent malware and inadvertent system changes that can do immense damage. Local admin passwords can be changed as necessary, and advanced permissions can be granted on an as-needed basis.

Turn on System Restore

With system restore points, users and system owners can recover from bad driver updates and malware. Access it by opening the System Protection menu, which is in the Control Panel. System Protection is another important option; it has to be activated under the Configure menu. By rolling back to an earlier restore point, users can efficiently and quickly remove malware.

Implement Software Restriction Policies

Since CryptoLocker first became a problem back in 2013, a surprising number of enterprises haven’t formed software restriction policies to prevent it. Start by creating a group software restriction policy that blocks %LocalAppData%\*.exe files. This step requires testing, but it’s likely that the policy should be applied domain-wide. While users may have to use GPUPDATE /FORCE, restart a machine several times, or wait a day for the restrictions to take full effect, these restrictions are beneficial in preventing virus outbreaks.

Set Up AppLocker for the Environment

AppLocker provides enhanced restriction policies that are based on a file’s attributes, such as version, publisher, and digital signature. Policies can be deployed by user or security group, and they can be managed via PowerShell. There’s a step-by-step guide that covers the most common scenarios, and Microsoft Virtual Academy has plentiful resources as well.

Avoid OneDrive Syncing

As many have found, it’s not very practical to sync large amounts of data at regular intervals. If OneDrive files or other cloud data are synced to a local machine, it becomes vulnerable to CryptoLocker infection. When current apps such as MS Office are opened, OneDrive is one of the open locations. OneDrive can be added to a Favorites menu, and the link is a URL that’s inaccessible to CryptoLocker.

Put Data in SharePoint Online

Just as in the example above, data stored in a SharePoint Online document library is accessed via a URL rather than a drive letter. Not only is it inaccessible to CryptoLocker and similar viruses, the data can be used in Explorer just like any other folder. With SharePoint, users can find out when a file was last accessed and/or modified, and by whom, and they also get change alerts and previous versions. Data is more accessible, and users escape the tedious job of updating and maintaining another server.

Set Up SAN Snapshots

If a user has over a terabyte of data, they should consider a SAN, or storage area network. Apart from providing central storage for diverse servers, users get faster file access and easier storage expansion. Unlike a shadow copy held on a server, a SAN snapshot can’t be infected by a virus. With SAN snapshots, it’s easier to perform restorations and recover from CryptoLocker. These snapshots simplify compliance with schedule retention requirements and they use less storage than local copies. Furthermore, they can be replicated externally for additional protection.

Ensure Complete Retention and Backup

Because of the simplicity of online backup, many users don’t learn what’s being done or what they get for the price they pay. Many providers, to lower costs, perform limited backups without retention. In many cases, restoration tasks either fall to the customer or are separately billed. When CryptoLocker strikes, an unknowing user may find that restored data is a combination of files created since the online backup process started. Here, restoration can take several days rather than a few hours. To prevent CryptoLocker damage and other related difficulties, choose a comprehensive backup and retention solution.

Put These Strategies Into Play

When users implement the above strategies, they can prevent revenue losses and other damages associated with a CryptoLocker infection. If a small business owner needs help, they can contact a reputable IT company for advice and service.

Technology has made life easy for businesses. Information and computer technology have improved efficiency, productivity and profitability while reducing the demand on human resources. In the long run, it definitely saves your business a good amount of money. When you want to keep up with the changing times and make the best use of the latest developments, you cannot do without upgrading the IT infrastructure of your business.

However, like they say, every rose has a few thorns. The thorns in IT are the demand for perfect operations, monitoring, maintenance and support. Unfortunately, as a business becomes increasingly reliant on IT, the demand for resources required to manage your IT infrastructure also increases.

For small businesses that face a resource crunch, it becomes difficult to support a complex system. Any slack in operating, monitoring, maintaining and supporting the IT infrastructure perfectly can pose security threats. You need backups, regular software and security updates and patches to ensure that your business does not suffer from IT outages or other major problems. Even in cases of a problem, you need an expert team that can quickly troubleshoot the issue before it becomes uncontrollable.

A great way to avoid all these technical hassles and challenges is to outsource. With efficient managed IT service providers around, you reap the benefits of IT while still being in control of your IT assets. Managed services offer a wide range of services that keep your IT related expenses under control while ensuring that you enjoy the benefits.

What exactly is managed IT?

Opting for managed IT services is like having the cake and eating it too. Yes, you have to pay for the cake, but it is definitely worth it since the benefits clearly outweigh the expenses. You get the best of both the worlds – a responsible provider to take care of your IT needs and complete control over your IT operations.

However, a lot of business owners confuse managed IT services with outsourced IT services. In traditional outsourcing, you usually do not have control over the functioning of your IT assets. In other words, the service provider takes control of the services provided.

With managed IT, you retain complete control. You can decide what services you want the provider to take care of. You can choose the aspects you want the provider to manage. Despite hiring a company to handle your IT function, you can retain full control over the management of your systems.

Should you opt for managed IT service?

Well, the choice ultimately depends on the requirements of your business. Nevertheless, in the present day context where IT demands are changing and evolving continuously, partnering with an expert who knows the tricks of the trade is going to be very beneficial. An entire team of skilled technicians is at work monitoring, maintaining and overseeing your IT infrastructure.

Besides, the IT needs today have become uncertain. With new software and packages being released every few months, you might be confused about making the right kind of upgrades to your existing infrastructure. Managed IT service providers can analyze your requirements, compare them with the features of new products and suggest the best solution for you. So, hiring a managed service provider is worth it, for more than one reason.

What is the scope of managed IT services? 

Managed IT services offer end to end monitoring, maintenance and support services. The managed IT service provider works like an extension of your company. In fact, you can hand over the entire responsibility of running your IT infrastructure to the provider and focus on the core aspects of your business.

You can summarize the function of managed IT services into three main aspects:

• Receiving alerts about anything and everything that poses a risk to your IT infrastructure and network
• Addressing the alert and taking damage control measures to tackle the risk
• Providing round-the-clock support for your operations

Additionally, managed IT service providers offer backup and data recovery. The main objective of managed IT is to ensure that the computers and networks in your business work seamlessly and smoothly. Managed IT service providers also offer SaaS based services that give you complete control over the operations.

Disaster recovery 

In today’s volatile business environment, you never know when disaster can strike. What’s more, you do not know the form in which the disaster will strike. It could be a virus attack, a hacking attempt or data loss due to hardware crash. Irrespective of the cause of disaster, it is important to recover data on time and prevent massive damages.

There are two things involved here – first, you need to have backup and second, you need to have a plan for recovery when disaster strikes. With managed services, you get both data backup and data recovery services.

File sharing management 

File sharing is the practice of providing access to your data and digital media such that multiple users can access and work on them simultaneously. One simple example of file sharing is Google Drive. Another use of file sharing is to allocate space for personal file storage to different users in a common file system. You can have control over the level of access that you provide to each user.

Your business stands to gain by using the file sharing system. What kind of benefits can you expect? For one, you can encourage effortless collaborative work between your employees and between your employees and clients. There are file syncing and sharing systems that specifically address the needs of small and medium businesses.

Your managed IT service provider can offer high quality secure file sharing platform. It is very important to ensure business grade security since sharing takes place on the network. Reliable file sharing systems also ensure end user simplicity. Moreover, you pay as you go. So, it is easy on your pocket as well.

Patch management and software updates 

Software needs to be updated for two purposes. Firstly, newer versions usually have better features. Also, they are designed to cover up the loopholes or vulnerabilities of the older versions. Secondly, newer versions are more secure since they are resistant to many existing viruses and other malware.

Managed IT services include patch management and software update service. A patch, as the name indicates, is not the whole software but a piece of it meant to fix a specific issue and improve the software’s performance. Although patches are meant to improve the usability of the software, inefficiently designed and installed patches can give rise to new problems called software regressions.

In order to avoid such issues you can choose patch management services offered by managed IT services. Patch management includes creating a strategy about what patches need to be used on which system in order to enhance its performance. It also includes removing patches or components that you are no longer licensed to use and replacing it with a new one. A lot of expertise goes into handling the different aspects associated with patch management.

Software updates refer to installing the latest versions of software released periodically by developers. These are not just pieces but the entire package. Managed IT services take up the responsibility of updating the software installed in your IT infrastructure as well.

Management of online assets 

These days, digital assets are as important and crucial for business success as physical assets. In fact, if you run an online business, most of your assets are likely to be digital. In such a situation, you need an expert to manage your assets, monitor their performance and ensure that they deliver the best ROI.

But what exactly are digital assets? Digital assets can be websites, blogs, online stores, social networks, mobile platforms and digital media such as photos, software and content. Each one of these assets requires special attention. For instance, websites and blogs need to be updated regularly. You also need to renew your domain names, ensure website security and troubleshoot any issues. Furthermore, it is important to copyright your content, including text, videos and pictures, to protect from copyright infringement. These are your essential investments and need to be safeguarded efficiently.

Just like you might want to appoint an estate manager to oversee your physical assets, a manager for your online assets is also important. Managed IT services can be your best solution. The efficient team of experts available with managed IT services will expertly manage your digital assets.

Security management 

Online security threats are becoming more and more serious in the present day. New viruses and malware are being released into the virtual world everyday in different forms. You need a constant tracker to keep an eye on these malware and protect your systems against them.

In addition to installing robust security systems, managed services also update your systems regularly for complete protection. Most of these security software programs are provided as a service, which saves you money as well.

Benefits of managed IT services

For startups, managed IT services are one of the best ways to cut costs without compromising on the functionality. Since the services are handled by a group of experts who are dedicated to managing your IT requirements, you can expect increased operational efficiency. Downtimes can also be minimized.

Furthermore, since you pay as you go, the operating costs are also low. With a managed service taking care of your needs, you don’t need an in-house team to handle these crucial operations. You also save upfront money required for set up, hiring and training resources. You can reap the benefits of enterprise level support without incurring high costs.

Consider the intangible benefits that you will receive from managed IT services. Peace of mind is perhaps the best offshoot of handing over the responsibility to an expert. You are free to focus on doing what you do best – your core business operations. IT operation is a full time job and unless you have a reliable expert handling it, you cannot take your attention off it. Managed services offer 24x7x365 IT monitoring and support. So, you can even take off on vacations knowing that the IT of your business is in good hands.

Help desk and support 

If you or one of your employees requires technical support, all you need to do is call your managed service provider. These services specialize in remote handling and remote troubleshooting. You get reliable support 24x7x365.

In addition to these services, managed IT providers also offer virtual desktop management, network operations and remote IT project management among others. Remote IT project management is much sought after service by small and medium businesses. Under this service, the managed IT providers make it easy for you to handle individual projects by sharing some of the crucial tasks such as status updates, software installation, antivirus scans, migrations, network operations and others.

How do you choose?

The requirements of every business are different. As a business owner, you are the best judge about the kind of services you require. So, begin by analyzing the requirements of your business.

Managed IT services have made life easy for small and medium businesses. By leveraging the benefits of these business, you can make the most of technology, enhance the quality of customer support and watch your business grow.

Contact IT Architeks today for professional, reliable and affordable managed IT solutions. Call 972-521-9928 to book a free consultation and network audit.

Download our free whitepaper on the value of managed services!

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.

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.