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Caloosa Tech Times - November 2009

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I.T. By The Sea\'s Newsletter - November 2009

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Caloosa Tech Times - November 2009

  1. 1. Network Design • Network Maintenance • Data Backup/Recovery • Assets Inventories • Upgrades/Repairs • Website Design/Hosting Are You Making These 3 Common And Costly Mistakes With Your Online Data Backups? Offsite backups have been touted in the past few years as the answer to everyone’s bad habit of not doing backups. Once signed up for an online service it’s easy to ‘set it and forget it;’ but too many business owners don’t know what they are buying and end up paying a lot more than they should. They also end up shocked when they discover they weren’t backing up the right files “As a business owner, I know you or that they can’t restore the files as quickly as they had hoped. don’t have time to waste on technical If you want to make sure you don’t get burned by your online backup, avoid these 3 common and operational issues. That’s where mistakes: we shine! Call us and put an end to your IT problems finally and forever!” Mistake #1: Not choosing an online backup service that offers a file versioning feature. In - Christine Roux, I.T. By The Sea the old days of tape backups when a proper tape rotation was used, it would be possible to go back to a specific version of a file from different time periods. In other words it was possible to Volume II, Issue 11 restore a spreadsheet you worked on last night and three weeks ago. November, 2009 Most online backup services only back up the last version of a file; so make sure you choose Fort Myers, Florida one that features file versioning and configure it for 60-90 days of versioning on files that are frequently used. Mistake #2: Backing up everything. In most cases, only data files need to be backed up. Inside This Issue... Some business owners accidently select their whole server and/or computer when beginning the Are You Making These 3 Common process and end up paying to back up files and programs that do not need to be copied. This can And Costly Mistakes With Your lead to exponentially higher monthly charges with no added benefit. It’s often best to have a Online Data Backups?...Page 1 (continued on page 2) Non-Compliance To Regulation Can Mean Hefty Fines….Page 1 A Warning To Business Owners: Non-Compliance Vita's Tips And Tricks….Page 2 To New Regulations Can Mean Hefty Fines Backup Alert To All iPod Users... Page 2 In the past 10 years, over 10,000 new regulations have been placed on the books by local, state, and federal agencies pertaining to the handling, storage, and disposal of confidential cli- Meet Our Client Of The Month: ent, patient, and employee documents and information. The Commonwealth of Massachusetts, Patricia Klees, Owner of Orange for example, recently enacted one of these privacy laws and is requiring anyone who has busi- Clover Farms….Page 3 ness in that state to comply by March 2010. Fun Facts About Thanksgiving…. Basically, ANY company that holds social security numbers (your employees’ SS#’s, for exam- Page 3 ple), credit cards, or financial statements needs to comply with these regulations or the fines for Go Green Corner... Page 3 not doing so can be hefty. Want to make sure you stay on the right side of these laws? Here are a few tips that will go a long way in making sure you don’t end up fined, sued, or with a bad reputation for not securing client or employee information: Get The Facts - If you think you are holding confidential information that should be secured, ask a qualified attorney who specializes in data confidentiality in your indutry about what you must do to meet new government regulations. (continued on page 4) 239-344-7574 I.T. By The Sea // Page 1
  2. 2. Vita's Tips Backup Alert To All iPod Users And Tricks If you’ve been an iTunes and • Back up entire iTunes library and iPod customer for any length of time, playlists (to back up everything) Hi, I am Vita, a 4 month old Italian you’ll quickly rack up the number of • Back up only iTunes Store pur- Greyhound, and the newest addition songs, videos, and audio books in your chases (to back up only your pur- to I.T. By The Sea. Each month, I'll be library. And, in no time flat, you can chases) sharing new Tips and Tricks with you! end up spending a small fortune. If you have previously backed up How To Send And Receive But be warned! Most iTunes cus- your library and only want to back up tomers don’t realize that Apple will the changes, then check only backup Large Files When E-mail NOT allow you to re-download the items added or changed since last Won't Work music you’ve paid for, even if you lose backup. If you need to send large files, such every file because your computer dies, Click “Back Up” and wait for as music, videos, or business docu- gets fried, infected, or destroyed. the CD drawer to open. Add a disc ments to others, but can't send them If you don’t want to risk los- each time iTunes asks for one. If via e-mail because of the large file size, ing the purchases you’ve made, then your library won’t fit on a single disc, you may want to look into YouSendIt make sure you back them up. Here’s iTunes will ask for as many discs as (www.yousendit.com), an almost-free how: needed and write your library to them. web resource for transferring large First make sure you have some Make sure you store your back- files. blank CDs or DVDs ready to go, and ups in an off-site location. If your After setting up an account, you then do the following: office catches on fire, gets burglarized, simply upload the file you want to 1. From the iTunes File menu, or destroyed by a flood, faulty sprin- share via your web browser. Then you choose Backup to Disc. A dialog box kler system, or violent storm, they’ll send your friend an e-mail with a spe- will open up giving you an option to go down with your PC. cial link to retrieve the file. If your file do one of the following: is under 100 MB, the service is free. Are You Making These 3 Common And Costly Get More Free Tips, Tools, and Services At My Web Site: Mistakes With Your Online Data Backups? Continued from Page 1... www.ITByTheSea.com professional help you set up your backup criteria the first time to make sure you’re not missing files or data that might be buried a few levels deep—or back- ing up unnecessary files. Mistake #3: Not having a local backup. Online backup services are great as a daily backup and eliminate the headache of changing tapes, disks, etc. However, if you only have an online backup, it can take a few hours to a few days to fully download your data back onto your server. That’s why it’s always a good idea to have a current local backup using inexpensive hard disks or other mediums. Aside from being able to retrieve data a lot more quickly from your local backup, it can make the process of rebuilding an entire system a lot faster and less painful. Want To Get A 100% Rock-Solid Backup Of Your Data To Ensure A Fast, Painless Recovery Of Your Data? Call us now and ask about our Data Lifeguards Service: 239-344-7574. Or visit http://www.datalifeguards.com and download the 30 days FREE trial You’ll sleep easier at night AND save yourself a TON of cash, guaranteed! 2 // Caloosa Tech Times www.ITByTheSea.com
  3. 3. Meet Our Client Of The Month! Patricia Klees, Owner of Orange Clover Farms So we are here with Miss Patricia Klees and she is A: It is on the webpage. So you can get it on the going to tell us about a new business venture that she's webpage that is an email address what is called info@ gotten into. So Miss Patricia, let 'r rip. Tell me what OCFarms.com and you can send whatever you want to you want to tell me. know. The other possibility of course is to come out A: We are a very unconventional business for a com- here and see what we have. puter company but still we are using computer even Q: How is I.T. By The Sea involved with your busi- for our horse barns that we are running. So our busi- ness? ness majorly is a horse barn with boarding facility, a A: When I started to use Dartfish TV on the Toshiba riding lesson facility and we offer basically everything laptop with the Vista on it, we had a terrible perfor- of what horse and riders need on our property. We are mance you know? All my pictures came scattered on a beautiful farm out at Buckingham with fifteen acres the screen and it really messed up the whole thing. and lush landscape surrounding with three rings and a Then I had I.T. By The Sea looking at the options group of three trainers for each discipline. because I said I don't want the Vista or whatever, just Q: If someone wanted to get in touch with you to do something so the performance is acceptable. And use your services, how would they get in touch with that is where I.T. By The Sea comes in you know? If you? I have a problem with my settings, I just pick up the A: There's two ways. One way is to go on the inter- phone. net and get us under www.orangecloverfarms.com or Orange Clover Farms is located at 12654 you just Google us looking for boarding facilities or Orange River Blvd, Fort Myers, FL, 33905 barns. Phone: (239)694-6935 Q: What is the email address? Listen toPatricia's Interview at: http://itbythesea.com/testimonials/hear.html Fun Facts About Thanksgiving The male turkey is called a Tom or gobbler. The female turnkey is Go Green Corner called a hen. Baby turkeys are called poults. Recycling can help reduce the impact There was no milk, cheese, bread, butter or pumpkin pie at the that computers have on energy usage. original Thanksgiving Day feast. Recycle your old computer: properly Contrary to popular belief, the Pilgrims did not have big buckles disposing of your computer helps prevent on their clothing, shoes, or hats, since buckles did not come into mercury, cadmium, lead, and hazardous fashion until the late 1600's. chemicals from leaching into our envi- The average person consumes 4,500 calories on Thanksgiving ronment. Many sources will do this for a Day. (Now that's a lot of turkey!) nominal fee, or even for free. The cranberry got its name because the pale pink blossoms on Recycle paper: whenever possible, use the plant resembled a crane's head and neck. The name craneberry post-consumer recycled-content paper. And stuck, eventually becoming cranberry. remember to re-use blank sides of used paper Congress did not declare Thanksgiving a national holiday until for inkjet printing and scratch paper. 1941! Got any green tips you’d like Turkeys are known to spend the night in trees! (Maybe to escape the to share with our readers? Thanksgiving table?) Email them to Turkeys can drown if they look up when it's raining! TechTimes@itbythesea.com 239-344-7574 I.T. By The Sea // Page 3
  4. 4. 13102 Palm Beach Blvd, Suite A Fort Myers, FL 33905 Services We Offer • Network Design Phone: 239-344-7574 • Network Support Fax: 239-236-0389 • Network Maintenance Email: info@itbythesea.com • Local and Remote Data Backup Office Hours: M-F 9am-6pm, Sat 10 am—6pm • Data Recovery Be Sure To Visit Us At: • Upgrades and Repairs ITByTheSea.com • Website Design and Hosting FloridaInventoryServices.com • Assets Inventories A Warning To Business How To Get Your Piece Owners: Non-Compliance To Of The Thanksgiving Pie New Regulations Can Mean Jolene was only 8 and lived in the country with Hefty Fines her parents and brother. Consequently they did not have visitors from the city very often. One day Continued from Page 1... Jolene’s mother said that her father was bringing Encrypt Your Backups - Make sure your backups are two guests home for Thanksgiving supper. at least 32-bit encryption. Encryption takes every keystroke After they had enjoyed the turkey, Jolene proudly you type and transforms it into 32 different characters, brought in the first piece of pumpkin pie and gave it making it nearly impossible for hackers to use the infor- to her father. To Jolene’s surprise, her father passed mation, even if they were able to steal it. Some backup the plate to a guest. When Jolene came in with the solutions will even provide tighter security with 256-bit second piece and gave it to her father, he again gave encryption. it to a guest. Have A Powerful Firewall - Firewalls keep hackers This was too much for Little Jolene, who blurted and other intruders from getting into your network and out, “It’s no use, Daddy. The pieces are all the same accessing important, confidential and private information. size.” If you have the right firewall in place, it should act like a shield over your data and give you the protection you need to be in compliance with these laws. Lockdown Your Passwords - One surefire way to pre- vent any unauthorized access to privacy information and take a step toward regulatory compliance is to make sure only those who need the passwords to your computers have them. We Want Your Input! Want To Be Sure Your Technology Is In Compliance With These Laws? Do you have an idea to make this newsletter better? Would Call by December 15th and get our Privacy Compliance you like to submit a story, article, or green tip? We’d love to Network Audit (A $497 value) absolutely FREE. hear from you! Call 239-344-7574 or Call us at: (239) 344-7574 fill the form at: www.itbythesea.com Or Email us: TechTimes@itbythesea.com 4 // Caloosa Tech Times www.ITByTheSea.com

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