Don’t leave network maintenance to chance.
There will be consequences!

What effect it would have on your business if your computers were removed? How would you go about your daily business if you arrived at the office and your computer system was missing and all the data was lost? A major computer network breakdown can cause untold damage to a business since daily business transactions and communication (both intra and intercompany) are managed and maintained through these networks.

Many companies don’t take, or don’t have, the time to manage the security and integrity of their computer networks and, for many, the consequences have been alarming. The network server is the heart of the business neural system. It’s the brain that controls the network and stores the business intelligence. It has to be looked after.

As a computer network support technician, I see the trauma of failed computer systems all the time… and it ain’t pretty. The cost of preventive maintenance is a fraction of the cost of repair and restructuring. It’s a little like health care. Look after your body and it’ll cost a lot less than a night in the ER. My advice is to ensure you have adequate network support to guarantee your computers stay running… but failing that, at least have regular backup so that if the worst does happen, you can get back to where you were.

IT (Information Technology) support means different things to different people! When my services are called upon, I look at several aspects of the business and computer network before I plan my next step. The primary reasons people seek outsourced IT support is to solve a specific problem or replace their existing support person. Whatever their reason, my focus is twofold:

1. How does the business use or integrate technology in its daily business life?

2. What is the state of its existing computer network?

How a business actually utilizes its technology can be quite complex and very different from how it perceives itself using that technology (or how it may affect the business in future). A stable and secure network is the spring board for minimizing problems and exploring technology advances for the future. What follows is my list of components for a stable and secure network:

Computer Operating System

The operating system is the foundation for running all of your programs and connecting to the Internet. Modern operating systems are Windows XP, Vista, Windows Server 2003/2008, and Small Business Server 2003/2008. They are all supported by Microsoft with frequent security and program updates; updates are automatic. There are other options including: Windows 98, Windows ME, Macintosh, and Linux. Our objective for stability and security requires that we establish a standard foundation for ease of integration and implementation which is most compatible for the majority of business users at a competitive price.

Hardware-Workstation/Servers

Businesses must understand that all hardware will eventually fail. My question to business owners is: is it cost effective to maintain failing hardware considering down time, cost of repairs, and labor costs? The average life for a computer should range from 3-5 years; my question then becomes: is there a technology budget?

Preventive maintenance tip: One of the most common problems experienced is when the computer starts running slow. Adding additional memory, running disk cleanup and defragmenting the hard drive quite often resolves the issue.

Business Productivity software

Writing a document, sending email, and creating a spreadsheet requires basic productivity software and Microsoft Office is the dominant player in the game. There are many other basic productivity software packages, including MS Works, OpenOffice, Google Apps and more. The market is changing with the introduction of ‘Cloud’ computer and online resources (aka Software as Service) but as of now, Microsoft Office (in its various versions) is still king. As a computer technician who craves uniformity and stability, I lean towards MS Office because it integrates easily with the other Microsoft products, and is supported by so many 3^rd party vendors. The key to stabilization is standardization… if everyone in the office is running the same software with the same features then there are fewer opportunities for software conflicts, common problems are recognized more easily and remedied more quickly.

Generally speaking, I don’t recommend one browser over another, so long as you can access the Internet successfully and enjoy surfing. However, I do recommend using the latest version as browsers which incorporate many security features to prevent your computer being compromised. The major browsers are:

1. Microsoft Internet Explorer
2. Mozilla Firefox
3. Apple Safari
4. And a potential player in the ‘Browser Wars’ has to be Google Chrome

All are excellent browsers and have unique features that benefit different users. They are free to download so can be tried without risk or cost.

Line of Business Software

Does your business require specialty software to manage customer contacts, maintain inventory and supplies, bill patients, develop loan portfolios? If so, do you maintain a service agreement with the vendor? Is the vendor responsive and helpful? Does it integrate easily with your operating system and existing productivity software?

Antivirus, antispyware, and spam filtering

Do all the network computers have antivirus software installed? Is it managed locally or do you have group policies? Are the virus definitions current?

Having antivirus software is an essential part of business computer due diligence but too often in the course of our busy days we forget. It is common for vendors, when distributing new workstations, to include trial antivirus software which must not only be activated but the subscriptions must be renewed when the trial period ends. Most antivirus vendors are pretty good about informing you when it’s time to renew.

My recommendation: Pay them and stop closing the renewal window. Once a virus gets onto an unprotected computer system, untold damage can be done not only to the infected machine but other network computers are also at risk

In a server scenario we have the benefit of centralizing not only the antivirus and anti-spyware removal but also spam filtering. This centralization not only provides a central monitor but also standardizes the updates, the virus scans, and subscription renewal.

Firewall
Simply stated, a firewall is an anti intrusion device. For small businesses, firewalls normally come in packages: either a hardware device designed to prevent intrusions or software that is installed on a laptop, server, or web site.

For the small business office, a Firewall device serves this function. Firewall devices (also often incorporated into network routers) start at about $50 and can serve a number of functions including connecting remote offices, blocking certain websites, denying certain workstations or users from accessing the Internet, while allowing external access to a network database. They can also filter out spam, malware and viruses.

Although most Internet Service Providers (ISPs) now provide modems which often provide some firewall protection, I recommend that businesses utilize a more powerful device. A $50 device for a home or small office is probably adequate depending on the nature of the business but I recommend business class firewalls for all small to medium sized enterprises as a method of adding more control and security to the network. Sometimes it’s good to be paranoid.

Summary

Your business is reliant on computers, computer networks, communication, digital storage and the Internet. Too many businesses are somewhat cavalier about computer maintenance and are taking risks on a daily basis. Briscoe Network Solutions offer a number of affordable computer and network maintenance / security packages that can take the worry out of your business lives. A little preventive maintenance now can save big trouble in the long term.