Data Security And Recovery For Small Business

Your data is valuable, and securing it against unauthorized access, theft, or loss is incredibly important. However, too many small businesses don’t really understand their different options for data security and recovery or are relying on old-fashioned batch updates when better, cheaper, and easier options are now readily available.

Fortunately for businesses in Contra Costa County, Grundig IT can help. We have years of experience helping small and medium businesses get a handle on their technology, providing data management systems that work to secure their information, maintain their services, and keep their precious data safe.

Preparing for the Worst

The threats to a company’s data are larger and more varied than most owners realize, ranging from simple hardware failures to virus attacks, lost devices, and even massive disruptions like hurricanes or earthquakes. To deal with these varied challenges we’ll work to develop a backup process that puts your files in more than one place, backs them up with a focus for short and long-term retrieval, respects your budget, and offers a clear procedure for rapid file recovery if the worst should happen.

Hardware Backups

For many small businesses data backup takes the form of a program like Windows Backup or Apple’s Time Machine used to move files or drive images to an external drive. And, in many instances, this method is extremely useful for averting disaster and saving important files in the short or long-term. However, there are a few problems:

• External drives fail easily, and recovering data from your data recovery device when you are on a schedule is not a situation you want to be in.
• External drives are vulnerable to on-site disasters and thefts. If your office burns down or floods, both your data and your data backups can be destroyed in the same accident.
• Companies today generate a tremendous amount of information. Backing that data up twice a week takes increasing time and results in a large amount of redundancy. These backups should be scheduled to provide historic, long term backups that are retained as well as short term backups ready for immediate use.
• Data can only be recovered from an external hard drive if you have the hard drive in hand—which ca.0n be a big problem on the road.

Using the Cloud

A better option involves marrying the occasional external drive backup with the use of affordable cloud services. In the past few years these services have proved themselves to be highly robust, stable, and reliable. In short, they provide small businesses with an efficient off-site backup strategy with no extra expenses for equipment, transit, or storage space.

Backup procedures can be set to run automatically at varying intervals to provide both short and long term data recovery options for your entire system. Plus cloud services provide access to your files from any device at any time from anywhere.

If your Bay Area small business doesn’t have a data security and recovery plan, contact Grundig IT today at (925) 528-9081. We specialize in helping business owners just you protect your data and maintain your services.

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How Your Business Can Be Ultra-Effective Using Google-Apps

Google Apps for Work (formerly Google Apps for Business) has been around for a while, and that’s given IT professionals plenty of time to explore the relative advantages and disadvantages compared to traditional mail servers and applications provided by webhosts. And in that time, we’ve seen Google Apps surge in popularity as businesses switch over to increase their productivity thanks to the following factors:

Instant Syncing

Unlike other business tools, Google Apps for Work was designed from day one to be an always-on cloud based tool for commercial use. That means that the program bypasses many of the problems with traditional business applications like server setups and tape backups. When you work on a file the application automatically tracks your changes and keeps everything up to date for all users, even allowing simultaneous editing of a single file. This is true no matter what device you are using—an added benefit with the rise of bring your own device (BYOD) and telecommuting.

And you don’t need to stress if you can’t get to the internet. Gmail, Calendar and Google Docs let users view, edit and create content when they’re disconnected, syncing automatically when they reconnect.

Robust File Backups

At the same time the application is syncing the file across different devices it’s also backing up your edits so you don’t lose your work. Files are recoverable and you don’t have to worry about equipment failures or corrupted data.

The Learning Curve Is Pretty Shallow

Many companies hesitate to switch services due to the workplace disruption that results. Employees (older employees especially) end up struggling to find options or complete processes that took only seconds on the system or layout they were familiar with. However, Gmail (by Google) is now the most popular email provider in the US, meaning that many if not most of your employees will already be comfortable with the UI, Google Drive, Calendar, and other associated applications.

Leading Email Service

Gmail’s popularity as an email service evidences the service’s power, flexibility, and ongoing support. Additionally the email service offers some of the best spam filters around, simple navigation, powerful email search functions, and easy customization. Employees can log in from any device with internet access, accessing their email through browsers or downloaded standalone apps. Setup headaches are minimal.

The Full Package

Unlike other suites, Google Applications don’t need to be cobbled together piece by piece. Google Apps is designed as an all-in- one solution with integrated tools that work seamlessly together, including file storage and sharing with Google Drive, real-time collaboration with Google Docs, and video meetings with Hangouts and professional email with Gmail all for one single price. Billing and pricing is simple and predictable year over year.

If you’re interested in establishing Google Apps for Work at your small or medium business in Contra Costa County, or need help with another business application service, turn to Grundig IT at (925) 528-9081. We have the skills, training, and experience necessary to tackle your technology problems!

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4 Ways Managed IT Can Control Your Technology Costs

Technology is a major part of the modern business landscape, and IT costs have grown to be a considerable portion of countless budgets. Dealing with those costs, however, presents a distinct problem as company controllers balance the financial demands of the present with user’s needs and the needs of the organization in the future.

The solution? Managed IT services from high quality providers like Grundig IT. Since 2004 we’ve been busy helping hundreds of businesses in Contra Costa County, providing a higher standard of workplace information technology while also controlling costs and protecting your budget. Here’s four reasons how:

1. Predictable Technology Rates

The alternative to Managed IT is something called the break-fixed model, in which a company pays for IT services one at a time as they are needed. Unfortunately, this model leads to overwhelmed IT staff (if the company has any), downtime, unpredictable and often expansive repair costs, and costly mistakes. Managed IT provides insurance against these costs. Instead of unpredictable IT costs, you outsource the responsibility to a professional IT team able to come in and support your company and your business to solve your problems, monitor your network, and quickly and professionally respond to any failures or breakdowns in the future. We’ll design a package that suits your business’ IT needs and supports you for the long haul.

2. Cloud Software

Instead of spending money on servers and hardware that sit in the basement sucking energy and gradually going obsolete, more and more companies are turning to cloud services and reducing their power and cooling costs, software licensing fees, and equipment replacement expenses in the process. And if you’re worried about making the jump, don’t be. Managed IT is good at a number of things, and setting up and maintaining cloud environments for maximum company productivity and cost savings is one of them.

3. Better Uptime

As mentioned, part of your IT service involves ongoing monitoring and support of your network. Instead of discovering problems when you show up in the morning, managed IT services will detect many problems immediately as they occur, contacting you and responding to restore your system with minimal downtime. This protects your brand image by keeping your customer-facing services operational, prevents lost productivity due to network unavailability, and can lead to the long-term improvement and optimization of your system.

4. Expert Advice and Consulting

One of the best was to save time and reduce costs during a project is to proceed with a plan. And, when it comes to planning out your company’s technology investment, you need experts. We offer skilled, experienced consultants who understand technology and its associated costs and requirements. When you’re planning for the future or resolving ongoing issues our team can help you nail down the specifics so that we can proceed quickly, boosting your company’s productivity and avoiding costly delays or missteps along the way. To learn more about managed technology services from Grundig IT, contact us today at (925) 528-9081.

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Which Computer is Right for Your Business?

As IT Consultants there’s little we love more than shopping for new computer hardware. But, for the uninitiated, the process can be a bit overwhelming. There are dozens if not hundreds of commercial computer models with multiple generations of each in a dizzying array of form factors, specifications, and prices.

So, instead of throwing out our favorites or advocating for a one-size- fits-all approach, we’re going to offer a handful of big questions for you to consider that should narrow down the different options considerably, so that you can pick a machine that you and your employees ultimately feel comfortable and happy with.

1) Desktop or Laptop

The first decision to make is between portability and expandability. Desktops, of course, are bigger and have more internal space for bigger components, allowing greater customization and high-level performance at a cheaper relative price. However, they are stationary—meaning that your work might still go home with you, but your computer won’t.

Laptops are mobile but are more expensive for the performance you receive, difficult to upgrade, and more expensive to repair. Keep in mind that whatever setup you choose (desktop or laptop) you will need to buy certain peripherals like a second monitor, second power adapter, printer, mouse, keyboard, etc. in order to maximize productivity.

2) Mobility

While all laptops are portable in theory, the level of mobility different models offer can vary tremendously. Your options range wildly here. On the one end you have hyper portable tablets (with keyboard covers), 2-in- 1s which straddle the line between computer and tablet, or ultraportable laptops which can weigh as little as 2 pounds. On the other side you have full-size 17 inch laptops with desktop-like performance, commanding screens, and plenty of device ports. If you plan to type on trains and planes a small computer or tablet can be a powerful and convenient tool. However, if you only travel once in a while you may appreciate the larger screen and more comfortable full-size keyboard of standard or large-size laptop.

3) Operating System

Windows or Mac—there are advantages to both but in general, in most offices and with most business applications, Windows is the standard option. If you are dealing with significant graphic design, music composition, or video editing, however, Mac may be the better option (and you probably already know it).

4) Power

What will your computer be used for? Basic document editing and emailing, or intensive photo or video work? How many screens will it be running? How many tasks will you be working on at once? The answer will affect the GPU, CPU, RAM, and hard drive capacity that’s best for your system, and therefore the price. There are ways to save money, however. Consider refurbished options or modern, always-connected options like Chromebooks. You can also buy computers a generation or two older than the current model. You’ll save a lot of money without sacrificing much performance, plus you’ll be able to check more reviews to see how your model held up over time for other users.

For all your business hardware and software support needs in Walnut Creek, CA and the surrounding area, turn to Grundig IT at (925) 528-9081. Let us take care of your technology problems today!

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Best Bandwidth For Your Business Needs

In today’s economy a slow internet connection is simply unacceptable, and can cause ripple effects that disrupt entire offices, leading to an astonishing loss of productivity. Employees, in the middle of their thoughts, wind up waiting on the network to respond while customers and clients may find their experience with your hosted applications negatively affected.

What passed for a fast connection only a few years ago is now far too slow, and bandwidth demand is at an all time high. This often makes estimating demand and balancing costs and connection options a challenge for small and medium-sized businesses.

First, a disclaimer. The amount of bandwidth that you need will change, often dramatically, based on the number of users working simultaneously on the computer network and the tasks that those users are performing. A small business with only a few very active users may actually use far more bandwidth on a consistent basis than a large business with more moderate demand.

However, assuming that your employees are performing normal office tasks (including moving large files occasionally), it is safe to assume that your business will need up to 1 Mbps per user to run comfortably with few, if any, slowdowns.

Mbps, of course, refers to Megabits per second and is the unit of speed (data transfer speed) used to measure internet connections. This is not to be confused with a Megabyte, a term used to describe the size of a data file. It is important to note that a Megabit is only 1/8th the size of a Megabyte, meaning that to download a 1MB file in 1 second you would need a connection of 8Mbps—without taking into account the other information the connection may be transferring.

The typical business has 4 or 5 options for high speed, high bandwidth internet.

DSL – Digital Subscriber Line

DSL uses the same wires and technology used to transfer audio information in traditional landline phone service. Some locations have more reliable DSL service than others, and speeds are generally slower than other options and can vary depending on the time of day, service work, and other factors. DSL is generally inexpensive, but offers relatively low bandwidth.

T1 Connection

T1 access has been standard across many industries for many years due to its remarkably stable speed and reliability. T1 connections are often repaired weeks before DSL or cable after hurricanes or other natural disasters. However, the standard T1 is only 1.5 Mbps and the costs can be high.

T3 Connection

A T3 connection consists of 28 T1 connections bundled together. Same reliability, but at a considerable cost.

Cable

Cable used for high speed internet is the same cable used for cable TV, and offers good speeds at an affordable cost. However, the service is shared and speeds may fluctuate depending on local usage. Also, reliability is generally less than T1 lines.

Fiber Optic Cables

While not yet available in all locations, Fast Ethernet and Gigabit Ethernet offer the best bang for your buck in high-usage situations with outstanding reliability. These services use fiber optic cable and can go up to speeds of 10,000 Mbps (1 G) or more.

Fortunately, Grundig IT can help you evaluate your usage and come up with a plan that works for both your users and your budget. Call us today at (925) 528-9081 to learn more!

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Crucial Cyber Security for Your Small or Medium-Sized Business

Cyber security sounds like an intimidating subject, and for the countless businesses here and abroad which rely on the internet and data to function on a daily basis, the health of their digital security is of vital concern. After all, what would happen to your daily productivity if suddenly all your order information was encrypted and unreadable—held for ransom via a Cryptolocker attack? Or if your closest competitors broke in an accessed your client list, allowing them to contact and attempt to convert each and every individual or business you sell to?

Cyber security is more than an abstract concept—it is a crucial collection of defenses and precautions built up around your businesses’ most vulnerable points. And yet, despite the wealth of jargon on the subject, basic business cyber security measures are actually surprisingly approachable and can be put in place quickly to your company’s great benefit. These include simple measures such as:

Secure WIFI

These days just about everyone has a password on their Wi-Fi router. However, not all Wi-Fi security options are equally secure and one of the most popular choices (WEP) is particularly weak. Instead, all Wi-Fi access points should use WPA-2 with AES in order to protect your information as it is transmitted between workstations and servers and also keep intruders out of your Wi-Fi network.

Robust Anti-Virus Software

Many threats to your company’s system exist as viruses and malware, and once these programs gain access to a computer they can spread to your network and complete their function, whatever it may be. All company workstations should have regularly updated antivirus software from a major supplier. Moreover, the software should be set to automatically scan for viruses and check for updates on a daily basis, while offering ongoing real-time scanning.

Encrypted Data

Data encryption offers an extra level of protection in the case that your data is, in fact, breached. By encoding your company files you make them impossible, or at least very difficult, for any intruders to read unless they have the key to decrypt that data. Much like anti-virus, data encryption software can be installed on computers and used to lock up important company data. Smart phones can also be encrypted, which is often useful if they are lost or stolen.

Automatic Data Backup

Above we mentioned Cryptolocker, a diabolical attack in which a Trojan gains access to a computer through an infected email attachment and, once inside, searches for and encrypts certain types of files stored on both local and mounted network drives. Then the program lets the computer’s owner know that if they want their files back, they need to send money to the program’s oversees authors.

In this situation, and countless more where data has been lost, eliminated, or overwritten, a robust automatic data backup system is the only real resort. This program should automatically back up important data and entire databases to a secure location such as a cloud server or local hard drive.

To get started on identifying your company’s data vulnerabilities and taking important steps to address them, contact Grundig IT of Walnut Creek, CA today at 925-528- 9081.

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5 Ways Cloud Technology Can Assist Small Business Success

Do you remember the days when we all had to copy documents onto floppy disks or flash drives in order to use them at home? Or when we all used to email ourselves important files in order to have them backed up? Thankfully those days are gone and we can credit the rise of cloud technologies for the change. But, aside from streamlining simple office tasks, cloud technology provides several truly powerful growth advantages for small businesses, including:

1. Decreased Costs

Cloud based services save small businesses on many expenses, including server upkeep, utilities, software licensing, hardware, and space. While there is a significant upfront cost to overcome, in the long-term the decreased costs associated with cloud based services make them a highly affordable option to consider.

2. Improved Security

We’ve all heard that ‘knowledge is power’. Along the same lines is the modern axiom, ‘data is gold’. Keeping that data secure, however, has to be a priority for your own company’s wellbeing and for the safety, security, and privacy of any employees, customers, or clients you work with. Cloud technology puts your company’s data securely offsite and prevents the physical theft of hard drives or servers that contain this information. With proper security procedures at different access points, cloud technology is by far the safer option when it comes to company information.

3. Instant Collaboration

Keeping files up to date during collaborative projects used to be agonizing, requiring constant shuffling back and forth, saving, archiving, rewriting, renaming, and collating. Today, however, files exist in one cloud space and can be instantly accessed and edited by anyone on the team from anywhere in the world. Versions are backed up, rewriting is prevented, and the system itself warns users if a file is currently in use. This way your team can focus on the work, not managing the troublesome documents  that work lives in.

4. Flawless Reliability

Managing servers in small companies, as well as data backups, is hardly a cost-effective solution, and  even small errors can be catastrophic. Cloud servers, on the other hand, are managed by some of the most powerful tech companies in the world and offer a level of reliability that has never before been seen in the workplace. These systems are heavily protected, keep themselves up to date, and provide critically important backup and recovery capabilities in case of disaster or data loss.

5. Room to Expand

And, finally, the best part about cloud computing is that it gives companies total freedom to grow without the worry of expanding their IT infrastructure or buying additional server racks. All the information is kept elsewhere, in the cloud, and if more space is needed it can simply be purchased. Companies have literally unlimited resources at their disposal, providing a framework for massive growth at a rapid pace over any timeline.

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Slow Computer? 5 Tips to Increase Your Speed

Having a slow computer can cause frustration and really impede your productivity. As a Walnut Creek IT Consultant, many of our clients come to us with this issue. However, there are steps you can take to remedy this issue and speed your computer up again. Here are 5 fast and easy tips to improve your computer’s performance and increase its’ speed.

Restart Your Computer

While this may seem simplified and obvious, it’s a good place to start in the search for a faster computer. Computer memory, referred to as Random Access Memory (RAM), supports computer operations and stores information while the computer is powered on. When power is shut off, this information from the memory is automatically erased. By restarting your computer and therefore clearing RAM, this frees up space which in turn gives you speed.

Limit Items that Run on Startup

If your computer takes a long time to start up, it may be a result of too many startup items bogging things down. If you are a Windows user, you can utilize the application CCleaner, which helps get rid of unneeded startup items that may be slowing you down. If you use a Mac, however, you will need to look into your System Preferences first. Once you are in the System Preferences folder, choose either Accounts or Users & Groups depending on which title appears. Located above your user picture should be a button titled “Login items.” Click this to view the list of applications currently running at log in, then delete the items you no longer want or need.

Uninstall Unused Programs

You probably have a long list of programs and applications on your computer, but do you still use them all? If you have decided there are applications you no longer need or use, remove them. This step is pretty straightforward. For a PC, access the uninstaller tool from your computer panel, and for a Mac, open the Applications folder and drag the unwanted app to you wish to delete to the trash. Be sure to empty the trash to permanently get rid of these programs.

Clear Your Browser History

Browser history keeps track of all the websites you visit and holds temporary internet files, cookies and other information you may have entered into websites like your email address. By clearing your browser history, you are freeing up space which will improve your computer speed. Be sure you clear your cookies and cached items along with your history for the best result.

Remove Malware

Another common cause of a slow computer is malware. There are several different ways your computer can be infected with malware, and once it’s there it eats away at your computer speed through sending spam, spreading viruses and hacking information. It’s a good idea to have antivirus software installed on your computer. Run a virus scan on your computer to search for viruses and malware and eradicate them from your system to speed things up.

When your computer is running slowly, take advantage of these tips to help increase its speed, and remember that at Grundig IT, we can help with all your computer and information technology needs. Our network and computer support experts will work with you to formulate the best security strategy for you or your small business. For more information call 925-528-9081 today to schedule a consultation. And check out the Grundig IT Yelp page as well.

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Computer Security

Turn on automatic update and leave it that way.  Windows releases security updates on the 2nd Tuesday of each month and these should be applied immediately.

Mac users should also apply updates when they are made available.
Install antivirus and make sure it is receiving updates.  Windows Defender is included with Windows 8 and Windows 10.  Microsoft Security Essentials is a free download for Windows 7.

Malwarebytes is a tool that should be used in addition to antivirus.  The free version is OK.  Run it at least once per month and remove all threats detected.

Use complex passwords (containing letters, numbers and punctuation).  Do not use the same password everywhere, especially on banking or financial sites.  Try to figure out a way to remember passwords without having to write them down.

If remembering passwords is to much, consider LastPass or a similar password manager.

Backup your computer and any mobile devices.  Online backup is great, especially for laptops or other devices that might break or get stolen.  Mozy and Carbonite are easy-to-use inexpensive online backup tools that are relatively inexpensive.

To create a full image backup of your entire PC or laptop, I recommend Acronis True Image 2016.  This enables restore of individual files or of the entire machine (operating system, programs, settings and data) to a new computer.

Turn on the Windows Firewall or the firewall included with your security suite (but never both at the same time).  The firewall prevents nasty stuff from getting through to your PC from online.  Firewalls can be configured to allow individual applications, so they shouldn’t be preventing you from doing anything that your want to do.

If you think your laptop may end up in the wrong hands, do not choose to remember any passwords to online sites that you visit.  On my laptop, I choose to remember no passwords.  There would be too much access to too many sensitive sites for anyone who found it and used it.

Be very careful when reading your email.  Phishing scams are common.  Never click any links to financial sites.  Instead, open a browser window and type in the address by hand.

Also be careful when opening attachments.  ZIP files can be especially dangerous, as they could contain many types of dangerous files.

Most malware gets into computers these days from unsafe browsing.  Be careful of the sites that you visit.  Also be careful not to click any unprompted popup windows that may open.

Common scams these days involve sites that claim that you have malware on your PC and offer links or phone numbers to call in order to get rid of it.   They then offer to fix it for a price. (I have known of people who have paid up to $200 and received nothing positive for it.)