Donald Kemick

About Donald Kemick

https://www.protocol80.com

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managed-it-services-office-nerd-vs-it

Managed IT Services vs. “Office Nerd” for Small Business

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As a small business, it’s important to know how to trim the fat off of your budget. However, knowing which aspects are considered the fat is not always easy. And while it’s beneficial to eliminate unnecessary expenses, your company may need certain things more than you believe or are able to recognize. One good example is managed IT services.

Using managed IT services can be extremely beneficial, especially for businesses dealing with an abundance of sensitive information,  However, the cost and commitment that comes with IT services makes many companies hesitant to begin the process.

As a result, the tech problems and network errors fall into the lap of the “office nerd,” Ted. (Sorry to the Teds of the world out there).

Don’t get us wrong, Ted is the perfect go-to guy when a cord comes unplugged or the internet “breaks,” but how do you know for sure that it’s time to employ managed IT services? Lucky for you, there are signs.

Below we will discuss 5 different signs that your small business needs managed IT services that go beyond the capabilities of your designated “office nerd.”

5 Signs You Need Managed IT Services

How well do you know the severity of any given tech issue? When it comes to relying on a good network to run your business, or storing sensitive data, you want to make sure all cybercrime is in the circuits.

Here are 5 signs that you need managed IT services over an in-house dedicated IT employee:

  • You have frequent tech problems
  • You have outstanding projects that are incomplete
  • You fear cyberattacks
  • You’re worried about data backup
  • You have no IT strategy

1. You Have Frequent Tech Problems

If you’re constantly dealing with technological issues, then it’s likely time to begin considering managed IT services. Your office nerd may be able to handle a few hiccups here and there, but if their job role isn’t specific to technological difficulties, then these frequent issues will ultimately decrease your workplace productivity, including his own, because you keep pulling him away from his actual job.

Not to mention the long learning curve that comes with handling tech problems. A managed IT services provider will have already done their research, and will cut back on the amount of trial-and-error troubleshooting time that an office nerd usually needs.

It could also mean that you need tech upgrades and replacements. An IT provider makes this process hands-free for you, and will eliminate that extra time spent fussing with your technology.

Keeping software and hardware updated and backing up data regularly reduces this issue. This will help improve work efficiency and can ultimately help your business grow overall.

2. You Have Outstanding Projects

We’ve all been there. You have such big plans for a project, and then suddenly something urgent comes up that draws your attention.

Now this once soon-to-be-finished project sits on the backburner alongside all the other projects awaiting completion. And Ted certainly doesn’t have time for it.

Not only are these outstanding projects a waste of time and money, but it can quickly become confusing which projects are at what percentage of completion when there are several going on at once.

Managed IT services are a great way to remedy this problem. Provide them with as much detail about the outstanding projects as possible, and they should know where to begin. They can also make recommendations for projects that you should invest in. On the flip side, they will be able to help you identify software or other devices that you may no longer need. 

Not only will this help you finish your outstanding projects, but it will also make future projects much quicker. You’ll also have a more accurate timetable for when new equipment or software will be ready for use. And when you know how long it takes to order and finish setting up a workstation, you can have one ready on your new employee’s first day.

3. You Fear Cyberattacks

Nothing should be more secure at your business than your sensitive information. And the term “information” can encompass a lot of things for Ted to try and balance. This includes:

  • Network passwords
  • License keys
  • Login information

It’s better to be safe than sorry, and managed IT services can help drastically improve your cybersecurity. This is especially important as more and more businesses depend on Cloud storage.

The increase in remote workers also makes cybersecurity a high priority for small- to medium-sized businesses. And the bigger your workforce, the higher the need for reliable, strong cybersecurity.

4. You’re Worried About Data Backup

If you or your “office nerd” isn’t 100% certain that your data is backed up correctly, it can linger in your mind like an IT oven you’re not fully certain you turned off when calling it a night. And in the event you experience data loss and the backups aren’t run properly, your company will face a massive setback that could cripple many small businesses.

It’s of the utmost importance that your data is being backed up correctly and to a secure server. To achieve this, it’s best to employ managed IT services. The proper support will keep all of your information and data safe and secure.

5. You Have No IT Strategy 

As you slowly add more and more devices to your workplace, software upgrades will become more common, leading to an eventual room filled with “upgrade later” clickers. It service pros forgo that luxury, and help you automatically map out an IT strategy.

An IT provider can help you create a strategy that will ensure your assets always at least meet industry standards. A planned-out strategy is also a great tool for creating room for IT support in your budget.

Depending on your budget, a provider can create an all-encompassing strategy that will grow with your company, rather than your business needs one day outgrowing the provider.

What’s Next?

There’s no shame in admitting that your business needs have outgrown the capabilities of your designated in-house IT technician. In fact, this is often a sign of business growth, and opens the door for many possibilities.  

If any, or all, of those 5 signs are present in your daily work life, it’s time to make room in the budget for managed IT services. If you had previously had IT services, then you likely already know the steps for onboarding an IT service provider.

If not, don’t sweat. Just have as much information as possible gathered and ready for delivery when you bring in a new IT provider. Once it’s gained full access to all your networks, devices, and so on, it can begin eliminating your obstacles to success.

Sorry, Ted, thanks for everything.

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IT Service Provider Onboarding

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Last week, we discussed what the next steps would look like if you and your IT service provider split up. Now that you’re readily prepared to handle a situation like that, we want to take it one step further.

Once you and your previous IT service provider have fully split up and all the proper documentation has been transferred, it’s likely that you’ll begin looking for a new provider. 

If this is the case, then you’ll want to know what to expect and be ready for during the onboarding process of a new IT provider.

What To Expect During IT Service Provider Onboarding

If you’re switching to a new IT service provider for the first time, don’t worry. It may seem like an overwhelming transition, but there are a few things you can do to be prepared for it, especially if you’re a small to medium-sized business.

The most effective way to prepare for this transition is to have as much information as possible ready to go out the door.

To best streamline this onboarding process, be sure to have the following information prepared:

  • Server/machine passwords
  • Email portal passwords
  • License information
  • Network equipment
  • ISP (Internet Service Provider)

Server/Machine Passwords

This information is vital in order for a new IT provider to begin providing services. Having all of these passwords documented will make it easier for them to get signed in and ready to work.

Label the passwords as specifically as possible. For example, are the passwords for a domain, or a workgroup? What software do you use? Are you running servers from 2012, 2016, or maybe Windows 10? Do you have any specialized machines that you use? Are your computers Mac, Windows, and so on.

Email Portal Passwords

When it comes to email, IT providers generally try and use Cloud services. This is much easier for them to do if they have the password for your email portal.

Whether you use Google apps, Office 365, or even some other out-of-date portal (hotmail), IT providers will be able to take control once you transfer them the credentials.

License Information

It’s pretty rare nowadays for companies to buy discs in order to download software. This is typically done through a portal now, and it will have a list of all your purchased software that is ready to be downloaded.

This includes:

  • CAD software (Solidworks, Autodesk Inventor)
  • Accounting software (QuickBooks)
  • Shipping software (UPS WorldShip)

Network Equipment

Do you have an inventory of what all you own? Well, you should.

This stuff in particular is easy to get mixed up, so try and keep a running list of all your network equipment to hand over. This includes things like firewall, wireless access points, and switches. Firewall is especially important to keep track of. Without that password, your IT provider won’t be able to set it up properly.

ISP (Internet Service Provider)

Your ISP is lower on the list of information that you’ll want to provide your new IT provider, but it can be useful to know at times. Do you have a static IP or is dynamically assigned through your internet provider? 

This is especially important if you can provide the new service provider with a diagram of where everything is at. Show physical locations of your main networking closet, servers, switches, and any additional equipment.

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What To Do If You and Your IT Partner Split Up

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Your IT partner likely plays a huge role in your daily business functions. They help you reach goals by staying up-to-date on the latest technology and hardware changes, and they keep backups of your most vital information that can easily slip your mind.

Unfortunately, not all agreements and relationships with IT providers are permanent. In fact, it’s not uncommon for one side to either fall behind or outgrow the other, leading to a split up. This doesn’t always have to be a negative thing, but you should have a plan for it in case it happens.  

So what are some causes of a split up, and what should you do if you and your current IT partner decide to part ways?

What Causes An IT Split-Up?

An IT provider and client can split up for several reasons. While some may simply be a lack of clear communication, others can be a result of changing business priorities and goals. Here are a few common causes of this technological divorce:

Disagreements Between Provider and Client

Just like with any other relationship, things are never perfect. If a client, or customer, finds themselves constantly second guessing decisions their IT provider has made, then chances are the relationship will eventually crumble.

It’s important for trust to be present between IT providers and clients. Both sides must maintain professional integrity and be transparent about their goals, difficulties, potential hurdles, and anything else relevant to a provider-client relationship.

Inability to Handle Capacity

This is one of the most common (and practical) reasons that an IT provider decides to no longer do business with a client. If the client’s business has seen exponential growth that pushes beyond the IT provider’s capabilities, then it only makes sense to part ways.

This type of split is usually the result of a significant spike in needed storage for the client. Sometimes, their current IT provider simply lacks the assets to meet their needs. Other times, the issue isn’t an increase in client needs, but a downgrade in the IT provider’s services.

Budget Issues

Have you ever walked into a restaurant with your eyes bigger than your stomach? You may have grand plans for your meal and then quickly found yourself in a less-than-ideal situation that inevitably leads to waste.

This, at times, is the case for many clients after hiring an IT provider. Oftentimes when a business is hiring an IT provider for the first time, they don’t have an accurate gauge on the exact services they require. 

This can result in a feeling of undervalue when they’re calculating the services into their budget. And with the financial challenges that are always present to businesses nowadays, there is little room for waste in the budget.

What To Do

If you do experience a split-up with your IT provider, it’s important to understand what’s next.

First and foremost, gather as much documentation as possible from your IT provider. This is especially vital for small to medium-sized businesses.

Your IT provider will have an abundance of important information that your business will need in order to switch providers or assume the role themselves. This includes usernames, passwords, licenses, keys, and so on.

Once you’ve successfully gathered everything you need and have officially parted ways with your IT provider, there is only thing left to do: Start looking for your next best fit.

If you’re planning on finding a new IT provider, then take a close look at any outstanding project and issues you have to ensure your next provider can handle the workload they are stepping into.

Be clear with your potential next provider on your expectations and goals. Make sure they are the best fit for you and have your needs as a priority.

With the advanced technology that exists these days, it’s not difficult to find an experienced and reliable IT provider. It’s a buyer’s market out there, so shop around and find the best deal for you and your business.

Download Small Business Cyber Security Plan

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CTERA C200 Discontinuation: What’s Next?

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In case you haven’t heard the news, CTERA has unfortunately decided to discontinue the C200 series (que “The Sound Of Silence”). While this may come as a surprise to some, the C200 is at the end of a product line that has also seen discontinuations (the C800 and C400 were discontinued as well).

So, the CTERA C200 will be discontinued as of the end of this year. But what does this mean for current CTERA customers and clients who are using the C200 for their storage? Well, it doesn’t mean that you’ll be completely left in the dark. In fact, the folks at CTERA have allotted current C200 users plenty of time to adjust to the discontinuation.

What’s Next for C200 Users?

If you’re a current C200 customer and this bit of news has caught you off guard, try not to sweat it. If you’re enrolled in Cloud care, then you have nothing to worry about in terms of coverage.

CTERA representatives have predicted that the C200 will still be supported for about another five or more years. This brings many a sigh of relief, especially for those that may have just recently purchased a C200.

The CTERA company as a whole is reshaping their business model, putting an emphasis on Cloud servers rather than on-site storage. In other words, they want to set their focus on hybrid file servers. This will give their services the same functionality, but with less hardware on-site for customers.

CTERA Alternatives

If this new information about the C200 is giving you doubts about the CTERA, there are always other Cloud solutions that are available to you. In fact, many companies offer similar services to CTERA, and there are plenty of alternatives to the C200.

A few of these include:

  • Carbonite
  • Acronis
  • Macrium Reflect
  • ioSafe Solo G3

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CTERA C200: Encryption & Compliances

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When it comes to backing up your sensitive and valuable information, whether personal or professional, it’s best to have as much security as possible. Luckily, the CTERA C200 offers that top-notch security through the use of encryption.

Encryption is the process of encoding information. The process converts the original form of information, known as plaintext, and converts it into a form known as ciphertext. This ciphertext is unique to the information it has encrypted, and the practice has become standard among many businesses, both large and small.

The CTERA offers a private Cloud solution with military-grade security guaranteed to keep your information safe. 

The CTERA C200 offers two types of encryption:

  • Local encryption on your hard drive
  • Automatic encryption when backing up to the Cloud

Local Encryption

Whenever we employ a C200 unit to a client, we have the ability to enable local encryption. This can also be done manually by navigating to the “Storage” tab followed by the “Volumes” category.

Here you will find a list of volumes. Any that have a locked padlock symbol next to them means they’re encrypted. Click on the desired volume and a pop-up window will appear. 

Click next on the first page, and you will be brought to a window with two boxes. This is where you can enter your encryption passphrase. There is a tool at the bottom that tells you how strong your chosen phrase is.

Once this is set up, the CTERA will automatically encrypt information for you. This process is done entirely through the CTERA, meaning you don’t need to know a thing about encryption.

Cloud Encryption

Cloud encryption for the CTERA C200 is automatic, and you can see what is being moved to the Cloud by navigating to the “Cloud Backup” tab followed by the “Control Panel.”

The CTERA has a bunch of available security choices, and is in compliance with several programs. CTERA complies with the Department of Defense, GDPR, and HIPPA to name a few, and provides military-grade encryption.

Before any data leaves your CTERA device, it undergoes source-based encryption known as Advanced Encryption Standard (AES-256). Once your data begins transferring, it undergoes another encryption process as part of the Transport Layer Security (TLS 1.2) protocol.

Why Does Encryption Matter?

Encryption serves as an extra layer of defense for your data. It’s common practice for companies storing sensitive information, and has an endless number of possibilities to choose from that allow only authorized eyes to view that information.

Think of encryption as a safe locked inside a room. Even if someone managed to make it into the room, their odds of getting into the safe are slim to none because they don’t possess the passcode. 

This is the same with encryption for your data. If a hacker doesn’t have access to your encryption keys, then it’s virtually impossible for them to get through.

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CTERA C200: The #1 Factor Affecting Recovery Time

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One question we hear from many clients is: “how long does it take to recover data from Cloud backups?” And although the CTERA C200 is one of the best hybrid Cloud solutions on the market, there is one major factor that can affect the recovery time speed.

Of course, we’re talking about internet speed. 

Whenever we’re working to set up a client with a CTERA device, we have to ask ourselves if their internet is strong enough for the CTERA to work efficiently. A fast, wired connection is recommended, but not a necessity. 

Wifi plans are available that offer great bandwidth. These can be quite effective as well.

However, the amount of recovery time that your CTERA C200 will need also depends on the file size. If you’re downloading a simple 25 megabyte (MB) file, then pretty much any internet connection can handle that quickly. However, files that run into the gigabytes (GB), and sometimes even terabytes (TB), can take much longer.

1,000 Kilobyte (KB) = 1 Megabyte (MB)
1,000 Megabyte (MB) = 1 Gigabyte (GB)
1,000 Gigabyte (GB) = 1 Terabyte (TB)

If you are still using dial-up internet and try to download a 1TB file, you’re going to be waiting for a while. A long while. If you download a 1TB file with an internet speed of 25Mb/s, the download will take over 4 days.

However, bump that speed up to 250Mb/s (considered a good speed), and that 1TB file now takes less than 10 hours to download. And any file 100GB or less will take less than an hour at that speed.

To state it simply: The most effective way to cut back on your CTERA’s recovery time is to ensure you have a fast and reliable internet connection. The best way to achieve this is through a cable or fiber optic connection.  

There is a download calculator available online that shows you how long you can expect a download to take based on file size and internet speed. This can be a great tool to help you get started choosing the right internet package.

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Cloud Storage for Business: Pros and Cons

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Cloud storage has become mainstream for businesses in all industries. And with the advanced technology, we possess today, storing data on the Cloud is more secure than ever.

However, it’s understandable if you’re still only considering using Cloud storage. After all, issues have arisen in the past that would deter some from using it. A lot depends on the type of information you’re looking to store.

But before you make a final decision, take a look at a few pros and cons for Cloud storage for business:

Business Cloud Storage Pros

Cost

If you’re part of a small or medium-sized business, then Cloud storage is extremely cheap. This smaller size also reduces the amount you’ll spend on yearly operating costs, along with not needing internal power in order to store information.

The cost goes up a bit for larger businesses, but the value it offers is well worth it.

Speed

As long as the right technological support is in place, Cloud speeds can compete with the speeds of onsite storage systems. This means you could back up multiple servers simultaneously faster than you could backing them onto a disk drive.

Accessibility

Any files or other types of information you have saved on the Cloud can be accessed from anywhere that you have an internet connection. This makes all of your data completely mobile and makes your time zone and location irrelevant.

Business Cloud Storage Cons

Privacy

One of the biggest gripes people have with Cloud storage is privacy.

Whenever you pay for Cloud services, you’re handing over information about your business to a third-party provider. This ranges from general information to sensitive. This makes many people worried about hiring a Cloud provider.

Make sure you choose a reputable provider who you trust with all of your information.

Bandwidth

The bandwidth allowance can be one of the biggest hurdles to jump when it comes to Cloud storage. The amount of bandwidth allowance you’re provided will depend on your service provider.

If you go over your allowance, the additional fees can add up fast. Many providers offer deals that include unlimited bandwidth, which is something to consider when choosing a provider.

Compliance

Due to the aforementioned issues with privacy, not all industries have the ability to use Cloud storage. For example, financial services and healthcare providers typically have regulations in place that don’t allow for Cloud storage. Any companies with highly-sensitive data being stored typically face these same roadblocks.

Is Cloud Storage Worth It?

Just like anything else, Cloud storage comes with its pros and cons. So, is it worth using?

Although there are admitted concerns that some have with Cloud storage, thousands upon thousands of businesses use it for its low cost, accessibility, and ability to recover from disaster. As technology continues to advance, you can expect to see Cloud services improve as well.

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Longevity of the CTERA C200: 2 Maintenance Factors

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One common question that we receive about the CTERA C200 is in regard to how long the unit will last before needing replaced. It’s a good question to have answered if you’re in the market for a CTERA, especially if you’ll be heavily relying on its longevity.

For its price, the CTERA C200 is a premium product. It comes equipped with some of the best software, and is already geared to be a hybrid backup system. We’ve seen clients have CTERA units last over 6 years.

However, everything eventually degrades, no matter which brand you buy from. And one common mistake that consumers make when using the CTERA C200 is using the wrong hard drives.

When you’re replacing a hard drive in your CTERA, it’s important not to use a basic, cheap drive. Doing this will significantly lower the longevity of your unit. 

Instead, use drives that CTERA recommends (we typically go with the IronWolf Pro, 4TB). This list will provide you with compatible hard drives.

Note: The C400 and C800+ models are no longer in production.

There are a couple of other factors that may change the longevity of your CTERA C200. This includes its usage and environment.

Usage

The amount of time your unit spends backing up files plays a role in its longevity. Many CTERA are running backups Monday through Friday during the normal workweek. We’ve seen some being used 7 days a week to back up files and push them off-site, and some of their hard drives have lasted up to 6 months before needing replaced. 

Environment

Similar to any piece of equipment that runs almost constantly, it’s best-suited for an air-conditioned room that is free of dirt, dust, and hair. Generally speaking, the CTERA units are very sturdy, and very few issues arise. However, running the device in a dirty environment can play a role in its overall longevity.

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CTERA C200 Alternatives

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At Omnis Technologies, the CTERA C200 is our flagship cloud solution. Its reliability and customization make it perfect for managing multiple different workstations.

However, we also realize that the CTERA C200 may not be the best solution for everybody. A big reason for this is its dependability on the Cloud. Although the C200 is HIPPA-compliant, many don’t feel comfortable backing up important or sensitive data to the Cloud.

Aside from that, the CTERA unit can also be a bit pricey. So as a result of these factors, we want to provide you with a short list of CTERA C200 alternatives.

Here’s what we came up with:

  • ioSafe Solo G3
  • Carbonite
  • Macrium Reflect
  • Acronis

ioSafe Solo G3

The ioSafe Solo G3 is an external hard drive that comes in three sizes: 2TB, 4TB, and 6TB. It also comes with the option to include a warranty and data recovery service, both of which are available for 2 or 5 years.

The Solo G3 is also fire and waterproof. It’s rated for 1,500 degrees fahrenheit at 30 minutes and can be submerged 10 feet underwater for 72 hours. You may or may not plan on storing your device in the pool or in your oven, but it’s nice to have the added security!

The ioSafe Solo G3 works best for personal use and smaller businesses.

Carbonite

Carbonite is a company that provides online backup services for Windows and macOS users. Purchased by the Canadian software company OpenText back in 2019, Carbonite can back up documents, emails, photos, settings, and more.

Carbonite offers multiple different products and services, and puts an emphasis on straight cloud backups. Overall it’s not as pricey as the CTERA unit, but business use can still be a little more expensive. 

Macrium Reflect

Macrium Reflect is a software that uses trusted endpoint backup solutions to service both commercial and personal customers.

Macrium specializes in creating a reliable image of a hard disk drive. This image is used to restore your data when complete or partial system loss occurs.

They even offer a 30-day free trial so you can see if they’re a fit for you and your needs.

Acronis Software

This is the most comparable alternative to the CTERA C200. This trusted software allows you to perform both local and cloud backups to an external hard drive.

Acronis boasts a user base of over 5 million and backs up over 500,000 businesses. They also have a free trial, along with several different plans you can choose from.

Back Up Your Decision

Although the CTERA brand is not as popular as these other ones that we mentioned, it’s still one of the best available options if you’re looking for a device that is easy to install, navigate, and operate.

No matter which one you choose, they’re all recommended for personal use, with only a couple being comparable to the C200 as a business Cloud solution.

refurbished-computers-pros-cons

Refurbished Computers — Pros and Cons

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The word “refurbished” can cause discomfort for tech-savvy individuals, especially when talking about computers. Some refurbished devices are great, while others are subpar. However, similar to many other things, you can find consistent and reliable providers that are Microsoft Gold partner certified and authorized for refurbishing.

It’s important to note that if you’re shopping for a computer to execute day-to-day high priority activities, your best bet is to buy brand new. For anything less, however, choosing a refurbished device can be your safest and most affordable options.

Here are some pros and cons you should consider when shopping for a refurbished computer.

Pros

Reduced Price

One of the best things about buying a refurbished computer is that you can get decent hardware at a good price.

One of the safest places to start is on Amazon. This allows you to search for certain brands and provides fast, free shipping. Amazon typically offers a 30-day money guarantee as well, meaning you can test your new device out before deciding if you want to keep it.

Detailed Reviews

Another great thing about refurbished computers is that you can find an abundance of reviews for them. New products don’t have as many reviews, and not as many people can afford to buy them.

Always make sure you pay attention to both the star rating and the main reason for the review. This can help you identify aspects that are consistently good or bad about the computer.

Environmentally Friendly

By buying a used computer, you’re helping to cut back on the amount of e-waste that occurs.

Each year, millions of tons of computers, cell phones, tablets, and other electronic devices end up in the landfill to make room for the new and updated technology. This releases harmful chemicals into the soil it’s buried in.

Buying a refurbished computer helps to keep it in circulation rather than in the ground.

Cons

Short Lifespan

Depending on the condition of the computer when it was sent for refurbishing, the lifespan of these computers tends to be shorter than new computers. For those who regularly update their tech, this is no problem. However, if you’re looking for a long-term solution, a refurbished computer may let you down.

Cosmetic Issues

Major damage to the exterior of computer devices typically calls for a replacement, but you can expect a few cosmetic imperfections to be present. 

These cosmetic issues typically consist of dents and scratches. However, at times, a cosmetic issue can reduce the functionality of the device.

Inconsistent Quality

Many would consider refurbishing computers an art. A fine art. And although many companies claim to know how to “refurbish,” the definition of the word is broad and many processes exist for refurbishing. 

As a result, there are a lot of inconsistencies in the qualities of these devices, especially when you buy from multiple different companies. Make sure you do thorough research before deciding to buy from a refurbishing company.

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