Backups
How To Access Your Work Computer From Home (Or Anywhere, Really!)
How many times have you been trying to work from home and you realized you left that one crucial file on your office computer? Or, you really don’t want to spend $2,000 on a high-powered laptop so you can run your fancy software? Or, most likely, it is simply impossible to access your accounting data away from the office network?
No matter what the reason, an increasing number of office workers find the need to access their office desktop from remote locations like home, business trips, or vacation.
It’s Easier Than You Think To Get Into Your Work Computer From Home
Luckily, there are options available for you to work from home without having to buy (or beg your boss for) a new work laptop.
Here are the three that we like best:
LogMeIn
LogMeIn has been the go to service for remotely connecting to another computer. A few years ago, they dropped their free service resulting in many geeks crying the blues.
Nonetheless, their Pro service offering is still one of the best. It doesn’t require a lot of computer savvy to setup. You simply create an account and download the software on your target computer. Next you can log into your account on your laptop or home computer and presto, you can remotely control your office PC.
LogMeIn has many nifty features such as:
- Cloud File Storage
- File Transfer
- Remote Printing
- Password Management with LastPass
My favorite feature is the remote printing. Some software, such as accounting applications, are difficult to print paperwork with if you do not have this feature. Other files, such as Word Docs, you can simply copy to your laptop and print.
The price is $249.99/year for 2 computers seems high, which comes to slightly more than $20/month.
GoToMyPC
GoToMyPC is a service created by Citrix. They are widely recognized in the server world for their virtualization software and more recently for their remote support software called GoToSupport and not to mention the meeting software, GoToMeeting.
GoToMyPC is very similar to LogMeIn and features file transfer and remote printing. They do not, however, offer cloud file storage or password manager.
The setup for GoToMyPC is simple and straightforward: just make an account, install the software and away you go.
The price for 1 computer is $20/month.
Both GoToMyPC and LogMeIn offer a free trial period, mobile apps, plans for more computers or larger teams, and support — just in case you can’t get things to work correctly.
Remote Desktop Connection
Did you know there’s a free service that may be included with Windows?
Yes, there is!
In fact, this is my favorite remote access software. You can print remotely, copy files and use multiple monitors. I still believe the speed and functionality outweighs the configuration headache. I must warn you that things get a bit tech-y here and if any of it seems to be over your head, it might be wise to call for some help.
- You must have Windows Pro! This feature is not included with Windows Home (or simply Windows as it is now referred to). Now there are a few ways around this: here and here.
- You must have a password on your computer. This goes for all versions of Windows Pro that you are trying to setup. And no don’t use “password” for your password. Depending on how you set this up you will be opening your computer to the hostile world of hackers and they WILL find you and attempt to connect to your computer. If this bothers you, or you have no idea what you might need to do to keep the bad guys out, then I would suggest you refer to the first 2 options. Security is baked into GoToMyPC and LogMeIn. For Remote Desktop you need to setup your own security.
- If you don’t have permission or the know-how to do port forwarding on your internet router, this may not be for you.
If you are still with me, then here are a few helps on how to do remote access on a tight budget.
- Enable Remote Desktop on your computer:
- Type “remote settings” in your start menu.
- Change the Remote Desktop setting to “Allow remote connections…” And then click OK.
- Test from another computer on the same network. Simply go to another computer and go to the “Remote Desktop Connection” app and put the target computer’s name in the “Server” box and click connect. If all goes well it should ask you for the user name and password. Make sure you enter the target computer’s info not the local computer. Your next view should be your target computer’s desktop
- Log into your router or internet modem and forward port 3389 to your computer. If you need help with your specific equipment go to http://setuprouter.com/ and find you router.
A Few Warnings:
- Test well before leaving on a trip and then wondering why it doesn’t work.
- If you have capable equipment, setup a VPN…perhaps a topic for another post. This will secure your connection and require an additional set of hoops for the bad guys to go through before they can access your computer.
- Setup a No-IP or DynDNS dynamic DNS name. If you are like most cheapskates, you don’t have a static IP. This will allow you to make an address such as myofficepc.noip.org to which you can point your computer at and remotely connect.
- If a VPN is not an option hopefully you can change the default port on your router. Some routers allow for port translation in their firewall rules. What this does is allow you to hide your true identity from the bad guys. The hackers all know to look for 3389 to remotely connect to a computer but they don’t have the time to search all 65,535 ports to find the right one. So, what you can do is configure your router to listen on port 9936 (or whatever you choose) and then translate it to 3389. The only catch is that you need to add the port to your server address when you connect, like this: “mycomputer.noip.org:9936”.
Chrome Remote Desktop
Here is another freebie. However, I have found it to be slow and cumbersome.
You need to install it in the Chrome browser through here.
So, What Do I Recommend for Working Remotely?
If you can setup Remote Desktop securely, it is by far the fastest and best experience. If that is simply not an option then LogMeIn or GoToMyPC are the next best. I would recommend trying each one and see which one you like the best before buying. They each have their quirks and nuances.
Happy working from home!
~written from home.
Can Petya Ransomware Cyber Attacks Affect U.S. Businesses?
What’s Petya? Only the latest in a series of cyber attacks using ransomware – a bug that encrypts user files until you pay the ransom.
Petya (and its immediate successor NotPetya) follow in the footsteps of WannaCry, which held 230,000 computers hostage in May 2017. Both WannaCry and Petya use info stolen from the NSA to breach security and spread through companies’ internal systems.
While the newest ransomware attack was focused in Ukraine, it has also spread across Europe and into the U.S. Businesses should be aware of this problem and take preventative measures to protect themselves and their customers.
How to shore up your business against Petya ransomware
1. Keep proper back ups & keep them up to date
If you get hit with Petya ransomware (or other malware), your whole data library is in jeopardy. Make sure you’re creating secure backups frequently, and keep backups on a completely separate drive.
2. Educate employees on email use best practices
Unaware employees are the entry point for malware. Employees MUST use their email services with care – both company and personal. Simple preventative steps include:
- Make sure you know the sender before opening an email (look closely! Malware disguises itself with familiar names – think [email protected] instead of [email protected]).
- ONLY click an email link if it’s from a trusted source
- DO NOT click or download suspicious items
- Notify an appropriate party if you receive a suspicious email
3. Provide a company-wide emergency plan in case of infection
The easiest way to stop malware from spreading is to completely unplug the infected machine ASAP. This includes all power and network connections. Once it’s contained, you can talk next steps.
Make sure your employees know what an infection looks like so they can take immediate action.
4. Consult your IT firm for company-specific next steps
Depending on your systems, servers, and setup, you may need to take additional preventative steps. Your IT firm should be familiar with your systems and can provide proper guidance.
What do I do if my company gets hit?
Ransomware is particularly nasty because you have two options: pay the ransom or lose your data. Ransomware encrypts your files in a way that they simply can’t be unencrypted without the proper key. Only the malware creator has that key.
If you have backups, you have a third option – pay nothing AND keep your data. This sounds like the best option to us.
Bonus: Which businesses have been affected so far?
Lots of businesses have been hit by Petya in the last day. And we’re not talking small businesses – we’re talking major law firms, banks, oil giants, and shipping and transport companies from multiple countries. The current casualty list includes:
- WPP – UK advertising firm
- Saint-Gobain – French construction materials company
- Evraz and Rosneft – Russian steel firm and oil giant
- Maersk – international Danish shipping company
- Chernobyl radiation monitoring system
Make sure you stay off this list – keep backups, make sure employees are aware of the issue, and talk to your IT firm about additional safety measures.
How Often Should You Backup Business Data? (Use This Tool!)
Consistently backing up business data can save a huge amount of time and money. While rare, natural and technological disasters DO happen.
If your website was hacked today, or your office was flooded, could you tell your customers or employees their data is safe? Would you know how to restore those files? If the answer is no, then you’re not on top of your backups.
How often should you backup business data?
Ideally, you or your systems will create full data backups daily. This may not be feasible for your business, in which case you should aim for weekly backups.
Important data should be saved and backed up at least once a day. If your business needs the data to run, you should have multiple backups stored in multiple secure locations.
Depending on how you’re backing up your data, this can be a daunting task. If you’re using a flash drive, external hard drive, or even a CD (what year is it?), backups are incredibly time consuming. The idea of doing it weekly may cause extreme stress and fits of rage.
Luckily for you, technology gets more efficient every day. Automated backups are already easy and affordable. Especially with something like a cloud-based backup, you can set it up and forget it. Most cloud-based backups will automatically backup your data during non-peak hours. This means you won’t have to remember to backup your files, or even lift a finger to do it.
Cloud-Based Software Makes Frequent Backups Easy
In most cases, cloud-based backups also store your files locally for easy access, but also backup your files to the cloud in a remote data center. If your office building is the victim of a flood, fire, or any other natural disaster, your files will be safe. One less thing to worry about.
Many businesses relying on traditional backup methods aren’t backing up their data daily, or even weekly. Buying external hard drives, flash drives, or CDs to store terabytes of data is expensive and easy to mess up. The Cloud makes it easy to regularly backup your data, and you get the option to only keep the most recent backup.
Be Proactive, Not Reactive
Cloud-based backups are the most efficient and reliable way to keep all of your data as safe as possible. In the event of a disaster, automatic backups allow you access your files and restore your data from anywhere.
How often should you backup your business data? The short answer is every single day. The long answer is you should set up a cloud-based backup to do all of this automatically, every single day.
Your business is worth the initial investment for long-term security.
What Should I Include in Business Data Backups?
You’ve probably heard people say “Make sure you’re backing up your data!” We usually tell each other to do this as individual users – but it’s good advice for businesses as well.
You’ve heard the horror stories of companies losing all of their computers to a flood, or a fire. You’ve probably also thought, “Eh, that’ll never happen to us.” But as the old saying goes, better safe than sorry.
We’ve already covered how often you should be backing up your data as well as the advantages of a cloud-based backup. Another important question surrounding cloud-based backups is ‘What exactly should I include in my business backups?’
What Data Should I Include in Business Backups?
Documents
The obvious answer here is anything that’s important. Does it make your business run? Back it up.
The whole idea of a cloud-based backup solution is that you can access your important files from anywhere at anytime. The files don’t live in your office, so they won’t get destroyed by a physical disaster, and you can recall them in emergencies.
Media Files
Depending on your industry, you may be using certain media files on a daily basis. Pictures, videos, music, etc. all take an investment to purchase or produce. Some are custom-made, and there’s no guarantee the creator keeps copies. You’ll want to back these up.
If you’re using an email client like Outlook, it’s important to backup all of your important email files. If you use a client like Gmail, or something that isn’t stored locally, there’s no need to backup your email.
What Data Should I NOT Include in My Backups?
System Files
There’s no need to backup your computer’s system files. These files are part of your operating system, and if your computer crashes you’ll have to reinstall these anyway. System files can always be retrieved from the OS developer.
Program Files
Much like your system files, program files are plentiful. For programs like Microsoft Word, you just need an installation disk or access to Microsoft’s download client on their website.
However, DO KEEP your serial numbers and any other information you received when purchasing programs and software so you can easily reinstall them on a new computer.
Final Thoughts
When in doubt, include the files in your backup. For your own sanity. It’s better to have too many files backed up than to miss a critical document.
You can also partner with an IT services company to help manage your cloud-based backups. These companies typically monitor your backups on a weekly basis and will alert you of any issues. Better safe than sorry.
Cloud-Based Backups Could Save Your Business From Disaster
Cloud-based backups are still a new concept for some business owners. Many businesses are still backing up files on external hard drives, flash drives, or even CDs. These things are OK… for college students. However, they’re not so great for businesses.
Depending on your industry, backing up your data could be the difference between a minor setback and closing your doors.
Disasters happen all the time, both major and minor. If your business was a victim of theft, a fire, flooding, etc. would you lose important documents? If the answer is yes, it’s time to backup your data in the cloud. Remote files will always be safer than physical copies.
5 Advantages of a Cloud-Based Backup
1. Ability to Access & Restore Files From Anywhere
One of the biggest advantages of a cloud-based backup is you can access your files from anywhere. They are stored offsite in the magical cloud. All you need is internet access. You can be in Hawaii when disaster strikes your business in New York, and you can still access any files you need.
2. Worry Free
Depending on which service you end up using, your files will backup automatically every night. Chances are if you’re using a flash drive or an external hard drive you’re not backing up your data everyday.
Plus, like we mentioned before, remote files are safer than those stored on physical storage. No more ‘Whoops, I lost my flash drive.’
3. Cost-Effective
Cloud-based backups vary in price depending on the amount of storage, but the cost is certainly minimal compared to the cost of losing all your data.
No matter the size of your business, it’s important to budget for cloud-based backups. This type of data protection isn’t just for major corporations. Businesses of all sizes deal with sensitive data – for both customers and the company.
4. Access on Multiple Devices
The clock never stops. Whether you’re on vacation, a business trip, or just off regular business hours, you may need to access data on a personal device. With the cloud, you can access files on any device. No need to run to the office.
This is not an option with a flash drive or an external hard drive, unless of course you’re constantly backing up your data and carrying around your flash drive or external hard drive (who does this? No one.).
5. Management Options
Depending on the amount of storage space you purchase it may be wise to partner with an experienced IT provider. Your partner will manage your backup device for you, meaning they will set up frequent backups and actively monitor them.
Technology is constantly changing and adapting to ‘make things easier,’ but if you’re not a tech savvy person, these things can be overwhelming. An expert can also walk you through how to use your backup system most effectively, and even train your staff on best practices.
You’ll Be Glad You Did
You know those moments when you’re prepared for a disaster, and afterwards you pause and think, I’m so glad I did X before this happened. Thank you, Past Me. This is one X you can do to save yourself a big headache down the road.
You may never need to use your backups. But in the event of a disaster, you’ll be glad you have them.
Enterprise Backup Solutions: Why We Choose CTERA Backups
The most common question we ask prospective clients is, “How do you backup your data?”
Frequently, the answer is “We don’t have backups.”
Don’t feel bad. We all have a few things we know we should be doing, and we just… don’t. Unfortunately, backups are one of those tasks that no one really worries about until you lose data and need it back.
Backing up your files is easy and keeps your data secure from disasters, human error, and other events that can destroy your files. One of the best products to illustrate this point is CTERA enterprise backup solutions. We recommend CTERA backups for all of our clients.
5 reasons we love CTERA’s enterprise backup solutions
1. You don’t have to remember to do the backup.
Backups can be set to work at regular intervals, and it reports when there are failures.
Since we also actively manage the backups, we can review the backup log on a regular basis to ensure they’re running correctly and no new data is missed. If you’re like me, you agree that backups are important, but remembering to do them is an entirely different story. Problem #1: fixed.
2. Off-site backup.
A backup is a backup. Why does it need to be off-site?
Over the years working in IT, I’ve received a number of calls asking if we have a copy of the client’s data. Some of these calls have been quite memorable, such as fires where everything was lost, or where the entire server was stolen. Recently, we had a client who lost equipment during an electrical power surge. These instances all required an off-site backup – unfortunately, several of these cases did not take that precaution.
3. Easy file restoration.
How easy is it to restore that lost file? Or gigabytes of data? It’s actually quite simple. Within a few clicks, you can restore the missing data to the original location (or to a new location).
4. Snapshots of previous versions.
A full hard drive failure isn’t the only instance where you’ll require a backup. If you’re like me, you accidentally delete files, overwrite files, and occasionally want an original version back. With CTERA, you can “have your cake and eat it too.”
The system takes regular snapshots of the data and stores them for a specified length of time. This allows you to go back a week, month, or year and retrieve a file.
5. Highly secure.
The off-site encryption is second to none. CTERA uses AES-256 encryption that features Private Encryption Key Management. What does this mean? Simply put, you can secure your data in such a way that only you know the key required to decrypt it.
6. Cloud storage backups!
Welcome to the future! Cloud storage is the preferred backup method by many businesses – here’s why. Most modern enterprise backup solutions will rely on the cloud. We recommend making this shift as well.
There are many other reasons we LOVE CTERA, including their Cloud Storage Gateways which can synchronize your data between locations. CTERA makes some really great products and has the flexibility to fit your unique needs.
Your data is too important to lose – make sure it’s secure, no matter which enterprise backup solution you choose!