Backup and New Computer - Part 2

November is Technology Month at Changing Lanes

Back Up Options

Imagine you just had a wonderful weekend and sneak into the office to finish a project early Monday morning. You open the door and surprise, mayhem has beat you to work:

            a) Your office has burned to the ground; or

            b) Your office has been broken into and your computer work station is missing; or

            c) Your computer is dead, just won't come to life; or

            d) Your hard drive is missing or destroyed.  

While all of these are sound fictional, somewhere these happen to companies every day. Getting back to work will take time; keeping your data safe is one you can manage. 

When I talk about taxing issues, the IRS uses the words "exclusively and regularly" to allow business use of the home. The word regularly refers to more frequently than occasionally and that is what I often see people do - backup occasionally.  

Here are some ideas to keep your data safe and secure regularly:

1. CVD/CD/Blu-ray are a static method of storage and each DVD can hold about 8.5GB. This requires someone to sit and manage this by putting the discs in and out of the machine. Very good option for media (music, audible books) that doesn't change but you want to save. Just make sure you take the time to label the discs as this will save you time in the future.
2. Flash Drives have been available for a long time and both Sandisk and CES have ones that actually have a button and software that will allow you to auto back up. The 32GB is now averaging $50. Easy to configure and slips in your pocket for offsite storage. How to back up to a flash drive
3. Online file storage solutions are becoming more popular. Mozy and Dropbox are two places for individuals and small businesses. Dropbox starts with a 2-GB storage, free. To store up to 50GB, will cost you $9.99/month. Many ways to tweak this will help keep your data safe, offsite and up to date. Some restrictions on files and file size but very useful for most office files and a couple hundred photos. Others include Carbonite, Crashplan and Jungle disk. Online tools
4. External hard drives with backup software. LaCie and Seagate are popular external drives and supporting software like Acronis True Image, Time Machine or the Windows backup tool available on Windows machines are all affordable. On the External Drive, don't skimp on space - think lots of gigabytes (GB).
5. Network Attached Storage (NAS device) is a freestanding device separate from your computer and can be accessed by other computers in your office.  You will most likely want to have a professional set this up for your office.

If you have mission critical data, you would be best to talk to a professional to help you set up the system; monitor the system, and keep your data safe. Having a plan that fits your lifestyle is the key to regularly keeping mayhem out of your office.  

Linda Fayerweather MBA EA

419.897.0528

Linda@ChangingLanes.biz 

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Right Computer for the Right Job - Part 2

Last week I shared a story about a client of mine who's outdated and slow computers for his front office staff were actually costing him over 25 hours a month of lost work time. But would upgrading to new computers actually cut down on lost time?
  

Yes, but only if you buy the right computer for the job. The problem with my client is that he bought very basic business computers. He didn't think about what those computers would be used for and at the time, it was all he could afford. Unfortunately the computers became obsolete faster than his growing business and ever since have been costing him money in the way of lost time.

 So how do you pick out the right computer? Before even looking at computers the first step is to write down exactly what you out of a computer. Let's use my client for example. He needs two types of computers. 1) One type for his data entry employees and 2) One type for his marketing employee.

 For the data entry computers, those are pretty straight forward. 

• Latest Operating System: In this case Windows 7.
• A good CPU and enough Ram to run Windows 7 and the latest data entry/office software for at least the next three years.
• 19" monitor but preferably 21" or 22".
• Enough USB ports for an external hard drive (for backups), mouse, keyboard, and flash drive OR an eSata port.

Now lets look at the wish list for the marketing computer.Latest Operating System: In this case Windows 7.

• Dual Monitors to increase work space and productivity.
• Working with large file graphic design, needs to store and open large files.
• Will do some light video editing.
• A good CPU that can process graphics and video editing efficiently for at least the next three years.
• Enough Ram to run Windows 7 and the latest Graphic and Video Software with the ability to upgrade to more Ram.
• Enough USB ports for an external hard drive (for backups), mouse, keyboard, and flash drive.
• eStata port for external hard drive to store video.

As you can see the marketing computer has a few more requirements than the data entry computers. But how can we translate those requirements to an actual computer? Next week from these wish lists we will design a computer for a the data entry computers and the marketing computers.
 

Copyright 2011 Jeff Mendelsohn
Liquid Mechanix Studio, LLC
 www.liquidmechanix.com
419.297.3364