The Azure Workaround

When Azure, Microsoft’s storage cloud, was hit with a problem that rolled around the world, it affected some of our clients who use it for storing and accessing data and apps, especially with remote access such a key need. Microsoft hasn’t been the only cloud provider hit, and this won’t be the last problem. But nothing needs to shut you down.

The Azure problem essentially locked people and businesses out of their data and apps. In the most basic terms, any Azure customer using Dev Ops and Office 365 who depended on two-factor authorization to protect their Azure accounts couldn’t log in. We were affected as a customer of both services.

At the time we were affected, we were doing a setup at a client and needed to get a big file, which we store through Azure. When I logged in to get it, I got no access; I just got a message they would send a text. I had an external hard drive with an old version of the file, and that was not suitable. Transferring the file remotely from my office computer would have taken too long. We solved the immediate problem by transferring the file from my computer to my Dropbox account and then downloading it from there.

We worked around the problem, but we operated in a vacuum. As an IT service provider, we got no information about anything that was happening, and that was frustrating. We later learned – along with the rest of the world – the problem started in Asia and made its way westward as organizations in Europe, Africa and the Americas began their workdays.

It took a few days for explanations and suggestions to reach everyone, and it didn’t take long (in the grand scheme of things) to return to normal operations. The problem centered around a breakdown in the two-factor authentication process. We and our client were fortunate that I had the capability – files stored on a computer I could access and Dropbox – to initiate a solution. But not every user has the resources I had.

Two-factor authentication is one of the key ways we can protect our data and app security, and the technology is evolving as we move toward password-less access to cloud servers and other websites that house highly sensitive info, such as banks, shopping sites and healthcare organizations. As hackers get better, our industry needs to stay ahead of them.

We don’t believe that shutting off two-factor authentication is a good solution to a random-access problem, but when it comes to your Microsoft accounts, you can turn it on and off as needed. That might be an effective workaround.

Microsoft’s website has step-by-step instructions for all who have a Microsoft account.

  1. Login to https://account.live.com/
  2. On the home page, click “Security & Privacy”.
  3. On the “Security & Privacy” Page, click on “Manage advanced security” link.
  4. Look for a page where you will find a link to “Set up two-step verification” or “Turn Off” Two-step verification

If you have any questions about the process or need a walkthrough, contact us by phone – 973-433-6676 – or email. We can also help you with two-factor authentication with other systems and help you with other solutions to maximize your data and app access and security.

By the way, this is not a Microsoft-specific issue. Other cloud services, including Google and Amazon, have had access problems. Service outages will happen again because we will continue to use cloud-based services and because…stuff happens. Looking at big picture, the cloud has too many advantages, such as access from any internet connection and the best possible security measures available, to pull everything back to individual computers and servers

New Company, Old Stuff…Old Company, New Solutions

A recent acquisition of a company by one of our clients illustrates the problems you can face with old software as well as old hardware. And our onboarding of a new client illustrates the problems that compound each other after neglect and poor shortcuts. Here’s how we tackled them together.

The software issue, which involved an old, old version of QuickBooks, drove home the benefits of keeping applications up to date. Our client, an accounting firm, recently acquired another firm, and we knew the technology had lapsed, and we even developed a budget number to bring it all up to date. Our question was whether to implement our project now or wait until after the upcoming tax season.

Wanting to do it right, we decided to move forward. Based on the problems we encountered, we made the right decision – because it was not a simple file conversion process. The old version of QuickBooks was from 2008; 2019 is the current version. There was an interim version is 2012. As with Microsoft Windows updates, we had to go through numerous updates because each update was built on a previous update.

In addition to the QuickBooks updates, we had to work with various versions of Windows and aged computers that couldn’t run Windows 10 and the current QuickBooks. Complications arose when people didn’t know the administrative emails and passwords required to set codes and perform updates. We tried numerous combinations, but the problem was solved by talking to the owner of the acquired company, who recalled a Hotmail account for QuickBooks. We had to work through additional emails and passwords – and inconsistencies on security questions.

We finally got it all done after several extra hours of time and another access issue. Our client is set for tax season, but we can’t help but wonder about the cost difference between software updates and the time and expense of the extra work.

Similarly, with old and new, we recently added a client who had been disenchanted with the managed services (monthly fee) program of their previous IT provider. We bid against another company that also offered managed services.

We don’t offer managed services because we believe it shortchanges clients. They pay a monthly fee but never know what the provider is doing for them. When we bill for the hours we work, we always provide a detailed description of our services.

We also don’t like to scare new clients into buying and installing new equipment, such as a server, until we take a deep dive into their systems and their needs. The bidder said the client needed a new one ASAP, which was logical because the server was eight years old. But when we talked to people there and learned how they work, they hadn’t been using the server, which had an old firewall that had never been registered. We registered the firewall and upgraded the software, putting off their need for a new server, which they were using to scan files to send to their printer.

Going forward, we’ll show them a different way of doing things without a server, and it should save them several thousand dollars.

We pride ourselves on being trustworthy, and we build our business on that trait. If you know a company or individual who’s looking for a new IT service provider, we hope you’ll refer us. And if you need a look at your systems, you can rely on us for an assessment that will show you the most cost-effective options. Contact us by phone – 973-433-6676 – or email to set up an appointment for you or a referral.

Tech Upgrades for New Year

New technology is a great value. You can improve the performance and cost-efficiency of business and home systems by investing in new hardware and upgrading application software. Consider some of these upgrades.

December is always a good time for businesses to look at technology investments because it can affect your taxes. Your CPA or tax advisor can tell whether a year-end expense can help reduce your taxes while increasing your capabilities, and we can tell what might work best for you to make those capability increases a reality.

First, look at your operating system. If you are on Windows 7, remember that Microsoft’s support of this ancient OS will go away in a year. They’ll no longer provide security updates and bug fixes. Cybercriminals salivate when they see any outmoded system because they can likely pull a hacking technique off the shelf and get into your system.

Yes, there will be some workarounds for you to continue to use Windows 7, but why do it? Windows 10 is much more efficient and secure, and Microsoft is dedicated to supporting it. Most common business apps running Windows 7 are easily upgradeable to run on Windows 10. If you have customized software from a publisher that’s still supporting it, they should be able to help with a conversion to the newer OS. If not, you may want to move to a new app, especially for the security aspects.

You should also look at your hard drives for business and home computers. Solid state drives (SSDs) have come way down in price this year, and while they’re not necessarily Walmart specials, they are good values.

SSDs are faster and more reliable than mechanical hard drives. The mechanical drives have moving parts that can wear out and crash, putting your data in jeopardy. They also require more space to move files around, and as they become fuller, they are less efficient. SSDs have no moving parts and don’t physically move around files. That makes them immune from physical crashes, and you only need a drive half the size to hold the same amount of data.

Call us – 973-433-6676 – or email us with questions about technology upgrades or to help you install new technology. You can hit the ground running in 2019 or get up to speed early on in the new year.