Network Security More Vital Than Ever

In helping a new customer work through some set-up issues, we found an outdated Wi-Fi security system. With more hackers finding more ways to get into more systems for more personal information, it’s just plain stupid not to make sure you have a secure Wi-Fi system and a strong password.

Let’s start with a secure router. The technology is mature, as far as IT goes, and the current security technology, known as WPA 2 (Wi-Fi Protected Access – the second generation), works very well if you set it up properly. It’s also not that expensive, especially in relation to the value you need to protect, but we’ll get to that farther down in this article.

We were astounded when we found an ancient WEP security system on a new Wi-Fi installation when we began servicing a new client. WEP stands for Wired Equivalent Privacy, but in today’s practical terms, you might as well call it WET, as in wet paper towel. If you have a password with a long, totally random combination of numbers and letters (that you’ll never remember), it’s probably WEP. While the password may be hard to type, it’s pretty easy for a hacker to crack.

The client still had an old WEP Wi-Fi because they were told it would be an expensive, time-consuming project. However, they “wasted” a considerable amount of money because they somehow wound up with enterprise-level equipment. Along with getting worthless advice, they had a pound-wise, penny-foolish Wi-Fi system with vulnerable security that had cumbersome management steps.

If their Wi-Fi was old enough to have the older security technology, then it was old enough to replace. The radio in the average router begins to lose its power after three or four years, anyway, so our client probably wasn’t getting performance in addition to not getting the most up-to-date security and a more efficient way to grant access to those who need it.

In today’s offices with the BYOD (Bring Your Own Device) environment, WPA 2 works very well. You can make a password easy to remember – just make it long – so that your authorized users can get their smartphones and tablets onto the network. That boosts productivity. At home, we’re streaming more, and that needs a good network.

Regardless of how you use your network, security is paramount. If an outsider gets into your network through a hole in your Wi-Fi, they’re already past the firewall. Once they get that far, it’s easy to get into any computer or server on your network and get financial information, medical records and anything that they can use to make money at your expense. You could also be responsible for somebody else’s criminal activity, such as distributing child pornography.

We can help you install and set up a new Wi-Fi with WPA 2 security. We can also help you set up filters to keep employees or children from accessing specific websites. We can do it all over the phone and through remote access. Call us – 973-433-6646 – or email us to discuss your options and set up your system.

End of Days for Windows Server 2003

In July, Microsoft will end its support for Windows Server 2003. As with the end of XP, it means that Microsoft won’t be issuing any security patches, but the consequences could be worse. You can do without a workstation, but you can’t afford to have your whole business down with a server failure.

The obvious question to ask is: Do I really need a server?

With advances in cloud technology, many small businesses can join SOHO and home users in using remote servers to run application software and store and retrieve files. Instead of housing everything on your own server, which you need to maintain and secure, you can take advantage of the large capacity, constant updates and continuous monitoring provided by the large companies that operate the servers. In addition to keeping systems up to date, they also can provide multiple storage sites for the redundancy that helps you avoid outages and lost data when one location has a problem.

We have helped clients set up apps and files using Dropbox for business and home users, and we have a number of partnerships that can provide cloud-based services. We highly recommend using the cloud.

If you want to keep a server, you may want to buy and install Windows Server 2012. However, you may need to upgrade other equipment within your IT system, and you should figure that into any comparison of maintaining your own server or going to the cloud.

You may also just want to stand pat. Windows Server 2003 will still work; Microsoft just won’t support it. It’s similar to Microsoft dropping its support for Windows XP.

We can help you make an informed decision. Call us – 973-433-6676 – or email us to set up an assessment of your current system and needs and how you anticipate your future needs.

Updates are Easy…and Necessary

There’s a reason why you should update your software on a regular basis. The updates fix security issues and other bugs. It’s an easy process. Just set up an automated routine and never worry about downloading and installing them. An example from a new client shows the consequences of neglect.

When we took on our new client, we were given a laundry list of issues. There’s nothing unusual about that because nobody changes their IT support provider unless there are a lot of problems. In working through the list, we found that their operating system had not been updated for months – nor had they updated their virus software.

To us, this is unbelievable. It’s also totally avoidable. Too many small offices and consumers think the updates are not important. We consider them absolutely necessary – and for small businesses and individuals, they may be even more vital than for larger systems. The reason is that mid-size and large businesses have dedicated IT staffs to monitor and maintain their systems. Smaller system owners rely on themselves and outside support providers to do that work. When that work is not done, IT systems are exposed to all sorts of vulnerabilities.

We monitor our clients’ systems, especially at update time; to make sure everything is in order and to let them know if there are issues. System security is the big thing. With so many types of hackers looking to either steal personal information or hold your files hostage for ransom, security simply has never been so important.

Along with your operating system and program files, it’s vitally important to update your virus and malware software. It’s easy to do.

Microsoft issues updates on the second Tuesday of the month – Patch Tuesday – generally in the afternoon. If you are set up for automatic updates, your computer will automatically download them within 24 to 48 hours. Your only obligation is to restart your computer for some of the updates to take effect.

Windows 7 and 8 users can refer to this article from Microsoft to set up your automatic updates, including whether you want to install them automatically or be notified so you can install them at the time of your choice. It’s a four-step process.

The only caution we have is to be careful of anyone contacting you out of the blue to fix your computer online. Microsoft and Apple, for example, will NEVER contact you about a problem with your computer. If you get an unsolicited email or call from someone who implies he or she can fix a problem with your computer, delete the email or hang up the phone call. If you are concerned about your computer system, call us.

If you have any questions about setting up automated Microsoft updates or determining which suggested updates to install – as opposed to those you must install – call us at 973-433-6676 or email us with your questions. We can help you set up an update program for all of your software applications.

‘Free’ Windows 10 Upgrade

Microsoft plans to introduce Windows 10 during the second half of the year – and it’s offering free upgrades for Windows 7 and 8. Free? Well, sort of.

Although nothing is set in cyberstone, early indications are that Microsoft will provide a free upgrade for qualified customers for a year. After that, you may have an option to continue with whatever version you downloaded; buy a copy or sign up for a subscription.

That last possibility may be the way Microsoft will go. The company has been pushing subscription-based software for a long time – at least as far as time is measured in technology – and it seems to be successful. Office 365 is a major part of their business, and when it’s time to upgrade software, Microsoft upgrades Office 365 first.

We like Office 365, and our customers who have subscribed like it. We know email will always work, and we know that all the performance and security updates will be installed. If Windows 10 follows the Office 365 model, we believe it will be a great product, especially for homes, home offices and small businesses.

The upgrade offer will likely apply to Windows-based computers and devices, and that makes sense for Microsoft as the company tries to expand and strengthen its customer base through integration. The company believes that as customers start to learn better how the software works, they will grow to appreciate (or become dependent upon) the innovations and will pay to stay on board with the most up-to-date software available.

So, who may be left out of the free offer? Enterprise users will not qualify for the free upgrade. In not so many words, Microsoft notes that enterprise customers are already on subscription for the service and that they will see the value of maintaining Microsoft across all of their platforms.

Many anti-virus programs and other applications are already available through subscription, and we advise you to take advantage of the benefits. In almost all cases, the subscription works out to be less expensive when you factor in all the benefits of performance and security – especially as hacking becomes more prevalent.

Now would be a good time to start assessing how you can take advantage of Windows 10. Most of the systems on Windows 7 and all of the systems on Windows 8 or 8.1 should be able to migrate to the new OS. We can help you evaluate your current system and see how it can meet your ongoing needs over the next 6 to 24 months. That can help you budget for seamlessly moving forward with your technology. Call us at 973-433-6676 or email us to set up an appointment.

Phones, Autos and Bluetooth

If you’ve purchased a new iPhone or Droid phone and expect it work seamlessly in your relatively new car, you may be experiencing technical difficulties. Phone technology is miles ahead of automotive communications technology.

We have to admit it drove us “nuts” for a while, trying to get our new iPhone to sync with the Bluetooth system in our car. The hands-free voice capability did not work, and for someone – such as yours truly – who is always on the road and needs to communicate with customers having urgent needs, Bluetooth is a necessity.

We contacted a lot of different companies, and we essentially learned that you need to take a step back to move forward. The latest phones use Bluetooth 4; even the newest cars are running Bluetooth 1 or 2.

Thus, your solution is to downgrade the app on your phone to match the Bluetooth version in your car. While it’s not ideal, we understand the reason – as the situation currently exists. Even if you have the latest and greatest communications technology that was available for your car, it quickly goes out of date. And while it’s easy to get a new phone every year and get other devices pretty often, you generally don’t get a new car every year.

We can help you match your phone and other devices to your car’s Bluetooth system. Sometimes we can even walk you through the steps over the phone. Call us at 973-433-6676 or email us for help. Just have your car’s year, make and model info handy as well as the make and model of your cellphone or device. The ultimate answer will be for auto manufacturers and suppliers to figure out a better way for you to upgrade your car’s Bluetooth version, but in the meantime, we can help you now.

Low-Cost Upgrades for Your Office Systems

When an office system doesn’t seem to perform at the warp speed it once did, your instinct may be to replace it. We won’t call that “warped” thinking, but you can get more mileage out of your equipment. It’s been a good way to get off to a great start with new clients who come to us with a sense of desperation.

One client came to us after their server crashed. In discussing the problem, we learned that most of the company’s people worked from outside the office. They used GoToMyPC to log in, access their files and do their work. The limited access meant that employees had to schedule their time to access the server and their files, and that was grossly inefficient.

The client wanted to add more applications and files to the system, and they were ready to buy a new server to accommodate all they wanted to do. We showed them that it was unnecessary.

Our solution was to set up a Dropbox system. It eliminated the need to schedule server access, simplified the process for getting files and made life much easier. Dropbox is one of many applications that use off-site storage for files – aka The Cloud – but it’s the one that worked best in this situation.

We also made life easier for Michelle at another new client’s office. Michelle is not a person; Michelle is a desktop PC in a three-person office, and the problem was that the three people in the office couldn’t access files when they needed them.

Our simple solution was to install a network drive in Michelle. Now, everyone can work efficiently.

Of course, there are times when a new server – and little reorganization – can solve the problem. One client had a number of printers with identity crises. Some of the printers had the same names but served different functions, and some that served the same functions had different names.

By installing a new server and standardizing the nomenclature for all the printers, the server can assume administrative responsibilities, allowing all the technology to run as it’s supposed to.

By the way, if your office has Macs and Windows-based software, we can set up a virtual PC that can run the software faster than a regular PC.

Do you want to find less expensive ways to have a more efficient office? Call us – 973-433-6676 – or email us to discuss your current setup and your productivity needs. It might be an easier fix than you think.

 

Wear it…Do it

A really close friend of ours who crossed a trip to CES (Consumer Electronics Show) in Las Vegas off his bucket list said wearable technology was the fascination for him. Will you want to trade a Rolex for an Apple Watch? It’s a fun trade to ponder.

If you have a Rolex, you know it’s an exquisite timepiece that speaks to the ultimate in quality and fashion. But Internet-connected watches are stepping up in quality as a timepiece – and let you do things like read and write emails and text messages, open your garage door. It’s a sign that a lot of functional apps are moving from your phone to your wrist.

Sony’s Smart Watch 3 and LG’s LG-W120L were two headliner smart watches at CES. But the prospect of the Apple Watch, most likely in March, is the elephant that’s not yet in the room but is walking to the door.

Is Apple going to be cutting edge? Only time will tell. But one thing about Apple is that its new products generally work well out of the gate. The company vets its developers and tests their work, and the result is a relatively bug-free application that’s as secure as you can get.

So, as the Apple apps move from the device to the wrist, Apple Pay is an indication of what we can expect. All you need to do is have your phone in your hand, put your thumb on the reader and go. It’s taken off so fast, that we’ve come across cashiers in stores who haven’t yet learned how it works. If you can transfer Apple Pay from an iPhone to an Apple Watch, you’ll be able to activate the reader and press your thumb in one motion.

Whatever we wear and use to access the Internet, 2015’s realities will be compared to the movie “Back to the Future II,” which looked some 25 years or so into the future. We don’t have flying cars or robots like Rosie from the Jetsons, but we have drones, and some companies say they are close on hoverboards and self-lacing shoes.

Once wearable technology becomes more commonplace, we are sure that app developers will quickly find ways to make it more usable. When Apple introduced the iPad, it seemed to need to justify its existence. Today, tablets are becoming replacements for laptops for certain types of applications, especially for people who travel or do a lot work from outside the office. Wearables are likely to take over many of the functions of mobile phones, and that means people will be walking into offices and homes and accessing our networks.

We’ve already talked about network security. In addition, you’ll need network stability to make sure all those new devices and technologies can work as you and everyone in your office or home expects. Nothing gets more frustrating or aggravating than the latest-and-greatest technology that doesn’t work. We can help you step forward to the future by analyzing your network and the load it will need to handle. Call us – 973-433-6676 – or email us to set up an appointment. And, we’ll check out your security at the same time.

By the way, we still think automobiles have the longest way to go in the Internet of Things. Yes, there’s a lot of good phone integration, and you can use apps to send commands to your car. BMW is even testing a valet parking app. That will most certainly be a convenience – especially if all I need to do is talk into my watch.

Protect Your Networks as IoT Grows

What can’t we do over the Internet? Pretty soon, the answer will be: Practically nothing. We may not live like the Jetsons, but in the expanding age of IoT (the Internet of Things), we can do all sorts of things, from turning lights on and off to connecting with life-saving healthcare information and equipment systems. While the future is bright, you need your “shades” in form of network protection.

Here’s why it’s critical: Every device and every app that you use over the Internet exposes you to hackers who can get into your network and computer system and those of other people and businesses. Your network router or gateway is your first line of defense. There’s nothing magic about what you need to do to protect it.

The first thing is to turn on your router’s or gateway’s firewall. It sounds so basic, but we’re always amazed at the number of people who simply neglect it. You’ll need a password for it, and our advice is to make it long and to include at least of the four following characteristics: a lower case letter, an upper case letter, a numeral and a special character. If your computer has a firewall, turn it on, too, and make sure you have anti-virus and malware protection installed, updated and activated.

But network security is more vital than ever because the devices you use for a smart home, for example, may not have built-in security or a strong security system. Every time you turn lights on and off, lock and unlock a door or change your thermostat over the Internet, you can be vulnerable to a hack. If you are on a secure network, and if your network in your smart home is secure, you’ll be much better able to protect your system (and all of the data).

Network security can be even more critical for businesses. Some types of businesses depend on remote access to sensitive files than others, and those files could contain information on your business or your customers’ businesses that a hacker can use to monetize in any number of ways.

If you are buying and activating more smart systems as you expand your Internet of Things, we urge you to talk to us. We can help you understand the security risks you need to manage and help you select the security systems that can best manage those risks. No system is foolproof or perfect, but making yours as strong as possible will minimize your risk of getting hacked. Call us – 973-433-6676 – or email us to strengthen your existing security system or find a new one.

 

Eye on 2015

Every year holds promises for new technology. Here’s what we see coming in 2015.

For Apple fans, we expect to see the Apple Watch and the iPad Pro. With the iPad model, we’re likely to go from mini to maxi. Some details are starting to leak out, including a 12” to 13” screen, which would put it into the Microsoft Surface category. Speculation includes a new processor and four speakers in the new model with a release date in early spring.

Early spring is also a rumored release time for the Apple Watch. We’ll be watching.

On the Microsoft front, we just loaded a test version of Windows 10. We’ll see how it flows and what similarities it has to Windows 8 and the things we liked in Windows 7. Rumors abound on this product, too, but we hear rumblings of a Microsoft “event” for late January. The rumor mill also points to the operating system working across all platforms, including smartphones, tablets and Xbox One consoles.

We expect a continuing trend toward more use of Microsoft Office 365. We sell it to a lot of our clients and continue to recommend it. We helped a client with Exchange cut costs from $700 to $96.

We also look for improvements to Office 365 and Outlook for the Mac. It was released on Halloween (how’s that for “trick or treat?”), and we immediately downloaded it while traveling. It has the look and feel of Office and Outlook, and while there are some differences between Windows and Mac in the way I use it, the Mac version is 1000 times better than it was. We still don’t have One-Drive for the Mac, but we’re hopeful that will come out next year.

The other tech darling of the consumer world is 4K ultra high-def TV. Flat screen TVs with 720 and 1080 resolution have gotten dirt cheap to the point that you can save a lot of space and electricity costs by junking your “tube” TV.

But if 4K TV catches on in 2015 as we expect, it’s just a matter of time until you’ll want to have it. Priming that pump will be the growth of non-cable, non-satellite content delivery technology from Amazon, Apple TV, Roku and others.

New content delivery systems are just another reminder that technology can change on a dime. So if you’re contemplating a new purchase, be sure to talk to us – especially if you’re buying technology for your office and are looking for tax-saving opportunities. If you don’t need next year’s soon-to-be latest and greatest, you can find some good pricing on this year’s technology and be eligible for applicable tax write-offs for office systems. Call – 973-433-6676 – or email to set up an appointment.

iOS 8 Family Affair

With iOS 8, Apple made great strides in helping families manage iCloud accounts and Family Share. Now, you can have separate accounts for up to six family members with parents able to control what their children buy and download.

Sharing music, apps, photos, movies and other iTunes purchases was a pain in the neck before Apple got all of its bugs out of iOS 8. We always found the biggest problems involved tracking what individuals bought in the iTunes store and then keeping adults’ and kids’ content separate. This had little to do with what’s appropriate; it was more a matter of neither wanting the other’s content.

Now, all you need to do is get iOS 8 on all devices – iPhones, iPads – and the Yosemite operating system on Apple computers. You can go to Settings on each device and enable Family Sharing and then go to iCloud settings. The set-up can be a little complicated. One person, designated as the Family Organizer, needs to go to Settings > iCloud > Set up Family Sharing… and follow the instructions, which include entering an iTunes ID and agreeing to paying for anything downloaded by the family members.

Here’s where it can get a little tricky – and there are some things we are still testing out as a family. While I am our Family Organizer, my wife and I have Approval Rights for any purchases made by our children. However, we also have it set up so that if someone – like a doting grandparent – gives them Apple gift cards, any charges for their downloaded material is drawn from their accounts before their parents pay.

We have helped a number of clients set up Apple Family Sharing, and we can help customize your set-up for your family’s needs. Just give us a call – 973-433-6676 – or send us an email for an appointment. And remember, we are available without any holiday surcharges to help you set up any electronics during this festive time of the year.