Out with the Old, In with the New

As Microsoft winds down its tech support for Windows 10, it’s time to make a plan to migrate to Windows 11 and – if needed – the hardware to run it. It can save you money in the long run when you factor in the cost of support for Windows 10 and the efficiencies you’ll gain.

As most of you know, Windows will only offer security-related tech support for Windows 10, starting next October. It will not upgrade any performance features. Furthermore, the tech support will cost you $30 per year.

We’ve been getting a lot of calls from clients whose hardware is not up to snuff for Windows 11. Your best option, in our opinion, is to have new hardware in place for Windows 11, and as you’ve probably read in our newsletter, it goes beyond just the operating system.

Older hardware and software put software vendors in a bind. They feel a need to protect all their users, and they don’t want to leave technology systems exposed to a breach. Yet at the same time, they need to serve their customers who demand more security and better performance. If not, those customers will look for other software vendors.

Hardware has a shorter shelf life, but hanging on to a device for too long can be a disservice. As most of us work with larger files, possibly in collaboration with other users in real time, the speed and security of data transfers through the cloud has become increasingly more important. We’ve had older computers crash during file transfers, putting data at risk. Data, after all, is your most valuable asset.

We saw that value first-hand when we installed five new computers for a client. During the process, we discovered there were some missing files in obscure locations. They had not been saved to the cloud or backed up. Two of the people getting new computers had issue after issue with transferring files. We had to copy files from their old computers onto another device and then transfer them from the device to the new computers.

When you combine the cloud with software subscriptions and up-to-date hardware, you have data security with system reliability and performance. It’s where technology is heading, and we think you will fall farther behind by waiting to install and maintain new hardware.

If your hardware isn’t compatible with Windows 11, we strongly urge you to start the replacement process. Rome wasn’t built in a day, as the saying goes, but your technology can crash and burn in an instant. Call us – 973-433-6676 – or email us to develop a plan to keep your technology up to date.

Time for a Hardware Refresh

Windows 7 is long gone, and Windows 10 is scheduled to leave our technology world in October 2025. If you haven’t installed Windows 11 yet on all your desktops and laptops, now is the time. If your computer cannot accommodate Windows 11, it’s because it lacks a security chip that’s designed to work in the AI (artificial intelligence) environment. The longer you wait, the longer you keep that 244-day window open for someone to hide in your system. Start planning your upgrade now.

One of my secret indulgences is watching shows on air disasters on the Smithsonian Channel. One thing I’ve learned is that many disasters don’t happen because of one thing. Many small things happen over a period of time, and then the disaster happens. It’s no different with your technology systems.

Windows 11 has built-in security systems based on its NPU or Neural Processing Unit. NPUs are optimized for data-driven parallel computing, making them highly efficient at processing massive multimedia data like videos and images and processing data for neural networks. They are particularly adept at handling AI-related tasks, such as speech recognition, background blurring in video calls, and photo or video editing processes like object detection.

Video and photos are a key part of new security measures. We’re familiar with them through facial recognition. But, they require massive amounts of data and encryption to be effective. For securing NPUs, a key performance challenge is in the encryption and integrity protection for external memory. NPUs will be able to handle AI applications, from voice recognition in virtual assistants to real-time language translation and facial recognition. Facial recognition is a rapidly growing security feature that you probably use a lot to replace entering passwords when using your cell phone. Newer, higher-end cell phones have NPUs.

The bottom line for security is that the better your computer can verify a face or a voice, the more confident you can be with security. Facial recognition is widely used in 2FA (two-factor authentication), which you, your employees, and your family members should be using for every website that offers it. All of this keeps that 244-day clock from starting by preventing an intrusion.

For business applications, the speed of NPUs is just as important as security. With Windows 11, your business will be able to process more data faster – and more securely – because the software will be able to send smaller packets of data through the internet and have them reassembled at cloud servers. That aids encryption, which helps security. You can’t have it without Windows 11.

Oh, and one more thing. When old, slow Windows 10 goes away, so will all those bug fixes and security patches from Microsoft. You will be easier prey for the bad actors who will use your system to tunnel into other, larger systems and just wait there – for 244 days or whenever – to make a huge cyberattack with a big haul.

If you haven’t made the switch to Windows 11, we urge you to do it now. If you need to buy new computers to run Windows 11, don’t wait until October 2025 or even 244 days from now. Start the hardware refresh process now. We can install and configure Windows 11 to maximize its benefits for you. If you need new computers, we can help you select the ones that best meet your needs and transfer all your data and reinstall your apps. Call us – 973-433-6676 – or email us to talk about it.

‘Hello’ to a Better Camera Angle

The next big update for Windows 10, coming to your computer next month or in May, will feature the ability to switch between two webcams. For many that will be toggling a built-in laptop camera and a second camera mounted on a separate monitor. It will help you make better eye contact during meetings. But remember, not all devices are created equal.

The “most equal” device for Windows Hello is the Microsoft Surface, which I use regularly along with another computer and multiple monitors. Its built-in camera is high resolution, but like with all built-in cameras, you get locked into a single direction and camera angle. If I’m video conferencing with a client through my Surface and need to look at data on another monitor, we lose eye contact. We all know eye contact is critical for effective personal communication. It’s why we are more aware of it now that the pandemic has forced us to work from remote locations.

By placing a second camera on the monitor I use for the extra data I need, I’m able to make better eye contact with the others on the video conference.  With Windows Hello, the biometrics make it possible to use facial recognition to essentially “toggle” the camera I’m looking into directly. It can all be configured in the settings for my Surface and a Hello-compatible external camera. It’s all done through the Device Manager settings in Windows.

The key is to make sure your external camera is compatible with Hello. It gives you a plug-n-play setup, and once it’s configured, you can use its facial recognition to sign onto other devices connected through Hello. It’s faster and avoids the need to enter multiple passwords. The benefit of that, too, is that you can use a single, secure routine for logging in on everything. (Remember, one of the benefits of new technology we always push is eliminating the need for passwords.)

If you don’t have a computer or device that works with Windows Hello, you can still use multiple cameras or an external camera with Zoom, Microsoft Teams or other platforms. Most external webcams can be mounted on a monitor – or even a large flatscreen TV – and connected to your computer. A USB connection is most common, and we recommend using the fastest USB connection available. If you have Bluetooth capability in the device you’re using for your video conference, that will give you more flexibility in placing your camera. Either way, you also have the option to mount your webcam on a tripod, with Bluetooth most likely extending your range.

External webcams with Hello and Bluetooth compatibility are readily available for anywhere from $30 to $70. You should look for 1080p resolution because it will work much better for anyone who’s watching on a large TV. Just think of what you like to view when you’re watching a show or streaming content on a large TV. You can even go to 4K resolution, but for most of us, 1080p does very well.

If you don’t have Windows Hello, you can still connect an external camera – even with Bluetooth if your computer or device supports it. You’ll need to go into your Zoom settings and select the camera you want to use. Most people use the built-in camera as their default device. (It’s the same with their microphone and speakers.) However, you have several options with both an external camera and your built-in camera. These include setting the video ratio and – if your camera supports more adjustments – the ability to set a closer (zoom) or wider viewing angle.

Again, not all devices are created equal, so you’ll need to live with the technology you have or upgrade.

We can help you determine what hardware will provide the videoconferencing capabilities you want and help you configure your hardware to maximize its capabilities. Call us – 973-433-6676 – or email us to discuss your needs, your current technology and your budget. They’re all factors in making your system as “equal” as you want it to be.

New Shortages Popping Up

Late last year and early this year, we warned of Intel chip shortages, which made it difficult to get new computers for those who needed them to run Windows 10. Now, we have other shortages, compounded by some Apple decisions. So, who’s coming up short? It could be Apple.

Getting Apple stuff for our clients is becoming more challenging for the more expensive, high-end devices. The wait can be up to two weeks for things we used to get right away, and some of that is because of varying store hours.

One of our clients is waiting for a Mac with an SSD hard drive and a 27-inch monitor. It’s a combination that’s out of the ordinary, but it was never a problem to walk out of the store with that system. Now, we’re hoping the wait is only two weeks.

Looking ahead, Apple is expected to start making its own chips later this year for the 2021 Macs. It’s a logical move for the company, which is looking for more end-to-end control of its systems. Whether they’ll be able to produce enough chips because of COVID-19 concerns is one thing. Another thing is that when it drops the Intel chips (which could free up chip production for Windows-based computers), we think it may become harder to run Windows software on a Mac.

This has the effect of drawing a new line in the “cybersand” when it comes to compatibility, and that could be a problem in the business world. A lot of business applications are written for Windows, but the Apple platform has been able to accommodate them. For Mac fans, it’s the best of both worlds. But unless the app developers and Apple can up with apps for the platform, there’s another issue to add to our woes.

For those of you sticking with Windows systems, you can expect Intel’s supply problems to persist through the rest of this year. That is forcing some manufacturers to switch to AMD chips to meet the demand for their products. We’re still a fan of Intel chips, but if you need a new computer, we can certainly take a look at the AMD-equipped machines and see which one can work for you.

On the phone front, Apple is beating the drums for the iPhone 12, and it’s scheduled for release in the fall. Football is also scheduled for this fall, but we live in unusual times. Since all we can deal with at this time are rumors and speculations, this is expected to be the first year that Apple introduces 5G support in the iPhone. This will allow the new phones to connect to much faster networks. While all the phones will have 5G connectivity,  we don’t know if all models will have super-fast mmWave support in all countries. Of course, if you can’t travel, you can hold on to your current phone or, if you must upgrade a phone within your family or business, you can go with any of the less expensive iPhones, which are more than serviceable, and upgrade later.

While we don’t have a crystal ball, we can discuss your current and future computer and phone needs and help you find the best solution for your needs. Call us – 973-433-6676 – or email us to talk about it.

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.

Hello, New Security Technology

Passwords are on the verge of becoming extinct, and for many people, the passing of passwords will be like getting rid of a migraine. With the latest Windows 10 major update from Microsoft, your computers and devices may now say “hello” to you to access Microsoft accounts, and additional security measures may now work together better with smart devices. Facial recognition is playing a big role.

Security is more important than anything in today’s world, and hackers keep cyber defenders back on their heels in many instances. Our message continues to be that you need to harden your security measures while you have control of your computer, device, network, etc. If you wait until it controls you, it can cost you a lot of time, money and aggravation.

Combining facial recognition with another authentication factor is one element of Hello, which is available on certain computers with Windows 10 installed. It replaces a password with biometrics to authenticate secure access to devices, apps, online services and networks with a fingerprint, iris scan or facial recognition. It’s considered to be more user friendly, secure and reliable than traditional passwords, which are easy to crack because most people use simple ones they can remember or leave written notes in easy-to-find places.

You can authenticate a Microsoft account or a non-Microsoft service that supports Fast Identity Online (FIDO) by setting up a facial scan, iris scan or fingerprint to log into a device. Hello uses 3D-structured light to create a model of someone’s face and then uses anti-spoofing techniques to limit the success of people creating a fake head or mask to spoof the system. Once you set up your initial scan, the image will enable you to unlock access to Microsoft accounts, core applications and third-party applications that use the system. You can modify facial and iris scans, and add or remove additional fingerprints, and you can uninstall biometric identification.

Microsoft has updated Hello to support new security keys and offers two-factor authentication. There are keys to authenticate users for Azure Active Directory without requiring that a user enter a username or password, or even set-up Windows Hello beforehand. Technology advances could include authentication through a smartphone, but don’t expect any of those to involve text messages. Your cell phone number can be easily highjacked, and a perpetrator can simply have all of your passwords sent somewhere else without you ever knowing about it.

Windows’ latest update, version 1809, which is being pushed out this month, will increase the number of computers able to use Hello, and that will certainly help expand its user base – which, in turn, will spur more development of more ways to use it.

Microsoft is working with a growing number of service providers and device manufacturers to give its users a more seamless method to authenticate multiple accounts. Ultimately, the industry needs to tighten its false rejection rates and “liveness detection,” which ensures that the scan is that of a living person.

We’re confident that use of these new systems, such as Hello, will make us more secure, especially for business systems. We still see so many offices with passwords attached to computer monitors. Hello will go a long way to eliminating this particular potential for security breaches.

If you have computers that can work with Hello, we urge you to take a close look at implementing it. If you have questions about getting computers that are compatible with Hello or will be, we can help you set it up or prepare you to set it up. In the meantime, we can perform a security assessment to make sure your information technology system has no open backdoors or trapdoors that can allow access. This can be especially important, as one client discovered after they bought a company and started to merge IT systems.

Call us – 973-433-6676 – or email us to talk about your security.