Small Business Tech

Today October 22, 2009 is being called Windows 7 day as Microsoft releases their latest version of their venerable operating system to the public. The tech and to some extent mainstream press have covered the subject to death, so I will offer just a couple of comments.

I have been testing the OS and even used it day-to-day for a period. I worked my way up through the beta releases as they flowed from Microsoft. The most nagging problem that I had was getting it to join a domain hosted by a Linux server. I hope they smoothed that problem out in the finished product. I have a copy on order so we will find out soon.

My overall impression of the product is that it is a finished version of Windows Vista. Enough said.

Labels: Microsoft, Vista, Windows

Windows includes  a copy of Microsoft's venerable utility to consolidated fragmented files on a hard drive. The problems are that it is slow and it has very few options. A better option is Defraggler by Piriform. The same group that brought us Ccleaner.

The best part is that Defraggler is free for personal and business use. The other great features are speed and options. You can choose between a quick defrag or a full treatment. You can even look at the fragmentattion of particular files and defrag only the ones that you choose.

There are many arguments about defragging a hard drive. Some say that if you see a speed enhancement on your computer when you defrag then you probably have other problems. I like to think that it is just a portion of a good maintenance program. You install the latest patches, update software, confirm virus protection, and check disk fragmentation. I like to check computers that mainly serve as workstations every three to six months. If a computer actually stores a lot of data a monthly check might be a good idea. I like to defrag when I see more than 12 to 15 percent fragmentation.

Labels: Defrag, Fragmentation, hard drive, Windows

People frequently complain that their computer is slow or it is infected. Nothing is %100, but there are steps that you can take that will prevent problems for you or your computer users.

1. AntiVirus software. Whether you pay for it or download it for free, every computer and server should have antivirus software. The smaller the better. I like AVG Free (free for home users) and McAfee ASAP for multiple computer businesses. McAfee ASAP is very lightweight, centrally managed, and affordable with prices in the low $20 per year per desktop.
2. Firewall. Windows XP includes a built-in software firewall, but I do not necessarily mandate that it is used. For desktop computers with just about any router on the market connecting you to the Internet I consider it an option. Keep it on until it breaks something. Some multi-function printers and server-centric software do not play well with firewalls. If you have a notebook that travels in the wilds of coffee shops and airports, then it is a must to enable the firewall.
3. Wireless network. Be sure that you have your wireless network at least secured with WAP and a good secure passcode. If you do not then turn on the computer firewall, and avoid doing sensitive things such as banking or shopping.
4. Do not run your computer as administrator. In our travels across the Internet these days we can run into all sorts of dangers such as malware. One way to stem the problem is to ran with less than administrative rights on your computer. Create an Administrator account for installing software and applying patches. Then create limited user accounts. That includes for yourself. Only use the administrator account for installing software or updates. Never surf the web while in the administrative account.
   
5. User education. Educate users on not opening attachments unless they know the sender, and they were expecting the attachment. Also teach them about opening files provided though other means including thumb drives and DVD-ROM. Do not make them too paranoid, but let them know the real dangers.
6. Patches. At a minimum you should install Microsoft's security patches as soon as possible after their release which is typically on the second Tuesday of a month. You should try to keep other software up to date as much as possible. If nothing else the Microsoft patches are the most important.
7. Testing. It is time-consuming, but it is very valuable. You should setup a computer that is very similar to most of the computers in your organization. Try to include as much of the same software and features as most of your other computers. That includes connecting it to your network and the Internet. When you are considering adding or upgrading software try it on your test station first. It is a lot more fun to find a problem on one computer then every workstation in the building. Once you install the software run through some typical work flows of opening programs, printing, etc to check for potential conflicts. This test station can also be squeezed into emergency duty if someone's hardware fails. It is a two-for-one bonus.
8. Defrag hard drives. This simple step is not nearly noticeable as it once was, but it does help to keep the fragmentation of the data down on the hard drives.
9. Hard drive maintenance. This is going to be a plug for a product that I love - SpinRite by GRC. This program is expensive, but it is not if you consider the amount of time and effort saved. I have used it for several years, and I have not had a hard drive failure in many years. I run it every three to six months on every computer with a spinning hard drive.

The bad news is that in spite of all of these precautions you will still need to reinstall Windows occasionally. Hardware failure or just plain bad luck with a virus or malware can happen to anyone. Windows just breaks down over time, but these steps will greatly extend your time between format-installs. When you do that reinstall be sure to blow out the computer case. Dust and dirt buildup can shorten a computer's life and make it run more slowly.

Labels: Secure Computing, security, Windows

If you use a Microsoft Windows computer you know it is getting slower and slower each day that you use it. The more you install and update and remove software the registry which is a large of database of computer settings becomes more corrupted and overloaded. Other changes to your computer such as the last size of that browser window also make changes to the registry.

A good preventative measure is to use a program such as Ccleaner, which cleans your Windows registry and much more. The much more includes removing personal and hard drive clogging data from your web browsers. Can Ccleaner bring back a sick computer? It is possible, but far from a guarantee. After a certain amount of time Windows just needs to be reinstalled. More about that in a moment.

Ccleaner can keep your well running computer to continue to run well. The best parts are that the software is free, it does not break things, and it does not contain spyware or adware. It is coded and maintained by a firm called Piriform based in London, England. They seem to solely depend financially on the kindness of strangers. They prominently accept donations on the software distribution web sites.

Using Ccleaner is straightforward and easy. You simply download from the site, install it on your Windows computer, and run it. It does not ask too many advanced questions, but it does give you options as to what you would like to delete or repair.

Back to how long your Windows computer can run. That is up to you and your users. If a computer is locked down to not allow any software installation and you run good virus and malware protection it could last years. I have seen Windows computers that have been used daily for five years that are still running very well. I have also seen computers where the user ran as an administrator and had an affinity for toolbars struggle to boot in 4-minutes after just three days of usage. We will delve into this more in coming posts.

Labels: Ccleaner, registry, Windows

I got the call this past weekend from a computer user that she was hearing voices in addition to a notice from her anti-virus software about malware on her computer. I could tell in the message that she was intrepid about relaying the information about the voices. I must admit I was skeptical, but I went in with my eyes open.

I did find some out-of-place processes including afinding.exe and wserving.exe. I knew these did not look right and began a search via Google. Sure enough. These processes are part of a Trojan-Downloader that will play short snippets of music or speech through the computer speakers. Maybe someone can tell me what the purpose would be for this malware to do this. The only explanation that I could find is that it would make the computer user sound maybe just a bit crazy.

A fairly quick run through with SDFix corrected the problem. The lesson is do not discount any explanation as a clue from your computer users.

Labels: malware, repair, Windows, Windows XP

Microsoft is growing concerned about the reception that Vista is getting with businesses. Needless to say, businesses are not jumping onto the Vista band wagon. Matter of fact, I do not personally know any business with more than one employee which has begun implementing Vista.

To get the ball rolling, Microsoft is offering free telephone technical support for small businesses that purchase a new computer with Windows Vista Business or Vista Ultimate installed. The purchase must be made between July 1st and September 30th of this year. The Windows Vista "Small Business Assurance" technical support program will offer support through October 31st.

What is a small business. For the sake of this program, Microsoft considers you small if you have 50 or fewer employees or 25 or less computers. It is unsure how Microsoft will validate those figures.

I am unsure if this alone will help Microsoft. The last thing that small business people want to do is wait on hold for a Microsoft tech support person. They want the machine fixed so that they can get on with business. I think that just the stoppage of selling Windows XP back on June 30th will give Vista a push. There are far fewer options for those that want to stick with XP. The only three options for obtaining Windows XP at this point are buying an ultra-mobile notebook, purchasing a system builder version, or buying a computer with an XP rollback.

Labels: Microsoft, Vista, Windows, Windows XP

I attempt to be a guiding light on technology that affects your small business. As you can see by two references to soap operas - I do not know where this Windows saga will lead. There are many differing opinions and news stories about the future of Windows. Even Microsoft CEO Steve Ballmer said this about extending the life of Windows XP, ""If customer feedback varies, we can always wake up smarter."

As it currently stands, Microsoft will stop selling retail versions of Windows XP on June 30th of this year. Microsoft has indicated that they will extend sales of XP for small, low-powered notebook computers to a later unspecified date. It is entirely possible that it will extend sales to PC builders for longer as indicted by a recent admission by Dell.

Windows 7 is the next version of the operating system. Bill Gates of Microsoft has hinted that it could be available in 2009. If they can turn around a good product that quickly it will be an absolute miracle. Some have predicted that Microsoft will leap-frog Vista much like they did Windows ME. (Count your blessings if you leap-frogged Windows ME. Holy Cow)

Your decision should be based on your current situation:
You have a mix of Windows 2000 and Windows XP workstations - I would recommend upgrading the Windows 2000 computers to Windows XP before the June 30th cut-off. Even if you are unable to upgrade all of the Windows 2000 computers at least have copies of XP in hand. One word of warning about the upgrade is memory. Be sure that each computer has at least 512 Megabytes of memory or plan to add memory before you apply Windows XP. This will protect you against upcoming software upgrades that could leave Windows 2000 out of the requirements list.

Everything is Windows XP - This is the common scenario. If you are happy then I do not see any reason to not just sit tight for the next year or two. If it appears that Windows 7 will not become available in 2009 then you can begin transitioning to Windows Vista. With a couple of possible exceptions, I see software companies including Windows XP on the requirements lists for some time.

Adding new workstations - I would still tend to lean towards Windows XP unless you are spending a lot of money on very powerful workstations. If you are making an investment of more than $1500 workstations, then their longevity could pay-off in taking the plunge to Windows Vista. They also will be powerful enough to take advantage of the Vista eye-candy.

Buying new low-cost notebook computers for salespeople - Definitely try to purchase these with Windows XP. I have recently worked on a couple of low-end ($500) notebook computers with Vista. It was a nightmare. To allow a boot-up in less than five minutes or any reasonable operating speed it required shutting off any Vista eye-candy features. When we were done it actually looked a lot like Windows 2000.

Ultimately you usually cannot go wrong in technology with a wait-and-see attitude. Holding back a bit usually gains you a better product at a lower price. This has even held true in the past year for Vista. Microsoft is nearly ready to release the Service Pack 1 upgrade, and they have recently lowered the price for off-the-shelf Vista. I like the mindset of staying one version behind the market. You will usually have a product that has been vetted and is more supported.

Labels: Bill Gates, Microsoft, Steve Ballmer, Vista, Windows, XP

I have recently begun the search for a better backup system. I had been using a pair of external hard disk drives with goals of backup daily and always storing a backup off-site. To ensure security each backup was encrypted with TrueCrypt. This arrangement was time-consuming and dependant on me to physically swap the drives. The other problem was that the computer and external hard needed to remain powered overnight to perform the backup. Needless to say this did not happen enough and left me without a backup for periods of time. Even if I had did this routine without fail my off-site backup would still be up to a week old.

I have been interested in online backup solutions for some time. I have had a series of requirements that systems have not met such as...

• Open files system that is not dependent on particular software
• Hosted by an established, large company
• Costing based on usage versus a set monthly cost
• Client software compatible with multiple operating systems
• Rich option set on client software

I know I am asking for a lot, but we are talking about the one thing we can do to protect our digital assets. I have found a solution that has met my criteria - Jungle disk.

I have run down my requisites and how Jungle disk has met them all.

• Open files system that is not dependent on particular software

Jungle Disk is not open-source, but the developers do take security very seriously. Steve Gibson of Gibson Research has spoken to Dave Wright the Jungle Disk creator. Steve was impressed with the security of Jungle Disk. If Steve is impressed then I am satisfied.

The other source of satisfaction on this point is that Jungle Disk does not store the backup data in a proprietary format. The data can be accessed by any software that can access Amazon S3.

• Hosted by an established, large company

Amazon S3 service actually stores the backup data. You really cannot get much larger or more established on the Internet than Amazon. (and you thought they just sold books)

• Costing based on usage versus a set monthly cost

There is a minimal upfront cost of $20 for the Jungle Disk software. That does include a copy for all operating system platforms with lifetime upgrade support. Amazon does charge a monthly fee for storage and upload/download. The table below outlines storage costs:

Storage
$0.15 per GB-Month of storage used

Data Transfer
$0.10 per GB - all data transfer in

$0.18 per GB - first 10 TB / month data transfer out
$0.16 per GB - next 40 TB / month data transfer out
$0.13 per GB - data transfer out / month over 50 TB

Requests
$0.01 per 1,000 PUT or LIST requests
$0.01 per 10,000 GET and all other requests*
* No charge for delete requests
Jungle Disk has a great chart and calculator on their home page that simplifies this cost structure.

• Client software compatible with multiple operating systems

Jungle Disk is currently offered for Windows, Mac, and Linux operating systems. This also includes Windows server flavors including Windows Home Server.

• Rich option set on client software

Jungle Disk offers many options related to your backup routine as well as utilities to manage your S3 backup set.

• Backup interval from 5 minutes to a week
• Limit upload speed
• Clean up backup files (This option deletes files on your backup as you delete them on your hard drive)
• Choose multiple folders to backup and filter files by file type
• Options to keep multiple versions of files for a specified number of days
• View backup history to confirm backups are taking place
• Clean up utility to remove deleted files manually

I would STRONGLY recommend Jungle Disk. I frankly have not been this excited about software or a service in a long time. It handles a universal computer problem in a very sensible and smart manner. So many devices, software, and services come close, but usually miss the mark. That is not the case with Jungle Disk. It hits the mark in every category, and I cannot think of a single way to improve the software/service.

Labels: backup, Jungle Disk, Linux, Windows

Someone at Microsoft or their advertising agency has a good sense of humor.
Stay At Home Server

Coincidently, I am swapping out my dead Windows 2003 home server. I am going to try a recycled Gateway computer with some add-ons and Ubuntu Linux. My Father has provided some insight into loading Ubuntu without the graphical interface. I will update as the project moves forward this week.

Labels: home server, Linux, Microsoft, Ubuntu, Windows

There is very little reason to pay for virus protection for your home computer. Some of the options include AVG Free and Blink and possibly a free suite from your Internet Service Provider.

My ISP, RoadRunner, is now offering a free Internet security suite from Computer Associates. I do not have personal experience with CA security software, but they do make good backup solutions that I have used extensively.

There you go. You have no excuse for not installing a good anti-virus protection if you are using a Windows computer. If you do not have RoadRunner check with your ISP to see if they do offer a free package.

Why would an ISP do this? Two reasons. The first is a little more to talk about in the marketing message. The second and most important reason is that Internet Service Providers have a financial interest in keeping your computer clear of malware and trojan horses. If any computer on the network that is pushing out SPAM or other unwanted traffic, they are footing the bill for the bandwidth. It is low-cost insurance to protect customers than it is to purchase more bandwidth and to increase their network capacity.

Labels: AVG Free, Blink, ISP, security, virus, Windows

The United States Congress has given us a nice springtime gift. They passed legislation in July of last year to extend Daylight Savings Time. This is the equivalent to a mini-Y2K. The reason given for the change is to save energy. The belief is that since Americans use the most energy in the evening, if you move it ahead by one hour we will save energy. The new dates for the change are March 11th and November 4 this year. (Here is a chart for dates up to 2040)

The difference between this event and Y2K is that this will happen four times this year. Hopefully you will be able to fix everything just once. I have ran down some common computer operating systems and how they are affected and more importantly, fixed.

Windows Vista - The best news! It shipped with the problem fixed. You are good to go.

Windows XP - Great news! Microsoft has released a patch. Even greater news! It does not appear to break anything*.

Windows 2000 - Bad news! Microsoft has NOT released a patch. Good news! A third-party has created an easy to use patch utility that does not appear to break anything*. You can find the unofficial, third-party patch at Intelliadmin. Microsoft has a procedure, but it is not for the faint of heart.

Microsoft Office - Not so bad! The only patch available is for Outlook. The calendar function needs to be updated to handle future appointments. Microsoft has supplied a repair utility for Office 2003 and 2007.

Other Software - Just about every software vendor that provides mission-critical software has released information about potential problems. Most problems that I have seen are fairly minor. The most significant seem to be when data is moving across time zones. An example would be branch offices feeding data to a central data center. Check with your software vendor for any possible advisories.

*I have tested these patches in my environments, but they may not work with your particular software. Test any way possible before installing into a working system.

Labels: DST, Patches, Windows