Black Hole Backup: Defend Yourself Against Data Loss of Extreme Proportions

You have a computer. You back up your personal data. You also have a business, and that data had better be backed up. Losing photos from Aunt Ginny’s retirement party is one thing. Losing your client database?…Oh the horror.

If you do have a backup solution for your business, do you know what it really means for you? How long will it take to recover from a server crash? Accidental deletion of finance records? Your facilities vanish into a wormhole? Okay, maybe not that last one, but even the seemingly smallest of losses can have dramatic – and immediate – effects on the functioning of your company. And unfortunately, over a third of data loss is caused by human error or negligence- that mean’s even the best hardware and software configurations are susceptible to security risks.

I’ve found that more often than not, small business owners are surprised to realize they don’t have the answers to these questions – and probably haven’t thought to ask them in the first place.

Where is your backup? What format is it stored in? How long will it take to recover and, perhaps most importantly, what exactly is recoverable? If you don’t know the answers to these questions, good IT service providers can help you, and find solutions where they are needed.

So find out, before that wormhole creeps up on ya’.

One Tiny Little Lesson

A recent job reminded us of the importance of simplicity when dealing with clients who are less sure of their own expertise.

A customer who wanted to display videos on our monitors – one through a PC we would provide and a second through their own Mac laptop – described themselves as “not technically sophisticated”. This should have been our first clue to be as thorough as possible in figuring out their needs, but, giving them the benefit of the doubt, we went along with their order, failing to ask something as simple as “Will you need audio?”

Luckily, when our techs arrived on site, audio cables were easy to supply and implement. We were also able to help the client with a last-minute download once we realized they needed sound. So far, so good, despite having missed that one tiny little question.

However, when we got around to setting up the Mac with the adapters we had provided, the connection was…nonexistent. We fiddled with the programs, tried a reboot – all the basics, right?

Unable to determine the problem, we provided a second PC, free of charge, so that the client could get their video up and running, sound and all. It was a fix that worked, and the clients were happy with their display, but it required unnecessary travel time for our technicians. The problem turned out to be in one tiny little bent pin of the connecting cable – a glitch that would have been easily fixed if we had started at square one, rather than assuming the worst and replacing the entire computer.

Sometimes…no, oftentimes, it’s that one tiny little detail that makes all the difference in providing the best customer support possible. Starting with the small stuff – whether you’re an expert or not – can save a huge amount of time and energy down the line.

Dear Verizon: Can you hear me now?

I’m sure that the first thing you think about upon starting your weekend is how you just can’t wait to configure your router.

Okay, maybe not, but listen up anyway.

Supposedly in an effort to make your life easier, at least one major U.S.internet service provider has recently made a habit of provisioning their residential customers with “all in one” devices rather than standard cable/DSL modems. Basically, the device that connects your home to the outside world comes with a wireless router built into it. At first glance this looks like a great idea – one box takes care of your wireless and wired routing, in addition to handling connections to the cloud. At second and third glance it often holds true.

So why my slightly testy tone? Because if you have any needs to forward ports, extend wireless capabilities, or simply want to install your own router, these devices, coupled with a certain approach to customer service, make the job unnecessarily difficult.

We are frequently contacted by folks who inform us that Verizon has told them they need to pay for business class service if they want to set up their own router.

The first time this happened, I arrived on site and thought, “Why not just bridge the devices?”  Herein lies the problem, and my chief gripe: When I logged in to the Ubee brand device to make the changes, I was informed that I needed “administrative privileges” to make the change. It took no less than four tiers of support to get someone who “had authorization” to bridge the modem… the first two tiers had no idea what I was talking about.

I have since discovered that Verizon, at least, has loosened up and now allows trained first line techs to bridge modems for folks who want to use their own routers. This is good policy and they should be commended for it. Congratulations.

What I suggest to folks is this: Consider asking your ISP for an installation that allows you to upgrade and modify your router without having to call and ask for permission.

~Daniel Straw, CEO of Technology Rentals of America

NEW T.R.A. WEBSITE!!!

Check out our shiny new website at www.tech-rentals.com!!!

There, you can check out our brand-name and custom-built products, learn about the range of IT services we provide, and even get a quote on a rental. We are excited to offer you smoother, easy-to-use virtual access to T.R.A., and we hope you agree that the new site facilitates even better service.

Whether its repairs, networking, or a special event, T.R.A. has what you and your business need- find it here!

We love customer feedback,- it helps us to provide you with Superior Service Every Time. Let us know what you think

~Tech@TRA

Where Have All the E-Mail’s Gone?

Find out from our  IT service guru, Daniel Straw:

Where are your email messages and contacts stored?

At home it’s easy enough- through your e-mail server or in an address book file on your personal use computer. And since you are an “interwebs”-savvy, chronically careful and über-efficient home user, you always back up your data….right?

When it comes to ensuring that your business runs smoothly, secure, accessible data storage is a priority that goes beyond archiving grandma’s casserole recipes and pun-filled forwards from your Uncle Frankie. The constant flow of exchanges that come with even the smallest of successful businesses are valuable records, but also contain the material you need for day-to-day operation. It’s in your best interest to utilize an IT support system that can get you the right info at the right time.

Many of our small business clients are customers because they do not, for a variety of reasons, have their own in-house IT support.  T.R.A. has clients whose initial need was immediate recovery of exactly these resources that are used daily- e-mail exchanges, contact data and records of correspondence. In some of those cases, we have been able to help rapidly and get everyone back on track. In others, time consuming research (read:  pricey!$!) was necessary just to scope out the problem! This is what happens when the original  electronic messaging system is out-of-date, improperly run and neglected or, as is so often the case, was set up by someone who is no longer with the company.

Where is the mailstore? I have a host? Local or exchange?  The basics are essential. Would you go to the mechanic without knowing the year and make of your car? The best defense against e-mail amnesia and its costly cures is, of course, good record keeping. If you’ve contracted with a support company like T.R.A., DEMAND detailed documentation of how your service is configured, if it isn’t already provided for you. Keep it handy. Keep it safe. It will save you time and money when it’s time to problem-solve.

Daniel Straw, Business IT Services

Find out more about Dan’s service’s at Technology Rentals of America.