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1. Data Backup

2. Protection
3. Organization
4. Purchases
5. Free Email
6. Upgrades
7. Updates
8. Maintenance
9. Wireless
10. Log Book

 1. BACK UP YOUR DATA FREQUENTLY
This is the single most important thing you can do for your computer systems.

1. Make a backup of your data onto multiple media.
   • Use a different cd/dvd or tape every time.
   • Buy a stack of DVD/R or CD/R's. Use one per backup and save over time.
     • You will spread your risk out over time and protect against damaged DVD/Tapes, viruses, lost/deleted files & system crashes.
   • Have one tape for each day of the week and one for each week in the month.
2. Check your backups each time they run.
   • Check for a report listing files.
   • Put the CD/R or DVD/R back into the drive, review files copied to it.
   • Create s simple Word document you use to test the restore function of your backup.
3. Get a copy of your backups out of your office. Store copies in a bank vault.
4. Do not leave copies of your backups in the open.
   • This is the easiest way to steal data!
5. Make sure your website is backed up.
   • Find out if your site is backed up individually from other sites.
   • When it is backed up.
   • If individual files can be restored or if the whole site must be restored.

  2. PROTECT YOUR SYSTEMS AND DATA

1. Install antivirus software.
   • Purchase software on CD not via download. (Updates ok for download)
   • Set an automatic scan for every night
   • Check that you are receiving regular subscription updates.
   • Scan any files someone gives you before copying onto your system.
   • Best practice is to purchase on CD/DVD each year the current version of antivirus software. Re-subscribing for definitions is an option but it is best to have the latest version of the software.
2. Install spyware software.
   • Spyware is software that can monitor your system and send information to others.
   • Scan your system every day if possible.
   • Check for updates each time scan is run.
3. Install a firewall.
   • A firewall protects your systems from break ins from the outside world.
   • Firewalls can be software or hardware. They are included in most routers, cable modems or wireless radios. They are also included in Norton Internet Security or McAfee.
   • Check to see if you need updates to your firewall - either firmware or software.
4. Use surge and battery protection.
   • Battery backups, which include surge protection, can keep your system running through short brownouts. They can also shut your system down properly in case the power is out for a long period of time.
   • Use surge protectors to prevent changes in voltage  from damaging your systems.
     • Plug your modem or network cable into the surge protector also.
     • Purchase a little surge protector for your laptop for use when on the road.
5. Password protect your data.
   • Quickbooks or quicken, Office files and others should be protected with passwords.
   • Good passwords are hard to guess. Include numbers in your passwords.
   • Do not write passwords down in an easily found place.
   • Do not tell anyone your passwords.
   • Do not use the same password for everything.
   • Do not use the same password sequence for online accounts as for ones stored locally in your systems.
   • Change their passwords monthly.
6. Do not open emails from people you don't know.
   • Contact the sender if you receive a questionable attachment.
7. Do not tell people about your systems, the programs you use or the types of information on your systems.

  3. ORGANIZE YOUR FILES INTO FOLDERS

1. Keep all your data organized in one place like in my documents. Programs like to store data in their own folders. This makes it harder to make backups or work in an emergency.
2. Label files and folders with meaningful names.
3. Limit network file shares to the least access.
   • Set a password on the share.
   • Information is best available on a "need to know" basis.

  4. PURCHASE NAME BRAND

1. Large companies like Dell, HP or IBM:
   • Have stringent testing procedures.
   • High quality standards for their suppliers.
   • Have years of experience.
   • Provide support.
   • Are likely to stay in business longer.
2. Off the shelf products may work in your system. But name brand ones are more likely to be tested for compatibility with your existing products.

  5. GET A FREE EMAIL ACCOUNT

Yahoo, Google, Live and other companies will give you a free email account.

• Use this account for online purposes like shopping or message boards.
  • It will keep your regular business email from being shared or sold.

6. UPGRADE YOUR RAM MEMORY
Ram memory is like the surface of your desk. If you have a bigger desk, you can spread out more resources.

1. RAM memory makes your system work faster because it doesn't have to work as hard.
2. RAM memory is relatively cheap.
3. RAM memory is easy to install.
4. Dollar for Dollar, it is the most cost efficient improvement to a system.

7. AUTOMATIC WINDOWS/OFFICE UPDATES
NOTE: BE CAREFUL WITH THIS ONE!!!
Windows can automatically download and install updates from Microsoft.
 

1. NOT ALL PROGRAMS ARE COMPATIBLE WITH INTERNET EXPLORER 7. CHECK WITH YOUR SOFTWARE MANUFACTURER BEFORE UPGRADING.
    
2. Regular Windows updates from Microsoft will help protect your systems with security enhancements and make them run faster with improved parts of Windows.
3. Updates can be rolled back if they do not install properly or behave poorly.

8. ONGOING SYSTEM MAINTENANCE
PC's need regular care like any other tool.

1. Run Disk Cleanup every few days to remove accumulated internet files, cookies and empty the recycle bin.
2. Run Disk Defragmenter weekly to reorganize the information saved on your system to its proper order. This is like putting a deck of cards back into suit and number order. It does not organize your files as listed above.
3. Follow security procedures above for preventing viruses, spyware etc.
4. Clean your systems at least yearly and more frequently depending on your environment.
   • Unplug systems first.
   • Do not use a vacuum cleaner as static electricity could damage your system.
   • Use a can of air. Hold can upright at all times. DO NOT FREEZE CHIPS IN YOUR SYSTEM!
5. Update your programs to keep current
   • You will get the benefits of recent improvements.
   • Your products will be supported.
6. Protect portable devices from extreme cold or heat.
   • Warm up your laptop if it's been in a cold car.
   • Do not leave your laptop in a hot car.
   • Do not leave disks on the dash board of a hot car.

9. WIRELESS DEVICES

1. Protect your system or network by using security features.
   • Wireless routers should be programmed using WEP (or more) so systems wishing to attach to your network will be prompted for a code before a connection is made to your data.
2. Use a name for your network.
   • If you wish for people to connect to the internet over your wireless network, name the network something meaningful to your customers.
3. If you do have an open, unsecured wireless network, do not connect your business systems to this network. Have 2 connections to the internet or 2 networks in your business with the open one on one network and the other secured for your business data. It's expensive but you're safe.
4. Purchase a "notebook" sized surge protector for when you're traveling with your laptop.

10. KEEP A LOG BOOK
Keep a notebook for each system. Support times will be faster. Store the following information:

1. Invoices for systems, software or other device purchases.
2. Error messages, problems, times and what you were doing.
3. Backup dates, what was backed up and any errors.
4. Contacts you make for support.
5. Internet account information. Keep passwords separate.
6. Serial numbers.
7. Notes.

For more information and assistance,
contact John Fromer 975-6995   
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