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For over 40-years, I have been an advocate for Safe, Secure, Effective computing. In the process of witnessing how entrepreneurs cope with the day to day challenges they face and knowing how costly and frustrating computing and technical issues can be for them, I’ve put together this list of the 7 most common mistakes and how to prevent them. With the proper knowledge and preparation, many of these time wasters and money eating events can easily be avoided. Why deal with these issues AFTER they become a drag on your resources? We can make it easy and eliminate the causes and as a bonus, STREAMLINE your daily activities to make your entire computing experience a more favorable one.
The #1 most common challenge that I see is “Lack of Accurate Documentation”. There is no greater time waster than searching for information that you need to complete a computing process. Whether it be usernames/passwords to the computers, servers, websites, e-mail accounts, etc. that you need to do your business, or vendor phone numbers, purchase registrations, warranty expirations, license numbers – you think of the need – an organized system to keep the information easily accessible should be your first priority to help streamline the process.
Number 2 on our list of 7 is “Data backup and preservation”. It is ALL ABOUT YOUR DATA! Hardware, Software, Peripherals – they will all fail and can routinely be replaced.
Your DATA however, this is the meat and potatoes of your business. Being personal and strategic to your business, your data can’t be “purchased” from a 3rd party and provisions for protecting it, preserving it, and controlling it must be made. This means using techniques of Backup and Encryption necessary to keep the data available no matter what the circumstance.
Number 3 – “Data Access”. Controlling who has access to your computers is a key element to protecting them and the data on them. Physical access to computers allows anyone with limited knowledge the ability to do almost anything to them and their contents. It is important that controls be in place to restrict who, when, and what users are permitted to do with your information. When employees are terminated, immediate action steps should be in place to change passwords and access to company property. With Bring Your Own Devices (BYOD) now very common in the workplace, Employees often not only have access to e-mail on their Smart Phones, Tablets, and Laptops, they may also have access via remote access to your other data sources. Closing these gaps while first being aware of them is key to a strong “Data Access” policy.
Number 4 – Current “Anti-Malware / Anti-Virus / Firewall protection” is necessary for all endpoints, Servers, and Network Connected Smart Devices. I’ve recommended a “cocktail approach” to layering security using the latest technologies available. There are so many risks today that relying on a single vendor often fails to detect intrusions—not due to inefficiency, but because diverse threats require multiple approaches to identify and prevent attacks.
Number 5 – “Educating and “Licensing” Users” is a required element in the process. Back in the early 2000’s I created a concept I call “The Personal Computer Driver’s License”. While it has always been a State requirement to gain a familiarity and level of competence with a moving vehicle, I too believe that computer users should also be licensed to “traverse the data super-highway”. Too often, intrusions occur via phishing schemes, e-mail downloads, poor search habits, and other “preventable” actions a bit of knowledge could easily address. Regular training can reinforce the importance of steps that I refer to as “The 2-Minute Pause™” and “The Pushaway™”.
Number 6 – “Routine Maintenance” – Using utilities to help cleanup temp files, surfing histories, old outdated registry entries, etc., running routine scans, and verifying that all necessary backups and programs are updated and running properly are all necessary to keep systems running like new. System inspections, following up on any user reported errors, etc. are measures that keep systems and users "happy".
Number 7 – “Power Management” – Controlling how systems are powered, cooled, started and shut down are all part of good system management. For Desktop systems and Servers, reliable Battery Backup devices are recommended to control the clean and consistent power necessary to keep systems from “locking up” or shutting down unexpectedly. For those who use Laptops, maintaining proper cooling and air flow is necessary. Users often close the lid of a laptop and put it to “sleep”, rather than shut the laptop off completely. Powering laptops and desktops off on a regular basis offers the opportunity for updates to install and memory to be cleared - a critical step in securing and maintaining a "clean running machine".
I have much more information than this article has space to cover on each of these 7 Steps. If you feel that you might need assistance with any of them, please schedule a mutually convenient time for a complimentary review of your needs:
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