Accent CS Blog

Seven Things About Data Backups That Your Business Ought to Know

How many people actually “pack their parachute” when it comes to their most important business documents and software? The absolute worst time to check your backup is after a data disaster. Here are a few questions all business owners should know the answers to so they aren’t unpleasantly surprised:

1. Where exactly is your data being backed up and how do you get access to it? If it’s being hosted in a remote place, you ought to have the account information and a direct contact you can call if your vendor or employee goes missing with this information. Ideally, it should be in your network documentation that is kept in your operations manual or somewhere you can easily access.

2. Who’s responsible for monitoring the backups to make sure they are working? We often find companies who swear they’re backing up, only to discover that their system hasn’t been working at all. Make sure there is an employee or IT service assigned to ensuring the operability of your backups.

3. How often do you run a test restore? We recommend routinely running a “fire drill” of your data to verify that you can restore from your backups in an emergency.

4. If your data is lost, what’s the process required to restore it? Some business owners don’t realize that their raw data backups would take a lot longer to restore than they imagine. If you are not “imaging” your data (a process that takes a scheduled snapshot of your server) you will have to reload all of your software, set up the network, reconfigure your settings, and then restore the data – a process that could take a few days to restore provided that at you still have your original discs and licenses.

5. Is your data encrypted by your remote provider? In the event that the remote provider is hacked, encryption keeps your information secret. We recommend using military-grade encryption to secure data at multiple stages in the transfer and storage process.

6. What is a realistic restore time? If your data is stored with a third-party, it’s important to know how long it will take you to get the data and restore it to a usable format. In most situations, due to the size of backups and limited Internet speeds, providers like Amazon and Carbonite will have to mail you a USB drive and the data is not in a format that most users can quickly utilize. This will add additional delays to the restoration process.

7. Does it back up everything? The big-name backup programs are really solutions designed for individuals and small home offices. They cannot natively backup active directory, Exchange (email), or any type of database (SQL, SharePoint), only flat files like Word and Excel. Most businesses rely on more than just basic documents and should be using some form of an image or snapshot backup for rapid restoration of data.

Click here to learn more about data backup from Accent.

FCC Plans Database to Curb Phone Theft

The chairman of the Federal Communications Commission, members of the wireless industry trade group, and police chiefs from several states announced on April 10th a new database for cell phone serial numbers that is intended to curb a recent increase in theft of the devices.

Thieves, or the people who buy the phones from them, are currently able to easily activate the devices once the data has been erased. 40% of all robberies in New York City involve theft of a mobile phone. The idea behind the database is to alert wireless companies when someone tries to reactivate a device that has been reported stolen by the original owner.

The system is to be applauded if it can prove to be effective. However, if the resale market for cell phone hardware can be successfully restrained, criminals may put a greater focus on going after users’ data. The information stored on these devices in email and banking applications can often prove to be very valuable, especially for businesses.

Accent has the capability to remotely delete all of your sensitive data on most mobile devices (Apple iPhone and iPad, Windows Mobile, Google Android) connected to your network. We advise clients to contact us as soon as a device goes missing so that we can issue a remote wipe command before the data can be used against you.

Click here for more about Accent’s support services for office phone systems.

Looking Ahead to Windows 8

Here’s an excerpt from our April newsletter. You can sign up for our monthly Technology News Brief here. 

About a month ago, Microsoft released a consumer preview of Windows 8, the next generation of the company’s popular operating system. It’s expected to be commercially available towards the end of the year. Our clients always have a range of reactions to these upgrades, from excitement to annoyance to fear, so we’re doing a number of things here at Accent to prepare for the launch well in advance.

Microsoft furnished preview editions to IT companies earlier this year, so our developers and technicians have already been working with the new system for some time, making sure our programs are ready and that our help desk professionals can answer any questions clients might have about new features in the operating system. There will be no interruption in services for businesses using any of our programs or features, like our desktop client or Accent Anti-Spam.

Watch a video previewing Windows 8

Some of the highlights of the new system include:

• Starts Up Very Quickly - No more waiting minutes to boot up. With supported hardware, Windows 8 is ready to go in less than 10 seconds.
   
• Internet Explorer 10 - Many of our clients rely on the IE browser, and early reviews of Version 10 have been really positive – saying that it’s faster, more user-friendly, and great for mobile devices. Competing browsers like Mozilla Firefox and Google Chrome have gained popularity in recent years, and the new edition of Internet Explorer attempts to respond to a lot of the criticism the industry leader has received since taking the top spot over a decade ago.
   
• Windows to Go - One version of Windows 8 allows you to boot you work PC from anywhere, using a USB thumb drive. It’s great for frequently traveling employees or contractors who need temporary access.
   
• Snapping and Switching - Swiping from the right side of the screen with your mouse (or finger on mobile/tablet) allows users to switch between programs that are running simultaneously. Application windows can be “snapped” into place, allowing one program to take up two-thirds of the screen, with the other remaining visible.
   
• Program Tiles - Anyone who has used a Windows Phone is familiar with the active tiles that come alive and display content without the application being launched. In Win8, these tiles are on the desktop. You can rearrange them, decide which ones preview (see image, left), and get basic information like the date, weather, and program notifications. The new Windows looks and feels more like a mobile OS, and that’s because Microsoft (like Apple and its OSX) is trying to streamline the environment across different devices, hopefully making it easier for users to create, share, and manage from any location.

About Upgrading

Classic View Makes it Easy: Upgrading doesn’t mean you’ll have to relearn Windows. Classic view will let you use the operating system with the same layout that you and your employees are used to.

No Need to Put it Off: If you upgrade your office to Windows 7 now, Microsoft Software Assurance will allow you to make the switch to Windows 8 when it comes out. This might be the best way to go, especially for those of you who are still using XP.

Schedule a Demo: Visit We’d be glad to set up a time for you to see the preview of Windows 8 in person. Just drop us a note on Twitter or Facebook.

Introducing Plans for Small Businesses

We’re proud to announce expanded service offerings, beginning in April.

Definitions of “small business” seem to vary a bit, but up until now, we have generally focused exclusively on firms with at least ten employees. Our own growth, along with improved vendor relationships and new support technologies, now allows us to deliver top-level solutions to a broader audience.

These discounted plans will only include the services relevant to a smaller office environment, running just a few workstations. These offerings will make managed technology accessible and affordable in places where a more comprehensive service structure isn’t realistic.

Are you a business with fewer than ten employees?
Visit axnt.co/40 to sign up for a free quote and consultation.

Advantages and Drawback of Internet Phone Service

The telephone has come a long way since Alexander Graham Bell made the first phone call to his assistant Watson in March of 1876. Now thanks to Internet technology, it’s possible to make phone calls over the Internet using VOIP (“Voice over Internet Protocol”).

While there are a number of advantages to a VOIP system, the most compelling is usually the cost savings. Companies that place a large number of long distance phone calls typically save the most.

Pros: Most business-class VoIP systems will offer you the same features you expect from your current phone system, including call forwarding, call waiting, conferencing, and voice mail. Additional features like the ability to share data, applications, and even transmit video may also be available, depending on the service you choose.

Cons: There are some sacrifices to the service, the most significant being reliability in call quality. Sometimes this is a connection speed issue that can be addressed, but it also relates to how voice data is broken up into packets and transmitted over the Internet. Some users report moments of silence, echoes, or occasional distortion. VOIP systems are also unavailable in the event of a power or Internet service outage. Traditional phones (though not cordless ones) can operate during a blackout by using the power transmitted over the phone lines. The older technology has the assurance of greater uptime.

All that said, VOIP can usually be featured prominently, cost effectively, and reliably within a diversified phone system. We have successfully incorporated VOIP into many of the phone systems we have implemented. Through our partnership with voice solutions provider 3CX, we can implement a full slate of modern features, including:

• Desktop phone software with caller ID and internal extension management. Get the missed calls from your traditional office phone right on your computer, just like your cell phone. Within the office, you can eliminate phone tag by being able to see which extensions are busy with another call or not in the office.
   
• The ability to mesh your traditional phones and answering systems with the mobile devices in your office. A range of smartphones, including iPhone, Android, Blackberry, and Windows Phone 7 can be outfitted so that you can take your work number with you when you leave. You’ll still have full access to your voicemail and be able to place/receive calls from your office extension – perfect for the frequent traveler or delivery service.
   
• Desk and device sharing made easy. Users can take their number with them, to any office or conference room, just by logging in and out. All of these features take advantage of VOIP benefits; not just the affordable service options, but fewer wiring requirements and user customizability.

There’s no need to start from scratch, either:

We can implement a new phone system or an upgrade that uses your existing hardware. Get more information at axnt.co/39 or contact us at axnt.co/40 for a consultation and pricing details.

Preparing Technology for Schools and Charity Organizations

We’re stepping up our efforts this year to help dispose of technology responsibly, and to donate gently-used equipment to schools and non-profit organizations in need. If your business is upgrading office technology, or you know of someone looking to get rid of old machines, let us know.

We take a few steps to make sure they get to the right place:

• Machines that are in good condition will be cleaned (physically) and cleaned (digitally).
• The now “blank” workstations will be re-commissioned with basic software and Internet capability, ready to be donated to a school or organization in need.
• Technology that is broken, unwanted, or too out of date will be “e-cycled” with a qualified waste company.

Do you know of a school or non-profit in need of refurbished technology? Let us know and we will check them out for future projects.

Advertisers Target “Second Screens” for Super Bowl Commercials

The price for a 30-second commercial during the Super Bowl, America’s most-watched single television event, first broke $1 million in 1995. It’s increased ever since, with some spots during this year’s game going for as much as $3.5 million. Despite the expense, over 50 advertisers have taken the host network (NBC) up on the offer. Over 70 half-minute commercials will air for a total cost of more than $210 million, almost $2 for each of the broadcast’s 110 million viewers.

To make this marketing investment worthwhile, companies are increasingly working to promote their ads on YouTube, Facebook, and other websites that reach audiences on their mobile devices. Chevy, for instance, is among advertisers releasing a smartphone app that encourages users to enter win prizes.

Other commercials will be experimenting with QR Codes (“Quick Response Codes”) in an effort to engage people watching the game with their phone or tablet by their side. These images, which look like square bar codes, can be scanned by a mobile device’s built-in camera, with the help of free apps like QR Reader or RedLaser. Once scanned, they redirect the user to a website, play a video, or send the user a text message with more information.

2011 QR Code Stats
(Source: Mobio Identity Systems Study)

• Receiving information about a product or service is the most popular use of QR Codes. Many users report using the technology in stores to comparison shop or check ingredients. 
• People aged 35-44 are the top users of QR Codes, making up a quarter of all traffic. 
• Nearly two-thirds of QR users are female, who reported being much more likely than their male counterparts to use the technology to compare prices and make mobile purchases.

Business Card Scanning Tools Can Eliminate Data Entry Hassles

Paper has been removed from many aspects of client management and customer relationships, but business cards remain a popular and prominent way of sharing contact information. Inputting these cards into a digital medium can be extremely time-consuming for you or the unlucky employee who is tasked with the job.

Fortunately, text conversion technology has come a long way. A range of scanners are now available that allow users to feed in hundreds or thousands of business cards and have the information sent directly to their address book or email software. Here at Accent, we’ve been using the CardScan Executive. It sells for about $150 online and can integrate directly with Microsoft Outlook.

If you’re a smartphone user, you might also want to check out CardMunch, a free app run by the business-focused social network LinkedIn. It functions much the same way as a card scanner, using your iPhone or Android’s camera. Our experience was that the app was a little more cumbersome when entering a large volume of cards (it occasionally doesn’t line up properly), but it does have some nice features like finding additional information (like resume or secondary email) the contact may have posted on LinkedIn.

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Scam Targets iTunes Customer IDs

Apple sold 16.2 million iPhones in the fourth quarter of 2011, along with 7.3 million iPads. However, the immense popularity of these devices has attracted a new wave of scams aimed at stealing credit card information.

Users normally buy and install apps with their Apple ID, an account registered to their email address. Online thieves look to acquire the passwords to these accounts, which allow them to spend money with any credit or debit card saved to the username.

A fraudulent email circulating late last month was an especially effective “spoof” – a message that appeared to come from “appleid@id.apple.com” but really came from a group of Internet “phishers” looking to trick customers during a time when many new Apple devices are activated.

According to Internet security firm Intego, the message told the recipients that their billing information was out of date, and that their account would be terminated if they didn’t log in and update it. A link that appeared to say “store.apple.com” (an authentic Apple website) actually took users to the criminals’ website, where information was harvested directly from the unsuspecting consumers.

While many fake email scams are obviously identified by poor grammar or formatting, Intego says this “vast” effort was exceptionally effective because it was well-crafted and was very consistent with Apple branding, complete with correct logos and fonts.

Avoiding these traps is easy: Be sure to roll your mouse over any links in a suspicious email – the real address that it directs to will appear by your cursor. You can also type the URL directly into your browser to ensure that you’re going where you intend.

In a statement, Apple said that they do not ask for account information over email, and that all details relating to user IDs can be accessed securely through the iTunes program.

Protect your company’s technology with managed services from Accent.