Computer Productivity in the Workplace

“We have been working on computers this long without a backup why do I need a backup?”
We buy insurance to cover fire, flood, hurricanes, tornados and more. Why do we not back up our data?
Do you think about your backups at all?
Do you backup when you feel like it?
Do you backup when you think about it?
Do you backup once a month, week, day.

What media do you backup to?
Paper?
ZIP or floppy?
Flash drive?
USB hard drive or second hard drive?
Tape drive?
Offsite storage?
Maybe a little of everything or nothing.

The cost of the backup is directly related to the cost of being without that data over a period of time.
What are the costs?
1. Downtime in labor costs. I.e. I have 20 people at $20 per hour, that’s $400 per hour in labor costs of people standing around doing nothing.
2. Lost revenue can be a cost. I.e. I can still sell my product with or without my computer is not the same as I sell my product online using that computer system. My computer system sells $24,000 a day. I.e. $1000 per hour.
3. Labor costs of the computer service person.
4. Hardware replacement costs for out of warranty parts. The time it takes to get the replacement parts can sometimes be weeks.
What are the preventative costs?
1. A server under warranty is the least cost of all recoveries when related to replacement of hardware in conjunction with data recovery.

Examples:
I have a 4 hour or next day warranty
My monitor goes bad.
Zero down time

I have a 4 hour warranty.
I have a regular hard drive with no RAID and it’s bad.
(Provided I have a tape backup)
Four hours to get a part, plus 2 hours for new server setup, installing the tape backup software take about 1 hour, data restore takes 4.5-19GB per hour, that’s 4-6 hours for some companies with 18GB to 114GB. This time would have cost your company around $1800 with a good backup plus the downtime costs of your company.

Typically, here is our stance on warranty.

Can you live without your server for 4 to 6 weeks?
Yes=you do not need a warranty
No=how fast do you need it repaired?
Next day or four hour

Even if the part is warrantied, does the data need to be recovered?
No=you were only down for 4 hours to a next day
Yes=data still needs to be recovered, typical recovery is 21-24 hours for a 10 computer shop with the proper backups to tape. 32-35 hours if you did not have a proper backup.

When a server is born, get a three year warranty.
Why not more? Because at the end of three years, if the server does not meet the performance standards of the users, replace the server with a faster new warrantied server.
Why not less? Because if you do not protect your investment, the vendor can tell you your part is back ordered for up to 4 to 6 weeks for a replacement.
Would you extend the warranty after 3 years? If the server is performing great, then yes absolutely. Add two more years of service.
Why not more than 5 years? Well, because the vendor limits the support life to about 5 years.

Many companies have been very fortunate to not have suffered a large outage due to this scenario, but the companies that did suffer, suffered greatly in labor and lost revenues.
We like redundancy inside the server as well as warranties for the server.
The workstation warranties are negotiable.
If you have zero staff to apply to technical support, then for every 5 computers without a warranty, you could buy a hot spare with the warranty money you saved and put it in the closet to use as a throw down or set it up and not use it in case of guests or emergencies. Otherwise, warranty it up for less hassle.

Here is a perfect example of warranty dollars at work.

New server with a one year warranty=$9,500
New server with three year warranty=$10,000
If you bought a new server every three years, then the cost is $20,000 over 6 years.
If you extended the warranty after the first three years for two more years, the cost is about $2,000.
Your 5 year cost between the both is $2,400 yearly average for the 3 year, then add two year warranty option.
Your 6 year cost between the both is $3,333 yearly average for the 3 year buy and the rebuy for the next three years option.
If you were hosting your own email, your downtime is related to the following:
The labor associated with computer guys having to redirect your email to another server for temporary purposes
The loss of productivity that the staff endures
The hardware you have to purchase
The revenue loss for the days you may be down waiting for parts.

“I backup my Quickbooks to flash drive.”
I hear this one all the time. It still takes 8-16 hours to reload your operating system, hardware drivers, applications, and service packs, printers, scanning or faxing software, and more to get back to were you were before the crash. The other important documents that people forget are Favorites, Desktop items, My Documents and more. You are still missing the users, printers, drivers for hardware, applications, shares, security on the file and directory structure.

“I backup my server to DVD, CD, or USB hard drive”
Depending on how you backup to these medias, the chances are pretty good that you missed something or are not doing it right. An imaging software like Ghost or Acronis is one of the best ways to get your data to CD or DVD. A simple file copy is missing so much data on a server. You are still missing the users, groups, printers, drivers for hardware, applications, shares, security on the file and directory structure. Restore times from CD or DVD can be horrible. It can take a half an hour to an hour per CD to restore the data. This can be hours to get your data back onto the system. If you backup your data to USB hard drive, know this. Make sure the drive is formatted using NTFS. If it is formatted as FAT32, then the file sizes are limited to 4GB for the maximum file possible. This means that NTBackup will cease to backup your data when the file reached 4GB in size. There are only logs to review to know that the backup didn’t happen. Use NTBackup or Symantec Backup Exec to do the backups. Backup Exec can notify you if the backups happened or didn’t happen by email or simple to use job monitors. Backup Exec to hard disk also makes the files limited to 1GB in case you forgot to change the file system type from FAT32 to NTFS.

Other factors that companies do not think about:
Is your USB drive full?
If you drop your USB drive, you dropped your company.
If your USB drive is connected during a surge or lightening strike, you may lose both your server and your backup drives.
If you don’t check your USB drive regularly, then there may be bad blocks that are not apparent until you go to restore the data.

We have seen a company that lost the internal and external USB drive simultaneously.

What would happen if your server was stolen and the USB drive that was attached to it was taken too?

Are you backing up to USB 1.1 or USB 2.0? USB 1.1 can get 12MB per second, USB 2.0 can get 48 times that amount per second.

“I backup my server to an online service on the internet”
A simple file copy is missing so much data on a server.
You are still missing the users, printers, drivers for hardware, applications, shares, security on the file and directory structure.
Restore times from the internet are extremely nightmarish.
It can take a few days to restore the data over the internet.
This can be days to get your data back onto the system.
Even if you request your data on another media and have it overnighted, your recovery begins after the data gets delivered. Online backups sometimes miss all of the data that is important to you.
Data like Microsoft SQL, Exchange email, Pervasive SQL, specialized applications, open files and more are often missed.

“I backup my data to tape drive.”
Great! Are you checking it regularly?
Does it notify you if success or failure.
Some of our customers simply see that the tape is ejected and assumes the backup worked because the tape is out.
We had a company that changed the tapes for 4 years solid.
The log files stated the backup worked the first day only.
The next day, the software was waiting for user input at 11:00pm at night to ask “Please put in a blank tape and press OK to continue” The job timed out at 11:15pm and auto-ejected the tape because ejected the tape was part of the job.

Are you sending your tapes offsite?
We had a company that had their tapes in a fireproof safe, but it flooded.

Do you change your tapes regularly and rotate them?
What would happen if a company used a single tape and left it in the server and the company burned to the ground?
Be sure to clean your tape drive when the tape drive requests it.
Do not over clean your tape drive.
Look at the log files if your tape software does not notify you.
Replace your tapes after 6 months to a year for DAT tapes.
Replace your newer technology tapes after about 2 years.

“I have a business to run and don’t have time to fix the computer problems at my company.”

Common problems we all face:
Problem: What causes lockups.
Overheating CPU
Overheating RAM
Overheating Motherboard

Real lockup vs. described lockup
Real lockup is total mouse keyboard and video freeze
Described lockup is depending on the user: (Not responding), delayed, single application problem

Once a CPU overheats, a fan may not fix the problem, only the frequency of the problem. The damage may already be done.

Start up error messages
Use msconfig to stop many of them

Spyware, Malware, Adware

Free tools for personal use, not for business: AVG, Adaware SE Personal

MX Logic Web defense Service is a great blocker of web sites and malware.

Web-based threats like spyware, viruses and phishing attacks are rapidly increasing in number, complexity and effectiveness, putting businesses that rely on the Internet at risk.

Compounding the problems posed by Web-based threats are the resource-draining effects of unauthorized Internet usage by employees, which saps productivity, contributes to network congestion, and makes the business susceptible to risk and liability.

Web security reduces risks

Using the MX Logic Web Defense Service, businesses can create a more secure network environment and integrate greater control over employee Internet usage. Ours is a fully-managed Web security solution that delivers effective protection against quickly-evolving Web threats like spyware, viruses and phishing attacks and incorporates technology to prevent unauthorized Internet activity.

The MX Logic Web Defense Service:

Blocks access to inappropriate websites (e.g. pornography, gambling, Webmail, shopping)
Blocks malicious Web threats (e.g. spyware, viruses, phishing attacks)
Provides visibility to Web usage through detailed reports
Enforces different Internet usage policies for different groups of users
Delivers continual updates which protect your users from the latest threats and inappropriate content
Protects users on the entire corporate network, including remote users
Provides powerful security, easy administration and use
Powerful security, easy administration and use

Many businesses recognize the benefits of using reliable managed security services to protect their networks, but cannot justify the cost or support the complexity of solutions designed for large businesses. The Web Defense Service, powered by industry-leading Blue Coat technology, was designed by MX Logic to specifically support businesses, state and local governments, and educational institutions with:

Convenient month-to-month contract terms
No hardware or software to integrate
Rapid service activation
Easy administration through the MX Control Console, our Web-based administrative portal
Flexible and scalable to grow with customer needs
24x7 service and support

While the Internet has become an invaluable business tool, it has also opened the door for network infiltration by spyware and viruses, and can subject employees to risk through fraudulent phishing attacks and identity theft. Futhermore, unapproved Internet usage by employees can adversely affect your bottom line by reducing productivity, increasing bandwidth usage and exposing your business to risk and liability.

Managing risks through web security solutions

The MX Logic Web Defense Service gives businesses the security and control they need to easily and effectively manage Internet usage. By routing your Internet traffic through our managed Web security service, your business can be protected from Web-based threats, while enabling you to effectively enforce your Acceptable Internet Usage policies. Our convenient managed Web security service filters your Internet traffic to:

Deliver up-to-date, around-the-clock security
Block Web threats at the network perimeter
Limit unauthorized and inappropriate Web surfing
Identify problem users and spyware-infected computers
Gain insight into Web behavior
Identify traffic by IP or explicit user authentication
Choose the level of protection that’s right for your business
Whether your organization is looking to strengthen its defense against Web threats or to gain greater insight and control over non-business related Internet usage, or both, the Web Defense Service is designed to meet your needs.

WDS Threat Control – powerful Web filter protects employees and network assets from harmful Internet-based threats like spyware, viruses and phishing attacks.
WDS Content Control - effectively monitor and limit non-work related Web surfing by employees.
WDS Total Control – combine Threat Control and Content Control for a comprehensive Web security solution

The MX Logic Web Defense Service was developed to meet the needs of businesses whose current Web security solutions cannot combat quickly evolving threats or who have no solution in place because they cannot justify the cost or support the complexity of today’s solutions designed for larger businesses.

Offering robust protection against Web-based threats and greater control over employee Web usage, the Web Defense Service is available as a convenient, feature-rich managed service. We offer:

Easy, convenient administration – Our centralized Web and email threat management policy platform, the MX Control Console provides one interface for managing all corporate-wide threats
User- and IP-level authentication – Helping you to gain accurate and timely insights into user Web behavior, the Web Defense Service leverages a customer’s LDAP or POP infrastructure for authenticating users via passwords
Group policies management – Administrators can easily adjust filtering policies based on needs of specific groups
Threat, content and usage reports - MX Control Console reports are available via download or export to CSV files
Automatic Web threat updates – The Web Defense Service is continually updated to protect you from the latest threats
Anti-virus protection provided by Kaspersky – Block viruses, even those included in Webmail, at your network perimeter
Broad URL filtering capabilities – Content Control draws on the broad Blue Coat URL database, which contains 15 million website ratings, representing billions of Web pages, more than 50 content categories, in 50 languages
Control streaming music and videos – Block sites that sell, deliver, or stream music or video content in any format, including sites that provide downloads for such viewers
Safe Search – Prevents users from accessing sexually explicit content via leading search engines
Convenient training classes – Train administrators through MX Logic® Education Services
24x7 Customer Support – Convenient support provided through MX Logic eService
By routing their Web traffic through the Web Defense Service, businesses can:

Reduce IT costs associated with excess bandwidth utilization and on-going maintenance
Protect their networks and users, including those connected remotely, by blocking spyware, viruses and phishing attacks at the network perimeter
Reduce the risk of business disruption by reducing threat of PC infection from spyware and viruses
Protect employees from fraud and the company from IP theft and compliance violations by blocking spyware
Increase employee productivity by controlling inappropriate on-the-job Web surfing
Effectively enforce Internet Usage Policies through Content Control

“I am paying my employees to clean up SPAM!”

If you own your own domain you can control SPAM.

MX Logic® Email Defense Service

Your business needs effective, reliable protection from spam, viruses and other email threats. It doesn't need more administrative headaches.

That's why thousands of businesses, state and local governments, and educational institutions choose the award-winning MX Logic Email Defense Service, which offers enterprise-grade service and performance, without enterprise-level complexity and cost.

Easy activation, administration and use
Affordable service packages designed to meet business threat protection and budget requirements
Comprehensive, effective defense against a wide range of email threats
Continually-updated protection for defense against the latest threats
The MX Logic Email Defense Service works at the network perimeter to identify, quarantine, block and strip suspect email messages before they can enter the messaging infrastructure, based on customer preferences established in the intuitive, easy-to-use MX Control Console.

Feature-rich package of protection, easy administration

Unlike appliances and enterprise software solutions that require integration, migration and a significant amount of ongoing maintenance, the MX Logic Email Defense Service is effortless and highly effective. Our solution requires no upfront capital or integration, is flexible and easy to administer, and offers rapid activation. The service includes:

Advanced Spam Blocking
Virus and Worm Scanning
Content and Attachment Filtering
Fraud Protection
Email Attack Protection
Outbound Message Filtering
Sophisticated Quarantine Management
Around-the-clock Monitoring and Protection
MX Logic Disaster Recovery Services
For added security, the MX Logic Email Defense Service supports SMTP over TLS, providing email delivery encryption which allows customers to easily send and receive email over a secure, end-to-end encrypted tunnel. And, our flexible, easy-to-use Group policies management feature enables customer administrators to create user groups, and subscribe each user group to a particular set of filtering policies.

Award-winning protection for your business

The MX Logic Email Defense Service continues to earn recognition for its effectiveness in protecting businesses from email threats.

The innovative service was honored as the Best Managed Email Service in the 2006 SC Magazine Reader Trust Technology Awards, and was selected as a 2005 Product of the Year by SearchExchange.com.

In addition, the Email Defense Service was awarded the highest available rating of five stars in the VeriTest Anti-Spam Benchmark Service Summer 2005 Report, in the vendor-tuned portion of the test. MX Logic also posted the highest spam catch rates in the independent test, with an out-of-the-box catch rate of 99.71% and 99.76% in the vendor-tuned portion of the test.

Multilayered, Network-Perimeter Protection for your Organization

As the costs and risks related to unwanted email rise, businesses can easily and affordably protect their email networks with the MX Logic® Email Defense Service. MX Logic's comprehensive, fully-managed service is a perimeter-based security solution that blocks over 99 percent of spam, viruses, worms and harmful content and attachments — and helps to eliminate 90 percent of spam-related costs.

Located outside of your firewall at the network perimeter, the Email Defense Service uses a unique multilayered system of more than 20 separate filters to protect against a wide range of email threats. Our powerful email defense system is continually updated by our team of MX Logic® Threat Center experts, to help protect against the latest threats.

The MX Logic® Email Defense Service received five stars, the highest available rating, in the VeriTest Anti-Spam Benchmark Service™ Summer 2005 Report. The high rating was a result of the solution’s performance in the vendor-tuned portion of the independent test, in which it posted a 99.76 percent Spam Capture Rate. MX Logic posted a Spam Capture Rate of 99.71 in the "out-of-the-box" configuration.

Stacked Classification Framework® spam detection system, which is powered by patented technology
Virus and worm scanning through MX Logic's proprietary WormTraq® worm detection technology and industry-leading anti-virus engines
Fraud protection
Email attack protection
Content and attachment filtering
MX Logic Disaster Recovery Services
Multiple allow and deny lists
Secure message delivery via Transport Layer Security (TLS)

MX Logic identifies, quarantines, blocks and strips suspect messages based on customer preferences established in the MX Control Console. Group Policies management from MX Logic enables customer administrators to create user groups, and subscribe each user group to a particular set of filtering policies. Using our unique Spam Quarantine Reports, end users have several options for dealing with their spam messages.

Features and Benefits of the MX Logic® Email Defense Service

The fully-managed MX Logic Email Defense Service frees network administrators from day-to-day threat management, while protecting the network infrastructure from the outside to greatly minimize risk and liability.

The MX Logic Email Defense Service protects at the network perimeter, and offers advanced administrative and user tools, and a safe external message quarantine. Couple these features with 24x7 monitoring, management, 24x 7 service and support, and its obvious why the MX Logic Email Defense Service is one of the most comprehensive and accurate in the industry. Businesses that choose MX Logic for their email security enjoy:

No upfront costs or long-term contracts
No migration or integration required
Rapid, effortless activation
Decreased IT and administrative costs
Increased employee productivity
Reduced corporate liability
Secure message delivery via Transport Layer Security (TLS)
Group policies management
The MX Logic Email Defense Service received five stars, the highest available rating, in the VeriTest Anti-Spam Benchmark Service™ Summer 2005 Report. The high rating was a result of the solution’s performance in the vendor-tuned portion of the independent test, in which it posted a 99.76 percent Spam Capture Rate. MX Logic posted a Spam Capture Rate of 99.71 in the "out-of-the-box" configuration.

Advanced Spam Blocking - Block over 99 percent of spam and eliminate associated costs
Virus and Worm Scanning - Integrate maximum protection against virus outbreaks
Content and Attachment Filtering - Reduce corporate liability and risk, while increasing corporate spam control
Fraud Protection - Protect your network and your employees from the risks of phishing
Email Attack Protection - Shield your network from vulnerability and attack
Outbound Message Filtering - Protect corporate integrity by establishing sent file policies
Sophisticated Quarantine Management - Control quarantined messages using safe, external end-user and administrator quarantine management
Around-the-clock Monitoring and protection - Feel confident in automatic, real-time messaging system protection
MX Logic Disaster Recovery Services - Protect your email network during outages with automatic protection designed for organizations that can never afford to lose an email.