When’s the Right Time to Upgrade to the New Vista?

By Dino Achilleos
Are you confused about when to upgrade your version of Windows? Are you wondering what you’re missing in your Microsoft Office suite or if you’d be better protected with newer software?

Today’s tech tip will help you decide and give you strategies and reasoning that successful organizations with well-run Information Technology (IT) departments use.

First ask yourself the key question.

Do I collaborate on work documents, spread sheets, or other work products with people outside my organization?

a. NO, then there is no concern. Everyone within an organization should operate on the same software version, such as Microsoft Word or Intuit’s QuickBooks. Intuit offers a license for older QuickBooks’ versions to ensure consistency/continuity on all computers.

b. If the answer is YES, consider if others need to read, review, or comment on the work. A PDF file may be the best choice, allowing everyone to see without making changes. There are many PDF creation programs, ranging from $649 for Adobe Acrobat (the original) to as low as $40 for Print2PDF.

c. If colleagues need to modify your work, you need to standardize on a software suite, but not necessarily on the same version. If you use a version of Microsoft Office prior to 2007, and your colleague uses 2007, the Office Compatibility Pack is ideal to see all files in the newest formats with your Office 2003 or XP – and no need to upgrade. Other software vendors have similar solutions.

Let’s consider what many professional organizations, such as 3M, Red Box, and General Motors do when it comes to software upgrades.

You probably agree that running down to the pharmacy for a new “miracle cure-all” pill is not a good idea. You’d say, “Let somebody else be the guinea pig, I’ll wait until it’s proven.” So, why would you do that to your business computer systems? Why would you use unproven software? Yes, somebody has to be first – but not you!

When IT professionals look at a new version of Windows or other software we cringe. We see people wanting to change for the sake of change. We quote statistics like 80% of users use 20% of the available features and that 20% use 80% of that same feature set.

Let’s take a look back at the time of Microsoft Windows XP’s release:

· January 1, 2002 Windows XP released to public.

· September 2002 Service Pack 1 released to public.

· February 2003 Service Pack 1a released to public.

· Late 2003, Windows XP is now considered mature enough that professional and corporate IT personnel begin testing and consider introducing it into the workplace. That’s almost two years after its release!

· August 2004 Service Pack 2 released to public.

· IT professionals hesitate to install Service Pack Two as it’s not proven, and stand correct when systems crash due to its updates.

· October 2006, Internet Explorer 7 released…and havoc rains on many computers as it’s installed as an automatic update without asking for user confirmation. Users discover Web sites can’t be viewed, printers don’t work, and other annoyances are numerous until Internet Explorer 7 is uninstalled and they return to version 6 (tried and proven).

· September 2007 Service Pack 2c released to System Builders only.

· First half of 2008 Service Pack 3 due for release.

Well-run IT departments wait!

· They wait for proof that things not only work, but work well.
· We turn off automatic updates so we have stability and not ever-changing computer setups.
· We test configurations and make sure they perform as they’re expected to.

Is the launch of Windows Vista, Microsoft Office, or any other computer product ever going to be different?

Well, one hopes, but it’s a fact that every possible combination of hardware, software, and configuration options can’t be tested – so it can’t change. There will always be a need for Service Packs, updates, and hot fixes. The question is do you want to be a tester or a stable user. I know that stable is what’s best for my clients when it comes to their computers.

Do you want to be a tester or a stable user?

Dino Achilleos is the owner of Red Box Computer Solutions, London, Ontario, and can be reached at (519) 851-9434 or by emailing dino@redboxpc.com.

The Merits of BS (Backup Solutions)

By Dino Achilleos

Backup solutions are often overlooked by small businesses. Big or small, all businesses rely on their data including documents, correspondence, accounting information, contacts, and product information.

Most small businesses use electronic tools daily…in fact, you’re using one now by reading this article on the Internet or via email. Every day people write letters, information sheets, and create content for Web sites. Or they produce intricate presentations for potential clients that generate sales. Company bookkeepers log hours recording data. And the common thread in all these activities is that they all use a computer – and store the data on their systems.

When your work is done and on the computer…what could possibly be an issue? What could go wrong and cause problems for you and your business? If you didn’t create a backup, there are a number of events that could lead to the ultimate end of your business. Some of the most common reasons for recovering data from a backup are:

• Fire
  
  
• Theft
  
  
• Hardware failure (often due to age)
  
  
• Electrical surge
  
  
• Viruses, spyware, malware
  
  
• Component failure that does not render your data damaged, such as a non-functioning video card (it’s hard to work on your computer when you can’t see what you’re doing)
  

So, what is the ultimate solution to these and many other issues that can creep up on businesses that don’t take adequate measures to protect their data?

A backup solution of course!

You need to consider what you need to backup? I’ve touched on most of the items that are important to businesses, but also consider:

• Emails
• Addresses/Address Book/Contact Manager Data
• Bookmarks
• Financials
• Documents (ones you create and especially ones you receive from other sources, including quotes/invoices/forms/surveys/correspondence) · Anything that was created by or for you that would require your time, energy, and/or money to re-create
• Driver disks for your hardware such as printers, scanners, cameras, etc.
  
• Software applications that you use, whether store bought or downloaded from the Web
• A “snapshot” of your correctly configured computer system, with all the applications you use installed and peripherals setup the way you like them
  

Traditionally, organizations invested large sums of money in data backup solutions by purchasing tape drives, software, and tapes. Just ten years ago the cost of implementing an effective backup solution would have cost more than $1500 for a single desktop computer. Today, with common technology such as CD or DVD burners, backup solutions can be in place for less than $300, and replacement media costs are a couple of dollars as opposed to $30-$50. There are a number of solutions using today’s technology to make backup as easy and painless as recording your favourite television show so you can enjoy it later.

An inexpensive, but far from perfect solution is to collect the data you want to keep and burn it to a CD, DVD, or any other piece of removable media. For the most part you’ll have to hunt for things like your mail box, contacts, and bookmarks. You’ll also need to remember where your accounting package keeps its data and export specific parts of the Windows registry if you want the most protection you can get.

Backup software is recommended for these tasks to minimize the amount of interaction and therefore provide no variation from one backup to the next. Some solutions can be configured to run unattended, during lunch for example, or for users who don’t have a consistent schedule a desktop icon will run the backup at the click of a mouse. This solution requires the computer user to insert a CD before the process starts and to store it afterwards in a safe location.

Other backup solutions require no interaction. The data is backed up to a second hard disk either in the same computer system or another computer on the network (if there is one). This solution does not provide protection against fire, theft, or any type of physical damage or loss.

For this protection, you must connect an external backup device before the backup starts and then disconnect it and store in a safe place once the backup is complete.

The simpler your back up system is, the more likely it’s going to get done regularly. After all, how much data can your business afford to lose?

Dino Achilleos is the owner of Red Box Computer Solutions, London, Ontario, and can be reached at (519) 851-9434 or by emailing dino@redboxpc.com.

Published in Networking Today, January 2006.