True Story: Don’t Let This Happen To Your Company!

Here’s a true story with the names changed to protect the innocent…

During Friday’s lunch break, Susan ate lunch at her desk so she could surf the Internet for discount coupons at a local general dealer to use over the weekend. She discovered that she needed to temporarily disable her anti-virus software so a coupon printer could be installed. She felt it was innocent enough because the web site explained this was a common step in the process of accessing the discount coupons. Besides, she really wanted the 25% savings!

The next day at the general dealer's store, Susan discovers her discount coupons are worthless counterfeits. That’s because they were printed from a coupon web site designed to fool the end user into downloading a program that would connect her computer to a network of bots (also called a botnet). This network of illegally hacked computers is used to flood the Internet (and your inbox) with spam.

When Susan got in Monday morning, she discovered the company’s entire e-mail server was blacklisted as a spam source stopping ALL e-mail communications internally, as well as to clients and vendors. It took two full days to discover the source of the spam, clean up the mail server, and begin the process of removing Susan’s company from the blacklist at clients, vendors and various anti-spam monitoring services. It took another two weeks before everything was back to normal.

Don’t let this happen to you! This episode could have been prevented with properly installed and monitored anti-malware software, an anti-malware network appliance and an acceptable use policy in place for all employees to follow. There are more than 12 million zombie computers in the United States alone. If your network hasn’t been attacked yet, it will. Though this numbers game is rigged in favor of the bad guys, you don’t have to let it destroy your company’s productivity and good reputation!

If you are unsure if you have the proper software and procedures in place to prevent these problems from happening, please give us a call on 087 806 1330.

Happy Networking!

7 Warning Signs That Your Computer Is Infected With Spyware

Spyware is NOT harmless; it can be responsible for delivering a mountain of annoying spam, taking over your web browser, slowing down your PC, and serving up “sticky” pop-up ads. In some of the more extreme cases, spyware can actually steal your passwords, financial information, e-mail address book, and even use your PC for illegal activities.

Most spyware programs are designed to run undetected by the user, but there are warning signs like…

#1. Your browser has been hijacked. If you open your Internet browser and a strange-looking homepage pops up and won’t go away, chances are you have a spyware program installed on your computer. You may also discover that you cannot modify your browser settings and that your favorites folder has been modified.

#2. You conduct a search, but another (unauthorized) browser completes it for you. For example, you type a search term into Microsoft IE, but another browser pops up and lists various web sites tied to your search term. This is a surefire sign of a spyware infection. You’ll also notice that if you try to remove this program, it comes right back.

#3. Your computer is unstable, sluggish, locks up, or crashes frequently. Spyware programs run in the background taking up disk space and processor speed which will cause serious performance problems.

#4. You constantly get pop-up ads displayed on your screen, even if you aren’t browsing the Internet. Some of the ads may even be personalized with your name.

#5. The send and receive lights on your modem blink actively as though you are surfing the Internet or downloading files online, even though you aren’t. More than likely this is due to spyware programs sending and receiving information via your computer without your permission or knowledge.

#6. Mysterious files suddenly start appearing on your computer, your files are moved or deleted, or the icons on your desktop and toolbars are blank or missing.

#7. You find e-mails in your “Sent Items” folder that you didn't send.

If you are experiencing one or more of these warning signs, chances are your computer is infected so you’ll want to call us immediately to clean it up. We're only a phone call away on 087 806 1330.

The #1 Question I get from my Customers:

How Can I Get A Virus If I Have Anti-Virus?

There is a myth out there among small business owners that if they have antivirus software installed, then their computers and network are safe from getting viruses. UNTRUE. This has been my experience when performing our FREE Problem Prevention Network Audit.

Usually the business owner calls in a panic because one of the employees has unknowingly released a virus throughout the network and the computers are now operating at a snail’s pace!

And, inevitably, I am confronted with The Big Question: “How can I get a virus if I have antivirus software?”

In one particular occasion, the small business owner had AVG free software installed on all desktops and no antivirus software on the server.

AVG is a reputable company and they do sell a small business version of their software. However, the FREE version is not intended for business use and provides only the bare minimum of protection. Furthermore, many of the workstations at the client site had not been upgraded with the latest FREE antivirus.

The situation was so critical that I informed the owner immediately of this vulnerability and the need to correct it ASAP. The next day, Omniholdings was in their office implementing the 3-Part Approach outlined below. This approach targets different vulnerabilities of a network environment.

♦ Firewall (hardware) – Its purpose is to provide protections against outside intrusions – Hackers

♦ Antivirus – Its purpose is to scan incoming email for Viruses, Trojans, Robkits, and Keyloggers.

♦ Spyware – Its purpose is to scan websites for malware, spyware, and tracking cookies.

Without all three of these configured or up-to-date databases, the bad guys have different ways to circumvent your antivirus software. For more detailed information, visit our website at http://www.clevercare.co.za.

Stay safe and remember we're only a phone call away on 087 806 1330.

Windows 7 release date announced

Windows 7, Microsoft's new OS offering is due to be released on October 22nd, 2009.

It is not a "brand new" operating system as such, and looks an feels a lot like Vista, only much quicker. Hardware compatibility has been vastly improved and it is not as resource hungry than its predecessor, Vista.

Having run the release candidate version of Windows 7 for a couple of months I have one thing to say; I'm impressed...and a little bit worried (allrightie then, I have two things to say)

Windows 7 is quick. Blazingly quick when compared to Vista. Everything just feels faster. From bootup times to opening up applications. My battery life has even improved from 1 1/2 hours on XP to 2 hours 45 minutes!

Now for the caveats:
It is buggy! The moment I joined it to my 2003 domain, I started getting permission errors and it refused to open any items on my desktop. Zak reckons it is because it was designed to work with Windows 2008 server, I'm testing his theory and will let you know soon.

Are we excited? Definitely! Watch this space for updates.

-- Post From My iPhone

Why Small Businesses Use Windows Small Business Server

[Today's post comes to us courtesy of Becky Lymberis]

We’re often talking with small business owners about their business - to understand not only their needs and usage of technology, but also what’s important to them as business owners. Not surprisingly saving time and money, all the while providing better and differentiated service to their customers is of key importance. Windows Small Business Server 2008 (SBS 2008) is really a best kept secret that is a catalyst for small businesses to reduce costs, increase productivity and delight their customers because it really enables them to organize their business and communicate more effectively internally and with their customers.

SBS 2008 is an all in one server suite designed specifically for small businesses. It provides businesses with the technology to do the following:

· Organize and centralize information and data so everyone can find what they need.

· Share hardware such as printers and faxes.

· Back-up important data and restore files.

· Work remotely with easy and secure access to desktops, files, email and calendars from an internet connected PC or mobile phone.

· Share files more easily across PCs and mobile devices with a company intranet

· Run accounting or other business software on more than one PC (SBS 2008 Premium Edition)

· Easily set up new users, computers, and network access (or discontinue existing users and devices) as staffing levels fluctuate

· Look professional by consolidating email accounts with your own company hosted email

· Get better performance out of existing PC investments with centralized storage to free up space on individual PCs.

SBS 2008 was designed specifically for businesses with 75 or fewer PCs or users – and many small businesses are benefiting from a server, even those with as few as 2 to 3 PCs. If you’re interested you can try SBS 2008 today for free by visiting our product site.

SBS 2008 software can be purchased through a variety of channels such as Microsoft Small Business Specialists, retailers, or preinstalled on a server. Full solutions with server hardware can be purchased through a local system builder or major OEM (Original Equipment Manufacturer) such as Dell or HP for as little as R 15 000.

What is our USP

During the course of a sales call or visiting new prospects, I often get asked exactly WHAT our Unique Selling Proposition is. That got me thinking...

In a nutshell it is this: Concentrate on running your business, we'll run your IT.

We also have a few other key components to our success:

1. Our People

We have a dedicated Team of people. One of the lines on our mission statement read: "We will keep each other's promises."

That means that the buck stops with me. I will not hand over the responsibility to complete a job/service ticket/issue to another staff member. Ultimately, I need to finish the job (even if it is not mine). And I will never blame another staff member if something goes wrong - I take ultimate responsibility for all that happens in the business.

We have an ethos of always learning something new. Every day. Never stop studying! We have in-house courses that prepare our technicians for a life in the trenches. COST1 (Certified Omniskilled Technician Level 1) will prepare them for the basics and once they have completed COST2 I feel comfortable allowing them to work on client PC's.

Here are some of the subjects covered in the courses:

COST1:

1. The OSI Model
2. PC Name Resolution: How do you find a PC name if you have the IP Address? Simple - its called name resolution.
3. Protocols and Ports: Common Protocols and ports used
4. Useful Command Line Tools : There are various tools that you could use from a command line (DOS) in either Windows or Linux. Here are a couple of them:
5. Creating email accounts: Setting up new email users
6. VPN Setup Instructions: Setting up a VPN to a WOWConnect Server
7. Posix Administration Interface: We use Posix as our ADSL provider of choice. This is how you add ADSL accounts
8. ADSL Router Setup: How to setup ADSL Routers correctly.
9. Client Remote Support: Giving clients remote support with UltraVNC.
10. Server Setup Basics: The absolute minimum requirements for you to adhere to when setting up a new server
11. How to create VOIP Numbers :How to create VOIP Numbers on the Portabilling Interface


COST2:
1. Connectwise Training - Complete your Connectwise modules and exams
2. XXXXX Training - Our Managed Services specific training
- Basic Introduction to Setting up a new Site
- Server Monitoring Server Monitoring
etc....
3. Firewall Setup and Configuration
4. Webmin Training
5. Qmailadmin Training - How to use qmailadmin properly
-Logging In Logging In
-The Main Menu The Main Menu
-The Admin Pages The Admin Pages
-Quick Links Quick Links
-Accounts Accounts

6. VMWare Console Training

etc...

7. Exchange Server Training
- Configuring Exchange 2003 for Proactive Management
- Exchange 2003 Security Part 1
- Exchange 2003 Security Part 2
- Exchange 2003 Recipient Management
- Exchange 2003 Address Lists
- Public Folder Administration
- Outlook 2003 and Outlook Express Clients

8. Linux Command Line Tools Linux Command Line Tools
etc...

9. Understanding MX Records
- MX stands for Mail Exchange Records. MX records are used in DNS records(or Zone files) to specify how email should be routed.
- New Domain Registration and Email Setup How to register new domains

10. The Network Documentation Workbook

- What is the Network Documentation Workbook?
- The Binder Table Of Contents and Backup Log

etc... You get the idea!

2. Our Clients

I always tell staff that we work for the nicest people in the world. In fact, 99% of all our clients really are the nicest people in the world. If we take the time to talk to them and listen and resolve issues properly and on time, all people are the nicest people in the world!

We have built up a loyal client base over the past 10 years and we see them as business partners. As such we take responsibility for our clients IT infrastructure and we have changed our business model from one where the client is taking all the risk in our relationship (if something breaks, they pay for our time UNTIL the problems are fixed) to having the onus put on us for ensuring that their systems are always up. We are now doing unlimited remote and on-site support. If a server crashes, we pay. If there is a virus outbreak and we have to work for a week to get it sorted, that's our problem. You get the idea.

We also try and take as much of the daily administration of managing their IT infrastructure off their shoulders. We act as the middleman to all the clients vendors, be it Telecoms, broadband, PABX's, printers or cellphones. We call this service vendor management. By funneling all IT issues through our system we are able to monitor the vendors and we literally give the clients "one throat to choke". Doing this burdensome job allows us the opportunity to become a trusted advisor to the clients, and it also helps them to concentrate on running their business, not their IT.

In tough economic times we have to be very frugal with our hard earned cash. This is why our service offering includes helping our clients with setting up proper budgeting which results in a smart total managed IT spend.

3. Our Systems:

We have invested heavily in state of the art business systems to allow us to be the most productive at what we do. We use Connectwise as our PSA (Professional Services Automation) tool. It used to be a 'Helpdesk' system in the past but it has evolved way beyond that.

Our PSA allows us to resolve our calls within SLA, escalates the call to management if they are not resolvedwithin the allotted time period, checks when our client contracts are due for renewal, helps us schedule our staff, runs our projects, does our business workflow, maintains our client's asset base and gets our billing in on time and accurately (among other things).

It gives clients access to a portal where they can view upcoming projects, all tickets logged, invoices and if we are keeping within our SLA's (among others).

Solutions like these do not come cheap, but that is what differentiates us from our competition and leads to happier clients. We use international best practices in our company. And we are always asking what best practices are in companies similar to ours.

We have meticulously documented methodologies for each and every new business client that we implement. Our new client take-on checklist encompasses more than 350 items that needs to be done! All new projects, be it a server install, a new ADSL line, an entire VOIP rollout or designing an online marketing campaign has a step-by-step checklist that needs to be completed. Why? Because that is best practice!

and finally,

4. Our Business Outlook

We always try and have bold and innovative strategies to empower our clients. We have recently launched a service where clients are able to rent anti-virus software from three major AV vendors on a monthly basis. This enables clients that are not properly licensed to get legal quickly without a huge Capex outlay.

I have to admit that we're not re-inventing the wheel. Everything that we are trying to achieve in our IT Practice has already been done somewhere in the world. And done better, probably. That is why we partner with the most successful and innovative industry leaders in our field.

Some of these technology partners include MSP University, Microsoft, Connectwise and Zenith. We also follow technology trends like a hawk. People like Karl Palachuk, the VAR guy (yes, nobody know who he is - some clues may be found here: http://www.thevarguy.com/who-is-the-var-guy/ ), Erick Simpson and Vlad Mazek have amazing insights into the industry. And we study them and their companies so that our clients don't have to.

We are focused. Our target market are the SMME's. Our sweet spot is the 75 to 150 PC range. We are hungry for new business and agile when it comes to client needs. Need a new laptop by 7 AM tomorrow? No problem, we will sort it. We are willing to go that extra mile and try and exceed client expectations with every touch point that we have.

That is basically it. Not an elevator speech, I admit, but we really do have our very own USP.....

Please remember, if you have any questions or IT problems that you would like us to have a look at, we are only a phone call away...... 087 806 1330 or 0861 CLEVER.

Regards
Arno

Budgeting your IT expenditure

In the current economic climate we are regularly asked to assist our clients with their IT budgets, and specifically on which areas they could cut costs.

As with setting up any budgets there are two sides to the coin.

Firstly, we need to look at maintaining our current technological infrastructure. We call this the Operational budget. This is the annual expenditure to allow the client to operate and continue operating the current IT infrastructure.

Secondly we have to consider any investments into new projects or equipment.

1. The Operational Budget
Primarily, you will need to budget approximately 10% of the current value of your equipment for maintenance. It is a good idea to budget 15% to have a bit of a cushion in case of a huge system failure. These monies will go towards maintaining the current equipment (disk crashes, motherboards packing up, screens that need replacing etc.)

You will also need to budget for current maintenance and service contracts with suppliers. These include your IT maintenance or Managed Services provider (had to get that in first), printer and copier maintenance, PABX contracts, Least Cost Router contracts, broadband costs, cellular contracts etc.

Finally, make sure that you have made provision for all licensing fees that need to be renewed. This could include anti-virus subscriptions, server backup software and line of business applications (accounting software, CAD software etc.)

2. The Investment Budget
The investment budget deals with all new purchases and projects in the business.

Do you need to upgrade any Servers or PC's? Are you planning any special projects such as implementing VOIP or video conferencing? Implementing access control in your building or installing IP cameras? Are you planning on building a new web site or doing online marketing? All new purchases and projects need to be budgeted for in the investment budget.

If you are not certain of any of the two facets of yor budget you have a bit of legwork to do. Make sure that you have a detailed asset register of all your equipment and a replacement strategy for old equipment.

Talk to staff and find out what their IT pain points are. If there are any gripes with a current supplier, this would be a good time to consider a new partner or at least re-negotiating your current contract.

Budgeting this way wil allow you to have a nice steady expenditure on Operational Costs, mitigating the sawtooth effect of sporadic IT spend and have some leverage to get the important new projects approved.

As always, if you have any questions or need help, we are only a phone call away ..... 087 806 1330 or 0861 CLEVER

Regards
Arno