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6 Essential Server Maintenance Tips You Can’t Ignore

Server MaintenanceIf you’re executing a good deal of programs from your server instead of the cloud, you’re going to have to provide extensive regular maintenance for your server.  Even if you don’t have to use your server much, it’s still wise to provide consistent maintenance and oversight to keep it operating smoothly.

A preventative approach always reduces more headaches than a reactionary one – and it costs less to do computer server maintenance that way too. But, whether it’s your in-house staff or a your Managed Service Provider, this list of action items should be part of your server care routine.

What should you be doing regularly?

There’s more than this, but this list is a starting point:

    1. Verify you have working backups.  You may have all the processes set up and everything looks good.  But, do a test recovery a couple times per year – just to make sure your data actually comes back when you need it. Best practices for effective Disaster Recovery list this as a “must.”
    2. Examine your disk usage.  If you need to store data permanently for legal purposes, it should be located within its own system.  Don’t use your regular system to store data you need archived.  This could potentially lead to security issues.  Also, if you use lesser data, you can recover faster if your disk fails.  The rule is this:  Once you use 90% of your disk’s capacity, either find old programs and data you don’t need and delete them, or purchase more storage.
    3. Automate repetitive tasks.  Your IT support team should develop a maintenance plan that automates full backups and transaction log backups.
    4. Know what external sources are available.  Are you hiring a third party to handle some of your server maintenance issues?  Make sure you know what your internal team is going to do, and what the third parties will handle.
    5. Don’t schedule routine maintenance on Fridays or before holidays.  Sometimes you have emergency maintenance and can’t avoid this, but if you know it’s coming, don’t do your maintenance at these times.  If something goes wrong during the maintenance, it can be impossible to get a hold of any additional support resources.
    6. Fine-tune your data warehouse regularly.  You never know how your users will actually use your system at any given point.  Because of this reality, you’ll have to periodically review how your data is used and fine-tune the configuration for the best performance possible.  Specifically, you should defragment and rebuild indexes when they reach 30% fragmentation, delete dimensional data 1-2 times per year, and clear out unneeded logs and historical data.

While this isn’t a complete guide to computer server maintenance, these tips will get (or keep) your organization going in the right direction.

Remote Monitoring May Be A Great Option

Remote monitoring of your servers through Great Lakes Computer is a cost effective solution that gives you piece of mind that your servers are maintained and working correctly.

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It’s Your Fault That Employees Are Largest Data Security Threat

Data SecuritySecurity breaches are becoming more of a promise than a threat. It is not a matter of if, it’s a matter of when. According to the Identity Theft Resource report, there have already been 300+ breaches that involved a total of over 1.3 million records in 2017. Last year they reported 980 breaches, meaning we are on track to exceed last years totals.  These are just the numbers on the reported and confirmed breaches – it is generally estimated that 75% of breaches go unreported. Who’s to blame for these giant lapses in security?

The weakest link in a companies security is the people that work there. They are responsible for an estimated 90% of cyber attacks. There are two main sources of employee security failures, malice and unintentional actions. The first, malicious breaches, are a result of poor screening of new employees. Thorough background checks are critical in reducing the likelihood of bringing on a person who intends to do your company harm. But, the majority of employee-involved lapses are unintentional.

An article from the Identity Management Institute expands on this:

The most common, easy, and low cost method used to steal access and other sensitive information from employees and other system users is spear phishing which is often a fake email asking potential victims to click a URL and fill out a form on a fake website or click on attachments and links which download malware onto the users’ computing devices leading to unauthorized access.

“Despite all the attention and resources that cybersecurity is receiving from the media, executive management, and governments, organizations still fail to protect their most valuable assets from hackers because they focus too much on network security while ignoring the employee identity theft and access exploitation risk,” says Henry Bagdasarian, the Founder of Identity Management Institute.

Human error doesn’t just lead to identity theft and access giveaway in phishing attacks. Other errors that employees and management make that facilitate security incidents include allowing inactive and orphan accounts with no ownership to exist, creating excessive numbers of highly privileged accounts, and sharing passwords.

“The main reason why we ignore the reports which point to human error as the main root cause of data breaches is the belief that only network security can stop hackers in the Internet world. This is not an accurate assessment because as organizations excessively fortify their network security with intrusion detection and prevention technology, data breach incidents continue to rise,” continues Mr. Bagdasarian.

Companies are failing to prevent cyber intrusions because they fail to address the weakest link in the information security chain which is people (employees, contractors, customers, and vendors) who have access to systems.

It’s always easy to blame others, and harder to put fault on ourselves. But, when it comes to maintaining your business’ network security, the onus is on you. Thorough training and cyber security policies are critical in teaching your team to avoid risks. It’s also important to have a robust data security framework in place. Great Lakes Computer offers a range of security and backup services that can protect your business in the event of an attack. Contact us to learn more.

Learn More About Our Security Platform

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Do These BEFORE Getting Online with a New PC to Keep Data Secure

Data SecurityGetting a new PC or laptop is a blessing and a curse. It’s a blessing in that you get a clean slate, a fresh start. None of the old junk cluttering up your shiny new hard drive. It works at its absolute best. The curse comes when you realize nothing is set up the way you’re used to and you have to figure out how to fix it all. Most of the work is based on your subjective opinion… tweaking things the way you like them. But, keeping your data security in tact is a necessity and it doesn’t matter who you are or what you use your computer for.

Here is a guideline of what you should be doing before you ever get online from the United States Computer Emergency Readiness Team (USCERT):

    1. Connect to a Secure Network

      Once your computer is connected to the Internet, it’s also connected to millions of other computers, which could allow attackers access to your computer. Information flows from the Internet to your home network by first coming into your modem, then into your router and finally into your computer. Although cable modem, digital subscriber line (DSL), and internet service providers (ISP) purport some level of security monitoring, it’s crucial to secure your router—the first securable device that receives information from the Internet. Be sure to secure it before you connect to the Internet to improve your computer’s security.
    2. Enable and Configure a Firewall

      A firewall is a device that controls the flow of information between your computer and the Internet, similar to a router. Most modern operating systems include a software firewall. In addition to the operating system’s firewall, the majority of home routers have a firewall built in. Refer to your user’s guide for instructions on how to enable your firewall. Once your firewall is enabled, consult the user’s guide to learn how to configure the security settings and set a strong password to protect it against unwanted changes.
    3. Install and Use Antivirus and Antispyware SoftwareInstalling an antivirus and antispyware software program and keeping it up to date is a critical step in protecting your computer. Many types of antivirus and antispyware software can detect the possible presence of malware by looking for patterns in the files or memory of your computer. This software uses virus signatures provided by software vendors to look for malware. Antivirus vendors frequently create new signatures to keep their software effective against newly discovered malware. Many antivirus and antispyware programs offer automatic updating. Enable that feature so your software always has the most current signatures.
    4. Remove Unnecessary Software

      Intruders can attack your computer by exploiting software vulnerabilities (that is, flaws or weaknesses), so the less software you have installed, the fewer avenues for potential attack. Check the software installed on your computer. If you don’t know what a software program does and don’t use it, research it to determine whether it’s necessary. Remove any software you feel isn’t necessary after confirming it’s safe to remove the software.
    5. Modify Unnecessary Default FeaturesLike removing unnecessary software and disabling nonessential services, modifying unnecessary default features eliminates opportunities for attack. Review the features that came enabled by default on your computer and disable or customize those you don’t need or plan on using. As with nonessential services, be sure to research these features before disabling or modifying them.
    6. Operate Under the Principle of Least Privilege In most instances of a malware infection, the malware can operate only under the rights of the logged-in user. To minimize the impact the malware can have if it successfully infects a computer, consider using a standard or restricted user account for day-to-day activities and only logging in with the administrator account (which has full operating privileges on the system) when you need to install or remove software or change system settings from the computer.
    7. Secure Your Web Browser

      Web browsers installed on new computers usually don’t have secure default settings. Securing your browser is another critical step in improving your computer’s security because an increasing number of attacks take advantage of web browsers.
    8. Apply Software Updates and Enable Future Automatic Updates

      Most software vendors release updates to patch or fix vulnerabilities, flaws, and weaknesses (bugs) in their software. Because intruders can exploit these bugs to attack your computer, keeping your software updated is important to help prevent infection.When you set up a new computer (and after you have completed the previous practices), go to your software vendors’ websites to check for and install all available updates. Enable automatic updates if your vendors offer it; that will ensure your software is always updated, and you won’t have to remember to do it yourself. Many operating systems and software have options for automatic updates. As you’re setting up your new computer, be sure to enable these options if offered. Be cautious, however, because intruders can set up malicious websites that look nearly identical to legitimate sites. Only download software updates directly from a vendor’s website, from a reputable source, or through automatic updating.
    9. Use Good Security Practices

      You can do some simple things to improve your computer’s security. Some of the most important are:- Use caution with email attachments and untrusted links. Malware is commonly spread by people clicking on an email attachment or a link that launches the malware. Don’t open attachments or click on links unless you’re certain they’re safe, even if they come from a person you know. Some malware sends itself through an infected computer. While the email may appear to come from someone you know, it really came from a compromised computer. Be especially wary of attachments with sensational names, emails that contain misspellings, or emails that try to entice you into clicking on a link or attachment (for example, an email with a subject like that reads, “Hey, you won’t believe this picture of you I saw on the Internet!”).

      – Use caution when providing sensitive information. Some email or web pages that appear to come from a legitimate source may actually be the work of an attacker. An example is an email claiming to be sent from a system administrator requesting your password or other sensitive information or directing you to a website requesting that information. While Internet service providers may request that you change your password, they will never specify what you should change it to or ask you what it is.

      – Create strong passwords. Passwords that have eight or more characters, use a variety of uppercase and lowercase letters, and contain at least one symbol and number are best. Don’t use passwords that people can easily guess like your birthday or your child’s name. Password detection software can conduct dictionary attacks to try common words that may be used as passwords or conduct brute-force attacks where the login screen is pummeled with random attempts until it succeeds. The longer and more complex a password is, the harder these tools have to work to crack it. Also, when setting security verification questions, choose questions for which it is unlikely that an Internet search would yield the correct answer.

Data security is getting harder and harder to protect as hackers find new ways to steal it every day. Our technology is also increasingly connected in ways that create gaps we may not even realize are there. If your network security is questionable, consider bringing in a security expert, like Great Lakes Computer. We can ensure you have the most up-to-date protections available.

Learn more about our Data Security Product Suite

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What Are Managed Print Services and Why Do I Need Them?

Managed Print ServiceThe business owner is notorious for being a “jack of all trades”. When you decide to start a business, you may not feel comfortable outsourcing tasks that you can handle yourself. But, as business grows, demands on the owner grow as well. It starts to become necessary to hand off some of the everyday maintenance tasks in favor of tasks that require your expertise. That’s just smart business. Managed Print Services (MPS) are a no-brainer.

What Are Managed Print Services?

MPS programs allow an IT repair and maintenance expert to oversee and manage all aspects of your business printing, across all print devices. This includes printers, scanners, copiers and fax machines. They monitor equipment functionality as well as supply levels. Managed print services can help you streamline your workflow, save you money, and help you reduce printer downtime.

Four Benefits of Managed Print Services

There are many benefits that a business can reap by taking advantage of managed print services. Here is a look at four of those leading benefits.

1. Optimize Resource Use. This benefit includes physical resources as well as personnel. First, MPS monitors your print demands and can identify who are your biggest print material users. Analyzing your print output allows you to see if any staff is printing unnecessarily and can lead to big savings in materials cost. MPS can also tell you which machines are no longer running efficiently, and repair or replace them before they become a strain on resources. When it comes to optimizing your staff’s time, over 25%of IT staff time is wasted on printer repair and maintenance. By freeing up your in-house IT team, they can focus on growth initiatives instead.

2. Keep printers in service longer. Most savvy business owners get their vehicle fleets serviced on time in order to reduce the chance of an inconvenient and expensive breakdown. It only makes sense to have routine services performed on a fleet of printers. Printer managers make sure that printers get serviced on time and that small issues get fixed before they turn into big ones. You get the most of your capital investments.

3. Automatic Supply Ordering.  Ordering of print-related products is simplified. Instead of continuously re-ordering toner, ink, paper and other print related supplies, an MPS will handle these aspects and provide one simple monthly invoice. Billing is done on a per-page basis so you only pay for what you use.

4. Cost Savings. Printing expenses can be streamlined and reduced. Most businesses are unaware how many printed sheets are wasted. A study conducted by Lexmark found that an average of 17% of all pages printed contained information the user didn’t want. Hiring an MPS can reduce printing costs by as much as 30% after the completion of an initial print audit.

Great Lakes Offers Managed Print Services

Are your printers out of commission all too often due to supplies or repairs? Are you dealing with a shrinking IT budget? If so, managed print may be for you. At Great Lakes Computer, we examine your current reproduction needs, streamline your work flow, and work to minimize printing costs. To learn more, download our free managed print brochure.

Download our Managed Print Brochure

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The High Cost of Mobility: Why Laptop Repair Costs More

Laptop RepairIt has been proven again and again, enabling a mobile workforce can be a boom to the success of all types of businesses. Business owners see increased productivity, efficiency, and employee satisfaction (and thus higher retention). All of these add up to cost savings. However, the lifeblood of a mobile workforce is the laptop and the key function of them is that they can go anywhere. This opens them up to a world of potential damage. But, why are they so much more costly to repair?

From one of our previous blog posts, here are 5 reasons it costs more to repair a laptop:

    1. The use of proprietary components: In order to keep things light and small, many manufacturers have to make custom components that are only standardized for their particular product. So, when one laptop is replaced with a new model, it can be nearly impossible to find replacement parts. There are some manufacturers that do not even have replacement parts for their own laptops so it’s up to the laptop repair technician to figure out an alternative repair method or simply declare it unrepairable. Either way it’s expensive!
    2. More integrated circuits: Integrated circuits (ICs) happen to be the leading reason why the size of consumer electronics is shrinking almost every day. However, the biggest drawback of ICs is the fact that they do not have screws or hinges that can be lifted in order to open them up and replace faulty parts. When an IC blows, it needs to be replaced but finding a replacement is not easy. 80% of the ICs used in laptops today cannot be purchased by a regular repair center and those that can, are very expensive. This adds additional overhead to any repair job. Some smart laptop repair engineers will improvise but often times these choices will mean that the laptop does not last very long. The alternative will be to send the laptop back to the manufacturer for repairs if it’s still under warranty.
    3. The latest components are not designed to be repaired: The innovations in technology are happening at such a rapid pace, it’s often not in the manufacturer’s best interest to allow repairs. If your machine fails after three years, there is likely a smarter, faster, lighter-weight model to replace it with, instead of repairing the outmoded tech. Also, in order to protect proprietary technology, manufactures may limit the access you can have to it. It makes the repair process both difficult and expensive from a consumer’s stand point.
    4. The price of connecting wires and boards have risen steadily: Things like the keyboard connector, the screen connection cable etc., seem to all vary from one manufacturer to the next. There are some that only use a specific type of connector which is not interchangeable with those of other laptops. So, when these wires fail, an otherwise cheap fix of simply replacing a wire by a technician can often become expensive owing to the rising cost of these wires. Since the screen’s cable is the most commonly failing item in 90% of laptops, the price of this repair varies widely but happens to be the most expensive for laptops with high resolution displays.
    5. Fault detection takes hours: While components were larger in the past, they made detection of failure points easier. Today, according to experts, shrinking components have made it increasingly difficult to find failure points. Laptop repairs that once took an hour or two now can end up taking the whole day. Also, literally hundreds of screws, adhesive and tape used in laptops makes the process even more cumbersome and so these are repairs that can only be handled by experts.

With the high-cost of laptop repair, is it really worth shifting your team to a mobile environment. ABSOLUTELY! At this point in the game, not offering mobility is going to cost you the most in loss of talent. The engineers at Great Lakes Computer are experts in computer, printer, server, and point-of-sale repair and maintenance. We offer several levels of service as well, from hourly to contract maintenance. Contact us today to get your computer problems fixed and your laptop back on its feet.

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4 Best Practices for Server Documentation

Server Servers are complex pieces of machinery that very few people in a business generally understand. Because of this, it’s critical to have thorough server documentation in the event of an emergency. If a problem occurs with your server, you want to be able to act quickly and a well-organized manual is critical to reducing recovery time.

The best time to create this documentation is when a new server is installed, but it’s never too late to repair sins of the past. Here are four best practices to apply when developing a server document.

    1. Inventory First. Step one is a list of all hardware in your network. Next complete a software inventory that details the operating systems, virtual machines (and all their operating systems), drivers, applications, and all the associated licensing information. All manuals for any of these units should be kept together as well. Document the settings and scripts that are the baseline of operations for each unit as well.
    2. Make a Map. The most important piece of a server document is the network map. First, every piece of equipment in your infrastructure should be physically named and labeled (Read our post about server room setup for tips). Create a diagram of your office and label each room. Then draw each piece of equipment in that room and note what it is named. Then map the connections from each piece of equipment to the next. This in-depth guide to where your hardware is located, and which connections it is part of, is critical in the event of service failure.
    3. Log Every Interaction and Keep It Updated. Keep a thorough account of any action taken that inolves the server or hardware, even if you aren’t doing anything that would seem to affect the connections or performance – like dusting the equipment off. In the event of an issue arising, the tech trying to repair it may see a connection between actions that you didn’t. Try to keep only one copy to ensure all updates are made in the same document. More copies increases the likelhood of outdated information.
    4. Store It In Plain Sight. Whether you’ve compiled all of your data in a binder or on a series of flash drives, keep it in a safe place that’s easy to find in the event of an emergency. All of your manuals should be here as well. If a piece of equipment gets outmoded, its manual should go too.

If taking on this documentation task seems like it’s overly technical for your team, consider hiring a Managed Service Provider, like Great Lakes Computer. We can determine the ideal setup, install your hardware, provide thorough documentation, and actively monitor your server performance remotely to get ahead of any  potential issues that arise. Contact us today to learn more. 

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