The recent fever over the FIFA World Cup made unsuspecting victims an easy target for malware makers, spammes, and scammers using the sport as a means to spread nefarious software or lure users into money-making scams.

It seems the entire world was in the grip of the 2010 FIFA World Cup fever as several countries vied for football supremacy in South Africa. Unfortunately, malware makers, spammers, and scammers capitalized on the fever as well, using references to the event as a means to spread nefarious software or lure unsuspecting users into money-making scams.

Some of the threats included 419-style scams, lures selling fake tickets, even fake products and business opportunities related to the World Cup. One particular ploy involved a couple of websites selling a bogus filter to cancel out the sound of noisy “Vuvuzela” trumpets in TV broadcasts. Scammers had even used legitimate websites to sell them—such as eBay and other auction sites.

Several spammers used sophisticated techniques to confuse SPAM filters by using tools to automatically scrape the text from hundreds of websites (including news sites) and using them to spray random bits of this text into their messages. Another new development that was seen were targeted attacks on top executives of international manufacturing companies and government agencies.

With the 2010 World Cup behind us, what does this mean to us now? Everyone should always be on guard against websites, links, or messages that seem too good to be true (because most likely they are), but understanding that scammers and spammers especially thrive during popular events helps everyone to be on extra high alert.

According to DriveSavers data recovery service, 43 percent of companies that lose data in a disaster never reopen, and 90 percent are out of business within two years. How can you prevent data loss—without the hassle and expense of staying on top of the latest technology and continually monitoring backups? Consider a client-server network combined with Managed Services.

With client-server networks, computers and other devices called clients are connected to a centralized computer called a server. The server stores information in a central location, and shares it with the clients on the network.

Why is this a better setup for data loss prevention than the traditional peer-to-peer network, in which computers are connected directly to other computers?

First, because peer-to-peer networks have no centralized security safeguards, anyone connected to the network can gain access to all of the devices on the network, making it easy to lose data through malicious acts by hackers and viruses.

Second, because peer-to-peer networks don’t share information in a centralized loca­tion, if one device on the network fails, all the data stored on that device is lost. This makes it easy to lose data through hardware and software failures.

With a client-server network, you address both of these potential problems. Security software can be installed centrally, ensuring that everyone on the network has the most up-to-date protection. At the same time, access to data that might be lost through malicious acts can be controlled, with different access levels given to different users. It’s also easy to back up (and retrieve, if necessary) data because it’s stored in a centralized location.

The only remaining problem is that maintaining a client-server network requires you to stay on top of the latest technology, monitor backups, and troubleshoot problems—and that can take the resources of a dedicated IT staff.

If you don’t have such an IT staff, or if you’d prefer your IT staff to work on revenue-producing projects, you may want to consider Managed Services. With Managed Services, an IT company monitors your network to ensure security is high and data is backed up regularly. If a problem occurs, it’s addressed quickly, with data retored almost before you know it’s missing.

The best news: Your support costs should be approximately the same as if you were paying to address problems as they arise—but your network’s safety will be significantly higher.

As late as mid-2009, the United States still trailed other industrialized countries in regard to physician adoption of EMRs, according to a survey by Commonwealth Fund.

One reason for this may be that older physicians are less likely to use an EMR than younger ones, according to a recent Centers for Disease Control study, but the EMR implementation story involves more than age.

A common fear of EMR adoption is that using an EMR is time-consuming. Many physicians believe that an EMR would interfere with their relationships with patients. A recent Internet Evolution article summarized the problem well:

“Have you ever been ignored by someone who was texting or otherwise engaged in a digital conversation? Did you feel that the person was being rude and unresponsive to you? If your answer to both of these questions is ‘yes,’ then you will understand the real reason why some doctors don’t want to adopt electronic medical records systems (EMRs),” recently blogged an anonymous doctor. “We know instinctively that the human side of medicine—the attentive listening, the visual cues, the continued eye contact, and the careful history and physical exam—is critical to our profession. The problem we have with EMRs is that they often interrupt the sensitive and intuitive parts of what we do. EMRs and other digital ‘tools’ designed to make our work more efficient, may do so at the expense of the human connectedness our patients deserve and need.”

These concerns are valid: It’s every physician’s primary goal to provide the best possible patient care. But EMR use doesn’t have to get in the way of doing so.

“We’re saving time and money, but more importantly, we have much more meaningful interaction with our patients because we don’t have to flip through paper charts…,” says Dr. Thomas Perkins, DO, a partner with the Institute for Athletic Medicine in Auburn Hills, Michigan, which implemented an EMR.

While the fear of altering patient relationships is a good reason to be wary of an EMR, it doesn’t have to be—with the right EMR. An EMR with a highly intuitive interface that requires minimal interaction during a patient consultation, such as gloEMR by gloStream.

“It’s clear to us that gloStream’s product development team really thought through the natural progression of the patient visit,” said Dominick Roto, MD, of Riverview Medical Associates, in Putnam, Connecticut.

Related Articles

• Why Doctors Have Trouble With EMRs
• What Doctors Say

Lately there has been a trend among companies, no matter what size and maturity, toward the use of so-called “virtual” teams. Driven perhaps by rising office and energy costs, maturity of computing and network technologies, talent scarcity, or simply the opportunity to realize increased efficiency,  this has resulted in the adoption of flexible work arrangements for some employees including flexible time and working from home – or even from remote locations in different time zones.

Along with this trend has come the need to support this new way of working. A wealth of options exists—from virtual team spaces and online collaborative tools to more advanced communication devices such as smartphones and tablets. Here are a few examples.

For teams working at the same time but from different locations:

• Conferencing applications—via telephone or video
• Shared workspaces and whiteboards
• Instant messaging
• Wireless communication devices

For teams working at different times but in the same place:

• Team rooms
• Intranets

For teams working at different times and from different places:

• Extranets
• Virtual Private Networks
• E-mail/Groupware
• Message boards
• Blogs and knowledgebase tools

With the right tools, work can happen any time and from any place. Interested? Get in touch with us and find out more.

You’re probably aware of the benefits of a client-server network—but are you prepared to handle the maintenance? If not, you may want to consider Managed Services.

According to a Forbes study, client-server networks help small businesses extend their geographic reach, find new customers, and increase revenues while maintaining or decreasing costs—and as a result, employees at small businesses using client-server networks perform 20 percent more revenue-producing tasks.

However, installing and maintaining such a network isn’t easy. It requires you to stay on top of the latest technology, monitor backups, and troubleshoot problems.

The traditional method of installing and maintaining a client-server network is to hire a staff of IT professionals to do the work, but this may not be realistic for small or even mid-sized businesses not be able to afford a dedicated IT staff.

Outsourcing may be a cost-effective way to solve this problem. If you want to outsource, you could hire an IT company to set up your client-server network, then wait for the network to break down before calling the IT company to perform the repair.

Or, you could consider Managed Services. With Managed Services, an IT company monitors your network to ensure performance and troubleshoot problems before they get out of hand. And in the unlikely event that something goes wrong, you’ll have qualified professionals on call to come to the rescue. Moreover, your support costs should be approximately the same as if you were paying for reactive support—but your network’s performance and reliability will be significantly higher.

So why spend time and money running a network when both can be better spent running your business? Consider Managed Services for you client-server network maintenance.

Why, the blogger asks, are hardware companies churning out technology such as the iPhone and Android phones and software companies producing intuitive programs such as Google Chrome and Gmail, yet EMRs still “look and act like Windows 95”?

The answer: They don’t have to.

In his blog, Microsoft’s worldwide health senior director Bill Crounse, MD notes that while there are hundreds of EMR solutions on the market, gloEMR, produced by gloStream, “really seems to resonate with a growing list of satisfied clinician customers.”

That, in part, is because gloEMR has an intuitive user interface and information is easily accessible—which addresses Kevinmd.com’s two major complains about the average EMR.

Just listen to what some of gloEMR’s users had to say:

• “gloStream’s electronic medical record software is so intuitive and easy to use.” Amanda Wood RT (R)(M)(BS), practice manager, Center for Women’s Health, Greenwood, Indiana

• “[I]nformation is where we want it and need it.” Dr. John Samani, MD, president, Institute for Athletic Medicine, Auburn Hills, Michigan

While some EMRs may lack in the areas Kevinmd.com discusses, others clearly do not. The key is not avoiding EMRs altogether—but avoiding EMRs that don’t offer the look and functionality you need.

Related Articles

• EMRs Are Ugly, and What The Next Generation of Doctors Can Do
• A Contemporary and Intuitive EMR Solution Built on Microsoft Office
• What Doctors Say

However, few people understand the risks of using wireless hotspots. When you go online in open networks that don’t use a password or encryption, potentially everything you send out from your computer can be seen by anyone with adequate technical knowledge. Therefore, whenever possible it’s best to connect in places where some encryption—either WEP or WPA—is employed. If that’s not available, using a VPN (Virtual Private Network) can help, which allows you to establish a secure channel of communication to your office network over the public Internet. How you use certain software is also something you should be aware of—some browsers, instant messengers, and email clients are more secure than others.

Wireless hotspots can be great when travelling on business or working on the road. Being proactive about security issues will go a long way in ensuring your safety and privacy, and we’re here to help. We can set up your machines for secure access by implementing a network VPN, consulting on software security, and much more. Contact us today to learn more.

A few days after the advisory, security firm Sophos warned users of a website using the vulnerability to install malicious software on victims’ machines, and of possibly more exploits coming out soon. Users of Windows XP and Windows Server 2003 are advised to disable features within Help Center that allow administrators to remotely log onto their machines. For individual users, Microsoft has released a patch for the flaw.

Don’t know how to install the patch? Need help? Let us know! Of course our customers with Managed Services are automatically advised of these vulnerabilities, and patches are applied as soon as they are available. Contact us today to find our more.

RBLs tag machines or networks of machines as being sources of SPAM, causing their emails to be filtered out by many mail servers. This can result in legitimate emails not reaching their intended destination, and can victims’ reputations. In addition, having an infected machine or network of machines can waste bandwidth and slow down outbound connections.

The cause of outbound spam varies, but can including everything from compromised email accounts to “zombie” machines – machines infected with malware sending out spam unbeknownst to the user.

There are multiple ways of protecting computers and networks against the risk of outbound spam, and our Managed Services clients benefit from our proactive protection and filtering. Contact us to find out more.

Some of these risks include the introduction of malware such as viruses, worms, and trojans to the computer or even your network. By default, many Windows machines are configured to automatically run or execute software on USB devices. Malware can also reside in data stored on USB drives that can be triggered when the files are opened. For many companies, unmonitored USB devices also expose the company to the risk of unauthorized theft or exposure of sensitive, confidential data.

You can limit the risks posed by using USB devices a variety of ways. One is to make sure your threat management systems, such as antivirus software, are updated and are set to monitor USB drives connected to your laptop or PC. To protect data on your computers and network, you can use data encryption tools or monitoring systems that log access to sensitive information. A clear policy on the acceptable and proper use of the company’s computing and network resources can help as well. Of course, the safest policy of all is to disable USB devices on company PCs and laptops altogether.

Need more information on how to manage the use of USB portable storage devices in your company? Contact us to find out how we can help.

And why not? File sharing and P2P is easy to use, simple, and inexpensive. And never mind if some employees download some personal files on the side – a song or a movie here and there never hurt anyone. Right?

Wrong.

The big catch when using P2P programs and common file sharing platforms is that it compromises your company’s security. Exposing your computers and your system to such a mode is filled with all sorts of risks.

First, people can accidentally share files that aren’t supposed to be for public consumption. They may also inadvertently download viruses and Trojans that infiltrate your system, steal sensitive information, and cause untold damage. If you are on a network, even if just one computer becomes infected, it can spread to all other workstations on the network. Some unscrupulous P2P abusers even use other people’s computers to remotely store illegal data, such as child pornography.

It’s very important that you have a secure system in place to handle large file transfers that cannot be shared through email. Guarding your network from outside infiltration is a must, but you don’t have to sacrifice efficiency and ease of use. So if you’d like to explore your options for secure file sharing, we’d be happy to lay out a plan that will fit your specific needs.

These are important questions. After all, what happens to your data if you want to change EMR providers because you selected the wrong system—or if your EMR provider goes out of business?

Because you’ve made a huge investment in your EMR in both money and time getting information into it, you should have the right to take that information with you if you decide to make a change. But do the EMR vendors you’re considering promise that you can always access your data—and take it with you to another EMR, if necessary?

One thing to look for in selecting an EMR is a system that stores data in a Microsoft-based format. Microsoft technology has been tested for decades, is supported by thousands of technology partners, and will likely be around forever—so data in a Microsoft-based format is portable.

gloStream’s EMR, gloEMR, stores data in a Microsoft-based format—specifically, Microsoft Word and SQL Server.

The result is significant to health care professionals. Not only is your data portable—it’s also easy to use. Since you probably already know how to use Microsoft Word, you’ll spend less time on training, which will increase the time you can spend on other tasks, such as seeing patients. Plus, Microsoft technology is only getting better, since Microsoft spends $5 billion annually to improve its Office suite—and that in turn will keep improving gloEMR.

Related articles:

The Importance of Data Portability and Stimulus Preparation

Are you a candidate for Managed Services?
Take our quiz below.

Managed Services checklist

o   We’re having difficulty staffing qualified IT professionals.

o   We’re concerned about the security of our data.

o   We’re concerned about the security of our transactions.

o   We’re concerned about the security of our communications.

o   We aren’t always able to respond quickly to market demands.

o   We need to reduce overhead costs

o   Staying up to date with evolving technologies is difficult for us.

o   Maintaining current hardware and software is time consuming.

o   We need to operate in real time to meet 24-hour demand.

o   We need to deliver services to remote offices or workers.

o   Our growth depends on our implementation of new technology.

o   We need to upgrade our infrastructure.

o   We need to relocate our infrastructure.

o   We’re undergoing a merger or acquisition.

o   The scale of our operations is going to change.

o   We want to expand into new markets.

o   We’d like to focus our efforts on our core competencies.

o   We need to focus only on mission-critical activities.

o   We need to implement a global IT network, but we lack the resources.

o   We’re concerned about our ability to keep up with the latest security threats.

o   We’re affected by privacy or security regulations.

o   We’re experiencing dynamic business growth but have a hiring freeze.

o   We need to maintain our current IT capabilities but are downsizing.

If any of the items apply to you, you may want to consider Managed Services. Bring your completed list to us today, and we’ll let you know how can help.

When it comes to technology, though, reality favors the opposite. You might have hardware right now that’s a bit old by industry standards but is still working, so there seems to be no need to upgrade or replace it. Sooner or later though, it’s going to cause you a lot more trouble than it’s worth.

For instance, what if you are in a middle of a major project your hardware breaks down? Hardware manufacturers constantly upgrade their technology, leaving past models behind. This means that the older your hardware is, the harder it will be for you to find support or spare parts when things go wrong. Unless you have a backup plan, this scenario can turn into a big nightmare. And IF (that’s a big “if”) you can find the replacement parts you need, you’ll probably wait for weeks for them to arrive and for the repairs to get done, making you lose precious time and profit.

The advantage of upgrading your equipment is that the more advanced it is, the higher the quality of your output. Your workflow can be made much easier and more efficient with better performing hardware specs and added features that come in newer models. And with the right support from manufacturers, any glitch or problem can be fixed within a reasonable period of time since parts and other replacement components are in stock and readily available.

Of course, you don’t need to upgrade each time a new model is released. The key is to know when give your hardware a boost. If your upgrades are properly planned, you can change systems and replace equipment without compromising your productivity or output.

So if you want to assess your current hardware, we’d be happy to sit down with you to create a roadmap for your future upgrades.

The EMR you choose will be an integral part of your practice’s operation for many years, so you’ll want to select an EMR system that you can learn how to use effectively—from a vendor that will be around to support it.

Of course, it isn’t possible for an EMR vendor to operate in every single location in which it sells EMRs—but it can still offer on-site training and local support.

How? In the case of gloStream, through a unique partner model—a network of local IT businesses that specialize in supporting EMRs for small and medium-sized companies. These partners are thoroughly familiar with gloEMR, gloStream’s EMR system, and are equipped to effectively install, train, and maintain the system on-site.

On-site training is important because getting up and running on your EMR quickly and accurately is important to keeping your practice operating with minimal interruption to service. Support is important because, as with any software, you can expect occasional problems, and your EMR vendor should be available to fix them quickly and efficiently.

The bottom line: Be sure to ask potential vendors about training and local support. Your EMR vendor will be your partner in a long-term undertaking—and as with any partnership, it’s best to get to know your partner well before you commit.

Related articles:

Selecting an EMR Vendor—Look for Local Support

http://webworkerdaily.com/2009/06/02/3-efficiency-tips-for-using-dual-monitors/

First, let’s review business continuity planning, which is simply the creation and validation of a plan for how your business will recover critical activities after an extended disruption, such as a disaster.

Business impact analysis is one of the first steps in creating a business continuity plan in that it simply seeks to identify your business’s exposure to a sudden disruption of critical activities.

How do you conduct a business impact analysis? Many resources, including templates, are available. Let’s review the basic steps.

First, when looking at your firm’s activities and the cost of their loss during a business disruption, you’ll want to be sure you consider both financial costs and non-financial costs (such as customer service, supplier confidence, and market perception). Be sure to consider a number of possible scenarios. For example, what if your building is completely destroyed? What if some key personnel are not available? What if the disruption occurs during a peak period for your business?

Second, you’ll decide what’s critical and what’s not. An activity is probably critical if (a) its functionality is required by law, or (b) you consider its disruption unacceptable.

Third, for each critical activity, you’ll then assign two values: a recovery point objective, which is the acceptable amount of data that will be recovered, and a recovery time objective, which is the acceptable amount of time to restore the activity.

You may want to perform a business impact analysis before you create a business continuity plan—and your IT infrastructure will play a big role in both. Is your data backed up? How often? Give us a call and let us help guide you through answering these questions and developing a plan for your critical business needs.

http://www.zdnetasia.com/remove-that-annoying-background-from-your-company-logo-62063214.htm

Charlie’s interview is particularly relevant with the recent headline mentions of Adobe Flash with Apple’s refusal to make Flash work with their popular iPod, iPhone, and now iPad products, citing its instability and poor security. Microsoft, in its most recent Security Intelligence Report, pointed to Flash was as the most commonly exploited browser vulnerability in the first half of last year.

Charlie seems to share the same view, citing security issues as evidenced by the long list of security patches alone this past few months. His tip? Use Microsoft IE 8 on Windows 7 without Flash to be as secure as possible. If you can’t avoid using Flash, make sure you are using the most up-to-date version with all security fixes and patches applied.

Too busy to do it yourself? Get in touch with us and we can do it for you as one of the many tasks we take care of with Managed Services.

If you travel for business, chances are you need to connect to the Internet while on the road. Here are some tips to help:

Set up wireless access. If you travel frequently, sign up for a wireless data plan from your service provider. Depending on the features of your mobile phone, you can use it as a substitute for your laptop for accessing your emails or browsing the web. Some devices support tethering—where you use your device as a wireless modem for network access. Newer generation netbooks and laptops natively support 3G, which allows these devices to browse the Internet in places where WiFi is not available.

WiFi is your friend. If you haven’t signed up for a wireless data plan, your mobile phone is limited in its features, or you prefer to use a laptop that only has support for WiFi, do your homework and research whether your destination or nearby areas provide WiFi access.  Websites such as WiFi Hot Spot List, JiWire, and gWiFi.net provide a database of places offering free WiFi. HotelChatter.com provides an annual list of Best WiFi Hotels as well.

Dial-up as a last resort. You can always resort to dial-up if your location only provides fixed-line telephone access. Some ISPs still provide dial-up as an option and it’s a good idea to keep their access numbers just in case.

Feel secure with VPN. If you are accessing sensitive data while travelling, certain programs will ensure secure access via public Internet connections.  One example is the use of Virtual Private Network (VPN) software which can create a private network between two or more computers. If your company provides this service, use it. If not, contact us and we can set one up for you. Note that while you have access to office resources such as company file servers, printers and email as if you were there, you could possibly be restricted to the same security policies as well.

Interested in finding out more? Contact us to find out how we can help you stay connected on the road.

Do not use real words. Words such as “password”, “god”, “love” or some other common phrase can easily be guessed at by hackers. In addition, hackers use tools that automate guessing – randomly trying words from a dictionary one at a time until it gets it right.

No personal information, please. It’s tempting to use personal information since it’s easy to remember. However, passwords based on your name, your child’s name, your birthday, anniversary and the like can also easily be guessed at or researched online.

Not too short. Again, automated tools can make quick work of short passwords. The longer it is the harder it is for these tools to crack. A good rule of thumb is at least six characters, with eight to twelve being ideal.

Mix it up. Use numbers and special characters in your passwords. One technique is to substitute special characters for letters. For example, a becomes @, e becomes 3, i becomes !, l becomes 1, o becomes 0, s becomes $, and so on. Another tip is to also append or prefix with a special character so that your password looks something like this:  “_!p@$$w0rd!_.”

Use a password management tool. There are several tools that can help you manage and safely store your passwords. Some require you to download software which stores your different passwords encrypted on your hard drive, and you only need to provide one ”master” password to access the rest. Others have you store that information online. Particularly handy, especially for managing online passwords, are those that plug into your browser and can autogenerate a password on the fly based on the website you are using.

Creating secure passwords is a must, but managing them can difficult. Using these tips can make the process not only easier but also more effective and safe.

The demands of your industry can be taxing, but one way to make sure that you’re one of those at the top is to always keep your software up to date. Updating software will allow you to deliver your services in a more efficiently and effectively. Updates give you access to improved features that help you work faster and improve your overall output. Updates also fix bugs that cause problems you might not be affected by it now, but sooner or later will come back to bite you – so it’s best to avoid them altogether.

Another important reason to update involves security. New viruses and malware are constantly developed, and criminal identity theft rings are on the rise throughout the world. You need to guard against the damage that can be caused by malicious software. Your company’s continued operation, as well as the privacy of your data (and that of your clients), depends on up to date software – especially anti-virus programs.

Updating software is a key part of keeping your business on top of its game. Staying current may sound easy – but it can be difficult to make sure things stay secure and are compatible with your current hardware and applications. Don’t hesitate to give us call and find out how our Managed Services takes the headache out of staying up to date.

Keep it light. Bring the absolute minimum you need. Stuff can easily get lost, shuffled around, or become quite heavy in a run from one gate to the next. If you’re a frequent traveler opt for a netbook or an ultralight laptop. And if a PDA or smartphone will serve your needs, use that instead.

Carry it on. Don’t put your gear in your check-in luggage – you’d be appalled at how your luggage is handled at some airports. It’s routinely stacked, thrown around, and dropped. Always bring your expensive electronic equipment on board with you.

Be prepared to unpack it. In many airports, you’ll be asked to unpack your laptop for x-ray. Normally you’ll be asked to put it in a bin on the conveyor belt for x-ray. Make sure to use a carrying bag that’s easy to open and repack.

Be alert. It’s very common for technology items to be stolen in airports and even on the plane. Never let your items out of your sight. Don’t leave them behind where they can get lost, and always be on guard.

Keep it accessible. Airport regulations require you to shut off your device during the takeoff and landing. Keep your devices easily accessible, preferably near your body or tucked into the pocket seat in front of you. If you have information stored in your phone or mobile device such as your itinerary, the person who is picking you up at the airport, rental car information, etc., you’ll thank yourself later for keeping it within easy reach.

Traveling can be exciting, but without the proper preparation can also be a pain. Hopefully these tips will help make your next air travel adventure more pleasant.

“Small and mid-sized businesses…will be increasingly interested in the productivity gains made possible by advanced technology,” said Raymond Boggs, vice president of SMB research at IDC. “New mobile communications solutions, videoconferencing, and online resources will be especially attractive, as will alternative approaches to technology acquisition and deployment.”

The reason, says IDC, is that these advanced technologies can help reduce costs and provide growing businesses with an important competitive edge.

One way to gain access to these advanced IT technologies is through Managed Services, which offers smaller companies access to and quick deployment of affordable best-of-breed technologies. Managed Services is cost-effective because it offers companies a way to make use of precious capital by fulfilling their IT needs on a pay-per-use basis.

Who can benefit from Managed Services?

• Smaller companies that don’t employ dedicated IT staff but want to take advantage of the latest developments in security, backups, messaging, and business communications.

• Mid-size companies with some in-house IT staff that want to see productivity gains among by eliminating problems and downtime.

Contact us for more information about how our Managed Services can increase your productivity while saving your money.

Is yours good enough?

According to Jon William Toigo, the author of Disaster Recovery Planning, 15 or 20 years ago a disaster recovery plan might consist of powering down a mainframe and other computers, disassembling components, and drying circuit boards in the parking lot with a hair dryer. That’s because a disaster, in those days, was usually a fire that set off a company’s sprinklers.

Today, there are many more threats, including sabotage. Moreover, most companies’ IT systems are too large to be recovered using such a simple hands-on approach. Even if you could recover from a disaster in the manner Toigo recalls, you probably wouldn’t want to due to the downtime it would require—downtime that could have a significant financial impact.

Consider the case of Hurricane Katrina. When it slammed the U.S. Gulf Coast in 2005, it wiped out the communications infrastructure of a whole region, uprooting 1,000 wireless towers and knocking down 11,000 utility poles. Many businesses were forced to shut down entirely—even critical ones, including 25 hospitals and 100 broadcast stations. But clients of such company did stay in business—by relocating to off-site facilities equipped with the computing power and backed-up data to keep systems and services online. Some even utilized 18-wheelers with servers and other office equipment inside.

Disaster recovery in the modern age is a detailed, step-by-step course of action for quickly getting back on your feet after a natural or manmade disaster. The details may vary depending on your business needs, and can be developed in-house or purchased as a service.

How prepared are you for disaster? Call us today for a review of your plan.

The HITECH Act originally excluded hospital-based physicians on the assumption that they benefited from the hospital’s EHR, not necessarily their own.

But provider associations told the Centers for Medicare and Medicaid Services (CMS) that physicians working in hospital-owned outpatient facilities should be eligible for incentive payments.

In response, Congress passed a bill, now law, that changed the definition of “hospital-based physician” to exclude only physicians who primarily work in an “inpatient or emergency room setting.”

Today, physicians, dentists, nurse-midwives, nurse practitioners, and some physicians assistants who do not work in an inpatient or emergency room setting are eligible, provided that they must have at least a 30% Medicaid patient volume (except pediatricians, who much have at least 20%).

With more physicians available for incentive payments, demand for EHRs will certainly increase. Physicians may want to get started with implementation now, before the rush hits.

Related articles

More hospital-based docs now eligible for HITECH Act reimbursement

So the next time you dispose of a copy machine, if you’re not sure what’s stored on it and how to get it off – give us a call to help out.

To see the news report, watch this video.

Most physicians know by now that “meaningful users” of “certified EHR technology” are eligible to receive up to $44,000 over a five-year period. Since the government has recently solidified what meaningful use means, it’s imperative that you not wait until the last minute to get started.

According to the Healthcare Information and Management Systems Society, the longer you wait to purchase and implement an EHR, the greater the risk that you may not be eligible to receive maximum incentive funds. That’s because 70% of the funding comes in the first two years—and moving to a new system takes time.

While 2011 may seem far off, poor planning and training can lead to unwelcome results—so implement your EHR today.

http://www.computerhope.com/tips/tip1.htm

http://www.inc.com/tech-blog/5-business-uses-for-a-digital-frame.html?partner=newsletter_Goods

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Having a paperless office essentially means drastically decreasing the use and consumption of paper in the office. Of course there will always be a need to use paper for some things, but reducing the paper you consume can save you a lot of money and at the same time help the environment.

There are many ways to go about doing this. One is to invest in equipment and technologies to make paper use more efficient for when you do need to use it – for example, printers that allow you to print on both sides or scale down images.

Here are some other actions you can take:

• Digitize your hardcopy files so that you have soft copies as well as reliable backups.
• Assess which paper records you can recycle (or shred then recycle) – this also reduces your document storage space.
• Release online memos instructing people to avoid or eliminate unnecessary printouts (such as printer test pages).
• Send web links through email or IM instead of printing a webpage to share.
• Distribute presentations on flash drives instead of printing them for your audience, or use websites such as SlideShare.com that allow you to share online.

When you use less paper, you save on paper and printer ink costs. Minimizing the paper you store also saves you valuable office space. In fact, one company saved $30 million in lease costs when they went paperless.

Of course, we can’t really completely eliminate our use of paper. But even small changes can go a long way toward a paperless office and healthier environment – and lower operating costs.

Resources:

http://156.98.19.245/workplace/index.html

http://www.microsoft.com/smallbusiness/resources/technology/communications/6-tips-for-a-paperless-office.aspx#tipsforapaperlessoffice

http://www.ismckenzie.com/eight-ways-to-eliminate-paper-and-clutter-in-your-office/

These pages often feature trending or hot topics to show up favorably in search results, and may contain content that has been copied from other websites. Some even employ sophisticated technology techniques to customize the page based on each individual visitor’s location, browser, and operating system – and may include a referring page to entice users further into the scam.

Internet users should be aware of these techniques, and think twice before following search results links. Fortunately there are equally sophisticated tools and techniques designed to block malicious search results. Contact us to find out how you can combat this particularly devious threat.

Related articles:

• Cyber-criminals pounce on McAfee crash story (v3.co.uk)
• The Importance Of Using Proper SEO Techniques (ronmedlin.com)

What’s driving this trend? Many have been calling it the “consumerization” of IT with the wide availability of cheap and powerful mobile devices and online services.

Although there have been some case studies of companies successfully enjoying  benefits from letting employees bring their own personal technology to the work place, there are very real dangers that you should be aware before adopting or allowing this practice in your business:

• Exposing your network to malware or security vulnerabilities and breaches because of unprotected devices
• Leakage of confidential or proprietary information
• Lower economies of scale in procurement
• Higher maintenance and support costs because of non-standardized configurations

Worried about this trend? Need to define a policy for your staff when it comes to bringing their personal equipment to the office? Contact us and see how we can help.

Related links:

• The rise of affordable consumer technology causes problems for businesses (sc magazine)
• Gartner releases business predictions for 2010 (global services media)
• Citrix tells their employees to bring their own laptops to work (usa today)

However, viruses account for only a fraction of the problems your computer system can suffer. With many businesses such as yours relying greatly on the capabilities of their IT systems, it stands to reason that all steps must be taken to ensure that it is properly maintained and functions as effectively as possible.

One very efficient way to do this that’s getting much attention these days is Managed Services. This is an affordable and cost-effective means of making sure that your IT continues to function at optimum levels at all times.

Here’s how it works: Companies routinely experience IT-related problems that they have difficulty solving. Managed Services provides 24 x 7 proactive monitoring of your systems and ensures all systems are up to date, preventing problems from happening in the first place.

Updating, patching, and constant maintenance to your system is important to protecting your system from a slew of potentially damaging problems. Improvements and upgrades help your system function better, which enhances your company’s capabilities and helps you achieve a higher level of productivity. Managed Services Providers help you stay on top of the game with little worries and predictable costs – especially in the long run.

Thinking about checking out Managed Services? We’re here for you. We respond to all our clients’ concerns and deliver service specific to their particular needs. We keep ourselves up to date with the latest fixes, patches, and upgrades so you always have the best and the latest means to help increase your productivity and help you deliver your services better. We know the best ways to prevent viruses and other preventive maintenance methods that maximize your IT systems capabilities.

We don’t just manage your IT – we make it better.

But cost is an issue. The expense required to design, deploy, and maintain such an environment is often too great for small and medium-sized organizations.

Today, however, you don’t have to choose between the best IT and the most cost-effective option—because with Managed Services, they’re often the same.

Managed Services is an IT model that provides IT management and security remotely. Using the latest technology, we proactively monitor and manage your network, identity potential problems, and fix them before they put your business in a standstill.

The benefits are twofold:

• Better IT: With Managed Services, you can gain the functionality and security that was previously only available to large organizations.

• Lower cost: And, you can do it cost effectively. Due to economies of scale, Managed Services allows you to build an infrastructure that provides critical IT services to employees and customers without creating or supporting these services internally.

Talk to us today to find out how our Managed Services can help improve your IT and save you money.

That’s according to a study by the Department for Trade and Industry, which found that 70 percent of small businesses suffering a major data loss are out of business within 18 months.

What this means is most small businesses have failed to protect themselves from a plethora of problems. According to Ontrack, data loss is the result of human error 44% of the time, hardware or system malfunction 32% of the time, software malfunction 14% of the time, computer virus 7% of the time, and site disaster 3% of the time.

And data loss is bad, because your data is your business. To illustrate, consider the impact if you lost access to your IT systems, including:

• Customer databases
• Supplier details
• Financial documents, from invoices to tax records
• Product catalogues
• Marketing materials
• Letters and emails
• Document templates
• Staff records

You already have insurance to protect your business assets, and the same principle applies to your data. Regardless of where your data is, it needs to be protected—and protected continuously—from every possible threat.

The good news: a solid disaster recovery plan, including a good backup solution, will allow you to get back to business within minutes or hours in most cases.

So protect your data, and secure your business. Ask us how.

However, when it comes to IT services, chances are a bit more investment may actually save money in the long run, since many technologies make operations more efficient and increase of productivity.

An article from Inc. Technology shares 10 very helpful tips on how investing in certain technologies can help your business better weather the recession. The article lists specific technology investments worth forking out money for, including Virtual Private Networks (VPNs), Web conferencing, and Virtualization Software among others. There are also many practical tips on making IT work more cost effectively.

To find out more, read the article here:

http://technology.inc.com/managing/articles/200803/moneysaving.html

The idea behind Tablet PCs is not new. The concept of carrying keyboard-less and mouse-free PCs using a stylus or touchscreen has been around since the early 90s. What the iPad has done, however, is bring back interest in the device – so much so that other manufacturers such as HP, Dell and Asus are introducing their own versions. More importantly, the iPad has increased interest in using tablets for business. Here are some reasons why:

1. Versatility and ease of use. The nice thing about tablets is their size, which is smaller than laptops, but supposedly more intuitive and easier to use than netbooks. They can be used for data entry, as a communication device, remote data access device, or presentation tool – as well as an ebook reader or a device to access documents from cloud services such as Google Apps.
2. Power and portability. Devices on the market today or coming soon also feature longer battery life, and are designed for mobility. For people in the field such as sales or support personnel, the device makes a viable alternative for all-day computing on the go.
3. Apps designed for mobility. While it’s too early to tell, the iPad could usher in new types of applications specifically designed for the tablet’s form and mobility. As an example, Apple promised to release a new set of apps specifically designed for the iPad, such as Keynote and Numbers. Even IBM is getting into the game with an announcement that it will develop apps for the platform soon. Microsoft of course has its Windows for TabletPCs.

Are you interested in tablet devices? Will you use it for your business? Want advice? Contact us – we can provide insight and advice.

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Physicians can easily spends hundreds of hours ensuring that their EMR works they way should. But what happens when these modifications are made to proprietary systems? They may not be transferrable to other applications.

And if that’s not a problem, what if you want to make a change down the road? Many doctors find the EMR they first selected isn’t the one they want for the longer term. In fact, some industry data suggests that there’s a nationwide de-installation rate of 30 to 40 percent. If this happens to you and your data is “locked in” to your first EMR, you’ll have to recreate everything.

The solution is a Microsoft-based EMR. Not only is it built on a robust system that offers stability and security, it will also protect your time and resource investment by ensuring you can move your data when and if you need to.

Where can you find a Microsoft-based EMR? It’s not easy. Today, hundreds of EMR providers tout an array of products with many features—but most are built using proprietary technology.

The answer: Microsoft-based gloEMR from gloStream.

To learn more about gloStream EMR software and our guarantees, call us at (877) 456-3671 or send an email to info@glostream.com.

Stimulus funding

Doctors considering an EMR should be certain that the system is certified and stimulus-ready. That’s the case with gloEMR from gloStream. In fact, we’ll refund the cost of the EMR to eligible professionals who go through our exclusive gloDNA process then find themselves unable to qualify as a meaningful user and acquire stimulus funding.

Data portability

You have an enormous investment in the patient information you’ve created, so you should always have the option of moving it to another system if the need arises – and you can do that easily with gloEMR. We believe so strongly in data portability, we guarantee that your patient information will be stored in Microsoft-based formats, including Microsoft Word and SQL Server, which are supported by thousands of technology partners worldwide.

Consider gloEMR

With gloEMR, you’ll have the tools and knowledge you need to achieve truly meaningful use—and you’ll always have complete control over all of your patient information. We guarantee it.

To learn more about gloStream EMR software and our guarantees, call us at (877) 456-3671 or send an email to info@glostream.com.

Data from the survey revealed that:

• Nearly half of those who have accessed spam (46%) have done so intentionally – to unsubscribe, out of curiosity, or out of interest in the products or services being offered.
• Four in ten (43%) say that they have opened an email that they suspected was spam.
• Among those who have opened a suspicious email, over half (57%) say  they have done so because they weren’t sure it was spam and one third (33%) say they have done so by accident.
• 84% were aware of the concept of bots. Yet, most think that they are immune from these viruses, with only a third saying they consider it likely that they could get a bot on their computer.

Spammers have mechanisms which allow them to track whether their emails are accessed or not. Opening or even unsubscribing from spam messages further invites them to send even more spam. Furthermore, Spam messages these days are not only vehicles to solicit or sell goods and services of dubious source and value, but are increasingly being used as vectors to spread malicious software or malware. Clicking on a link, opening an attachment, or just viewing it can potentially open users’ computers to vulnerabilities in the operating system or installed applications. This in turn can turn compromised systems into “bots”, or unwitting accomplices in spreading more spam or malware.

It pays to be aware of this next time you receive suspicious email – and make sure that your employees understand the risks as well. Sometimes even your antivirus software isn’t enough to protect you – so please ask us about our Managed Security Services and how we can help you not only fight spam but prevent it from reaching your Inbox in the first place.

Related articles:

• Survey: Millions of users open spam emails, click on links (zdnet.com)
• Twitter spam drops to under 1 percent (networkworld.com)

‎Brazil-originated spam levels topping 13% says Panda Security (infosecurity.com)

In its advisory, the US-CERT warned that the installer for the Energizer DUO software places files in your system that allow an attacker to potentially remotely control your system, including the ability to list directories, send and receive files, and execute programs. The backdoor operates with your logged-on privileges and starts every time you start your computer. Furthermore, the Trojan operates whether the charging device it works with is connected or not.

Energizer has acknowledged the issue in a statement released at its website. The company said it has discontinued sale of this product and has removed the site to download the software. In addition, Energizer is directing consumers to uninstall or otherwise remove the software from your computers.

This incident illustrates the fact that these days threats to your computer and/or network can come from anywhere–including something as seemingly innocuous as your USB battery charger. As always, we advise our clients to be constantly vigilant against such threats. If you don’t have the time or resources to do this yourself (and most don’t!), perhaps it’s time to consider our Managed Security services. Give us a call – we’ll be glad to help.

Related articles:

• Energizer Announces Duo Charger and USB Charger Software Problem (marketwatch.com)
• Sony Music CDs surreptitiously install DRM Trojan horses on PCs (zdnet.com)
• Malware hitches a ride on digital devices (securityfocus.com)

In a June report titled “Assessing the Security Risks of Cloud Computing“, analyst firm Gartner recommends that businesses work closely with their IT department or trusted IT services provider and consultant to understand the risks of storing data in the cloud.

Not stopping there, Microsoft has called for even greater government oversight. Recently, Microsoft General Counsel Brad Smith travelled to Washington to urge the US Congress to enact legislation that would protect information that’s stored in the cloud.

Microsoft is proposing legislation that would call for:

• Reforming the Electronic Communications Privacy Act
• Modernizing the Computer Fraud and Abuse Act
• Helping consumers and businesses manage how their information is collected and shared
• Addressing data access issues globally

The move coincides with Microsoft’s recent efforts to offer cloud-based services not only for its consumer and corporate customers, but the government as well.

Is your business ready for the cloud? What security and privacy policies do you have in place regarding your employees’ use of cloud-based services? Not sure? Contact us today to find out how we can help.

Related links:

• Microsoft’s thoughts on cloud computing (microsoftontheissues.com)
• Challenges of cloud computing (techsling.com)
• Gartner: Seven cloud-computing security risks (infoworld.com)

This is the latest in a wave of malware and phishing scams specifically targetting uses of social networking websites. As the popularity of these websites grow, so do their attractiveness to online crooks. It is estimated that Facebook alone has over 350 million users, and just recently has surpassed Google as the most popular destination on the Internet. Even if just a small percentage of users fall for the scam, this would still make a sizable number of compromised profiles and accounts.

As always, be extra careful when opening any sort of attachment in email messages. Also make sure to double check the sender of the message, the context and its content. For example, Facebook rarely asks users to update their account information via email. In addition, the message in the bogus email mentioned here is supposedly full of awkward sentences and wrong spellings, which should clue users in on its authenticity. Of course customers enrolled in our managed security services won’t have to worry, as we block these types of messages before they reach their Inbox. Worried about threats coming in through your email? Contact us and see how we can help.

Related links:

• Beware the new Facebook password reset scam (cnet.com)
• Social-networking sites short on security (securityfocus.com)
• EU may regulate social networking sites over security issues (arstechnica.com)

A few weeks ago, Microsoft announced the release of Windows Mobile 7, officially named Windows Phone. The announcement, made at the Mobile World Congress in Barcelona, came soon after the debut of Apple’s iPad. Early hardware partners were announced, including Dell, Garmin-Asus, LG, Samsung, Sony Ericsson, and HP. While hesitant to give any specific dates, Microsoft says to expect Windows Phone handsets to hit the shelves “in time for the Holiday season of 2010.″

Business users will find the ”Office” particularly interesting: a center where users can access Office, Outlook, OneNote, and SharePoint Workspace on their mobile device. A feature called the “Marketplace” will also be useful, allowing you to easily find and download certified applications and games.

Meanwhile, news has been circulating recently on websites such as The Wall Street Journal, Mashable and VentureBeat about Google’s plans to sell third-party software for its Android mobile platform. While an app store for their smartphone OS has existed for some time, many have criticized it for not being business ready, with its lack of a more stringent review and vetting process for apps. However, all that’s expected to change with the launch of a new app store completely filtered for business-ready apps.

You can be sure that Symbian, through its sponsor Nokia, is not taking all of this sitting down. Soon, you’ll be able to download the popular VoIP product, Skype, for free from Nokia’s Ovi Store. The app will work over a Wi-Fi or mobile data connection – GPRS, EDGE, and 3G – and you’ll be able to call, instant message, text message, share photos and videos, receive alerts when your contacts are online, and import a phone’s address book.

Not to be left behind, RIM also made a recent announcement of its plans to develop a new browser for its Blackberry products. Many have felt that the company’s products has been outperformed by the competition in terms of its web capabilities and UI. With this announcement, it’s believed that the Blackberry will finally have support for websites with AJAX, CSS, and HTML5, although no mention of flash was made.

It’s truly exciting times for mobile device users. If you spend your day connected to customers, partners, and employees, you can see the value in these capabilities, with even more useful useful devices that really help you stay in touch and work on the go.

The traditional backup process is done to tape – which has a number of limitations including high cost (particularly as capacity increases), difficult upgrades, degradation over time, and slow backup and restoration.
Over the past three to five years, there has been a transition to hard-disk-based backup solutions that generally offer the ability to easily increase capacity as well as backup and restore much faster.

Whichever solution you use, there are many risks to your data.

Traditional backup processes capture only one snapshot of your information per day. So if your backup is scheduled to take place at 12 a.m., you risk losing the entire following day’s work in the case of a disaster.

The backup process traditionally involves significant manual labor. Someone has to ensure that the correct media is in the drive. Someone has to look at the results of the backup to ensure that it is complete (and ideally perform periodic data restorations). Then, when the backup is complete, someone has to take it offsite for safekeeping.

While some businesses have the capabilities to perform all of these backup-related tasks, many others don’t—and therefore have no idea if their backups will be there when needed.

How can you make your backup system better?

• First, you should be absolutely sure that every bit of your data is backed up multiple times per day.

• Second, the human element should be completely eliminated from the equation.

• Third, restoration should be quick and flexible, so you can bring back any part of your data or all of it, depending on your needs.

• Finally, the impact on your business should be minimal. In fact, you should be unaware that a backup is even in progress.

We can help you set up and maintain a backup solution perfect for your needs. Contact us for more information.

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Most of the activity of March Madness is internet based, with gambling and betting at an all-time high, especially as the tournament draws to a close with the Elite Eight Teams whittling down to the Final Four. Fans spend a lot of time watching streamed videos of games and gathering information on the tournament online, distracting them from their official duties and potentially wasting company bandwidth.

How much does this impact your company? A lot, says the research. A 2008 Newsweek article reports that the March Madness phenomenon cost a total of $1.7B in lost productivity. And that’s not counting the high bandwidth consumed from all the video streams and the research activities.

In more recent research findings reported by national outplacement firm Challenger, Gray & Christmas, the losses due to March Madness are expected to continue.

“Those who insist there will be no impact are kidding themselves,” says John Challenger, CEO of the Challenger, Gray & Christmas. “It might be a slight drop in output, or it could be slow Internet connections as bandwidth is sapped by employees watching streaming feeds of the games,” he adds.

If you’re concerned about your company’s bandwidth during this period and want to look for ways to better manage it, we’d be happy to discuss a possible roadmap.

Sources:

http://www.star-telegram.com/2010/03/17/2048029/college-basketball.html

http://www.newsweek.com/id/124404

How can you be sure your data will be stored in a universal platform, will be easily accessible, and will be portable to other systems, if needed?

The answer: Microsoft technology.

In our opinion, Microsoft Office is the best EMR platform because it’s the most widely used business platform in the world. Think about it:  Office was launched more than two decades ago, in 1989. And it’s ubiquitous: According to Forrester Research, 80 percent of companies use it. That’s far too many users for the software to be ever be discontinued.

As a result, Office is also one of the most widely supported business platforms in the world. Microsoft spends billions of dollars in research and development each year to improve the software.

What does that mean for you, an EMR user? Your data will be stored in the world’s most reputable business platform—not a proprietary system developed by a single company that may or may not be in business in five years. And it will be portable to other applications.

Security, accessibility, and portability—that’s why we think you should consider an EMR built on the Microsoft Office platform when it comes time to implement one. In our opinion, you won’t regret it.

ASP

With the Application Service Provider (ASP) model, all data is located on a server at an offsite location selected by the EMR company. While this may seem ideal because it requires you to buy less hardware, there may be some problems:

• When you use your EMR, you’ll be accessing data over the Internet, and that can make data transfer slow (or even impossible if your connection fails).
• You will likely never meet the team managing your server.
• Patient data will be controlled by the EMR company, not you.
• If the EMR company fails, you risks losing all patient data.

Client/Server

With the Client/Server model, a server located at your offices houses all patient data, and distributes it to clients, which are simply desktop or laptop computers in your office. This has a number of advantages over the ASP model:

• Because data transfer doesn’t rely on an Internet connection, it’s fast and reliable.
• You—not the EMR company—control patient data.
• The EMR integrates better with your other devices, such as printers and scanners.
• The EMR better supports integrated voice recognition technology.

Your Choice

If you’re trying to decide between an ASP-based EMR and one that is built on a client/server model, be sure to weigh the pros and cons of each option. For more information about why we think the client/server model is best, contact us today.

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With Managed Services, an IT consultant constantly manages your network, typically from afar. In other words, someone will prevent many IT problems—and fix those that do occur before they disrupt your operations.

Despite this benefit, many companies still consider Managed Services an unnecessary expense because it typically involves a monthly or yearly fee. But there are many ways that such a model can actually lower your IT costs.

• Lower overhead. It can be expensive to hire and train IT staff. In fact, staffing is often the largest portion of a company’s IT budget. You can eliminate much of that expense with Managed Services, which provide you with high-quality IT staff at a fraction of the cost.

• Increased cost predictability. The cost of responding to an IT problem is usually an unplanned expense—and often a significant one. With Managed Services, you prevent problems, so you can better predict (and therefore manage) IT costs.

• A better business model. Additionally, Managed Services provide an efficient business model. There’s less IT down time, which means employees are less frustrated and customers are always served. That increases employee retention and helps you create long-term business relationships—which in turn can increase your revenue.

Contact us today for more information about our Managed Services.

Every company can experience a business-altering event at any time:  floods, explosions, accidents, computer malfunctions—the list is endless.

If you have a disaster recovery plan, you’re prepared to prevent such events from disrupting your normal operations—or at least you were at the time you created the plan. But how long ago was that?

As your business has grown, it’s likely that your products and services, or at least the way you deliver them, has changed as well. For example, the increase in technology-based processes over the past few years has likely increased your reliance on the availability of systems and information for your business to function effectively.

These changes might necessitate a change in your disaster recovery plan. As a result, we recommend a regular review of your plan. If you make changes, these change should be tested and new processes documented so all employees can be trained accordingly.

Finally, keep in mind that reviewing your disaster recovery plan isn’t a one-time event. Because changes to your products and services, or the way you deliver them, are likely to continue, reviewing your disaster recovery plan should be a regular process.

If you’d like a professional review of your disaster recovery plan (or if you don’t have one in place at all), contact us today. We can help save your systems and data from the unthinkable.

What’s particularly interesting is that the cybercriminals arrested were not themselves the author of the malware, nor were they any more techincally adept than many ordinary users. They simply had access to malware widely available on the Internet, and were able to conduct a crime of such a wide scale and reach.

This illustrates that it’s become easier for many cybercriminals to conduct their nefarious deeds online, and highlights the need for more vigilance on the part of law-abiding netizens in keeping their network secure from hackers and malware.

Is your network safe? Contact us to find out.

Related articles:

• How FBI, police busted massive botnet (go.theregister.com)
• Botnet takedowns ‘don’t hurt crooks enough’ (go.theregister.com)
• Vodafone distributes Mariposa Bot, Conficker and Lineage in HTC Magic (techie-buzz.com)

1. SaaS allows the access and use of commercially available software through a remote, network, or internet connection. This means that the software is not installed in the subscriber’s computer, but rather on the SaaS provider’s server. This also makes the software accessible to the subscriber regardless of his or her location.
2. SaaS provides commercially available software, not custom made software, meaning that a particular software service is made available to multiple clients, so customization is limited to only what the software or SaaS provider allows.
3. The SaaS provider shoulders the responsibility of updating the software, and subscribers can request updates, upgrades, and additional features.

Regarding implementation, SaaS architecture is classified into four “maturity” levels based on factors such as configurability, multi-tenant efficiency, and scalability.

1. Level 1 is the “ad-hoc/custom” level, in which a modified version of a particular piece of software is offered to subscribers, which is then run on the provider’s host server. This level is requires the lowest maintenance.
2. The second level offers more customization and allows subscribers to configure the metadata of a program. This then allows a customized version of the same software, based on the needs of the subscriber.
3. Multi-tenant efficiency is added to the third maturity level, which means that the SaaS servers are made more conducive for subscribers to use separate instances of a single application.
4. The fourth and most “mature” SaaS architecture offers all four factors, with the service reaching optimum efficiency.

Considering SaaS for your business? Let us help you sort through the details.

This latest round of patches and vulnerability updates is really nothing new – although the sheer number made public in one day is notable. This highlights the need for a comprehensive security policy, because vulnerabilities do exist in even the most mundane or old versions of software. Customers under our Managed Services plan can rest easy since we monitor and update their computers as soon as these patches and advisories are released. Find out more about what we do to make your systems safe and secure. Contact us today.

Related links:

• Patch Tuesday: Microsoft plugs critical Windows worm holes (zdnet)
• Researchers warn of likely attacks against Windows, PowerPoint (computerworld)
• Microsoft delivers huge Windows security update (computerworld)

A malicious piece of software making the rounds of news websites this week is believed to be behind the compromise of over 75,000 systems in over 2,500 international organizations – many of which are government agencies and large Fortune 500 companies.

Called the Knebner botnet after the name in the email used to register the initial domain used in the campaign to propagate the malware, the software infects computers and captures user login access to online financial services such as Paypal and online banks, social networking websites such as Facebook, and email. Infected computers can be centrally controlled from a master computer, which presumably harvests the data captured for nefarious means.

The Knebner botnet itself is not new. It’s based on the ZeuS botnet, and has gained prominence lately because it’s slipped under the radar of so many organizations. However, there are ways to prevent compromises from botnets – one of which is to have a proactive security system and policy in place. Our Managed Security customers have this assurance in place since we continuously protect their system from botnets and other malware. If you’re not sure that you’re protected, talk to us today.

Related articles:

• Kneber botnet described as ‘massive’ and ‘worldwide’ (inquisitr.com)
• Kneber attack resurrects notorious Zeus Trojan, say experts (guardian.co.uk)
• Malicious Software Infects Corporate Computers (nytimes.com)

Here’s a solution. FormSpring provides free and paid website data collection services that eliminate the need for additional programming or the purchase of additional software.

If your website includes contact or event registration forms, surveys, and the like, FormSpring provides services ranging from a basic free option to more feature-intensive offerings with custom made forms based on your unique requirements. There’s no long-term registration contract, and you may cancel at any time. FormSpring also offers a 30-day money back guarantee.

It’s worth noting that the data is stored on FormSpring’s servers, so if you have special compliance requirements for privacy or security you might want to check to ensure you remain compliant.

Overall, FormSpring is a very useful website for companies or groups that need a hassle-free way to collect data through their website. Check out their free version of the plan or use the 30-day money back guarantee to explore whether FormSpring meets your data collection needs.

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SaaS stands for Software as a Service, which refers to any licensed software being “rented” to a company by another company on an as-needed basis.

To illustrate, let’s say Company A is in need of licensed software, but only for a specific period of time because of a one-time client or project. Company B, as the SaaS provider, rents out the use of the software  to Company A for the time Company A needs to use it – weekly, monthly, and so on. (Company B is specially licensed to do this, of course.)

The term became popular near the end of 2000, but the service started in 1998 with a website called siteeasy.com. The concept has become increasingly popular because the legal alternative to rent/outsource the use of the software spares the expense and hassle of procuring software licenses.

As with other outsourced services, the hardware used for SaaS are remotely located and hosted, and accessed through the internet by the subscriber. Virtually all kinds of software can be used through a SaaS service, and availability of the software depends on the subscriber.

There’s vast potential in the use of the internet and web-based services such as SaaS, but the nature of the remote hosting service is not for everyone. If you’d like to learn more about the pros and cons in relation to your business model, we’d be happy to discuss a possible SaaS road map with you.

Of course, there are some basic requirements that any EMR should meet, such as meaningful use. The Certification Commission for Healthcare Information Technology (CCHIT) also now tests EMRs for basic functionality and certifies vendor products meeting the tested items.

But you’ll want to look beyond these basics when selecting an EMR. First, you may require functionality specific to your medical specialty. Additionally, you’ll want a product that feels right, and the CCHIT tests only for functionality, not for usability,

Another important—and often overlooked—element in EMR selection is support. The EMR you choose will be an integral part of your practice’s operation for many years, so you’ll want to select an EMR vendor that will be around to support it.

Clearly, it isn’t possible for an EMR vendor to operate in every location it sells EMRs, but it can still offer local support in many ways.

That’s important, because assistance with installation and training are critical. Additionally, as with any software, you can expect occasional problems—and your EMR vendor should be available to fix them quickly and efficiently.

The bottom line: Be sure to ask potential vendors about local support. Your EMR vendor will be your partner in a long term undertaking—and as with any partnership, it’s best to get to know your partner well before you commit.

gloStream’s EMR, gloEMR, is one such solution. It’s the only EMR that has Microsoft Office built into its applications, and the result is significant to health care professionals. Here’s how:

• gloEMR has features you can use to collaborate with other team members, whether they’re in your office or working remotely.

• You probably already know how to use these features, since you most likely use Microsoft Word. This decreases training time and increases time you can spend on other tasks—like seeking patients.

• Because we store your data in Microsoft-based formats such as Microsoft Word, you gain peace of mind. Microsoft technology has been tested for decades and is supported by thousands of technology partners—it will likely be around forever.

• Microsoft technology is only getting better. Microsoft spends $5 billion annually to improve its Office suite—which improves your EMR.

Read our press release here, or contact us for more information.

One option is Managed Services, in which you outsource this role to an IT expert called a “managed services provider,” which will typically offer on-site or remote network and security monitoring, data backup and technical support.

Because the Managed Services model allow a business to focus on its core competencies, it is increasing in popularity—but sometimes it’s hard to separate the real benefit from the hype.

What’s the value to you?

• Peace of mind. Your managed services provider will monitor your IT infrastructure and prevent or resolve any problems—a sharp diversion from the traditional “fix it when it breaks” model of IT management.

• Simplicity. Your managed services provider will provide many of its services remotely, via the Internet, instead of through on-site visits. This reduces time and cost.

• Constant support. You don’t have to worry about support; your  managed services provider will offer the assistance you need, when you need it.

• Affordability. Managed services providers typically offer several price structures, including a per-month fee—which is much lower than the cost of building an in-house IT support department.

• Accountability. Have you ever tried to resolve an IT problem only to find that one vendor blames it on another who blames it on another? With managed services, you don’t have to go to multiple vendors to figure out why your network is down or you’ve experienced a security breach. You’ll have one point of contact: your managed services provider.

Want to learn more about how Managed Services can give you dependable IT with predictable costs? Give us a call.

For our clients on our Managed Service plans, we work hard to ensure your systems are protected from harmful or malicious activity coming from the Internet. If you’re not under our Managed Service plans perhaps now is a good time to talk – let’s make sure your systems are safe in 2010.

Related articles

• Top search results riddled with malware (v3.co.uk)
• Email phishing attack spreading say experts (telegraph.co.uk)
• Fraudsters Go Phishing For Victims’ Friends (news.sky.com)

Mozilla has since updated their scanning process, but as part of our ongoing security watch we are vigilant in continuously protecting our customers under our Managed Services program from malware – you can rest easy.

When managing your systems on your own, it’s highly advisable to be vigilant with security and always use antivirus software – even when downloading and using software from legitimate sources. If you have downloaded these Firefox add-ons, uninstalling them does not remove the trojans that they carry, and you’ll need to use antivirus software to remove any malware on their system. Need more information or help? Call us and we will be glad to assist you.

Related links:

• Mozilla Firefox hit by malware add-ons (zdnet)
• Trojan Horse Mozilla Firefox Addons (the firefox extension guru’s blog)
• Mozilla admits Firefox add-ons contained Trojan code (sophos)

Chief among your IT considerations should be a Business Continuity Plan, or BCP, which will allow your business to resume normal operations in the event of a significant data loss or network downtime. Unfortunately, recent studies have found that about half of small and midsize businesses have no BCP. That’s a huge risk; more than half of companies that experience catastrophic data losses go out of business within a couple of years.

And while it’s important to have a plan in the first place, it’s equally important that your BCP is flexible and scalable to adapt as your business undergoes changes.

Software installations, modifications, and updates as well as the addition of new hardware are an important part of business continuity planning. You must ensure your backup, storage, and recovery procedures and systems are kept current with these changes. Improper maintenance and outdated procedures can lead to backup errors that result in costly data losses. Unfortunately, some companies discover these errors too late – when they try to recover the data.

In addition to the IT considerations of a BCP, don’t ignore the human element. Someone, typically your IT staff, has to be in charge of overseeing BCP execution. But it doesn’t end there. Other employees have their roles, too, but do they know what those roles are? Have they been brought up to speed on the importance of backup and recovery, and what they need to do should you experience a catastrophic data loss? Has your business produced and printed a manual for employees to use as a reference?

Let us help you assess your business continuity strategy to make sure it takes all relevant aspects into account and is kept current with your evolving needs. Your business may depend on it.

What are tablets?
Tablets or tablet PCs are not new, and the concept itself has been around for 30 years. Although it’s had some success in industrial and commercial environments, it’s struggled to gain wide adoption among consumers in the past. Tablets, simply put, are slate-shaped, hand-held personal computers often with a touch screen or a stylus as input devices instead of a traditional keyboard. They are smaller and handier to carry around than Netbooks, but have larger, more capable screens than smartphones. With its launch, Apple has largely stolen the spotlight on tablet PCs – but is by no means the only vendor selling them. Other vendors include HP, Fujitsu, Samsung, Asus, and many more. Some use Windows, others Linux, while still others have their own proprietary operating systems.

A special category of tablet PCs is ebook readers such as Amazon’s Kindle and Barnes and Nobles’s Nook. These are specialized tablets, primarily designed for viewing digital content.

What are tablets good for?
For consumers, the tablet’s appeal is that its form makes it easier to carry around and surf the Internet. Its larger screen allows users to view and interact with applications and media more comfortably than with a smartphone.

What about business?
Tablets seem to have hit their stride in niche applications within industry and commerce. For people in the field, it can be more convenient to carry around and better suited to outdoor conditions than a laptop, yet can be as powerful and capable. With the entry of Apple into the market, more generalized business applications could find its way to the devices, including:

• on-the-go presentation delivery
• quick information access
• on-the-go content creation and editing, such as photos, audio and video recording, and documents
• easy information sharing and collaboration

Are Tablet PCs right for your business?
If you’re considering using Tablet PCs in your business, here are some things to consider:

1. Connectivity. How does the device connect to the Internet? Can it work within your existing office network? Can it securely access your data remotely (i.e., work with your existing VPN infrastructure)?
2. Security. Does the device support the encryption of data? Can it authenticate against your existing applications?
3. Portability. How much power does it consume? How long can it go between charges?
4. Interoperability. Can you access your existing applications such as email? Can you use your existing network services? Can it open existing data and file formats such as your office documents and spreadsheets? Does it require significant investment to outfit and manage on an ongoing basis?
5. Usability. Does it have enough power to run the applications you need? Is it easy to use or will it require extensive training?

Even if you decide not to adopt the Tablet into your business environment, you may need to consider the impact that your employees may have using these devices on their own to do their work, as many began doing when Netbooks and Smartphones came out.

If you would like to learn more about how Tablet PCs can affect your business and your IT services, contact us today. We will be glad to help.

1. 3G adoption – especially as more devices come out that support the wireless broadband standard at a lower price point than in previous years. Subscription costs for data access across the world have also been decreasing as service providers build out their infrastructure and achieve cost-efficiencies with scale.
2. Social networking – which is driving a “constantly online” behavior among users engaged in communication, information sharing, and relationship building.
3. Video – which has encouraged users to exchange rich, multimedia content online
4. VoIP – which is lowering the cost of communication while improving the user experience by not tying them to their desks.
5. Interesting new devices/initiatives – such as the launch of the iPhone, Palm Pre, and lately Google’s Android.

What does this mean for SMEs? Well, for one thing this will require more vigilant monitoring, control, and oversight. Mobile devices can pose a significant security risk, since it’s getting difficult to track the data going in and out of these devices. Also, audit and control tools and procedures are simply not as mature as those available for desktop computers. The risks associated with theft and loss also increase since mobile devices’ small sizes make them easy to conceal or misplace.

Is your organization ready for what’s coming? As mobile devices become the primary Internet access for consumers and workers, it’s time to for your organization to become aware of the issues surrounding their use.

This is where commoncraft.com comes in. Owned and maintained by husband and wife team Lee and Sachi LeFever from Seattle, Washington, the site’s goal is simple: to present complex concepts in a way that can be easily understood by anyone.

Presented in videos they call “__________ in Plain English”, the LeFevers illustrate seemingly intimidating subject matter with terms that are easy to grasp – layman’s language, if you will – “in plain English”. Their first video, “RSS in Plain English”, quickly became an internet hit. Now they offer several free videos that use simple analogies to aid in comprehension accompanied by equally simple visual aids and illustrations. Topics include concepts about the environment, finance, society, and technology.

The videos are completely free and do not require registration to view. Videos are kept short and sweet, cutting to the heart of the matter so that the broken down concepts are easily retained. You’ll hear no fancy words or technical jargon; everything is presented in an easy but no-nonsense manner.

Common Craft can make a custom learning video for you for a fee, which you can discuss with them. Try giving their free videos a whirl and you’ll soon find out that some subjects aren’t as complicated as you might think.

Related links:

• And the most popular password is… (zdnet)
• RockYou hack reveals easy-to-crack passwords‎ (register)
• RockYou hack exposes names, passwords of 30M accounts (computerworld)

Related links:

• More Security Flaws Found in Internet Explorer (Mashable)

Related links:

• Bogus IQ test with destructive payload in the wild (zdnet)
• Tor project suffers hack attack (zdnet)
• RealPlayer Exploit Infecting Windows Machines (eweek)

More at the Intuit website

Learn how…

Learn how…

One example of this is the emergence of cloud computing services. In essence, this is the outsourcing of an organization’s IT services to a different company. Everything is managed through the Internet – through “the cloud”, hence the term.

There are three things that make cloud computing services different from usual hosting services:

• The company only pays for the resources they use.
• Subscribers can adjust the amount of service they get based on their need.
• The service is completely managed by the service provider.

Cloud computing services also include providing virtual data storage – meaning you store your data off site on the cloud service provider’s secure servers. You can, however, still access your data through the Internet.

There are both private and public cloud services. A public cloud service is available to everyone on the Internet, while private services are only available to specific clientèle. Some cloud services use public clouds to provide private service, making them a virtual private cloud computing service.

The increasing use of the web in our personal and social lives as well as in business gives the trend of cloud computing services vast potential. However, this service is not for everyone – for instance, if you have reservations about keeping sensitive information in a location outside your organization, you might want to pass.

Want to learn the pros and cons of cloud computing services for your business model? Give us a call – we’d be happy to discuss a possible cloud computing road map with you.

Reason #1:  You need to control costs. In today’s economic environment, IT budgets have been slashed – but a cut in IT spending doesn’t come with a cut in demand for IT services. As a result, you have to do the same amount of work with fewer resources. Although managed services might cost more in the short-term, they cost far less in the long term once you account for the domino effect of lost productivity and customer dissatisfaction.

Reason #2:  IT complexity is increasing. The breadth of information technology a company requires places small- to mid-sized businesses at a distinct disadvantage. Equipment is constantly upgraded in the market, and new IT-related specialties are emerging in a variety of areas, from telephony to networking. It’s difficult for small businesses to maintain the expertise necessary to properly manage these new technologies.

Reason #3:  You’re more dependent than ever on IT. At the same time, companies have become dramatically more dependent on IT in the past few years—and increased use of IT leads to increased outages and greater loss of productivity.

Reason #4:  Your existing solutions are inefficient. In today’s world, a one- or-two person in-house IT department or consultancy simply cannot handle the occasional IT breakdowns that are bound to occur. In many cases, employees have to wait in line to receive help. As a result, not only are your employees less productive, their morale is also decreased—and unhappy employees are less productive employees.

Reason #5:  You need to maintain compliance. More and more companies are finding themselves subject to regulatory compliance, from Sarbanes-Oxley to the Health Insurance Portability and Accountability Act (HIPAA)—and most small businesses don’t have the resources to fully understand the requirements of these regulations, let alone comply with them.

Of course, the best reason to consider managed IT services may be that IT isn’t your specialty. If managing IT infrastructure has absolutely nothing to do with your core competency, why wouldn’t you outsource it to an expert? By implementing managed services, you can utilize your internal IT resources for other purposes, such as supporting your strategic business objectives.

A balanced architecture model combines three essential elements that help doctors practice medicine electronically, but on their own terms:

• The doctor dashboard: a home screen from which each section of the patient’s medical chart can be accessed with one click.

• Discreet data elements: Values that can be chosen from a list, such as a drop-down menu.

• Free flow text: the ability to input information by typing text into a Word document, using voice recognition technology, or using Microsoft drawing tools (for example, to highlight a portion of an x-ray).

The combination of these elements creates unprecedented flexibility in an EMR that allows doctors to drastically increase efficiency – and therefore productivity.

For example, doctors can quickly check boxes to indicate a patient’s complaint and current medication. All of that data can then be augmented with dictation that reveals the doctor’s findings and instructions.

For more information, read our balanced architecture white paper “Increasing Efficiency and Productivity in the Modern Day Medical Practice“

The Centers for Medicare and Medicaid Services (CMS) has issued its draft definition of “meaningful use”, and the Office of the National Coordinator for Health Information Technology has issued an interim final rule on certification criteria.

Meaningful use

The meaningful use definition describes the proposed criteria for achieving meaningful use.

As expected, the definition follows the major parameters actually written into the bill: An EHR should be certified, include e-prescribing, be able to exchange information, and be able to report quality data.

However, the criteria are now broken into stages. Initial meaningful use criteria are referred to as Stage 1. Two additional updates—referred to as Stage 2 (proposed by the end of 2011) and Stage 3 (proposed by the end of 2013)—are anticipated. Here are the basics.

Stage 1: The meaningful use criteria in this stage focuses on electronically capturing health information in a coded format; using that information to track key clinical conditions and communicating that information for care coordination purposes; implementing clinical decision support tools to facilitate disease and medication management; and reporting clinical quality measures and public health information.

Stage 2: The proposed goals expand upon Stage 1 criteria “to encourage the use of health IT for continuous quality improvement at the point of care and the exchange of information in the most structured format possible, such as the electronic transmission of orders entered using computerized provider order entry (CPOE) and the electronic transmission of diagnostic test results (such as blood tests, microbiology, urinalysis, pathology tests, radiology, cardiac imaging, nuclear medicine tests, pulmonary function tests and other such data needed to diagnose and treat disease).”

Stage 3: The proposed goals focus on promoting improvements in quality, safety, and efficiency; decision support for national high-priority conditions; giving patients access to self management tools and comprehensive patient data; and improving population health.

Certification

The IFR on certification details the technical specifications necessary to support secure, electronic exchange and meaningful use of health information.

An ongoing process

Keep in mind that meaningful use as defined for 2011—as well as the certification criteria to support it—are only the first major steps in a continuing process.

“These criteria will set a level of expectation for what can be achieved today and in the near future through the adoption and use of a certified EHR system,” wrote David Blumenthal, national coordinator for health information technology, in a press release. “We fully expect that, over time, as needs and technologies evolve, the expectations can evolve as well. “

You can weigh in

Finally, the initial proposed rules aren’t final yet. We are currently in a 60-day comment period to help inform the final 2011 meaningful use criteria. And although the certification standards will go into effect 30 days after publication, after publication there will be an opportunity for public comment for 60 days. We encourage you to voice your opinion. You can comment on behalf of your organization by visiting the Department of Health & Human Services or by using the Regulations.gov portal.

As you probably know, health care professionals can receive incentive payments for implementing an electronic health record (EHR), but they must demonstrate meaningful use of the EHR. What that means, exactly, has been unclear until now.

As eagerly as you’ve likely been anticipating the proposed regulation, chances are you don’t want to read that much “legalese”. So below we’ve listed the basic “Stage 1” criteria as we understand it. You can review a more thorough explanation of these criteria here.

• Use Computer Provider Order Entry (CPOE)
• Implement drug-drug, drug-allergy, drug-formulary checks
• Maintain an up-to-date list of current diagnoses
• Transmit prescriptions electronically
• Maintain an active medication list
• Maintain an active medication allergy list
• Record demographics
• Record and chart changes in vital signs
• Record smoking status
• Incorporate clinical lab-test results
• Generate lists of patients by specific conditions to use for quality improvement.
• Report ambulatory quality measures to CMS or the state
• Send reminders to patients for preventive and follow-up care
• Implement certain clinical decision support rules
• Check insurance eligibility electronically
• Submit insurance claims electronically
• Provide patients with an electronic copy of their health information
• Provide patients with timely electronic access to their health information
• Provide clinical summaries to patients for each office visit
• Exchange key clinical information among providers electronically
• Perform medication reconciliation at encounters
• Provide a summary of care record for each transition of care
• Submit electronic data to immunization registries
• Provide data to public health agencies
• Protect health information

As a small business owner, you should have three goals when it comes to disaster planning: ensuring that you never lose critical data, minimizing downtime, and recovering as quickly as possible in the event of a disaster.

Those actions fall into three different categories: backups, disaster recovery, and business continuity.

What’s the difference?

• Backing up is the process of safeguarding your data by copying it to a safe medium for recovery in the event of loss.

• Disaster recovery is the process of restoring operations that are critical to your business after a disaster occurs.

• Business continuity is the creation of a plan that details how your organization will recover and restore interrupted functions after a disaster.

Business continuity is the most comprehensive of these three functions, because it involves much more than just a discussion of IT issues – it’s a detailed action plan. Certainly, you need to consider how you protect your IT infrastructure and data, but you also need to consider what you and your employees should do if a disaster occurs. Do your employees know where to meet in the event of a building evacuation? Do you have a plan for reaching out to all employees and their emergency contacts to communicate critical information? Do you have a way to communicate to customers when and how you’ll resume providing products or services? What will you do if one of your major suppliers experiences a disaster?

It’s hard to underestimate the importance of these three plans, but many small and medium businesses do. That’s because when most people think of disaster, they think of floods, earthquakes, and fires. They may even consider equipment failures. But there are human-induced disasters as well—for example, disgruntled or incompetent employees who delete critical information, or hackers. It could easily happen to you.

Perhaps you have a backup system in place. Maybe you even have backup, disaster recovery, and business continuity plans. But because business goals and environments change, any plan needs to be re-evaluated from time to time to make sure it’s still meeting all of your needs. We can help you evaluate your current plans, or sort through the options if you don’t yet have plans. Contact us for today for details.

Bad weather or not, there has been an increased demand to maintain constant communication and continue productivity outside the office. With remote and mobile accessibility between all links in a company, efficiency can be maintained through working from remote locations. Your company’s employees – from the worker-bees out in field to supervisors, managers, and CXOs – no longer need to be limited by dependence on in-office resources.

Our services provide solutions that allow people to maintain communication regardless of the weather and other productivity-stalling circumstances. We realize the importance of being able to keep in touch, especially in critical situations such as the current weather conditions.

Please contact us to learn more about our communications solutions.

These are frustrations you surely have experienced, and chances are you will again. But you don’t have to. Or, at the very least, you can make them as rare as your refrigerator breaking down or your car battery dying.

To get there, you need to understand how well your IT environment is running. No, we’re not suggesting that you look under the hood to figure out what does what and how. Leave that to the IT people. What we’re proposing is a comprehensive endeavor to document all your IT processes and inventory your IT assets. Identify your best practices – those processes and functions that experience has proven to run efficiently and produce the most desirable results – and document them as part of your overall business practices.

During the process of documenting your IT processes and functions, you’re bound to discover your IT environment isn’t as efficient as it should be – hence, your computer-borne frustrations. You’ll also identify needs that you weren’t aware of. Left unaddressed, these needs cut into productivity (and therefore profits), and can sometimes lead to costly IT network emergencies that would have been a lot less expensive with the right technology and proper maintenance in place.

Let us help assess your needs through this documentation process, and identify solutions that will bring you peace of mind. Some common solutions include outsourcing some of your network functions such as security, backup and recovery, or email, so that they are maintained and updated to keep them running smoothly and prevent costly downtime.

You expect your computer to work when you turn it on – and that is what we want to make sure happens.

• Each phishing attack involves a very small percentage of customers (0.000564%), but due to the large number of phishing attacks, the aggregated number is significant
• 45% of bank customers redirected to a phishing site divulge their personal credentials
• 0.47% of bank customers fall victim to phishing attacks each year, translating to $2.4M-$9.4M in annual fraud losses per one million clients
• Each financial institution was targeted, on average, by 16 phishing websites per week, translating to 832 phishing attacks per year per bank brand

Despite efforts by browser developers and security vendors to protect users from phishing attacks, a small number apparently are still able to bypass anti-spam/phishing protection – and when they do, the results can be damaging.

Let us help you protect yourself from phishing attacks. To find out more contact us today.

Related articles:

• Garlik’s UK Cybercrime Report 2009 Released (pindebit.blogspot.com)
• Chat In the Middle Online Banking Threat (pindebit.blogspot.com)
• PC Users Targeted As Online Fraud Soars (news.sky.com)
• Less than 0.5% of online banking clients fall for phishing scams each year, report says (seattlepi.com)

Related articles:

• Counterfeit reports climb (robbiz1978.blogspot.com)
• Microsoft launches attack on pirates, counterfeiters (seattlepi.com)
• Microsoft Links Malware Rates To Pirated Windows (news.slashdot.org)

Learn how…

Case in point: A recent study shows physicians are more likely to report drug side effects through an EHR than they are through traditional paper reporting.

To conduct the study, Pfizer surveyed 300 physicians, two-thirds of whom utilized an EHR and one-third of whom used a paper-based system.

Half of all respondents said they would be more likely to report drug data using an EHR. That’s because an EHR is a much more convenient and efficient way of reporting. Paper-based reporting an adverse drug event could take up to 40 minutes to complete; EHR reporting takes minutes.

Moreover, 60 percent of respondents think the use of EHR will improve patient care. That’s because EHR reporting of adverse drug effects could increase the FDA’s product safety profiles.

Although the study confirmed a common barrier to EHR adoption is cost, the federal government is offering up to $44,000 in incentive payments to physicians who prove “meaningful use” of an EHR—and those who start early stand to benefit the most.

Contact us for more information.

Related article:

Study shows ehrs may increase physician drug safety reporting

While physicians generally recognize an EHR’s ability to improve patient care and reduce costs, they struggle with the financial and technical hurdles it takes to successfully implement one.

The absence of a solid business model also provides a sticking point. “For the primary doctor in practice who adopts an EHR, the practice doesn’t get any bigger, the revenue stream doesn’t go up any higher and the workload doesn’t become measurably more efficient,” says George Halvorson, chairman and CEO of Kaiser Foundation Health Plan and Hospitals “The front-line providers need some kind of financial reason to move.”

That reason to move, of course, is the up to $44,000 in incentive payments available to physicians who prove “meaningful use” of an EHR. And physicians who start early stand to benefit the most.

But then another obstacle arises: Just what is meaningful use?

It’s true that the definition of meaningful use is still under debate. But a final definition of meaningful use is expected within a few months—and we know, for the most part, what it will include.

“The major parameters are actually written into the bill,” says Mark Leavitt, president and CEO of the Certification Commission for Healthcare IT, “It has to be a certified EHR, it has to include e-prescribing, it has to be able to exchange information and it has to be able to report quality data. “I’m not sure if we have to know more than that—if you are a provider—to be able to make a technology investment now.”

Contact us for more information.

Related article:

Overcoming obstacles to HER implementation

Learn how…

Are you using the web for your business? Concerned about the security of your data and information? Contact us and see how we can help.

Related articles:

• Web application security is growing problem for enterprises (infoworld.com)
• Firefox flaws make up 44% of all browser bugs? (theregister.co.uk)
• Vulnerabilities Whitehat Security (ecombizcenter.blogspot.com)

Perhaps a California hospital’s experience best illustrates this concept. More than five years ago, the University of California San Francisco (UCSF) Medical Center decided to implement an EHR with a $50 million investment. This summer, with the system still not up and running due to technical difficulties, the hospital terminated its contractor and prepared to start part of the project from scratch—being forced to write off more than a third of the money it spent. The setback for UCSF Medical Center illustrates the challenges health care providers of all sizes face when trying to implement EHRs.

However, it’s worth noting that UCSF Medical Center has not been deterred by its experience, and is forging ahead with its EHR implementation. This says a lot about UCSF Medical Center’s faith in EMRs, which is well placed. For every UCSF Medical Center, there is a health care system that has successfully implemented big-budget EHRs and is realizing the benefits (such as the University of Pittsburgh Medical Center).

Smaller health care providers can face the same setbacks—and realize the same successes. The key to success is to select the right EHR from the right provider. The product should meet all defined standards, and the provider should be willing to work with you to ensure successful implementation.

Related articles:

Switch to electronic records getting mixed reviews at hospitals, clinics

How the healthcare industry can increase the number of successful EHR/EMR initiatives

Meaningful use refers to the way documentation and data exchange can enhance efficiency and quality among providers, payers, and patients. As a result, meaningful use is not about products, but about processes. It’s about how data flows through an entire system of stakeholders. Thus, it can be argued that vendors should not be making claims about meaningful use.

Certification, on the other hand, refers to a product’s features—something a vendor can make claims about.

The problem is, we don’t yet have final certification criteria.  The certification process will be defined in a December 2009 “notice of proposed rulemaking” (NPRM). However, a period of comment will follow, so we won’t have the final definition until the spring. As a result, we’d argue that it’s too early for any vendor to claim its product will meet all certification criteria.

So, what should you look for in a EHR today? Until certification is defined, a vendor can claim that its product conforms with the latest Certification Commission for Health Information Technology (CCHIT) criteria—the best indicator of functionality we have at the moment. And, a vendor can promise that it will modify its product to meet certification standards when they are released—which allows you to purchase an EHR today and begin reaping the benefits sooner.

Keep these things in mind as you decide which EHR to use.

Related articles: Certification versus meaningful use

Learn how…

• 56% said mobile devices are not secure, representing a risk to data security
• 49% said data security is not a strategic initiative for their company
• 48% said their companies have allocated insufficient resources to achieve effective data security and regulatory compliance
• 47% cited a lack of strong CEO support for information security efforts as a reason for ineffective data security programs
• 41% said there was a lack of proactive security risk management in their organization

Just as large companies worldwide struggle to keep up with security, many small businesses do so even more. If you need help understanding the security implications that new technologies bring to your organization, contact us so we can help.

Related articles:

• Companies face IT attacks in uncertain economy: Ernst & Young (newswire.ca)
• Keeping America’s information safe offers a secure career (techburgh.com)
• Cloud Security and Privacy (oreilly.com)
• Computer Security Challenged By Web 2.0 ‘Endpoint’ Growth (Investor’s Business Daily via Yahoo! News) (slumpedoverkeyboarddead.com)

Also check out an online slideshow from bMighty.com which shows 10 Windows 7 Features SMBs Should Love which provides a more visual guide for businesses evaluating whether to upgrade to the new Windows Operating System.

Need help evaluating or migrating to Windows 7 for your business? Contact us today!

Related articles:

• Transfer files and settings from XP to Windows 7 (helpdeskgeek.com)
• Windows 7 may be secure, but are Windows users safe? (infoworld.com)
• How To Reduce Aero Peek’s Delay Time (techie-buzz.com)

In the report, “The State of U.S. Hospitals Relative to Achieving Meaningful Use Measurements,” HIMSS Analytics compared the current state of hospital capabilities according to its own seven-stage EMR adoption model, which it calls EMRAM, and identified a number of implementation gaps.

According to the study, only the first stage of EMRAM—which calls for installation of laboratory, radiology and pharmacy information systems—can be easily achieved by most hospitals.

After that, the situation becomes more dire. For example, the clinical decision support systems that are required under meaningful use have so far been implemented by less than a quarter of the health care market.

And the measurements become tougher with each year. For example, in 2013, orders will need to be tracked through a computer physician order entry (CPOE) system, an EMRAM stage 4 capability.

The report concludes that while hospitals that have achieved the EMRAM stage 3 capabilities are well positioned to meet 2011 American Recovery and Reinvestment Act (ARRA) requirements, by 2015 they will need to have the majority of their physicians using stage 6 applications, with completely electronic medical records in place.

To date, only 61 hospitals have reached Stage 6, and only15 hospitals have achieved Stage 7.

Only those organizations that understand meaningful use requirements will survive the upcoming healthcare delivery transformation, according to the study—and that will require the careful architecting of IT solutions.

We can help you choose the right EMR and support structure—and we can help you keep your software up-to-date in accordance with government guidelines. Contact us for details.

Related articles:

• EMRAM
• EMRAM and meaningful use: crossing the EMR chasm

“You’re dreaming if you think you can achieve it in less than a year,” warned Leavitt at the annual AHIMA conference on Monday in Grapevine, Texas.

While physician practices could implement EMRs more quickly, Leavitt said it could take hospitals at least 18 months, if not two years, to do so.

So at this point, it’s a race against the clock. Although you don’t have to be the first practice to install an EMR, you do have to get it done in order to qualify for the bigger payouts available in the first two years of the program. You have to implement an EMR by early 2010 in order to qualify for the first available annual payments totaling up to $44,000 for each doctor in your office.

We can help you choose the right EMR and support structure, which is essential in your being a practice of the future rather than a practice of the past. And we can help you keep your software up-to-date in accordance with government guidelines—which in turn will keep reimbursements coming in over the years.

Related articles:

• Don’t wait until next year to implement EMR, Leavitt warns

The Federal Bureau of Investigation (FBI) has warned ACH users – particularly small businesses – to be on the lookout for ACH system fraud, which has already scammed as much as $100 million from unsuspecting victims.

The FBI is working with the National Cyber Forensics and Training Alliance (NCFTA) to determine a solution for the problem and to catch the criminals behind these multi-million dollar scams.

All it takes is a seemingly harmless email to an organization’s bookkeeper or accountant to give hackers access to all their accounts. In a technique called “phishing”, these criminals send electronic correspondence laced with attachments disguised as documents or genuine applications (like an update for Windows, for example), or links to supposedly legitimate websites. Once a recipient clicks on these links or installs the software, the hacker installs a keylogging program in their system, giving them access to passwords and other sensitive account information.

The siphoning off of funds happens fairly quickly. Some hackers set up ACH transfers to unaware third party groups that typically do payroll processing tasks for international companies, which in turn transfer the money overseas. Others create fake names on a payroll system which automatically siphons off money into preset accounts enrolled in a similar system.

According to the FBI, the usual victims are small businesses because of their tendency to work with smaller, less secure banks. It’s the FBI’s conclusion, indicated in a report by their Internet Crime Complaint Center (IC3), that smaller banks lack the proper security measures, which gives hackers the capacity to abuse the ACH system.

“In several cases banks did not have proper firewalls installed, nor anti-virus software on their servers or their desktop computers. The lack of defense-in-depth at the smaller institution/service provider level has created a threat to the ACH system,” the IC3 report reads.

More details about this story can be found here.

(http://www.computerworld.com/s/article/9140308/FBI_warns_of_100M_cyber_threat_to_small_business?taxonomyId=17&pageNumber=1)

Some notable findings:

• Only 28% have formal Internet security policies in place
• Only 25% provide even minimal Internet use/Internet security training to employees
• Those companies that do train spend less than 5 training hours per year on average
• 86% do not have an employee focused on Internet security
• More than 90% believe they are protected from malware and viruses

However:

• Barely half of the businesses surveyed check their antivirus software weekly to insure they’re up to date
• 11% never check security tools to make sure they’re current

For many, it seems, online security is simply not a top priority, falling far behind other issues such as meeting payroll and managing cash. But this is dangerous thinking, since more and more companies’ operations have become highly dependent on their IT infrastructure and the Internet for communications and business transactions.

How about your business? Is it secure? Call us today and find out how we can help.

Related articles:

• Fake security software ‘installed on millions of PCs’ (telegraph.co.uk)
• Celebrating National Cyber Security Awareness Month 2009 (googleblog.blogspot.com)
• Symantec lists “Dirtiest Web Sites” (canada.com)

As we pointed out in a previous post, social networks allow people to create communities on the Internet around shared relationships, interests, and activities. In business, social networks can be used as tool for marketing, public relations, sales, customer service, employee relations, and more. Many case studies show how companies are able to use social network services to generate new leads, strengthen relationships with customers and employees, and improve their business operations.

Here are some guidelines for avoiding pitfalls when implementing a social networking campaign:

1. Filter information. Actively filter personal or private or sensively information about yourself, your company, your employees and partners, and your customers from the information you or your employees post online. Make sure that none of the information you post is covered by any non-disclosure, patent applications, or contractual agreements, which could quickly get you into hot water.
2. Provide value. Post only information relevant to your audience online. Before any post, ask yourself: Is this information interesting and useful to my audience, or does it only serve us? Your audience will quickly tune you out if you continually post marketing fluff and self-serving promotional ads.
3. Be truthful. Be as forthright and honest as possible. Remember that these types of media are interactive and can quickly get around. You’ll find that unhappy customers and disgruntled employees are not shy in posting negative comments about you and your company for all to see – especially if they find you evasive or less than truthful.
4. Be vigilant. Social networking sites are a target for malware, hackers, and all sorts of online fraudsters. Before joining a social networking site, make sure to read their terms of use and privacy guidelines. How secure is their setup? Are they vetted by third-party security and privacy assurance services? Will they share your information with third parties?  Do mechanisms exist to allow you to control who can and cannot see what you share online? Find out and to protect yourself.
5. Provide clear guidelines. Take a cue from IBM and provide clear guidelines on what is and what is not acceptable, and who does and does not speak in behalf of your company. Make sure your employees know the guidelines and follow them. Let them know that whatever they post online can remain there for years to come and could come back to haunt them later on.

Despite the risks of using social networking services, there are risks of not using them as well. If you don’t shape your image on the Web, people will do it for you. Social networks make it quick and easy to set up a basic profile, and that’s the first step toward gaining control of your business’s reputation online.

We all remember Vista and the horror it continues to be for users. Expected to be a welcome upgrade from Windows XP, Vista was instead, from the very beginning, plagued with problems and all sorts of bugs, and was only slightly made more palatable when the Service Pack 1 was released. Many opted to stick with the more ancient yet much more reliable Windows XP and wait for better things to come.

And come it did. With Windows 7, Microsoft has produced the operating system that many thought Vista would be, leaving the predecessor a memory most would rather not revisit. Faster, lighter, simpler, and easier to use, reviewers have compared this recent instalment of Microsoft’s flagship operating system to a more efficient and generally accepted-to-be-better OS: Mac OS X. While Microsoft does have a stake in Apple, it doesn’t erase the fact that the two have for years been – and continue to be – the most bitter of rivals. With the release of Windows 7, the competition has become very stiff indeed.

Mossberg writes, “In recent years, I, like many other reviewers, have argued that Apple’s Mac OS X operating system is much better than Windows. That’s no longer true. Now, however, it’s much more of a toss-up between the two rivals. Windows 7 beats the Mac OS in some areas, such as better previews and navigation right from the taskbar, easier organization of open windows on the desktop and touch-screen capabilities. So Apple will have to scramble now that the gift of a flawed Vista has been replaced with a reliable, elegant version of Windows.”

Key features of Windows 7 include UI and visual improvements to the taskbar, desktop, file, and networking systems. The overall speed of the OS has also been improved over Vista, which required a lot of hardware to run properly. Now, Windows 7 users are treated to much lighter spec requirements to make the OS run smoothly. Compatibility, especially with third party programs, has also been enhanced, with some touch screen features available for compatible hardware.

In a nutshell, Windows 7 is what Windows Vista was supposed to be in the first place. And because there’s no sense in crying over spilled milk, Microsoft has whipped up quite the replacement mix this time around. And we mean that in a good way.

To read Walt Mossberg’s full review, go to: http://ptech.allthingsd.com/20091007/a-windows-to-help-you-forget/.

Here are a few things you’ll love about Windows 7:

1. Faster boot up times

Vista was plagued with slow boot times, owing to its demand for high-end hardware in order to function smoothly. Windows 7, on the other hand, does more with less.

2. Lighter spec requirements

Speaking of hardware requirements and more for less, Windows 7 needs less power from your rig to function properly. This means that even hardware systems with bareback specs can run Windows 7 decently.

3. A new taskbar

The new taskbar is a combination of the old taskbar and the quick-launch icons of previous instalments. Frequently used programs are pinned as icons onto the taskbar, and can be used as both a launcher and as a preview for any running windows under that program.

4. File organization

The file system in Windows 7 is more unified now, and enables you to group similar programs together regardless of which hard disk it lives on.

5. Less nagging

One of the most annoying features of Windows Vista was the perpetual reminders about this and that mundane task. Windows 7 lets you configure the warnings to pop up only for issues you feel are important. UAC (User Account Control) also adopts this principle, eliminating that annoying Vista permissions window that popped up even for the most ordinary procedure.

If you’re using an older computer running Windows XP, we suggest you first head over to Microsoft’s Windows 7 Upgrade Advisor. After downloading the free tool, run it to scan your PC for potential issues with your hardware, devices, and installed programs. The tool will recommend actions you should take before you upgrade.
If your PC is running Windows Vista without problems, chances are it’s ready to run Windows 7. If you bought your copy of Vista or a PC running Vista after June 26, 2009, you might be qualified for a special upgrade offer to Windows 7, so make Microsoft’s official Windows 7 Upgrade and Migration page your first stop to find out.
Once you’re ready to take the plunge, get ready to do some homework first. Just like Vista, Windows 7 comes in different editions. Weigh your options and find out which edition is right for you. Also, PC World has put together a nice article on the five things you should know before upgrading to Windows 7 from XP. For a more detailed guide, visit Engadget blog’s excellent post on how to install Windows 7 and live to tell about it.

If you find the process too complicated, don’t have the time, or if you’re thinking of upgrading many computers, why not contact us? We can help you sort out your options and ensure a smooth upgrade.

Related articles:

• Seven things to know about Windows 7 (cnn.com)
• 27 Takes on Windows 7 [Roundups] (gizmodo.com)
• Windows 7 Launch, what the Experts say + Microsoft store grand opening. (domkop.co.za)

BBC News has reported that these Hotmail account owners, mostly from Europe, were victimized by a phishing attack. Microsoft is currently investigating the incident, and hinted that there may be more users who have inadvertently compromised the privacy of their email accounts.

The total scale of the phishing attack has yet to be determined, since the 10,028 Hotmail usernames and passwords are only of users whose names begin with A or B. Microsoft has confirmed the accounts to be genuine.

Microsoft has also taken action to remove the passwords and usernames from the website. As of now, there is no news regarding what action the software giant will take against the instigators of the attack, nor what the impact will be to the owners of the compromised accounts. Microsoft has advised users to immediately change their passwords, and warned email account holders to be more careful in responding to emails.

Phishing is an online scam in which email accounts are sent fake emails disguised as legitimate correspondence from trusted websites. Once the recipient clicks on a link included in the email, his or her account is then compromised, allowing phishers to gain access to account information as well as other sensitive information, including bank passwords and credit card accounts.

The original BBC story can be found here.

Twitter allows company owners to share short “tweets” or posts a maximum of 140 characters each to give quick, live updates to “followers” on the Twitter service. A few days ago, the Wallstreet Journal published an interesting article on how Twitter has become a life saver for many business owners in a crisis. One company used the service to update customers when their website went down because of a hacker. Another study from Warrillow, a consulting firm, says that small businesses are also using the service to search for deals and promotions online. In fact, according to the company, they use the service a whopping 7 times more than other social networks.

It’s interesting to learn the many ways that businesses are using services such as Twitter to their advantage. How about your business? Are you using it as well? Let us know!

Related articles:

• One in Five Tweets Are Free Brand Advertising (mashable.com)
• Facebook Adds Twitterlike Tagging Feature (myventurepad.com)
• 7 Times As Many SMBs Use Twitter To Find Deals (smallbizresource.com)

What is the PQRI?

The 2006 Tax Relief and Health Care Act established a voluntary quality reporting program for physicians.

Under the program, eligible professionals who satisfactorily report data on quality measures for covered services furnished to Medicare beneficiaries receive incentive payments.

Each year, the Centers for Medicare and Medicaid Services (CMS) implements the PQRI through an annual rulemaking process published in the Federal Register.

Are you eligible?

Click here for a list of eligible professionals. For 2009, the definition has been expanded to include audiologists.

How does it work?

Eligible professionals (EPs) do not have to enroll in the PQRI. You simply report the quality measures. There are two ways to do so.

First, you can report quality measures data through claims. If you choose this method, just report the appropriate quality data codes on service lines of Medicare Part B Physician Fee Schedule (PFS) professional-services claims.

Second, you can report quality measures data to a qualified registry. If you participate in a qualified registry, you should expect to receive more information from the registry on how to participate.

For 2009, there are a total of 153 quality measures (52 of them are new). Most measures can be reported through claims submission or through a PQRI registry. However, unlike in 2008, in 2009 a subset of the quality measures is reportable only through registries.

Note that CMS is testing electronic health record (EHR) data submission in cooperation with EHR vendors. At this time, however, there is no PQRI incentive payment available through EHR-based data submission.

How much is the incentive?

For 2009, the incentive is 2% of the eligible professional’s estimated total Medicare Part B Physician Fee Schedule (PFS) allowed charges.

For more information

For details, please visit the CMS PQRI web site, or see the attached data sheet.

According to National Health IT Coordinator David Blumenthal, MD, quality measures are at the heart meaingful use. “The key to meaningful use is to know how to measure for performance and to be able to give feedback to providers,” he said at an October 2009 conference sponsored by the National Quality Forum, which promotes and develops quality measures.

The requirements for meaningful use in 2011 are tasks that many providers already perform.

• You must send prescriptions to pharmacies electronically.
• Your EMR must connect to other EMRs, such as those at hospitals and other provider practices.
• You must submit statistical information on quality of care to the government so it can determine if EMRs are improving the health care system.

However, for 2013 and 2015 meaningful use will increasingly support improved patient outcomes, said Paul Tang, vice chairman of the Health IT Policy Committee, a public-private panel that advises the national health IT coordinator.

The changing requirements are a poor reason to delay implementing an EHR (and missing out on significant incentive payments). Any EHR you implement will likely include upgrades to meet changing meaningful use requirements.

So act now! Planning for a transition to an EMR is important and with hundreds of thousands of practices moving to an EMR there could be a wait—particularly as 2011 approaches.

• Wash your hands frequently, especially before handling food and after using the bathroom. It is recommended that you scrub your hands with soap and warm water for 10-15 seconds, then rinse well before drying with a disposable paper towel.
• Keep keyboards, phones, and copiers germ free by using disinfectant wipes to regularly clean items you share with others.
• Have your office dusted regularly. Dust and dirt can accumulate indoors, which pose risks especially to people with allergies and asthma.
• Make sure that your ventilation system is working properly.
• To prevent dust and dirt from settling on your keyboard you can buy a plastic cover fitted to your keyboard’s keys – they’re easier to clean, too.
• Make it a habit to keep a small bottle of disinfectant alcohol or hand sanitizer handy.
• If your office is carpeted, have it regularly vacuumed.
• Have the trash cans – preferably with lids – taken out and emptied every day.
• Simple illnesses such as common colds and the flu can spread very quickly in a workplace, so if you happen to get sick, do every one a favor by staying home – and come back only when you’re well. If you really must go to the office, avoid shaking hands with people and wear a mask or have a handkerchief or face towel handy for sneezing and coughing to help stop the virus from spreading.

No one likes to be sick, and following these simple measures will help make your workplace a much healthier and cleaner place to work.

What is Social Networking?
Online social networks are services meant to create communities of people on the Internet who share common relationships, interests, and activities. In a typical social networking site, users create profiles of themselves which they use to connect with other users and create a network of “friends.” These networks are typically organized around the user’s social relationships, life circumstances, lifestyles, organizational affiliations, ideological and political beliefs, commercial interests, and many other traits.

One benefit of creating these networks is that it allows users to keep track of each other within their network more easily. It also allows them to leverage the connections of others in their social circle – greatly expanding the network of people they would ordinarily have. Beyond creating their own social networks, things become interesting when users are able to share information and pursue activities online together, thereby allowing greater communication, collaboration, and co-creation of ideas, products at a scale and speed which simple was not have been possible before.

How Can I Use Social Networks for My Business?
If you are a small business owner, opportunities in social networking are readily available. The ability to create a network of employees, customers, prospects, and partners is one benefit, along with the ability to leverage their networks to expand your own. The potential capability to mine the amazing amount of user-generated demographic, psychographic, and behavioral data among a network’s members is also very valuable.

Here are some samples of ways you can put social networks to work for your business:
1) Use it for Marketing. Create a community of your current customers where they can more easily hear from you and you from them. Use their networks to attract new leads to your business. Follow their activities to gain insights into who they are, what they want, where they congregate, and how best to reach them. Let them use social networks as an avenue to let others know how good you are. Create exciting new opportunities for them to get to know your business, reach out to you, and create a relationship with you.

2) Use it for Customer Service. Gain valuable feedback into how they feel about your product or service in real time. Create an important new channel to reach out to customers and to get information out to them quickly and efficiently.

3) Use it for HR. Create a community of current and ex-employees. Use it as a cheap Intranet, like what this company is doing with Facebook. Gain insight into the social profiles and behavior of your employees. Use it as a tool to attract new recruits.

4) Create new opportunities for learning and innovation. Tap social networks to learn from like-minded people. Find and discover social networks in your business, industry, or your profession. Learn from fellow entrepreneurs, customers, or partners. You can even tap communities to help you innovate faster and more cheaply. With social networks and an active community of people behind them you can co-create new products or services, link up to gain greater bargaining power, or share information and intelligence more easily.

These are just some examples of how you can apply social networking to your business. For more information, contact us to learn how we can help you get started today!

Related articles:

• Marketer addresses social networking for businesses issues … (jonggunlee.tistory.com)
• To friend, or not to friend: That is the workplace question (seattlepi.com)
• Social Media: Embracing the Opportunities, Averting the Risks Webinar Presentation (slideshare.net)
• Social networking is about people, not technology (jonggunlee.tistory.com)

This list is divided into five categories:

1. Social-Media or Social-Bookmarking Sites, which allow users to share their favorite websites or track and vote upon various online articles and resources.
2. Professional networking sites, which allow networking among organizations and individuals for business purposes.
3. Niche sites, which target a specific community of users in a particular industry, profession, or with specific shared interests.
4. General social media sites, which have business applications such as the popular Twitter service.
5. Job sites, which are geared towards recruitment and talent management.

Head out to InsideCRM.com to find out more.

Related articles:

• Social Networking And Your Business (smtusa.com)
• Social Networking and Technical Communicators | On the Write Road (jonggunlee.tistory.com)
• B2B Social Media: Got Your Toe Wet, Now It’s Time to Swim (socialmediatoday.com)

And therein lies the problem. Many people seem to put such a high priority on immediately replying to electronic communication that they often unintentionally offend the people they are actually physically with. For example, how does that colleague doing the “Blackberry Prayer” during a meeting – hunched over a handheld device, texting and emailing – make you feel?

Here are a few etiquette tips when using our electronic devices:

• When in meetings, turn your phone off – or at least put it in silent mode.
• Check your messages and return calls and emails after meetings, not during them. It’s much more polite to explain to a caller or email sender that your response was delayed because you were in a meeting rather than explaining to everyone with you that the person on your phone is more important than them.
• If you are expecting an urgent call you must take, inform others about it before the meeting begins. When your phone vibrates, excuse yourself quietly and take the call outside.
• Never wear an earpiece while in a meeting.
• Don’t use your mobile phone or PDA while you are talking to somebody – it gives the impression that the person you are talking to is unimportant and insignificant.
• Loud ringtones are inappropriate for certain settings, so make sure they’re off at the right times.
• If you need to use speaker phone, ask the person on the other line for permission first, and announce who else is in the room with you. Many people are (understandably) uncomfortable not knowing who else may be listening to them.
• While in video conferences, treat the people on the other end of the line as if they were actually in the room with you. No discreet playing of Plants vs. Zombies on your iPhone while the brand manager from the other end of the line is giving his sales report – regardless of how boring it may be.

Remember: electronic correspondence can never replace actual human interaction and conversation. Even though we’re in the electronic age, the old saying still applies: “Politeness is to human nature what warmth is to wax.”

Not surprisingly, a substantial number (39 percent) of the companies surveyed cut their IT budgets in 2009, with an average cut of 22 percent from 2008 levels. Among the areas where companies are saving money is hardware, with the average planned lifespan for machines such as desktops, laptops, servers, and switches increasing by 26 percent.

Despite this, a significant number (31 percent) report that budgets remained flat, while as many as 30 percent reported an increase in budget in 2009 from the previous year. Among the areas where companies are investing money is in software, specifically security software. 46 percent of SMBs indicated that they plan to invest in antivirus and antispam software, while 38 percent plan to put their money in data backup and recovery software. A growing trend is virtualization, with 30 percent of participants planning to invest in virtualization solutions.

How does your company compare? Do you think your company is investing enough in IT security? Contact us now to see how we can help you invest your IT budget where it brings the most value.

The new credit is available to physicians using an electronic health record (EHR) certified by the Certification Commission for Healthcare Information Technology (CCHIT), a private, non-profit organization that has been recognized by the federal government as an official certification body for health information technology.

In order to be eligible for the program, physicians must meet underwriting and claims approval and be willing to participate in CMIC-approved risk management programs. The EHR must also be fully operational for at least one year.

Denise Funk, CEO of CMIC, says the program was developed because “a fully implemented EHR system reduces medical errors and increases efficiency and timeliness of care.”

The credit is just one of many new incentive programs being offered by medical malpractice insurance providers. In January 2007, for example, the CMIC, in a joint initiative with the Massachusetts eHealth Collaborative (MAeHC), the Massachusetts Medical Society (MMS) and the Physicians Insurance Agency of Massachusetts (PIAM), offered Massachusetts physicians a similar credit.

Practices interested in receiving more information about this new EHR credit should call CMIC at (860) 633-7788. For more information about CCHIT-certified EHRs, contact us today. We can help you find an EHR solution that provides the tools necessary to help you achieve the requirements of malpractice insurance discounts.

BLOOMFIELD HILLS, MI – The Certification Commission for Healthcare Information Technology today announced that gloStream’s product gloEMR version 5.0 is a CCHIT Certified 08 Ambulatory EHR additionally certified for Cardiovascular Medicine and Child Health and meets the Certification Commission’s electronic health record (EHR) criteria for office-based use. Ambulatory EHRs are designed for physician offices and clinics where most Americans get their healthcare. The Commission – a private, nonprofit organization – is the recognized certification body in the United States for certifying health information technology products.

Read more at Healthcare IT News

“gloStream builds comprehensive and user-friendly EMR and PM applications for physicians, and we’re glad to collaborate with them to maximize the application’s capabilities for the physicians who rely on it,” said Dan Walsh, senior vice president of information technology for Apollo Health Street. “Our team of healthcare and IT experts will offer gloStream’s clients around-the-clock, cost-efficient support so that business processes and patient care continue uninterrupted.”

Apollo Health Street’s IT services offer a single point of contact for all technical support of gloStream’s products and solutions, which are the only ones on the market embedded with Microsoft Office®. Apollo Health Street has already begun support for two gloStream clients, including one in Rochester, NY.

“We’re constantly looking for unique strategic partners who can augment our resellers’ offerings,” said Mike Sappington, gloStream’s chief executive officer. “Apollo offers a robust set of support options that can help our channel provide even more value to the physicians they serve.”

“Smart EMR and PM technology is increasingly critical to the healthcare industry, and we are eager to work with gloStream to make an already-excellent product work even better for healthcare industry leaders and clinicians across the country,” added Andrew DeVoe, chief executive officer for Apollo Health Street.

About gloStream

gloStream provides physicians and healthcare facilities with certified electronic medical record and practice management solutions delivered and supported through a nationwide network of local technology partners. gloStream products are secure, easy-to-use applications and the only solutions on the market embedded with Microsoft Office. Through a simple user interface, robust voice recognition technology, and single-click access to all patient information, gloStream products help doctors improve patient care by streamlining workflow and creating efficiencies in office administration. For more information, visit www.glostream.com or call 1-877-456-3671.

About Apollo Health Street

Apollo Health Street partners with hospitals and healthcare organizations across the country to achieve healthcare’s True Return. Enhancing our clients’ team and resources, Apollo Health Street develops tailor-made, world-class solutions to tackle the financial and IT challenges faced by the nation’s hospitals, physician groups and healthcare payers. Our solutions combine award-winning customer service with healthcare domain expertise, sophisticated technology and global resources. The result is a strengthened bottom line to offer excellent patient care today and tomorrow. Apollo Health Street provides customized payer, hospital, physician, IT and strategic support services to more than 170 healthcare partners throughout the nation. Headquartered outside Philadelphia, Apollo Health Street has seven operational centers of excellence strategically located throughout the United States. For more information about Apollo Health Street call 1-800-350-5781 or visit www.apollohealthstreet.com.

On September 1, the Centers for Medicare and Medicaid Services (CMS) sent a letter to state Medicaid directors announcing that:

• The CMS will reimburse states for payments they make to health care providers under the federal health IT stimulus program.

• State Medicaid agencies can immediately apply for 90 percent in federal matching funds to cover the planning that will be required to launch health IT incentive payment systems.

The letter is the first formal direction CMS has provided state Medicaid agencies about how to manage the millions of dollars in incentive payments that will flow to health care practices under the American Recovery and Reinvestment Act of 2009 (ARRA).

As most physicians know by now, the ARRA provides incentives payments for physicians who can demonstrate “meaningful use” of an electronic health record by 2011.

There are two incentive programs: one for Medicare providers and one for Medicaid providers. If you provide both Medicare and Medicaid services, you must choose one of the incentive programs based on your qualifications and the benefits provided.

Please contact us with any questions or for more information. We can help you find an EHR solution that provides the tools necessary to help you achieve the requirements of the ARRA.

Related article:

The letter to state Medicaid directors

Physicians are not required to treat a minimum number of Medicare patients in order to be eligible for the incentive payments. However, there is a cap on the total EHR incentive available to physicians.

The cap is based on 75% of the allowable Medicare charges for the physician, not to exceed total payments of $44,000 ($48,000 for physicians who practice in a professional shortage area).

So, physicians with lower Medicare volumes may be eligible for a smaller amount.

To clarify, for example, in 2011, the first payment to those physicians who meaningfully using a qualified, certified EHR is $18,000. Therefore, a Medicare provider who charges $24,000 (or more) in Medicare allowable charges is eligible for the $18,000 payment in 2011 (because 75% of $24,000 is $18,000).

Here is the entire flow for all stimulus payments:

Please contact us with any questions or for more information. We can help you find an EHR solution that provides the tools necessary to help you achieve the requirements of the ARRA.

Some interesting findings from the study:

• The average number of threats per site on the Dirtiest Websites list is roughly 18,000, compared to 23 threats per site for most sites
• 40 of the Top 100 Dirtiest Sites have more than 20,000 threats per site
• 48% of the Top 100 Dirtiest Web sites feature adult content
• 3/4 of the Top 100 Dirtiest Web sites have distributed malware for more than 6 months
• Viruses are the most common threat represented on the Dirtiest Websites list, followed by security risks and browser exploits

You can read more about this research at Symantec’s website. If you suspect your PCs are at risk, or if you want to ensure your website doesn’t get hijacked by cybercriminals, contact us. We can help.

Related articles:

• Symantec lists “Dirtiest Web Sites”
• Virus Security By Leveraging Community And Clouds
• Smartphone users need more security

This is a clear indicator that the Internet has become an important source for many businesses to generate and manage their business. Potential business can come anywhere – from their website, queries in search engines, online ads, and lately even social networking sites. According to the study, for businesses that track lead sources, the percentage that does so using the Internet has increased from 22 percent in 2008 to 30 percent in 2009.

Although the Internet can often be a scary for many SMB’s and their prospects place with threats such as spam, malware, phising, and more, this study reveals that it is still a source of tremendous value for those who know how to use it effectively.

Related Information:

• If you’re a Microsoft Partner you can access my 5W50 Webinar “Building Your Online Marketing Engine” If you’d like a copy of the presentation don’t hesitate to drop me an email and request it
• Online Media Ad/Promo Use Eclipses Traditional Among SMBs

Read more at HealthcareITNews.com

According to the reports the victims, usually the company CFO or owner, were sent malicious software as attachments to email, which when opened remained resident on the victims’ machines and stole the victims’ passwords to their online banking websites. The cybercriminals used this information to initiate transfers from their accounts of up to US $10,000 at a time to evade notice and detection from their bank’s anti-fraud or money laundering detection systems and protocols.

Your business might be at risk. Make sure you are protected from this type of fraud by securing your PC and network from malicious software. Do not open suspicious-looking attachments and make sure you have the necessary protection in place, such as firewalls, antivirus software, and other methods of protection. Need help? Contact us today.

Related articles:

• Comment: online banking? No thanks
• Know When Something is Being Installed on Your Machine
• Cybercrime victim? 3 telltale signs and what to do

Remote support tools allow IT providers to support an entire company’s computing infrastructure, wherever and whenever needed, from their own offices. This helps address the needs of a market that significantly benefits from doing more with less— small and medium businesses.

Some of the benefits of remote support include:

• No travel time. As long as the issue doesn’t require on-site support, you won’t pay for time spent traveling to your site.
• No waiting. Response time is faster because support staff can address your needs immediately with online access to your machines and servers.
• Less work interruption. Because support can be done remotely, much support work can be done after hours, or behind the scenes as you continue to work. No more downtime while support staff takes over your physical desk.
• Lower costs. IT support staff can work on all of your computers simultaneously from their own offices, saving time – and therefore money.
• Proactive monitoring prevents problems from ever happening. Instead of waiting to come out and fixing your infrastructure when it’s already broken, remote support provides ongoing network monitoring, management, and unlimited remote support that prevents problems from occurring in the first place – all for one fixed monthly fee.

Contact us today for details on how our remote IT support solutions can help your business stay on track.

The rules are part of proposed National Instrument (NI) 31-103, which will create a new set of nationwide regulations for securities firms, such as asset managers, investment advisers, and dealers.

The first draft of NI 31-103 was published in February 2007. After receiving comments, the second draft was published earlier this year.

Although the rules aren’t yet final, it’s easy to see what kinds of requirements are coming. NI 31-103 requires a registered firm to maintain all records necessary to accurately document its business activities, financial affairs, and client transactions. These include e-mail, regular mail, and faxes.

It appears that record keeping will be required for seven years from the date of the act for “activity” records (which relate, for example, to specific purchase and sale transactions), and seven years from the date the person or company ceases to be a client of the registered firm for “relationship” records (which relate, for example, to the ongoing relationship between a firm and its customer).

Moroever, for the first two of those seven years, a firm must keep the record in a manner that permits it to be provided promptly to the regulator.

NI 31-103’s new requirements are consistent with a wider societal trend toward record keeping—and if approved by the appropriate government authorities in each jurisdiction, the law could come into force at the end of September 2009. Therefore, it would be wise to begin e-record retention now.

Many solutions are available to help you streamline your archiving process, and we can help you choose the best one for your business. Contact us for details.

Related articles:

• Financial e-record keeping law
• Tough e-mail archiving laws coming soon to Canada—and how to prepare

According to research from the Yankee Group, 26% of medium businesses (100-499 employees) and 43% of enterprises (500+ employees) are using server virtualization today, and within 24 months, the percentage for medium-sized businesses is expected to increase to 69%. Among small businesses (20-99 employees), 23% are using server virtualization in production servers, and 8% of very small businesses (2-19 employees) are following suit.

Here are some examples of how you can take advantage of virtualization:

1. Reduce capex and opex. If you run a fair-sized organization with multiple servers, you can reduce your capital expenditures for new equipment or upgrades by purchasing a smaller number of machines and running your server workload off of them. Over time, this will reduce operating expenses because you’ll have fewer machines to maintain, less power and space consumed, and more machines more fully utilized.
2. A cost-effective way to keep IT running. Some virtualization solutions include features that allow virtual machines to quickly recover in case of disaster or application downtime. Virtual machine loads can be transferred in real-time from one physical machine to another. This means that your accounting application or warehouse management system will always run even if the original machine it’s installed on goes down – if it’s installed on a virtual machine that can intelligently transfer the application to a standby system.
3. Test multiple types of machines and run multiple applications on different operating systems. With machine virtualization, you can run multiple operating systems on a single PC. Thinking of running Windows 7 but are afraid some applications might not run properly on it? Use virtualization to run Windows XP within Windows 7. Want to use a Mac but your email is tied to Outlook? No problem! Buy a Mac, and use third party software to run Windows inside it.

Curious about virtualization and how it can help your business? Contact us today to explore ways that virtualization can increase your efficiency and lower your costs.

How to prevent eye strain:

• Never stare too long at your monitor. Blink occasionally and use eye drops to avoid dry eyes.
• Rest your eyes regularly for about 2-3 minutes. If you have time, take a power nap (5-15 minutes) – this not only gives your eyes a rest, but also gives your brain and body a well-deserved break.
• Use glare-resistant glasses or a glare reduction screen for your monitor.
• Avoid working in too-bright environments.
• Reduce the brightness of your computer screen.
• Place your monitor at least 20 inches from your eyes. If you can’t read the screen, increase the size of your windows. You may also want to visit an optometrist to see if you need glasses or a new prescription.

How to prevent carpal tunnel syndrome:

• Adjust the height of your chair so that your arms and wrists are level with the keyboard.
• Move and click on your mouse lightly.
• Perform this wrist exercise several times throughout the day:
  1. Stretch your arms out in front of you, palms facing out – as if you were doing push ups. Hold for 5 seconds.
  2. With arms still stretched, straighten your wrists and relax you hands.
  3. After a few seconds, make tight fists and point them downward with your wrists. Hold for 5 seconds.
  4. Repeat step 2.
  5. Let your arms hang at your sides and then give them a gentle shake

Try incorporating these easy, quick, and safe tips into your daily routine. If they become habits, they’ll help you avoid the inconvenience and pain of carpal tunnel syndrome and eyestrain.

The losses, which ranged from $150,000 to more than $400,000, were accomplished by the crooks in mere minutes. Luckily for these companies, the banks managed to reverse some of the transfers. If they hadn’t, the losses would have amounted to $700,000 up to a whopping $1.2 million.

The modus operandi of the hackers is simple. Making use of the ACH network, they send out “phishing” emails to account holders. When the recipient clicks on the link, malicious software – a Trojan horse or virus – automatically downloads itself to the recipient’s computer, allowing the hacker to infiltrate the system. Keylogging software (software that tracks keystrokes) is installed, which gives phishers access account numbers, names, and passwords. They then divert the company’s funds into their own accounts.

ACH fraudsters can also use the same method to not only siphon off money into their own pockets, but also to establish “ghost employees”, which they insert into the payroll and qualify to receive regular paychecks.

While banks are doing their best to strengthen the system, they can only do so much, and experts admit that the ACH network is a very old system compared to today’s standards. The volume of money that flows through the ACH is also so massive that it is difficult to keep track of specific amounts for specific accounts.

Despite its shortcomings, the ACH system still remains widely used, and the best defence is to guard your system well. For our clients, we have firewalls and anti-malware software in place, but you should also make sure your bookkeepers and staff are briefed on how to avoid being the victim of fake phishing emails.

If you have any questions or concerns please give us a call.

For more details about this story, visit http://www.computerworld.com/s/article/9136334/Cyber_attackers_empty_business_accounts_in_minutes?taxonomyId=17&pageNumber=1.

Entrepreneur magazine columnist Gail Goodman

Goodman points out several arguments in support of her case. Among them: email is still valuable for relationship-building and meaningful interaction and dialogue with customers. Also, social networking has its place as a complementary channel to the marketing mix, and research from MarketingSherpa seems to bear this out. Another is that young people continue to use email despite their fascination with social networking sites.

If you rely on Internet, email, or direct marketing in your business, then be sure to continue using email as well.

Related articles:

• Report: Social Networks Growing while Other Social Media Sites …
• Why Do People Use Online Social Networks : Internet Marketing …

Rogueware misleads users in that it tells them that it is protecting them from annoyances (such as online ads) or harm (such as from viruses or other malware) – even if it’s not. Often these programs themselves are not malicious beyond displaying false information. However, in some cases they can be the source of harm themselves, creating a backdoor for other Trojans or viruses to enter the system.

According to Panda’s research, as many as 35 million computers are newly infected with rogueware each month, many through social networking websites such as Facebook, MySpace, Twitter, Digg. Ads featuring free downloadable software are often featured, containing links or reminders to get the paid versions after first use—which earn the fraudsters as much as $34 million per month, Panda estimates.

To ensure you use only legitimate security software, make sure you only use systems from trusted software vendors that are vetted by your IT advisor. For advice and help, contact us today!

Related articles:

• Cyber-criminals targeting social networking sites
• Blog – Can Twitter and Facebook be Both Social and Secure?
• Forget about malware, rogueware is where its at!

Windows XP mode runs a virtualized instance of Windows XP in Windows 7, and requires a PC equipped with additional 1 GB of RAM, 15 GB of available disk space, and a processor capable of hardware virtualization with AMD-V or Intel VT turned on in the BIOS. Because of these system requirements, older PCs are not able to run the software.

In the blog post by the Windows 7 Development team, they suggest that users first try the Native Windows 7 mode when running their applications before resorting to Windows XP mode. Windows XP Mode was developed to address some users’ concerns about compatibility, considering that Windows 7 uses the same kernel as Windows Vista. Some businesses had been holding back from upgrading their operating systems since some business applications built for XP proved incompatible with Vista.

Windows XP Release Candidate will work with both the RC and RTM (Release To Manufacturing) versions of Windows 7. If you need more information, please contact us today and we’ll assess whether you can safely upgrade to the new release of Windows 7, or you need Windows XP compatibility mode for your business applications.

Related articles:

• Windows XP Mode RC now available
• Microsoft Clarifies Windows XP Mode For Windows 7
• Windows XP Mode for Windows 7 Release Candidate available

Typical scenarios for upgrading include:

1. Users running Windows 7 Starter Edition on their netbooks, who wish to upgrade to Home Premium to take advantage of Aero Peek and other enhanced functionality from their OS such as Taskbar Previews. Desktop themes are also enabled, and so is Remote Media Streaming.
2. Users running Home Premium on their laptops who wish to connect to their office network’s domain or run their old custom business applications using Windows XP Mode can upgrade to Professional.
3. Users running Home Premium or Professional who want to encrypt and secure their USB devices.

With Microsoft’s early announcements of pricing and upgrade options for the upcoming Windows 7 release, you have the opportunity to plan now for the investment strategy you will use when the time comes to upgrade. If you need information or advice about your options, don’t hesitate to call us.

Related articles:

• Windows 7 RTM reviewed
• For Some, Move To Windows 7 Will Be Tough
• Windows 7 pricing announced: cheaper than Vista
• Microsoft announces pricing for Windows 7 family pack, upgrading

However, this article does explain what you can do, including any of the following:

1. Install a copy of Windows 7 on the same computer, in parallel with your existing XP install.
2. Install a copy of Windows 7 on the same computer and replace your existing XP install entirely.
3. Obtain an entirely new computer with 7 installed, and migrate your existing XP data and application settings to it.

To learn more, visit Information Week. If you need help with preparing your business for Windows 7, contact us – we are here to help.

Related articles:

• For Some, Move To Windows 7 Will Be Tough
• Windows 7 RTM reviewed
• Backwards compatibility can kill you

The good news though, is that there are simply ways to avoid getting infected by malware. Clearly having the right anti-virus and security installed and up to date is critical – that’s where we help. But it’s also important to know how you can make a difference.

Here are few simple tips to help you keep your system malware-free:

1. Never click indiscriminately
These days, there are ads and pop-ups, designed to induce a PC user to click on them. From sexy models to seemingly too-good-to-be-true offers and promotions, many web advertisers are counting on people’s curiosity and the impulse to click away. The thing is, many of these ads lead you to unsecure sites filled with malware.

2. Cancel Autorun.
When you plug in a portable hard disk or flash drive, you computer automatically opens a window with preset options to enable file viewing for that drive. Immediately opening a flash drive allows infections to access your system, so cancel the window and scan first before opening the drive or any file inside it.

3. Never open suspicious emails.
Unsolicited email is always best unopened and deleted immediately. If you don’t know who sent it, send it straight to the trash bin and delete it forever.

4. Only download if you must and only from trusted sites.
Installing peer to peer downloads may be a great source of free music, media and software. But it’s not only piracy and is probably prohibited by your company policy – it’s also a fertile breeding ground for files embedded with Trojans, worms, and other forms of malware. Download files only when necessary and only do so from legitimate and trusted sites.

You make the difference
Your behavior online plays a big factor in making your PC and your system malware free. Especially if you’re on a network, failing to exercise caution not only compromises your system, but everyone else who’s connected to the same network. A simple click on a wayward link or ad can cause your whole company to be bombarded by spam, so always be careful in what sites you go to and what files you open and download.

If you’d like us to come in and talk to your staff about this and other safe-computing habits just let us know.

With traditional network infrastructure, when employees are away from the office—because they’re traveling for business purposes are or are taking time off—collaboration is impossible and productivity is lost.

As a result, many companies are helping their employees to work remotely. A 2007 study by Nemertes Research revealed that 83 percent of organizations now consider themselves virtual, with workgroups spread across multiple locations and geographies. In addition, 91 percent of employees work outside of headquarters, and 96 percent use some form of real-time collaboration tools.

A mobile workforce may involve:

• Real-time access to desktops and documents;
• Internet and instant messaging access through mobile devices;
• Real-time collaboration tools (such as editing documents simultaneously); and
• Audio and video conferencing.

Companies that effectively enable a mobile workforce:

• Improve productivity through ongoing access to information;
• Drive business responsiveness through constant communication between employees and clients; and
• Support work-life balance and improve job satisfaction—which helps attract and retain talent.

However, there are challenges to enabling a mobile workforce:

• Deployment can be disruptive to your current IT infrastructure;
• Devices and applications may be incompatible with your current infrastructure;
• Employees may not know how to use new tools; and
• Mobile devices and data may not be protected.

We can help you avoid these problems when enabling a mobile workforce—and at the same time, minimize your investment in technology with products that scale to support your evolving needs. Contact us for more information.

1.  Microsoft Word, PowerPoint, and OneNote 2010 now lets several people work on a document at the same time. Users of the desktop versions of the software will be able to send out a text link that will let anyone click on the link and use Windows Live to open the document and work on the live, with all parties seeing each others’ changes.
2. Outlook 2010 will have a new feature which will allow users to ignore email threads, deleting everything in that conversation, including existing messages and any new ones that come in.
3. PowerPoint 2010 will have a Broadcast feature will create a URL that users can share via e-mail or IM. Clicking on the link will let other users see a slideshow streaming directly from the author’s desktop.

To find out more about these new features, visit the Microsoft WWPC website.

Related articles:

• Microsoft Office 2010 in Videos [Video Demonstration]
• Office 2010 revealed in great detail via Microsoft videos
• Microsoft Offie 2010 to have free online version like google docs

The IT Effectiveness Index report, or ITEI, provides business owners and IT executives at small and midsized businesses with a free online benchmarking tool to help them compare the effectiveness of their IT systems with companies in the same industry and peer group. Executives who take the survey are given a grade from A through F, along with a brief description of what their grade means.

Nearly one in four SMBs received an “F” or failing grade in IT effectiveness, the study says. According to the report, this failure stems largely from a lack of security, a high level of downtime, and the absence of disaster recovery programs. The report revealed that about 37 percent of SMBs received a “C” grade, which indicates they are just barely getting by; only 30 percent have a fully implemented security program; and only 26 percent have fully implemented a disaster recovery/continuity plan.

Is your business struggling with security? Do you want to increase the effectiveness of your IT? Consider outsourcing it to us so you can focus on your business and leave the worrying to us.

One reason may be the enormity of choosing from the hundreds of EMR solutions on the market. You want a solution that will meet industry standards—and is built on technology guaranteed to be around many years from now.

Now there is such a solution from gloStream called gloEMR™. It’s unique in that it’s built on Microsoft Office (in particular, Microsoft Word). Features include:

• Single-click access to all patient information
• Voice recognition
• Electronic prescribing
• Nationwide local support

To learn more, listen to a 20-minute audio-cast featuring two physicians using gloEMR™ as well as gloStream CEO Mike Sappington and Microsoft’s Stuart Post.

A new video describing the product is also available.

Related articles:

A Contemporary and Intuitive EMR Solution Built on Microsoft Office

To be reimbursed for the installation of EMRs under Health Information Technology for Economic and Clinical Health Act (HITECH), medical professionals must use a “certified” EMR in a “meaningful” way.

To this point, however, exactly what “meaningful” meant has been up for debate—and without a definition, medical professionals had two unappealing choices: wait to buy an EMR, or buy an EMR not knowing if it would meet future standards.

Now, the Office of the National Coordinator (ONC) for Health Information Technology has made recommendations regarding meaningful use criteria. E-prescribing, checking for drug-to-drug interactions, and maintaining an updated problem list are among them.

Physicians must also use these features in their practice on a daily basis to show meaningful use of their EMR system.

There’s still a long road ahead: The recommendations must be approved by David Blumenthal, the national coordinator for health IT, after which they will be submitted to the Centers for Medicare and Medicaid Services (CMS). Then, CMS will use these recommendations to make the final meaningful use rules, which are due in December.

This news makes it safer for medical professionals to implement EHRs now, provided that you use a reputable vendor. Larger vendors have the resources to upgrade their products as necessary to meet meaningful use criteria. In fact, many are assuring customers they’ll make any necessary changes, and some are offering money-back guarantees if they don’t.

While the benefits to personal communications are obvious, the larger value implications of this type of technology is evident in business, where travel costs are greatly reduced through the use of video conferencing technology. Imagine a group of people in the United States being able to see and communicate in real time with another group in Australia. This is possible with video conferencing, which allows the two parties simply agree on a time (with the time zone difference considered, of course) and then hold a meeting in the comfort of their own offices.

Video conferencing not only saves the fares and accommodation expenses, but also saves time spent travelling. It’s also valuable to employees in the field who need to report to a main office. A webcam, a mike, and a decent internet connection allows those in the field to report in real time to the main office at any time, eliminating the need to leave their post or assignment.

Programs you can use:

1. Citrix GoToMeeting – one of the most popular software for web conferencing, costing $49.00 per month or $468 for an annual plan that gives you unlimited conferences (including both video and voice) with up to 10 attendees. The interface is easy to use and meetings can be set up in a flash. The only downside is that Mac users can only participate in, and not set up, meetings.
2. Microsoft Live Meeting – another popular bundle of decently priced and stable conferencing software. However, the interface is much more complicated than Citrix GoToMeeting, and may confuse first-time users. Another possible concern is its “per use” charging system.
3. WebEx MeetMeNow – at $39 – $49 a month, this option offers the best value for the money, with its unlimited monthly use with up 10 participants and a very user-friendly installation and interface.
4. Acrobat Connect Professional – this option offers the most flexible payment plans, making it best suited for occasional users. It also boasts customization features allowing users to tailor the program based on their needs.

Video conferencing is a simple and practical way to communicate in real time with personal and business contacts, wherever they are in the world, at a fraction of the cost of more traditional methods. Need help choosing equipment and getting set up? We’ll be happy to lend a hand.

Malware, short for “malicious software,” is designed to infiltrate a computer system without the owner’s consent. It includes viruses, worms, trojan horses, spyware, and even adware.

The total amount of malware removed from computers worldwide grew more than 43 percent during the first half of 2008, according to a security intelligence report by Microsoft.

According to the report, based on the type of malware most frequently found, financial gain appears to be attackers’ top motivation.

And it may only get worse, because now organized crime networks are distributing malware. Don’t think American mafia; this type of organized crime is more typically loosely organized criminals from underdeveloped parts of the world. Australia’s Verizon investigative response team, which handles data breaches on behalf of that country’s major corporations, has reported that 91 percent of the breaches it found in 2008 could be traced to organized crime activity rather than insider or other threats.

These organized crime networks plot to infiltrate computers—primarily American ones, which have information from which they can profit—and steal data. They may also seek out intellectual property for its potential value. “If a single piece of intellectual property is compromised, and it happens to be the secret formula to your company’s product, then that’s a business-changing event,” said the Verizon report.

Although most of the malware Verizon found could not be detected by current antivirus products, around 87 per cent of breaches could have been avoided by using simple controls, according to Verizon, whose report stated that “on the whole, criminals are still not required to work very hard to breach corporate information systems.”

Here’s what you can do to help protect your systems:

• Enable a firewall.
• Install and maintain up-to-date anti-virus and anti-spyware programs that provide increased protection from malicious and potentially unwanted software. Almost 40 per cent of victims Verizon investigated in 2008 did not regularly update their security software.
• Check for and apply software updates on an ongoing basis, including updates provided for third-party applications.
• Open links and attachments in e-mail and instant messages with caution.

Need help implementing these safeguards? We’re here to assist!

ZDNet’s Ryan Naraine has posted a helpful summary of the released fixes:

• MS09-029: This update covers two privately reported vulnerabilities in the Microsoft Windows component Embedded OpenType (EOT) Font Engine, which could allow remote code execution. Rated “critical” for all supported editions of Microsoft Windows 2000, Windows XP, Windows Server 2003, Windows Vista, and Windows Server 2008.
• MS09-028: This update fixes three separate vulnerabilities (one publicly disclosed and under attack!) in Microsoft DirectShow, which could allow remote code execution if a user opens a specially-crafted QuickTime media file.
• MS09-032: This update resolves a privately reported vulnerability in Microsoft Video ActiveX Control. The vulnerability could allow remote code execution if a user uses Internet Explorer to view a specially-crafted Web page that uses the ActiveX control. This vulnerability is currently being exploited in the wild! Rated “critical” for all supported editions of Windows XP and “moderate” for all supported editions of Windows Server 2003.

Some of the vulnerabilities, notably one in Microsoft Office Web Components, do not yet have a patch. An attacker who successfully exploits this vulnerability could potentially gain the same user rights as a local user, allowing the attacker to modify or remove files on the PC remotely. This could potentially happen simply by using Internet Explorer to visit a website. A workaround exists by downloading a free utility from Microsoft called FixIt, which prevents the Microsoft Office Web Components from running in Internet Explorer.

Users, as always, are advised to immediately download the updates and utilities, or use Microsoft’s Windows Update service. If you need help installing the patches or workarounds, or if you feel your PCs are at risk, contact us immediately.

Related articles:

• Microsoft Security Advisory 972890 Released
• Microsoft warns of Internet Explorer security hole
• Microsoft issues patches, including one for IE exploit
• Internet Explorer’s ActiveX Security Mitigations in Use
• Microsoft Warns of Security Hole

Their research suggests that the average cost for SMBs to repair PCs over three years old can be 1.65 times as expensive as repairing PCs under three years old. Repairs include replacements, usually from hardware failure, and the cost to fix software crashes. Small business respondents with PCs older than three years experienced network card failures nearly eight times more than respondents with PCs less than three years old. This was followed by power supply failures, motherboard failures, software crashes, and virus attacks. Midmarket respondents experienced a similar trend, with network card failures at six times higher, followed by power supply failures and motherboard failures.

In addition, respondents said desktops that have been in use for more than three years are more susceptible to attacks from malware and viruses (28 percent), while older notebooks are 58 percent more likely to endure a virus attack. The cost of related lost worker productivity should also be factored in by companies wishing to hold on to outdated hardware.

Are you hanging on to old PCs in an attempt to money? Contact us today. We can help you assess the health and condition of your PCs, as well as determine the cost of maintaining existing PCs versus upgrading or replacing them.

According to the Windows team blog, estimated retail prices for the upgrade packaged retail product of Windows 7 in the US are:

• Windows 7 Home Premium (Upgrade): $119.99
• Windows 7 Professional (Upgrade): $199.99
• Windows 7 Ultimate (Upgrade): $219.99

Estimated retail prices for full packaged retail product of Windows 7 in the US are:

• Windows 7 Home Premium (Full): $199.99
• Windows 7 Professional (Full): $299.99
• Windows 7 Ultimate (Full): $319.99

The Windows 7 Home Premium full retail product is $40.00 less than today’s Windows Vista Home Premium price.

Pre-orders will be limited, and Microsoft has not commented yet on what the supply limitations will be. Pre-orders will launch Friday, June 26 – July 11 in the US, Canada, and Japan, ending sooner if supplies are depleted. The UK, France, and Germany preorders launch July 15 – August 14, also ending sooner if supplies are depleted. Microsoft has launched a new website where users can find more information about upgrade offers.

Related articles:

• Buy a PC tomorrow and get Windows 7 or pre order
• Week in Microsoft: Windows 7 gets priced
• Microsoft taking half-price pre-orders for Windows 7

Outlook is surely one of Microsoft’s most popular products, widely recognized as a standard application alongside Word, Excel, and Powerpoint. Bundled inside Microsoft Office, Outlook is the personal information manager component of the ubiquitous office suite, blending email, contact management, a calendar, and task management into one package.

Here are some tips to ensure you are making the most out of this popular application:

1. Use Outlook with Microsoft Exchange and Microsoft Sharepoint.
   Microsoft Outlook is a rich and powerful tool on its own, but when used with Microsoft Exchange Server and Microsoft Sharepoint, it provides enhanced functions for collaboration within organization, such as the ability to share mailboxes and calendars. With Exchange, you can create shared folders for important email communication and company-wide memos, as well as invite others to meetings and share your availability information. You can even create a company-wide address book of key contacts for shared use. With Microsoft Sharepoint, you can post all of this information in the company Intranet, and even expose some of this information to customers and partners in the company extranet or public website – allowing you to share information and collaborate more easily with people outside of the organization as well.
2. Use Outlook Web Access.
   If you don’t have access to your PC, such as when traveling, you can still use Outlook if you use it with Exchange. Just access Outlook Web Access (OWA) using your browser and any internet connection. OWA is the webmail service of Microsoft Exchange Server 5.0 and later, packaged as a part of Microsoft Exchange Server 2007 and previous versions of Exchange. Its interface resembles the interface in Microsoft Outlook.
3. Sync your data.
   Because of the popularity of Outlook, there is a host of third-party applications and plug-ins you can use to sync your data. Always on the go? Sync Outlook with your mobile phone, PDA, and even your iPOD or Blackberry. Want to have your data accessible on any PC or device? Sync your email and calendar data to hosted services such as Google Calendar or Google Apps. Need to call a contact from your desktop? No problem – Outlook can integrate with Skype to allow you to do one-click calling from Outlook. Want integration with your company applications and systems? A host of enterprise applications from billing and accounting, CRM, and even ERP systems can sync key data such customer contact information to Outlook.
4. Use add-ons.
   Many other third-party add-ons and plug-ins are available for Outlook to further expand its already considerable features. One favorite is a tool called Xobni (Inbox in reverse), which allows you to more easily search and organize your inbox. Google Desktop plugs in to Outlook so that you can search the web, your desktop files, and your email and file attachments from within Outlook in one place. There are many more available to check out.
5. Learn Outlook inside and out.
   Dozens of websites provide useful tips on how to complete tasks faster, make your experience with the application smoother, and simplify your workflow. A good place to start is Microsoft’s website, which regularly offers handy, free tips for using Outlook to its fullest.

Microsoft Outlook is widely used because it is a robust and versatile tool for information management, not only for individual users but for groups within an entire business as well. Time spent learning how to maximize its use is well worth it in terms of saved time and increased productivity. Call us now for ideas on how to get started!

Your business depends on your network

Your revenue is directly tied to the availability and performance of your network, because it’s the backbone of your business. Your network houses critical applications, allows your employees to communicate, and gives customers access your goods and services.

When your network fails, your business suffers. Employees cannot access the applications and information they need to keep your business up and running, and basic means of communication, such as printing, filing, and emailing, are unavailable. At the same time, customers cannot access the information they need to buy your products. You’re forced to spend time and money to get the system up and running, increasing your TCO. The end result: productivity declines and revenue decreases.

Managing your network can prevent revenue loss

It pays to minimize network performance degradation and downtime, and a network management system will help you do this. Large companies have long deployed such systems, but as networks become more critical to smaller businesses, they have become important for small- and mid-size enterprises as well.

A network management system will provide tools that improve network performance, help network administrators manage the network more efficiently, and include an early warning system for network outages. These benefits allow your business to operate more efficiently, thereby cutting costs and preventing revenue loss—and reducing the TCO of your network infrastructure.

Need Help?

Finding a good network management system and deploying it correctly is by no means a simple task, but there are plenty of solutions that provide the necessary functionality at a relatively low cost. We can help you deploy an easy-to-use network management system that helps you manage your network more efficiently and save money at the same time. Contact us today for more information.

Related articles:

Assessing the business impact of network management on small and mid-size enterprises

Data losses, which can result from theft or carelessness, are a downside of the information age. According to the Identity Theft Resource Center (ITRC), more than 35 million data records were breached in 2008 in the United States—47 percent more than in 2007.

How much do data losses cost? The Ponemon Institute, which studies business privacy practices, surveyed 43 U.S. companies across 17 industry sectors that lost data in 2008. According to the study, data losses ranged from 4,200 records to 113,000 records, and each data record lost cost $202—making the total cost between $848,400 and $22,826,000.

That number was up from $197 per data record lost in 2007, $182 in 2006, and $138 in 2005, the first year the study was conducted.

Why are data losses so costly? When you lose data, a number of costs are incurred, including detecting data losses, notifying victims, paying for victim reparations (such as free credit checks), and hiring experts to remedy the problem. You also must account for business lost as a result of customer mistrust. In fact, in the Ponemon study, $139 of the lost $202 per data record represented the cost of lost business.

Small companies may suffer the most from data losses. Another study conducted earlier this year by StollzNow Research asked IT managers from 945 companies about their experiences related to data management. They found that an alarming 49 percent of small companies fail to back up their data on a daily basis.

This is despite the fact that nearly half of all participants experienced data loss in their workplace in the past two years, and 36 percent felt that data loss could have a significant impact on their business.

Don’t put yourself at risk. We can help you prevent costly data loss by implementing a policy for the preservation of data, and by installing and testing backup systems on a regular basis.

Related articles:

Tech Managers Often Underestimate Impact of Data Loss

Study: Data Losses Proving More Costly for Businesses

According to Ms. Abrams’s article, if your business is growing and you have more than two people in your business, then you should definitely consider buying a server. Having a server, or a dedicated computer that acts as a central resource for data and applications within your office network, can dramatically improve the way your business runs.

A server allows you to consolidate your data in one place, making it easy to share among your colleagues. Network file shares allow you to upload and archive files and data in one centralized location for everyone. Centralizing data also makes it easier to secure and back up.

Servers often are powerful computers that can host applications your business runs within the office network. With servers, you can run applications such as email and security services, host your business website or company intranet, deploy multi-user databases, and much more.

Let us know if you are considering deploying a server for your business – we can help you do it efficiently and cost effectively.

Related article:

• Strategies: It might be time to get serious about a server.

Among those affected were the U.S. Department of Treasury, the Secret Service, the Federal Trade Commission, and several others. The attacks, which hit South Korean sites a few days later on July the 7th, are widely believed to have been carried out by an updated version of the MyDoom worm which gained infamy when it first hit Windows machines last 2004. The motive for the attack is not yet known. In the meantime, users are advised to scan their machines and update their operating systems to protect against known vulnerabilities. Contact us to learn more about protecting your business from a similar attack.

Related articles:

• Mysterious cyber-attacker hits at federal websites, crisis averted?
• Cyber Attack Targets Government Websites
• Who’s behind cyber assaults?

Be sure to check out the system requirements for Windows 7 ensure your system is up to the challenge. Generally speaking, if your system can handle Vista then it will likely have no problem with Windows 7; however, you’ll need ample space on your hard drive to have both running. Check out the article at Microsoft’s Technet website. Not sure how (or why) to do it? Contact us – we can help!

Related articles

• Windows 7 testers have long path to upgrade
• Can a Windows Vista PC Run Windows XP Instead?
• Windows 7 release date announced

Market research organization Techaisle recently released a study forecasting that SMBs worldwide will purchase 1.1 million Netbooks in 2009, jumping to 3.5 million units in 2010. Between 22 and 30 percent of SMBs said that they are considering Netbook purchases as they upgrading core desktops and notebooks. Designed primarily for wireless communication and access to the Internet, Netbooks are small portable laptop computers equipped with wireless connectivity, no optical disk drive, a small keyboard, and screens usually no larger than 10 inches. According to the survey, this interest in Netbooks is fueled by the global economic crisis forcing companies to rein in IT spending, as well as by increased interest in easy and low-cost access to mobile computing. The study suggests that while some are considering Netbooks as a possible replacement for desktops and notebooks, it is more likely that they will be used to augment those items. Contact us for ideas on how Netbooks might benefit your own business operations.

Related links:

• Global SMBs TO Buy 1.1 Million Netbooks in 2009
• ABI Thinks Netbooks Will Win
• How the Netbook is changing the industry
• Netbooks, Small, Efficient Web Tool

When most people want to purchase a new computer or upgrade their current one, they focus on finding a CPU with the quickest speed, the most computing cores, or the most RAM they can afford. However, they may be overlooking the most likely reason for computing slowdowns: fragmentation in the disks.

Disk drives claim the dubious distinction of being the slowest component on today’s computers, and the more fragmented they are, the more they drag down the performance of the entire system. Fragmentation is the scattering or fragmenting of files on a hard drive from continually writing, deleting, and resizing them. The more you use your computer, the more these bits of data get scattered about. As this happens, it takes longer for the computer to retrieve this data as it reads back from the disk. Defragmentation is the process in which a special software utility is run to arrange all of this data into contiguous spaces on the disk.

Today, frequent defragmentation is becoming more and more important as drive capacities become larger and we start to use our disks more heavily. We now regularly store and retrieve various forms of media such as photos, images, music and videos from our computer disks. Thousands of media files dramatically increase disk fragmentation. We also use our systems to run “virtualized” guest operating systems, which also dramatically increases file fragmentation as these operating systems perform simultaneous read/write operations on the disk. Resident antivirus programs will also slow down disk operation if it is made to continuously read fragmented files. In a business maintaining several computers, these operations will significantly shorten the life span of the drives, and will also contribute to work slowdowns and productivity loss.

So before spending money on a new CPU or RAM upgrade, try defragmenting first. Let us help you implement a schedule and procedures to better manage this important process.

• small businesses are more likely to purchase software than build their own
• they are wary of open source software because of security and support issues
• interest in SaaS is growing but total cost of ownership is a concern
• they are more optimistic than big businesses and will allocate a greater portion of their IT spend on software

These conclusions come from the recent Forrester Research report The State Of SMB Software: 2009 and data from Forrester’s Enterprise and SMB Software Survey “Enterprise Versus SMB: Who Influences Your Software Purchasing Decisions?” and “Software Budget Outlook And Preferred Purchasing Channels By Company Size: 2008 To 2009”. You can purchase the research at Forrester’s website or go to bMighty to read a summary. Do you agree with the findings? Let us know – we’re interested in what you think.

Related articles:

• Keep your software up to date with Secunia Personal Software Inspector
• Patch management no longer just an IT problem
• Another year of handwringing on cybersecurity

The format was developed by Adobe and was originally available only to owners of the company’s Acrobat software. During the mid-90s, Adobe began distributing Acrobat Reader software, a free tool for viewing PDF files – making it a popular choice for authors, publishers, and designers who wanted to get around the formatting limitations of HTML. PDF is now accepted as an open standard, and is widely supported by other software vendors.

Several characteristics of PDF make it a great choice for sharing or publishing documents over the Internet.

1. Ability to retain formatting. PDF allows the original presentation and formatting of any document to remain exactly as its original author intended it to look, including images, fonts, and layout. This is a distinct advantage over other formats such as Microsoft Office documents or HTML, which can change the document’s appearance according to the software and fonts installed on the computer used to view the document.
2. Security. With PDF documents, you have full control over users’ ability to open, print, copy,modify, or share documents. You can selectively enable or disable these actions for each document according to your preferences.
3. Easy to create. Because PDF has become an open standard, many software vendors support the format.You don’t necessarily need Adobe’s Acrobat software to create PDF documents. Many plug-ins for Microsoft Office, print drivers, or online conversion services are available free or for a fee and make it easy and convenient to publish or export to the format.
4. Compressible. PDF file sizes can be shrunk to suit the needs of target users. PDF documents can be packaged and compressed while retaining the original quality, or can be down-sampled and compressed to dramatically reduce file size, making it quick to download over the web.
5. Powerful and flexible. You can add interactive elements including form fields, hyperlinks,electronic signatures, and multimedia such as sounds and videos to your PDF documents. Although these features are also available with other formats,they are not as easy to package and share as PDF.

So consider switching to PDF when you want to share or publish documents over the Internet. If you need assistance, let us know – we can help.

Related articles:

• Customize PDFs online with these tools
• PDF Converter Downloads
• 4 Very Light Alternatives to Adobe Reader

Disk drives claim the dubious distinction of being the slowest component on today’s computers, and the more fragmented they are, the more they drag down the performance of the entire system. Fragmentation is the scattering or fragmenting of files on a hard drive from continually writing, deleting, and resizing them. The more you use your computer, the more these bits of data get scattered about. As this happens, it takes longer for the computer to retrieve this data as it reads back from the disk. Defragmentation is the process in which a special software utility is run to arrange all of this data into contiguous spaces on the disk.

Today, frequent defragmentation is becoming more and more important as drive capacities become larger and we start to use our disks more heavily. We now regularly store and retrieve various forms of media such as photos, images, music and videos from our computer disks. Thousands of media files dramatically increase disk fragmentation. We also use our systems to run “virtualized” guest operating systems, which also dramatically increases file fragmentation as these operating systems perform simultaneous read/write operations on the disk. Resident antivirus programs will also slow down disk operation if it is made to continuously read fragmented files. In a business maintaining several computers, these operations will significantly shorten the life span of the drives, and will also contribute to work slowdowns and productivity loss.

So before spending money on a new CPU or RAM upgrade, try defragmenting first. Let us help you implement a schedule and procedures to better manage this important process.

EMRs allow health care providers to exchange information electronically. They can look up patient records, prescribe drugs, maintain statistical data, and more—all with the click of a mouse.

gloStream’s EMR has a simple user interface that utilizes voice recognition technology and offers single-click access to all patient data—which in turn helps health care professionals work more efficiently and safely.

Plus, it has the support of Microsoft: Its utilization of Microsoft technology (including Microsoft Office) offers health care professionals an EMR that is secure, reliable, customizable, and affordable.

Health care professionals won’t want to waste time implementing an EMR such as gloStream’s. Those who do so soon are eligible to receive as much as $64,000 in incentives per professional, thanks to the American Recovery and Reinvestment Act of 2009 (ARRA) signed into law by President Obama on February 17, 2009. Late adaptors, on the other hand, may have their fee schedules reduced.

gloStream’s EMR is delivered and supported through a nationwide network of local technology partners. Give us a call and we’ll help you explore ways this technology can help your company grow.

Related articles:

http://microsoftstartupzone.com/blogs/rodney_bowen-wright/default.aspx

http://techstartups.blogspot.com/2009/05/glostream-raises-75-million-series-b.html

http://www.newsrx.com/print.php?prID=3138

http://twitter.com/glostream

SPECIAL REPORT

ABSTRACT

Background: Electronic health records have the potential to improve the delivery of health care services. However, in the United States, physicians have been slow to adopt such systems. This study assessed physicians’ adoption of outpatient electronic health records, their satisfaction with such systems, the perceived effect of the systems on the quality of care, and the perceived barriers to adoption.

Methods: In late 2007 and early 2008, we conducted a national survey of 2758 physicians, which represented a response rate of 62%. Using a definition for electronic health records that was based on expert consensus, we determined the proportion of physicians who were using such records in an office setting and the relationship between adoption and the characteristics of individual physicians and their practices.

Results: Four percent of physicians reported having an extensive, fully functional electronic-records system, and 13% reported having a basic system. In multivariate analyses, primary care physicians and those practicing in large groups, in hospitals or medical centers, and in the western region of the United States were more likely to use electronic health records. Physicians reported positive effects of these systems on several dimensions of quality of care and high levels of satisfaction. Financial barriers were viewed as having the greatest effect on decisions about the adoption of electronic health records.

Conclusions: Physicians who use electronic health records believe such systems improve the quality of care and are generally satisfied with the systems. However, as of early 2008, electronic systems had been adopted by only a small minority of U.S. physicians, who may differ from later adopters of these systems.

• Read the full report and supplements at The New England Journal of Medicine…

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• Infosec 2009: Security must be built in from the start
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Be proactive. Be prepared. Take security concerns seriously. Always watch for ways to cut costs.

That just might sum up the advice that enterprise-grade IT shops would give smaller businesses about how to avoid costly IT mistakes.

But what are some specific technology lessons that smaller fry can learn from the big fish? We asked the experts, and here’s a partial list:

• Read more at Inc Technology…

• Small businesses will be able to more quickly deduct the cost of investments in plants and equipment from their taxable income.
• Small businesses will be allowed to recover alternative minimum tax (AMT) and research and development (R&D) credits faster.
• Small businesses will be allowed to write off up to $250,000 of capital expenditures in the year of acquisition.

As a result, 2009 might be a good time to consider upgrading your technology. Your financial advisor can help you determine if any of these tax cuts apply to you.

More information;

A Breakdown of the stimulus package:
http://online.wsj.com/public/resources/documents/STIMULUS_FINAL_0217.html

Small Business Association information on stimulus bill:
http://www.sba.gov/recovery/index.html

Regularly updated stimulus page at Wall Street Journal
http://online.wsj.com/public/page/stimulus-package.html

What is CRM?

Customer Relationship Management (CRM) is a broad term that covers the management of all aspects of a company’s interaction and relationship with customers. It involves strategies, programs, and tactics to put the customer at the center of your business, with the goals of differentiating the company’s competitive positioning, attracting leads, encouraging customer adoption, improving customer satisfaction, encouraging customer loyalty-and ultimately driving revenue growth and profitability.

Why is Automation in Implementing CRM Important?

Among many other outcomes, an effective CRM involves properly identifying exactly who your customers are by not only segmenting them into groups but actually identifying them one by one so you can tailor your interaction with them in a way that meets their individual needs, wants, and expectations. And not only that, you also need to capture, store, and analyze each interaction with them in order to maximize your efforts.

As a business owner, you have a lot to focus on, and to implement CRM effectively, automation is definitely key. Attempting to achieve the goals mentioned above manually with a paper system takes a huge amount of time and effort, with incomplete results that often don’t justify that cost. You need to implement efficient technologies that support coordinated interactions through all customer channels across all customer touch-points, whether they happen through e-mail, phone, fax, instant messaging, via the web, or in face-to-face meetings with your sales people. You can only do all these things efficiently and effectively with an automated CRM system.

What Do You Need to Consider when Evaluating CRM Systems?

These days there are so many CRM options available that choosing the one best for your needs can be confusing. In evaluating your options, it’s important that you weigh a system’s features against your particular circumstances and business goals. As you begin researching different services, keep in mind what your goals are, any constraints you have to work within (such as budget), and who are the expected users of the system.

One of the first things to consider is whether you need an “on-demand” or an “on-premise” solution. On-premise solutions involve purchasing CRM software that runs on your own hardware and server. On-demand solutions are externally hosted systems accessible via the Internet. These convenient internet-based systems have no hardware or software set up requirements – saving you time and money. With employment trends heading more and more toward virtual or mobile employees, on-demand solutions are the best way to go for a lot of small- and medium-sized businesses.

In some cases, however, there is good reason to run CRM software on your own server, inside your own office. For instance, if security is of paramount concern, especially if you’re handling sensitive customer data, then you might be uneasy letting someone else manage your system for you. Also, if an always-on Internet connection is not possible, or if you need to integrate your CRM system with other systems (such as your telephony or accounting package), then an on-premise solution is the way to go.

Another important consideration is deciding what type of CRM system you want. Some CRM systems are geared towards marketing, and provide excellent automated lead generation, lead tracking, and marketing communication packages. Others focus on managing the activities of sales people, providing prospect and account management as well as opportunity management. Still others automate all aspects of the customer service function, such as automated helpdesk systems and knowledgebase. Finally, some focus on customer analytics, converting raw customer data from various systems into information you can act on.

Whichever type of CRM you choose, make sure that you research all the options available to you carefully. Be sure to check with your IT services professional for help in not only finding the right fit for your business, but also in adopting a system that will integrate well with your current or planned IT structure.

• Windows 7: The Complete Guide (Now With RC1!) [Windows 7]
• Microsoft: Lots to turn off in Windows 7

Windows 7 – It’s like Vista, only less annoying

Local Business Center is a Google service that allows business owners to enhance their business listings in Google Maps and other search results. With Search Dashboard, users are able to view statistics on how local listings are found across different websites within Google. For example, it shows when website visitors clicked on driving directions included with listings as well as those visitors’ Zip Codes.

Let us show you how this service can help you target ads to regions where your customers and prospects live.

Related articles:

• The Local Business Center dashboard opens its doors (googleblog.blogspot.com)
• Google LBC Is A Treasure For Small Business (regulargeek.com)
• Google giving small businesses local search data (news.cnet.com)

Adware (advertising software) and malware (malicious software) are types of harmful software called “spyware” that are not usually covered by anti-virus scans. While viruses affect your system directly, spyware runs in the background and transmits information about you through the ’net, which can be used a number of ways ranging from annoying to downright illegal.

These dangers are often unnoticed by users since they don’t directly affect the computer’s operation the way viruses do. What’s more, many people confuse them with viruses, but they’re very different and should be handled differently. Lots of spyware can also slow down your computer, so it’s important to have anti-spyware programs installed on your computer to keep it free from these harmful invaders.

There are many free spyware scanners and removers on the internet – simply download and install one, and then run it on a regular basis. Scanning for adware, spyware, and malware takes approximately the same time as doing a virus scan. Also, remember to update your scanners so that you have current definitions and less chance of overlooking new threats. Finally, we recommend that you refrain from visiting and downloading from unfamiliar websites since they could serve as hosts for both spyware and viruses.

CutePDF – makes PDF a piece of cake

PDF files ave become a standard in document exchange between professionals around the world. The only problem with this is that you usually need expensive programs like Adobe InDesign or Photoshop to generate them, but thankfully CutePDF is here to save the day. CutePDF is an online tool that converts all compatible documents, such as MS Word or MS Excel files, into PDF format, which you can then send out. Simply download the easy-to-understand free version, and convert your documents to PDF in a jiffy. You can also purchase a pro version with more features if you need them.

Send large files through YouSendIt

If you exchange files on the web – especially audio or video files, or programs and installers – then you’ve probably been frustrated by most email servers’ inability to handle large files. Now you can use YouSendIt, a free online service that lets you send files up to 100MB easily and quickly. Just upload the files you want to send and enter the email address, and the recipient will get an email with instructions for downloading the files from the YouSendIt servers. If you register for a free account, you can opt to have your own email address appear as the sender. Again, there is also an optional paid version that increases the maximum size limit.

Convert your files using YouConvertIt

File conversion is yet another tricky and frustrating issue. Opening .docx (MS Office 2007) documents, for instance, in older versions, or using some video and audio files in foreign formats, requires the user of a special converter. The problem with converters is that you have to scour the internet looking for the specific converter you need for each situation, and often each operates differently. With YouConvertIt, you simply enter your email address, upload the file you want to convert, choose output file type, click convert, then follow the instructions given. It’s a simple as that.

The more professional and long-winded approaches to accomplishing these tasks do have their merits, but most of us don’t need or want the hassle. With these free, online solutions you can quickly accomplish what you need in just a few simple and easy steps.

Last April 14, Microsoft officially announced the end of mainstream support for Windows XP, seven years after XP originally shipped. Non-security patches, fixes, and updates are no longer available free from Microsoft, and phone support for security and non-security related issues and change requests are no longer provided. Any future bugs found in the platform will not be fixed without a fee.

This new development affects all versions of XP (except for Embedded): Home Edition, Media Center Edition 2002, Media Center Edition 2004, Media Center Edition 2005, Professional, Professional x64 Edition, Tablet PC Edition, and Tablet PC Edition 2005.

About 63 per cent of all internet connected computers still use Windows XP, according to March 2009 statistics from Hitslink, while Windows Vista makes up about 24 per cent. Businesses are in no hurry to move to the forthcoming Windows 7, either. A survey released by appliance vendor Kace revealed that 83% of businesses have no plans to upgrade their PCs to Windows 7 within the first 12 months of its availability. Microsoft is expected to release Windows 7 later this year or early next.

However, companies enrolled under Microsoft’s Premiere customer program have no worries, since Extended Support is available for them until April 8, 2014. Unfortunately this program is typically only available to large enterprise customers who enjoy volume licensing. Small businesses may be out of luck, unless they can work out a deal with a Microsoft channel partner for non-security related support.

Microsoft emphasized that security-related patches will still be issued for all legitimate XP users at no charge. This includes fixes for vulnerabilities inside Windows that worms such as Conficker exploit.

Those planning to upgrade, take note: while Windows 7 users will be able to downgrade to Windows XP, the reverse will not be true. Microsoft said in its Engineering Windows 7 blog that XP users will have to perform a full install to have a smooth experience with Windows 7.

Concerned?  We can help you sort out how these new policies affect you. Call us today.

According to the report, many popular search terms are targeted, such as: lyrics downloads, free downloads, swine flu, and rihanna. Users are urged to always protect themselves by using patched systems and updated protection tools such as antivirus software. We can help you make sure you’re protected when surfing the Internet – give us a call today.

Related articles:

• McAfee Finds Lyrics and Free Download Searches Most Dangerous Search Keywords
• The Riskiest Search Terms On The Internet | WebProNews
• Danger lurks in screensaver searches: internet security report

An interesting insight from the study reveals the expected role of technology in the recovery. Approximately 57 percent of the executives surveyed “agree” or “strongly agree” that technology will be a huge deciding factor in their ability to emerge successfully from this recession. About 20 percent said they would invest more heavily in innovative technology to help them surpass their competitors.

Are you one of them? Give us a call and we’ll help you explore ways technology can help your company grow.

Related articles:

• Small Businesses: Hopeful of the future?
• Survey: SMBs poised to rebound when economy turns

A recent study conducted by the University’s Department of Management and Marketing has shown that moderate internet browsing for personal uses during working hours (and MODERATE is the operative term here) actually increases productivity among workers. This a big “Ha! I knew it.” moment for many, with most employers preferring that their employees not be posting new status messages on Facebook or checking out the latest sensation from Britain’s Got Talent from YouTube. Their reasoning being that it wastes company resources and makes employees lazy.

300 employees from different companies were made part of the study, where it was found out that workers who use the internet for personal reasons, called “Workplace Internet Leisure Browsing” or (WILB) in the study, for less than 20 percent of their working hours were 9 percent more effective, focused, and therefore productive in their respective jobs. WILB activities usually encompassed searching for and researching about products to buy online, reading blogs and news websites, social networking (like Facebook, MySpace or Friendster) activities, playing online games, and watching streaming videos from sites like YouTube and Veoh.

Professor Brent Coker, the man behind the research, explains that people need short breaks to reset their concentration. According to him, focusing on a certain task for too long degrades the level concentration, making “zoning out” from time to time essential in maintaining an optimal frame of mind to be able to accomplish a work task efficiently.

But before you lug your gaming CDs to the office or prepare for marathon runs of your favourite Facebook application, Dr. Coker is quick to remind everyone of the term MODERATE usage. Anything beyond that, he says, will then result in loss of productivity. So don’t feel too guilty when you watch Susan Boyle belt her heart out on YouTube for a couple of minutes or post a comment or two on Facebook. As long as you get right back to work afterward, no harm, no foul.

Related articles:

• Can You Trust Your Caller ID?
• 123Spoof Makes Caller ID Spoofing Easy
• 9 Simple Ways to Protect Yourself against Internet fraud

• Social Media a Stumbling Block for IT Pros
• Survey: IT Managers Unprepared for Social Security Risks

Benefits

1. Features. VoIP has the same features as conventional phone service: multiple lines, conference calling, and voice mail, to name just a few.
2. Cost. VoIP costs much less than conventional phone service, and most VoIP services charge a flat monthly fee, so bills are predictable.
3. Simplicity. Calls are routed through the same network you use for e-mail and Internet access, so one system serves all functions.
4. Mobility. You won’t need separate office and cell phone numbers: You can receive calls on your laptop or so-called “IP” phone while traveling, essentially taking your entire business phone system with you wherever you go.

Some things to consider

• Audio quality still isn’t perfect, but you can make VoIP calls with regular phones or IP phones with little difference in quality.
• Depending on the number of employees you have and how many are on the phone at once, you might need higher bandwidth (such as a T1 line) to handle VoIP.
• You may want to keep a conventional phone line—primarily as a backup, but also to ensure that you’re listed in the local phone book.

More information

VoIP is integrated with your existing IT system, so contact us today for details about how you can get started enjoying its benefits.

Increasing your employees’ online workspace by expanding it across two or more monitors can significantly improve productivity with minimal cost investment.

In the past, multiple monitors have been the domain of programmers. Visit Google headquarters, for example, and you’ll see awe-inspiring configurations of screens: two, four, even six monitors, stacked side-by-side or one on top of the other. However, multiple monitors can also benefit just about any type of office worker.

Increased Multitasking

According to a number of studies by specialists in human-computer interaction, the bigger your employees’ screen space, the more work they can see and therefore the more work they can do. For example, employees can keep their email and chat screens open on one monitor while working on a Word or Excel document on the other. They no longer have to spend time switching between one or the other, and can respond to each more quickly.

Higher Productivity

In a study commissioned by the electronics company NEC and conducted by researchers at the University of Utah, office workers were asked to perform several basic tasks using various monitor configurations. The workers using two 20-inch monitors were 44% more productive than the workers using a single 18-inch monitor.

Minimal Cost

Multiple monitors may not have been feasible in the past due to cost, but the price of LCD panels fell by almost a third in 2008, and the trend is likely to continue through much of 2009, according to market research firm iSuppli.

Ready to enable your employees to get more done in less time? To upgrade to two monitors, in addition to the extra monitor you’ll need two video cards or an upgraded card with two outputs. Read more here, then contact us to help make it happen.

Have you ever wondered how to fix a leaking pipe or a broken light? Or how to check your car’s coolant or radiator fluid? How about maintaining a lawn, or tying a Windsor, or cooking a tasty meal for you or your kids in less than 30 minutes?

The answers to these questions and more can be found in self-help sites such as eHow and WikiHow. These sites are databases of how-to articles presented in a clear, concise, and simple manner that anyone can easily understand.

Unlike other guides that drown you (albeit unintentionally) in so much technical jargon that you end up completely lost, these sites make it a point to keep things uncomplicated – it’s all about helping you get something done right, and done fast. You can always learn the mechanics of why or how it works after you’ve gotten it done. Here, results are the primary consideration.

Both websites offer a variety of subjects to browse through. If you’re looking for a specific topic, simply enter the inquiry in the search box. Certain topics even have video tutorials and/or illustrated guides that make the learning process even easier. However, if you don’t have anything particular in mind, then you can browse through topics that are classified by category. Navigation is intuitive and user-friendly.

Another good thing about these websites is that the information is absolutely free – you don’t even have to register an account to gain access to them. And with WikiHow, if you feel like sharing a bit of your own knowledge, you can contribute your own how-to articles and become part of the WikiHow community. eHow also accepts entries that, depending on how you play your cards, can even help you earn a bit of extra money (there’s an eHow article to help you get started).

So the next time you find yourself in a spot with anything from a stubborn stain to treating a bee sting, try visiting these sites since they just might have the simple and straightforward solution you’re looking for.

What is IM?

IM is software that allows you to communicate in real time with other people who have the same software. It’s like email, but instantaneous.

IM was originally considered a way to stay in touch with friends and family, but lately it’s taken off in the workplace. That’s because IM offers a fast, convenient way for employees to interact with colleagues or clients in real time. In fact, many cutting-edge employers now encourage their employees to use IM instead of phone calls or e-mails.

Benefits include:

• Increased productivity: Workers can remain at their workstations instead of walking across the office or picking up the phone to obtain information, and the need for time-consuming meetings is reduced.
• Real-time communication with vendors and customers.
• Connection of traveling employees through mobile devices.

Where can you get it?

While there are many free IM services available such as AOL, Yahoo!, Skype, and MSN, many companies now offer solutions specifically designed for business. We can work with you to determine the best solution for your specific needs

How to get started:

1. Select a single provider.
2. Expand services as needed. While basic IM may be adequate for some small businesses, others may benefit from expanded offerings, such as text conferencing, pop-up messaging, and email integration.
3. Make sure your information is protected from external threats such as hackers and viruses.
4. Create a usage policy to avoid internal misuse.
5. Ensure that all employees know the rules and have installed the software on their systems.

To be effective, your IM application should be carefully integrated with your existing IT system and workflow. Give us a call today and we’ll help you through these steps to implement a secure and productive IM solution.

To qualify for the tax break, small businesses need only to invest a minimum of $1,000 per asset, or combine their purchases to meet the minimum threshold. For example, a server purchased for $5,000 is eligible for a $2,500 deduction, in addition to depreciation-related expenses. A business purchasing two Netbooks for $500 each, with the deduction in effect only pays for one.

A few conditions apply to the tax break. First, the business’s annual income must be under $2 million. Businesses earning over this amount can continue to take advantage of the existing tax break of 30 per cent for eligible assets acquired prior to June 30, 2009 and 10 per cent for eligible assets acquired between July 1, 2009 and December 31, 2009.

Second, the purchased equipment must be new. However, in certain cases the tax break can apply to substantial improvements to existing assets, such as upgrades to the office network or new storage devices. Software is not included in the tax break unless it’s bundled with a hardware purchase.

Third, purchases must take place between December 13, 2008 and the end of 2009, and the equipment must be installed by end of 2010.

While the tax break will reduce the Australian government’s overall revenue, it is expected to preserve jobs and encourage growth in a sector of the economy that needs it most during these tough times, making it a great boon for small businesses. It’s also great news for IT hardware vendors and their VARs, who may see a boost in sales after fearing the worst from the global recession.

Related articles:

• Tax breaks for Australian small businesses
• Billions in Stimulus Are Proposed for Australia
• Budget 09: Tax Breaks for IT Equipment

1. Save on energy, save on costs:A lot of today’s computing devices feature power management features and energy saving modes, thanks largely to US government efforts to develop energy-efficiency standards called Energy Star. This is a voluntary labeling program adopted by many vendors to clearly identify and promote their efforts in bringing down energy costs for customers as well as to showcase their own use of eco-friendly production processes and materials. When you purchase Energy Star products and make full use of their features, you not only help the environment but also save significantly on your energy bills.
2. Reuse and Recycle:Consider retiring old equipment and replacing it with more energy-efficient models. Reuse what you can (such as RAM modules, cables, controller cards, and drives), and find a reputable recycler to help you dispose of remaining parts safely.
3. Consolidate what you have:Be eco-smart about your purchases. Advances in technology such as machine virtualization now allow you to consolidate computing resources on fewer machines, such as all-in-one printers, saving not only upfront capital costs but also recurring operating expenses such as maintenance, space, power, and cooling. Over time this means less equipment goes into landfills, better utilization of resources, and more money freed up to apply where it counts – to growing your business.
4. Do more with less:Instead of travelling, consider teleconferencing. Instead of hiring full time, onsite employees consider telecommuting arrangements. Not only do you reduce your carbon footprint by reducing transportation impact but also save a considerable amount of time and money as well.
5. Outsource IT:For non-core elements of your operations, consider outsourcing, which leverages economies of scale by sharing resources among several customers without losing efficiency or effectiveness. For example, instead of hosting your own website, outsource it to a hosting service provider instead.

We have lots of ideas for going green at your office and saving energy costs along the way. Give us a call and we’ll be glad to share them with you.

• Facebook users targeted by hackers in successful phishing attack
• Gadgetwise: More Facebook Phishing Trouble Today
• Hackers launch phishing attack on Facebook users

Not all of these risks are necessarily borne of malicious intent on the part of employees. Some risks may come from unwitting participation, temptation, or simply ignorance. Here are just some examples of security risks you should watch out for:

1. Data theft. With the ease with which employees can connect small devices and transport data outside the company’s four walls, the risk of your sensitive data falling into the wrong hands becomes very real. Set up clear guidelines and policies regarding the use of removable storage media. You can, on your own or with the help of your IT consultant or service provider, lock down your PCs to disallow connection to removable drives or portable media devices if appropriate.
2. Data loss. Accidents happen. Set up backup systems so that you can recover data quickly in case employees accidentally delete a file, are unable to secure a PC from viruses and worms, or are careless with the physical state and functioning of their assigned PCs.
3. Data leaks. With the proliferation of multiple channels of online communication such as e-mail and IM, the threat of employees leaking sensitive company data to outside parties is very real. Provide clear guidelines and policies for the proper use of these communication channels in the workplace, and if needed, set up methods to block access to these services. Ask your IT consultant for help.
4. Intellectual property violations. Illegal downloads or the illicit sharing of copyrighted material can also pose a significant threat to your organization. Legal action or the loss of your company’s hard-earned reputation can be debilitating and difficult to get over.
5. Online Phishing and E-mail Scams. In phishing or e-mail scams, deception is used to gain unauthorized access to confidential data. Make sure you or your IT consultant set up filters to block such e-mails, or use security software to block access to this type of website.
6. Lax/missing access controls. Be prudent and place access control policies on key information resources within your organization, such as e-mail or your accounting system. Provide each employee with access only to relevant information needed to complete his or her particular job.

It’s not easy to protect yourself from security breaches, especially when they come from within your organization. Get advice from an expert. Contact your IT Service provider today to find out more.

Related articles:

• Workers ’stealing company data’ (news.bbc.co.uk)
• Gasp! Fired workers are taking confidential data (news.cnet.com)
• A multilayered strategy helps neutralize internal security threats (techrepublic.com)

While IM has traditionally been used for quick and instant personal interaction such as chatting between friends and family, people are now finding that it can be effective in business as well. But before diving in and using IM in your organization, be aware that there can be significant risks. For instance, it can expose the company to outside threats such as hackers and viruses, or from problems from within such as employees sharing secret or sensitive information to outside or unauthorized parties. Finally, if not monitored properly, it can be a huge timewaster if employees spend their time chatting with colleagues, family, and friends instead of working.

Here are some tips to get the most out of IM safely and effectively within your organization:

1. Create guidelines for use. Let employees know of the dangers and risks in using IM. Create policies to allow the use of IM only for certain people within the organization (such as sales) and only during certain times of the day. Ask your IT consultant to configure your network to enact the restrictions you want.
2. Standardize. Choose one piece of IM software (such as Google Talk, AIM or MSN) and try using it internally first. You won’t be able to prevent some employees from adding buddies outside of work, so make sure to ask them to separate buddies inside the company from those outside. IM software allows you to easily create “buddy lists” to do this.
3. Know when to use it. IM is a tool that can complement e-mail on one end and voice calls on the other. Consider using e-mail for detailed information sharing or communications such as memos, requests, letters, and proposals that readers need to refer to repeatedly. Consider using voice calls for more intimate interaction, clarifying communication, or in cases when you need to build rapport with the recipient. IM can be something in between the two, such as when you need to ask a quick question, send a short update, or get presence information.
4. Keep it short. Keep IMs short and direct. In IM, unlike in voice conversations, you don’t need to do go through pleasantries. Unlike email, because of their real-time nature, IMs can be intrusive so be conscious of what the other party is dong and to make it brief and to the point when necessary.
5. Use your status to your advantage. IM software allow you to set your status (i.e., Busy or Away) to let others know if you are free to take their messages. You can also set your status to Invisible so that you can be aware of others’ presence but be invisible to others.
6. Set your preferences. Most IM software allow you to control certain behaviors, such as window pop-ups, whether to archive messages or not, whether to startup automatically when you log in, and much more. Explore the features of your software and use them to your advantage.

• inefficient coordination
• waiting for information
• unwanted communications;
• customer complaints
• barriers to communication

In addition, researchers determined that the time spent per week dealing with communications issues was more than 50 percent higher in companies with more than 20 workers. In hard costs, your company could be losing up to half a million dollars each year by not addressing employees’ most painful communications issues!
The good news:  we can help you implement applications and services to greatly improve your inter-company communications, including collaboration tools such as email and shared calendards and address books, social media technologies such as blogs and wikis, and IP-based communication tools such as instant messaging (IM) and Voice-over-IP (VoIP). Call us today and let us help you stop this expensive leak.Related articles:

• Report: SMBs Expected to Spend More Online (searchenginewatch.com)
• How Collaboration Tools Bring Cost Savings, Business Alignment (searchcio-midmarket.com)
• Inefficient Communications Costs SMBs $5000 per Employee (SMBnow.com)

This worm is particularly dangerous as it can infect your PC in many ways. You can be infected by simply visiting your favorite Web site, downloading a file or email from the Internet, loading a USB drive, or just by leaving your networked computer on, overnight while you’re asleep.

The worm takes advantage of known vulnerabilities in Windows to spread. Its removal can be difficult, as it blocks many known antivirus software and associated websites. In some cases it even disables antivirus software already installed or the Windows Update service.
After infection, it may choose to run rogue software on the machine, or use it as a host to infect other machines. Particularly troubling, security experts believe, is that on April 1st, a new variant of the worm will begin to randomly check various websites on the Internet to download new instructions. What those instructions are unknown at this point and could be anything as harmless as telling a joke, displaying an ad or as harmful as destroying files or even stealing usernames and passwords.

The worm itself is not new, it made its first appearance late November 2008, known under the names Conficker or Kido. It shouldn’t have spread if people had made sure to the latest Windows and other updates were applied to their PCs and have kept up to date with their security vendors’ latest antivirus releases. Also since it spreads via network shares, making sure to use strong passwords on shared network drives would have helped to contain it early as well.
If you aren’t sure if your PC and network are protected, make sure to contact your IT service provider for advice.

Here are some other articles you might want to check out for more information:

Related articles:

• The Conficker worm’s evil genius. (slate.com)
• Conficker Worm Draws a Counter-Attack – PC World (domainmacher.com)
• FAQ: Conficker worm (cbc.ca)
• Your Quick Guide to the Conficker Worm (shankrila.com)
• Windows PC Worm Set to Activate on April 1st (littlegreenfootballs.com)

1. Protect your personal information. It’s valuable.
2. Know who you’re dealing with.
3. Use security software that updates automatically.
4. Keep your operating system and Web browser up-to-date and learn about their security features.
5. Keep your passwords safe, secure, and strong.
6. Back up important files.
7. Learn what to do in an “e–mergency.”

If you suspect Internet fraud, you can register a complaint using this form. The FTC enters Internet, telemarketing, identity theft, and other fraud-related complaints into Consumer Sentinel, a secure, online database used by law enforcement officials in the U.S. and overseas. Check out the site or contact your IT Consultant to help you implement the recommendations from the site.

Related articles:

• 7 Smart Security Practices For Small Businesses
• 9 Simple Ways to Protect Yourself against Internet fraud
• ID theft up, and 20somethings suffer most
• Online fraud up after years of decline: report

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• More notes from “Social Media Marketing”
• Social Media Marketing Industry Report
• The 4 Customer Types of Social Media
• The Five Myths of Social Media
• Using social media to network

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1. Know the results you want to achieve.
2. Understand how long it should take to complete the work. (Ask others in your industry if you’re not sure.)
3. Set a realistic time table for achieving results.
4. Insist on all service providers and vendors document their work
5. Offer feedback and praise

When it comes to your outsourced computer support and network management these are great tips to keep in mind.

• Read more at Small Biz Resources…

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IT experts predict a substantial uptick this year in the number of small businesses using smart phones — as well as flash drives, social networks, and faster Internet connections. While that might make employees more productive, it also increases the security risks a small business faces.

• Read more at Inc Technology…

There are an astronomical number of variables that are involved in any business success, certainly, but there are also some truisms that seem to apply always and everywhere. The primary ingredient in success, of course, is not genius, creativity, a college education or a lot of working capital. The key is persistence, pure and simple.

• Read more at SB Informer…

• Read more at SB Informer…

In the past, the Canadian government has required that assets be depreciated over their useful life. For computers, that could be many years.

Under Budget 2009, any computer equipment purchased between January 27, 2009, and February 1, 2011, can be fully depreciated in the first year of use.

This reduces the cost of computer ownership, making it easier for small businesses to acquire the e technology they need to stay competitive in today’s challenging economic environment.

As a result, now might be a good time to consider upgrading your computer technology. Your financial advisor can help you determine if the tax cut applies to you.

• For more information about Budget 2009, please visit www.budget.gc.ca/2009/home-accueil-eng.asp.
• For more information about depreciating computer technology, please see the “Capital Cost Allowance” section at www.knv.com/resources/pdf/publications/jan09_KNV_federal_budget_memo.pdf.
• or details about Canada’s budget cycle, please see www.parl.gc.ca/compendium/web-content/pdf-e/financialprocedure-e/c_d_financialcycle-e.pdf.

No wonder, Internet fax providers like MyFax have reported they’re getting over 15,000 new costumers signing up each month. Many companies, large and small, are switching over to this new way of faxing; while others are adding an online fax service to compliment their traditional office fax machine.

• Read more at SB Informer…

Building a brand has everything to do with capturing the hearts and minds of consumers. Building a brand is much more than just promoting an image. A brand incorporates and conveys the values and traits that a company wants associated with their product or service. It sounds like building a brand is a simple task, but the marketers must do more than just create a brand image. The magnitude of branding encompasses all aspects of a product. With this in mind, we’ve put together a guide for marketers on the journey of brand building…

• Read more at SB Informer…

• Read more at SB Informer…

I love technology, and in fact, the particular blue tooth headset I’m using is made by one of the premier brands.

• Read more at Small Biz IT…

Of course these child hood secret messages only work in the mind of a child, but not the corporate shield of real business. For your communications between your employees, your partners or your clients you need to ensure that each email message that needs to be secure, is secure.

• Read more at Small Biz IT…

Part 3: Analyzing ROI

As we explained in Part 1 and Part 2 of this series, today, more than ever, small businesses considering a technology investment should analyze not only the costs of that investment, but
the expected ROI as well. Unfortunately, few models exist to guide you through that analysis,
and with good reason: Determining ROI involves looking at many components, then applying those components to your particular situation.

Doing this requires making many choices, so first, let’s look at the things one must consider—from both a cost and benefit perspective—when considering the ROI of a technology investment.

• Your existing technology infrastructure. There are few companies without existing technologies in place—and any new solution will need to work with these systems to be effective. There will likely be costs associated with the new technology’s impact on existing systems—but there will also be benefits. For example, a new technology might offer more efficient automation of workflow or improved information collection, storage, and access.
• Your business processes. A new technology can clearly improve your businesses processes as described in Part 2 of this series—by reducing downtime, improving productivity, and lowering costs. But implementing the new technology will likely involve training staff in using the technology—and that can have associated costs.
• Your external relationships. Finally, no business is an island: Your systems may link to customer and vendor systems. As a result, any new technology may impose constraints or require changes of external organizations or individuals—in the way information is delivered or received, for example.

To solve this puzzle, it can be helpful to ask three different but related questions about the technology solution’s cost,effectiveness,andefficiency.

• Cost: Can you afford the technology—and will it pay for itself? To answer these questions, you’ll need to know the cost of the solution itself and the monetary value of the resources used to implement it, measured in standard financial terms. You’ll then compare the dollar cost of all expenditures to the expected return (in terms of the projected savings and revenue increases). You may need to project the cost and return over a multi-month or multi-year time span in order to show a payback period.
• Effectiveness: How much bang for your buck will you realize? Now the analysis becomes more complex. Analyzing the effectiveness of a technology solution requires you to look at its costs in relation to how effective it is at producing the desired results—in essence, to expand your measurement of ROI beyond cost savings and revenue increases to include performance relative to your company’s goals. To do this, you’ll probably want to look at unit cost or activity cost.
• Efficiency: Is this the most you can get for this much investment? Finally, you’ll want to ask whether the technology will produce the greatest possible value relative to its costs. That can present difficulties, as it will require you to conduct a similar analysis on many alternatives, perhaps simulating the performance of the alternatives in some way.

These three types of measurements differ in several ways. While the first is based simply on
Financial metrics—i.e., cost in pure dollar terms—the other two include production output metrics, including the quality of goods or services and customer satisfaction. These production output metrics may even extend to employee morale, or in the case of some companies (such as manufacturers of “green” products or non-profits), social or political benefits.

All of these measurements, however, help you answer the same basic question: whether an economic downturn is a time to reduce technology spending, or a time to examine priorities
and decide which technology investments will pay off in the long-term.

Every business wants a hot niche, and Starr Tincup had one. In 2003, the Fort Worth marketing and advertising startup decided to cater to software makers in the human resources industry—and quickly signed 20 customers. Then the growing pains set in. By 2005, staff had ballooned to 80 from 4, plus more than 200 contractors. But revenues were just $2.5 million, and soon Starr Tincup was $500,000 in debt. SaaS made the difference in the turnaround.

• Read more at Business Week…

However, over time, some of you have found that you could do so much more with the device as you found good software to make it a powerful productivity tool. Some software you might want to consider, to enhance the mobile warrior within you.

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Part 1: Understanding ROI

There are two ways to look at the value of technology: total cost of ownership (TCO), which quantifies only the cost of a project, and ROI, which quantifies both the cost and expected benefit of the project over a specific timeframe.

Traditionally, businesses have used TCO when analyzing the cost of internal infrastructure projects such as upgrading an e-mail system. But even with internal systems, ROI can be a better method: If your old e-mail system goes down, for example, your sales team can’t contact customers electronically and must spend more time making phone calls. If your employees spend two more hours on calls than they would on e-mails, you’ve actually lost money by not upgrading your e-mail system.

When it comes to any non-internal technology, however, ROI has long been the gold standard. That’s because technology can drive profit growth by increasing revenue.

Looking at ROI is particularly important when an economic downturn limits your budget. Indeed, an economic downturn may be the best time to assess your technology spending—because by investing wisely during a downturn, you can strengthen your future.

As an example of how ROI works, consider the case of a small, high-end electronics boutique. The current point-of-sale (POS) software program is beginning to show strains from the company’s expansion and increasing inventory, and customer service issues are arising—a problem since the company’s mission is to provide exceptional customer service. The company’s owner believes implementing a new POS software program will help address these issues, but deploying it will be costly.

The key question is which will cost more in the long-term: spending the money to provide a solution—or the losses the boutique will incur by not doing so?

That question may be easier to ask than to answer. As important as determining ROI is, there is still little consensus about how to measure it accurately. ROI, it seems, is in the eye of the beholder. That’s because ROI has many intangibles—things that don’t show up in traditional cost-accounting methods but still maximize the economic potential of the organization, such as brand value, customer satisfaction, and patents.

For example, a knowledge management system may not reduce your costs in obvious ways, so how can you justify it in a tight economy? You probably can’t if you measure ROI by asking what a project will do for your bottom line in a year. But if the new system leads different parts of your company to collaborate, which in turn produces better goods and services that lead to top-line growth, then your ROI is strong.

In Part 2 of this three-part series, we’ll go into more detail about how a technology investment can provide a high ROI.Later, in Part 3, we’ll offer some guidance for conducting your own ROI analysis.

Part 2: How ROI can Justify a Technology Purchase

In Part 1 of this series, we examined the basics of ROI—and also noted that ROI is in the eye of the beholder because it has many intangibles. This month, we’ll go into more detail about the different ways a small business can realize a ROI on technology investments—even in an economic downturn, when the conventional wisdom is to cut expenditures.

There are three ways that a technology investment can pay off:

• Reduced downtime. Some downtime is clearly associated with lost revenues: When your website is down, for example, revenue will be lost as a result of customers not being able to place orders. But when internal computers and networks fail, employees are idle—and this, too, could ultimately cost you money. Businesses that have upgraded and efficient IT systems, and those that have managed services vs. a break/fix model (also known as service on demand), simply have busier employees—and busier employees bring in more revenue.
• Increased productivity. Technology allows employees to do more work in less time. For example, a new database management application might improve timely access to accurate information (which would result in less time spent searching for data) or reduce errors (which would result in less time spent revising work or handling customer complaints). Or, a network with remote connectivity might result in less lost time when employees are traveling,
• Lower costs. Technology allows small businesses to spend less. For example, a new inventory management application might reduce inventory costs. A new teleconferencing system might reduce travel costs. And a new process management system might reduce headcount, which can lead to lower labor costs.

Just how much could you benefit financially from a technology solution? As just one example, Microsoft surveyed 25 small businesses that used Microsoft Windows Small Business Server 2003, a network operating system that provides small businesses with secure Internet connectivity, an intranet, file and printer sharing, backup and restoration capabilities, a collaboration platform, and more.The average cost of the package was $11,650—which included $3,341 in hardware, $2,003 in software, $4,561 in installation, and $1,477 in downtime, plus incremental support. The 25 users surveyed saw a payback of total costs in just 4.9 months. The total average annual benefits were $40,409 and total three-year benefits were $121,227. The software resulted in an average ROI of 947 percent, with some companies realizing a ROI of as much as 2,000 percent.

Getting at those numbers, however, may be the greatest challenge of ROI analysis. Because ROI is not one simple thing, there isn’t one simple way to measure the costs, returns, and benefits of a technology solution. In Part 3 of this series, we’ll look at the many different questions one must ask during a ROI analysis.

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As a busy small business owner, you may not have had time to learn much about social networks. Or, you may think that social networking is just a way that teenagers “meet” other teenagers through the internet using applications like FaceBook or MySpace. However, many small businesses have found that social networks are a great way to get new customers and retain existing ones. According to Forrester Research (November 2008), membership levels in the leading social network sites are as follows:

• Bebo: 40 million
• Facebook: 120 million
• LinkedIn: 30 million experienced professionals representing 150 industries
• MySpace: 110 million
• Reunion: 32 million
• Second Life: 16 million
• Twitter: 5.57 million

What is social networking?

Social networking web sites allow you to connect with friends, family, and colleagues online, and to meet people with similar interests. The largest social networking sites have millions of members. Common to most social networking sites is the viral nature of building contact or friend lists and sharing with them. It is an exponential process. Mary knows ten people who each know ten more people – and soon there is a network of hundreds of people communicating with one another about what is happening in their lives.

When new members join a social networking site, they provide profile information about themselves and their interests. They also have the option to join groups that have similar interests within the social networking space. For example, on MySpace there are 34 group categories, each with tens of thousands of separate groups. Many individual groups have over 10,000 members. People in the groups and forums provide information to one another about their experiences and thoughts. For a small business, the utility of social networks comes from these groups with similar interests. Here is a sample comment about a local dentist I found on a recent forum post:
“Awesome Orthodontist (name withheld)! He’s got a great staff and they all have a great sense of humor … I live downtown Dallas and it’s worth the drive”.
This type of unsolicited endorsement, read by potentially thousands of people, is worth much more than a paid ad. Social network members will trust words from people just like them more than they will believe slick advertising or yellow page listings.

Social networking success story

This recent news story illustrates the power of social networking: “Electoral triumph built on a Web revolution”. As Barak Obama considered running for President of the United States, he had a meeting with Marc Andreessen, the founder of Netscape and a board member of Facebook. Obama wondered if social networking could help him. “It was like a guy in a garage who was thinking of taking on the biggest names in the business,” Andreessen recalled. “What he was doing shouldn’t have been possible, but we see a lot of that out here and then something clicks. He was clearly supersmart and very entrepreneurial, a person who saw the world and the status quo as malleable.” The rest, as they say, is history.

How your small business can take advantage of the power of social networking

• Tune in to what is being said about you on social networking sites.
• If someone asks a question that is within your expertise – help them.
• Track online comments about your organization or your products. If there is misinformation, provide corrections.
• Register with LinkedIn – this is a site specifically committed to linking businesses and professionals.
• Join in. Add your own comments to the blogs or upload short videos. Who is more qualified than you are to talk about your company?

Small business owners are very busy people, and monitoring and interacting with social networks may seem like another task on your already full plate. This is where your IT consultant can help. By setting up monitoring and tracking alerts on your system, you can optimize the time you spend on these important activities. Your IT consultant may also suggest software services that help you assess the return on your investment.

The R&D tax credit, first enacted under the Economic Recovery Tax Act of 1981, provides certain companies with a tax credit for R&D expenditures used to introduce new products and services, improve current products and services, or simply enhance processes.

The tax credit reduces the cost of capital, thereby mitigating the risks of R&D investment and allowing companies to “push the envelope” in the development of new products and services. In other words, your company might get a tax break simply by making its products or processes better.

The R&D tax credit likely applies to more companies than you think it does. Contrary to popular opinion, the tax credit is not just for scientific research done in a large laboratory setting. Thanks to recently relaxed regulations, it applies to companies of all sizes in many industries, such as manufacturing, technology, software, and engineering.

Examples of small companies that could potentially use the R&D tax credit are a 10-person company that designs and manufactures disk drives for personal computers, or a five-person company that develops software for streamlining real estate companies’ billing operations. And the list goes on. Companies involved in any of the following activities may also be eligible for the R&D tax credit:

• Manufacturing new products, processes, or formulas
• Developing new, improved, or more reliable products, processes, or formulas
• Developing prototypes or models (including computer-generated models
• Designing tools, jigs, molds, or dies
• Applying for patents
• Conducting certification testing
• Testing new concepts and technology
• Trying to use new materials
• Acquiring new equipment
• Conducting environmental testingDeveloping or improving manufacturing processes
• Developing, implementing, or upgrading systems or software
• Building or improving manufacturing facilities
• Using outside consultants or contractors to do any of the above activities

If your company is eligible, you can generally claim a 20 percent credit against your taxes for qualified expenses above a base amount. Qualified expenses include in-house costs for wages, supplies, and a percentage of any contract costs. However, you must provide certain documentation showing that your projects are not just part of the ongoing cost of doing business.

That’s where the tax credit gets tricky. For example, unqualified expenses include (but are not limited to) internal-use items, such as the installation and customization of software used by your company internally. In one case, a company increased efficiency and reduced costs with an administrative software package. It claimed the R&D tax credit for the wages of its computer programmers and analysts working on the system during its installation and customization. The IRS denied the claim.

If you think you may be eligible for the R&D tax credit, you may want to contact your accountant now. The credit has expired and been extended many times—most recently in October 2008, when President Bush signed into law a retroactive two-year extension of the tax credit, from January 1, 2008 through December 31, 2009. In some ways this is good news. Because it is retroactive to January 1, 2008, eligible companies can take advantage of a full year’s credit in a single quarter. However, if it’s not renewed again, you only have a year left to take advantage of the credit.

Finally, note that you may also be eligible for an R&D tax credit offered by your state. Your accountant can provide you with more information.

What is Web 2.0?

In the good old days (about four years ago), the web was comprised of sites published by companies that described their services and products – it was often nothing more than advertising. The web was flat and the information flow was one way.

Web 2.0, on the other hand, favors quality information content and supports interaction. To appreciate Web 2.0’s advances, it is helpful to understand why people use the internet. As well stated by Janice Redish in her book on writing web content that works, “People come to the internet to answer a question or get help completing a task. They want information that is easy to find and understand, is accurate, up to date, and credible.” Web 2.0 is all about content that provides real information.

Because many people now have access to broadband which supports fast downloads of data, Web 2.0 encourages expanding content types to include audio and video presentations. Finally, Web 2.0 takes advantage of links and tags. Links are websites referenced in your writing that add related content to the topic. Clicking on the link takes your visitor to the referenced site. Tags are metadata, which is data about, well, data. According to Master Media News, “A tag is a relevant keyword or term associated with or assigned to a piece of information (a picture, a geographic map, a blog entry, a video clip, etc.), thus describing the item and enabling keyword-based classification and search of information.”

How Web 2.0 can help your small business

Web 2.0 can level the playing field between you and your larger competitors – those with bigger budgets. Remember: web searchers do not care if you are a large, well-established company or a small business just getting started. They simply want information and help. If you do that well, you will be perceived as credible, and you may win over a new customer.

Your website embraces Web 2.0 by offering meaningful articles about your products, the technology behind them, and by helping buyers make an informed purchase decision. This is not selling; rather, you are educating and helping. When implementing the Web 2.0 philosophy, your site provides links to other sites that may help a customer or potential customer, even if that means mentioning a competitor. You are solving the searchers’ challenges by doing some of the search work for them. You can also encourage your visitors to add comments or suggest additional links.

A powerful way to use Web 2.0 strategies is to post short, how-to videos about your products. For many people, pictures are more believable and provide better training than words. Think of the questions customers ask you, and offer video answers with the credibility of an expert.

If this all seems to be beyond your capability, ask your IT consultants to help. Your IT consultant can add interactive services to your site and help create video and audio files, as well as suggest low-cost methods to increase the quality and quantity of information on your site.

And Why Should I Care?

• People are your most valuable and expensive resource – are they working smart and in a well organized way?
• Intranets are not new, and they are very popular among companies of all sizes. Intranets are a technology companies tend to love because of their easy implementation and the many benefits they offer at a low cost

An Intranet is an internal network built using the protocols and standards of the Internet. It’s an intra-company network that offers access to the same type of resources as the Internet but is limited to company’s employees (or selected outside users) only. Intranets are not expensive to implement and they offer many benefits, which probably explains why they are so popular. Some of the benefits of having an Intranet include:

• Better communication. Having an Intranet server where all the relevant information your employees need stored in one place reduces the time spent in locating information through normal, people-dependent channels. With Intranets, you just go to the server and get what you want.
• Increased productivity. When all the information your employees need is easily accessible, they spend less time communicating unnecessarily and more time doing their immediate jobs.
• Improved teamwork. Intranets are great for facilitating teamwork because when everybody has access to the same information, it is easier to be a more effective team player.
• Improved learning and knowledge management. Constant learning is a prerequisite for success in almost any business, and if you want to keep your employees in top shape, you need to make their learning experiences as easy as possible. When all the information they need is updated regularly, and above all is kept in one place, all it takes to learn is a desire and access to the location (i.e. your Intranet server’s knowledge base).
• Cost-effective. Unlike many custom applications, Intranet solutions are not expensive, yet they come packed with useful features and functionalities.
• Easy to use. The fact that Intranets use the technologies of the Internet means that your employees will not have to learn new programs. Actually, very often the only thing one needs in order to use and Intranet is a Web browser!
• Easy to adapt to your needs. While it is true that there are many Intranet servers and not all of them are equal, most of the best on the market provide extensive customization possibilities. If you implement a Intranet server that is packed with features, in the beginning you might have some difficulty figuring out what exactly you need. However, your IT Consultant will know your company’s needs and will select the features you need to use right away, and then gradually enable new features as you need them.

If you’re wondering what it takes to implement an Intranet, the answer is easy – just some time and a small investment. There are many Intranet-ready solutions and one of the best for a company of up to 50 computers or so is the Microsoft Windows Small Business Server (SBS). Microsoft SBS includes many nice features and one of them is an Intranet. So if you are already using SBS for your company network, just ask your IT Consultant to enable the Intranet features.

What Now?

• Evaluate your business and talk to your team about your common workflows and document organization to find areas where you could be working better.
• Work with you IT Consultant to implement the best Intranet solution for your company’s needs.

In today’s world you’d be hard pressed to find a company that does not use computers, the Internet, and other information technology on a daily basis. In fact, there is hardly a company that does not rely on computers and networks for its mere existence. Whether we like it or not, IT plays a significant role in every business, and if you don’t ensure that your information system is working properly, your business is at risk.

Do You Really Need an IT Consultant?

Since your information system is so crucial to your business, you can’t afford to compromise with its quality. Technology is a pretty complex field, and unless you are a tech guru you might not be able to handle it on your own. But even if you can, you most likely have better things to do. As a small business owner your time is spent more productively focusing on your core business activities than on desperately trying to keep your network up and running. Additionally, downtime is not cheap, and it costs far less to hire a good IT consultant to maintain your network for you than to experience the losses of downtime.

You are lucky if you have not already learned the hard way that relying on amateurs in IT, medicine, law, and many other fields is very dangerous, so you will hardly want to experiment in your own company with trying to become a first-class IT expert.

While there are small business owners who do have the skills (and time) to manage their network, the majority prefer to have somebody else do it for them. Keeping in mind the speed at which information technology develops, it is quite understandable that many small business owners, even if they are IT-proficient, aren’t able to keep up with this constantly changing field. Therefore, many small business owners agree that the best solution is to hire a specialist.Employ an IT Specialist Full Time — or Hire an External Consultant?
After you have decided that you need to hire somebody to maintain your information system for you, the next step is to decide whether you need an in-house expert or an external consultant. Depending on your specific situation, both alternatives have their pros and cons.

Hiring an in-house IT specialist — This is a good choice if you have 30-40 or more computers or use complex applications that require ongoing maintenance. However, generally speaking, hiring an in-house IT specialist is rarely the best option for small companies who don’t need the level of IT attention to justify a full-time IT expert on payroll. Having a part-time IT expert is also an option, but very often it’s difficult to find a good IT expert who is willing to work part time. Also, for many people, a part-time job is only a temporary solution until something more permanent comes along. Because of this, part-time employees often leave when you need them most. And even worse, they leave taking important information about your systems with them, so when you finally replace them, it takes the new person valuable time to become familiar with the configuration of your network and applications.

Hiring an external IT consultant — This could be the better choice, and not only in terms of money. The advantage of hiring an external IT consultant is that you call them only when you need them, avoiding costly full-time salaries. Hiring an experienced and knowledgeable IT Consultant gives you the best of both worlds: part-time, highly specialized help, and the consistency and reliability of a full-time employee.

However, In most cases, it’s best to have an IT Consultant on a monthly fee – and that’s certainly what our clients prefer. Companies that get out of the ”fix-it-when-it-breaks” mode of thinking benefit from relying on an experienced IT Consultant as a trusted advisor, performing preventative work and helping them plan for the future. This is known as Managed Services.

What to Look for When Hiring an IT Consultant

Hiring an IT consultant is not that different from hiring in-house employees, but it certainly has its advantages. To get an idea of what to look for when hiring an IT consultant, you may want to read this article. You don’t handle complex legal issues without your attorney – do you want to entrust the smooth functioning of your business to chance or unqualified hobbyists?

What Next?

• Review your business plans, and determine if you are happy with your current IT capabilities and performance.
• Talk to other businesses and associates and learn how they are using IT to better manage their business.
• Get their recommendations for IT Consultants and interview a few until you find one that meets your needs and standards.

If you’ve never experienced the feeling of drowning in emails, then you are an exception. If this has never happened to you, publish your email address in a couple of sites where spambots get emails for spamming from and you will see how it feels to get dozens of junk emails a day. However, even if you are not drowning in spam, you still can receive many other unwanted messages a day, and soon you will discover that if you don’t know how to manage your inbox, the information overflow can be enormous. Here are some tips on how to manage your inbox effectively:

• Create separate folders for separate projects/people. One of the ways to deal effectively with information overflow is to separate the different streams of information. If you keep all your messages in your Inbox folder, soon it will contain thousands of messages, and it will be more difficult to find the message you need. You can create separate folders for different projects/people and file the emails into these folders.
• Create rules. Rules are one more way to optimize the flow of emails. Different email programs have different rules available, so you may want to check with your particular program to see which it offers. Almost always you can at least set rules for automatically moving/copying messages to/from a certain person to a separate folder.
• Use new message alerts. Very often you can configure alerts for new messages. If your email program does not have this feature enabled by default, you should consider enabling it.
• Manage spam filters. Spam filters are also part of inbox management, and depending on the amount of spam you receive, managing spam filters could take a lot of time. However, one of the important issues you must have in mind is that if your spam filters are not properly set, they could cut legitimate messages as well. So, set your spam filters with care.
• Use flags. Flags are a really useful way to separate a message from the rest. As with many of the other advanced inbox tricks, different email clients offer different flag systems, but almost any program offers flags for marking incoming messages as important, urgent, etc. If you have never used flagging, you will be surprised how easy and effective it is.

There are many more tips, all of which are good to know. Actually, we are just scratching the surface and we could add more ways to optimize your inbox use! But if you apply even the tips above, you will experience significant improvement in terms of effective email use. Isn’t it time you took charge of you email?

Email is perhaps the most important productivity tool available – yet its potential as a time waster is well known. It’s essential that you master this critical business tool and make it work of you.

Email is one of the most indispensable collaboration tools for any business. Email has become such an integral part of our lives that we can hardly imagine life without it. Using email is not difficult. Using it effectively, though, is not easy.
Everybody has experienced spam and how unwanted emails clutter up our inbox. Likewise, many of us have overlooked an important message that has gotten lost in an overflowing inbox. However, these are not the only cases when people are using email ineffectively. Here are some tips that will help you use email more effectively:

• Keep several email accounts. Having only one account means that generally you will be receiving dozens of messages a day, much of which is spam or is otherwise unwanted or unimportant. But even if your spam filters are working properly, you still should have several accounts. For instance, you should have a business company domain and be careful of using this to register or subscribe to services, and you should have another account for personal use with Gmail, Yahoo, MSN or another similar email service.
• Answer emails quickly. Good communication etiquette requires that you don’t keep people waiting for your reply. While you can’t be expected to answer emails immediately (unless it is an urgent matter, but then you’re better off using the phone), answering within a reasonable timeframe –one business day or less – is acceptable and increasingly expected.
• Manage your inbox. Even if you have several accounts and each of them is for different kinds of emails, your inboxes still will get cluttered. Managing your inbox effectively is one of the greatest improvements you can make in email use, so you may want to check this article on using email rules for advanced tips on effective inbox use.
• Use Folders. There are many emails that you want to keep after you have read them. Create a system of folders that makes sense to you so that after you’ve read and responded to an email you can move it out of your Inbox where it will distract you, to a folder where you can find it later if necessary.
• Distribution lists rules. Spam wouldn’t exist if there were no people who sent it. So, give your contribution to having a world with less spam and do not send unsolicited mails in bulk. Make sure that you are sending your emails only to people who want to receive them. Even better, check that you comply with the provisions of the CAN-SPAM Act of 2003.
• Do virus checks. Actually, the place for this tip is not near the bottom of the list — but let’s hope that your corporate security policy takes care of this and that you are not solely responsible for protecting your email against viruses and other malware. It might sound obvious that you should do virus checks, but even though email is a primary channel for virus distribution, many people still forget about virus checks. Don’t be one of them.
• Use advanced email tools. Going beyond the basics is always a challenge and as your experience with email grows, you will discover that it can offer much more than just sending and receiving emails. For instance, many email programs have a calendar function, which you could also use to improve your scheduling and collaboration within your team. Or saving emails that you need to act on later as a Task with a reminder so you can move it out of your Inbox.

Using email is simple, yet in some ways difficult. The more you learn, the more questions you have. However, it’s a business fact of life today that you can’t live without email and you need to master it.

Collaboration and teamwork can make or break a company. Long gone are the days when your employees could work independent of each other. In today’s market, if you want to stay competitive you need to use collaboration to the fullest. Thanks to various tools and technologies, this task is simple.

Which Basic Collaboration Technologies Are Right for Me?

Every business needs to use some kind of collaboration technique. In fact, there is no business in today’s world that can survive without basic collaboration technologies such as a company Intranet, email server, a fax/print server, or a time management functionality (for instance, electronic calendars). These technologies are so fundamental that most likely you have been using them for ages. So, as you might be surprised to learn that you are actually already using collaboration technologies but you just didn’t know it!

However, you may also be surprised to learn about additional tools that you may not be using today that will help improve your company’s collaboration efforts.
In addition to the basic collaboration technologies you have used for years, new ones are emerging all the time. Below is a list some of the most popular groups of collaboration technologies you can use in your day-to-day operations. To learn more about each collaboration tool, just click on each link to read our related articles.

• Conferencing tools. Audio and video conferences become a daily necessity for many companies. No matter whether you use audio and video conferencing to communicate with your distributed team or with suppliers and clients from all over the world, these collaboration technologies can be very useful.
• Document and application sharing. When many people work with the same document at the same time, it is very inconvenient when you have to wait for your colleagues to finish his or her tasks with that document, so that you can proceed with your work. Document and application sharing make that inconvenience history since it’s now possible for many people to work simultaneously on the same document.
• Workflow and project management. Workflow and project management technologies will help you manage your business more effectively by minimizing downtime and increasing the performance of your employees through organizing tasks better.
• Online collaboration. Even if you don’t have many (or any) tele-workers and remote workers, online collaboration tools are great because you can access them from everywhere and you can work at any time you please. Additionally, you can share these tools with your suppliers and clients and further improve your sales and customer service process.
• Change management. Maintaining multiple versions of the same document is too much of a hassle, but not when change management technologies handle this for you. When you use these technologies, you can maintain as many versions of a document as you like, and all of them will be neatly organized and readily accessible.
• Knowledge management. Knowledge is power, and there is hardly a company that will not benefit from a company wiki or other form of knowledge management system.

The collaboration technologies listed here are just a sampling of what’s available. There are literally hundreds of collaboration technologies and depending on your particular needs you may choose one or another. Of course, it is best if you can find an all-in-one solution, such as Windows Small Business Server (SBS), which includes many or all of the technologies you need.

Maintaining your small company network in good shape is not an easy task, and you are probably perfectly aware that doing it on your own is not the best way to invest your time. When you want to hire somebody to maintain your company network for you, basically you have two choices – to employ somebody onsite (as a full-time or part-time employee) or to outsource the task to an external IT Consultant.

After you have decided that your small company does not need onsite IT staff and you will need an IT Consultant, the next step is to choose one. Choosing an IT Consultant is not so different from choosing an onsite employee, but still there are specifics you need to be aware of. Sometimes this task is a very easy one when you can ask your business associates to recommend somebody. But if you want to choose the IT consultant on your own, here are some points to consider:

5 Key Steps in Choosing an IT Consultant

• Technical competencies. Needless to say, this is the most important factor because if you hire somebody whose technical competency is not satisfactory, this will certainly lead to a lot of trouble. If you are a non-technical person, you are hardly in a position to judge the technical skills of the candidates, but if you ask them about the certificates, degrees, diplomas, and other similar documents they possess, this will give you a clue if they are technically competent or not. For instance, IT Consultants with Microsoft Small Business Specialist certification have passed rigorous exams on small business technology.
• Ability to work with people. Sometimes technical people are not the best communicators. But IT Consultants are supposed to be half techies, half business consultants, so for them being technical is not an excuse for lacking basic business and communication skills. That is why it is key to choose someone who can communicate with you, explain things in a way you understand, answer all your questions, and not just talk in jargon — someone who can help you understand how technology matters to your business and can help it grow.
• Availability. Availability is a key factor for your decision because if you hire somebody who is not available when you need him or her most, what’s the point of having an IT Consultant if you can’t rely on him or her? Usually it’s best to hire locally, because when their office is near, they are more likely to be able to arrive quickly on your premises an emergency. Also, very often problems can quickly be solved remotely, so it is equally important that the IT Consultant you choose provides remote support as well.
• Recommendations from clients. It’s always good to know how the candidate has handled previous clients, so feel free to ask for recommendations from their clients.
• Can they handle all your IT needs? When you choose an IT Consultant, you would like him or her to be the single point of contact for all your IT needs. While it’s not always possible for your IT Consultant to necessarily complete all of your technical needs him or herself, he or she should be able to manage the process on your behalf. (For example, if you want a software application to be developed especially for you, you’d better contact a dedicated software development company, but your IT consultant could be the one to handle the process for you.) Therefore, it’s best if the consultant you choose can meet all (or at least most) of your IT needs – from purchasing new hardware, to maintaining the network, to providing support for the applications you use on a daily basis.

Wrapping Up

These are some of the points you need to have in mind when choosing an IT consultant. It is important to choose carefully. If you want to establish a long term “trusted advisor” relationship with your IT Consultant, just like with your attorney or accountant, you must choose the best — not necessarily the cheapest — IT Consultant. Remember, your IT Consultant is a key partner in the viability of your business and your success!

What Next?

• Sit down with your team and become clear on your IT needs and goals.
• Ask associates or key advisors such as your accountant for recommendations
• Interview and select carefully. The best IT Consultant should be a trusted advisor just like your accountant or attorney. Take your time and find someone you can trust and work with for the long term

“When the World Wide Web launched almost 20 years ago, it generated a lot of buzz about how it would revolutionize the way we do business, but many questioned whether these projections were
fact or just grand words.

Today, few can argue that the Internet has transformed business operations. For example, it has changed the way we share information, talk to employees, advertise jobs and sell services and merchandise to customers. It has opened the door to resources from all over the word. It has
become such an essential tool for business success that few can afford not to have a Web presence.

But the Internet has done more than change the way we work; it changed the way criminals commit crimes. Cyber criminals view the Internet as a tool they can use to launch daily cyber attacks such as computer viruses, worms, spam, phishing and identity theft, and the Web presence that businesses need to be successful is what makes them vulnerable to these attacks.”

• Read the story on SmallBizTechnology.com

• Read the story on Inc Technology

While designed specifically for small and midsized companies, Windows Small Business Server 2008
(SBS 2008) and Windows Essential Business Server 2008 (EBS 2008) include Microsoft’s high-end server technologies delivered in a way that smaller companies can make the most of them.”

• Read the story on Small Business Computing

Seven years ago, INK, Inc., a pay-for-placement media relations firm, needed a way for its staff to quickly share information about potential opportunities for clients. E-mail was too awkward and restrictive, especially where images or video materials were concerned. The answer was for INK to create its own intranet.”

• Read the story on Inc Technology

REDMOND, Wash. — Nov. 13, 2008 — Microsoft Corp. today announced 0 percent financing for 36 months for new, qualifying customers of Microsoft Dynamics ERP and CRM solutions. The limited time offer is available to Microsoft Dynamics customers who receive Microsoft Financing credit approval on all purchases of $20,000 (U.S.) up to $1 million (U.S.).

• Read more

REDMOND, Wash. — Nov. 12, 2008 — As part of Microsoft Corp.’s $6.5 billion annual investment in products, support programs and incentives for small and midsize businesses, the company today announced the general availability of Windows Small Business Server 2008 (SBS 2008) and Windows Essential Business Server 2008 (EBS 2008). These solutions bring the power of Microsoft’s enterprise-class server technologies to small and midsize companies in a way that companies can best consume them. They are designed and priced to help customers save money and compete more successfully in the global marketplace.

• Read more