Disaster Planning

Disaster planning involves identifying the failure points in an entire system and then addressing those issue using fault tolerance, backup and response planning. The success of a disaster plan is determined by how quickly and effectively the system can be restored.

Writing a computer disaster recovery plan starts with deciding if failures will be treated on a system or component level. For example, a desktop computer can either be entirely replaced or repaired by diagnosing the failing component. Generally, the most failure prone part of any system are the moving parts. In computers, these items include fan motors and hard disk drive motors.

Part of a disaster plan for computers and phones should also include a maintenance plan. Many of the internal disasters that happen to a business computer system are a result of delayed or overlooked maintenance. Common maintenance items include:

  • software updates: weekly or monthly.
  • fan cleaning: annually
  • hard drives: test annually, with replacement every 5 years or 50,000 power-on hours.
  • UPS batteries: test monthly, replace every 2-4 years.

Workstation and laptop hard drives:

Every computer has an internal hard drive that stores all of the programs and data. Hard drives can fail in many ways, either gradually or suddenly without warning. In addition, they are susceptible to viruses and software malfunctions that can disable a station or entire network.

For workstation backup, we recommend installing a second internal hard drive or connecting a USB backup drive and using Ghost to create a single off-line mirror image, or Novastor backup software to create multiple compressed backup files while the system is in use.

While newer solid state storage devices (SSD’s) are more reliable, they are still subject to failure for different reasons. For laptops, replacing a hard disk drive with an SSD provides improved protection from shock and movement damage. When upgrading an existing computer from hard disk drive to solid state storage, retaining the original hard drive along with the SSD can be a useful and effective way to provide a second drive for backup storage in each station.

We recommend Novastor Professional workstation backup software, since it includes all of the features necessary for disaster recovery, including: open file backup, compressed backup files, scheduled backups, bare metal disaster recovery and e-mail notification.

For the ultimate in workstation recovery, Novastor can be configured to copy all files from a primary drive to a secondary drive, along with storing image recovery files in a folder on the secondary drive. The backup copy option ensures the secondary drive is immediately usable during a primary drive failure, while the additional backup files can be valuable for restoring missing or corrupt files.

Server hard drives:

Windows 2000/2003/2008 server software includes disk mirroring as an option. Disk mirroring requires two hard drives. Data is saved to both hard drives simultaneously, but can be read back from the drives separately (called “split seeks”) for improved performance. This provides protection from both disk errors and disk failure in a single drive.

While many high-end servers include hardware features for RAID disk mirroring or striping, we recommend avoiding them due to their complexity. Hardware RAID features also mask the SMART attributes on a hard drive, making it difficult or impossible to diagnose or predict a failing hard drive.

When planning the backup of a server, image backups will provide a faster restore better suited to rebuilding an entire server. Individual file backup will permit restoring files but requires more work when rebuilding a system from an empty hard drive, also known as a bare metal disaster recovery.

In additional to a local USB backup drive that remains connected to the server, we recommend two additional portable USB drives that can be exchanged and removed off-site. These portable drives maintain a copy of all of the backup files.

While off-site backup is possible using an Internet connection, these services create a recurring cost and rely on overnight shipping using a USB hard drive when a full system restore is required.

Backup monitoring:

Backup systems should be regularly monitored for failure. Frqeuently, backup systems are found to have stopped working without notice, resulting in wider data loss. Choosing backup software that provides an e-mail notification is a valuable method for monitoring a backup. In addition to reporting, the actual backup files should be checked to confirm the creation date and size.  Significant changes in backup size or duration should be investigated.

Spare computer systems:

Every office should have at least one spare computer and monitor, so that when an existing computer fails and is removed for repair, the spare can be setup as a replacement.

Internal phone systems:

Traditional phone systems rely on a controller or “PBX unit” that is subject to wear and failure. Having a single “POTS” jack available near the phone controller, along with a long cable and handset, can provide a simply and effective work-around to receiving calls while a phone controller is being repaired.  In addition, we recommend connecting phone systems to a battery backed UPS to provide power to run the phone system during an outage.

For newer VOIP phones and service, the phones are frequently powered using a Power-Over-Ethernet switch, so connecting both the POE switch and Internet connection (router and Internet service) to a UPS is necessary to provide phone service during a power outage.

We recommend avoiding the use of POE switches, since they are much more expensive than regular Ethernet switches. They typically run warm and have multiple fans due to their high power output, requiring a larger UPS and additional cooling.  POE switches are also a significant single point of failure, disabling all phones and computers when they fail.

For existing systems that already have a POE switch, a good disaster plan includes power transformers with battery backup (UPS) for important phones, such as a reception desk.

External phone service:

For traditional analog phone service, an external failure can be caused by an equipment outage at the telephone company central office (CO) or in the lines between the CO and phone system. In either case, phone companies are generally aware of these outages immediately, since the circuits are monitored for disruption. While re-routing phone service to a cell phone or voice mail is possible, there can be delays of up to 24 hours for the phone company to process these requests.  We recommend contacting your telephone service provider to review the available options for handling outages in advance of a failure.

Voice-over-IP service (VoIP):

VOIP services rely on an Internet connection instead of a traditional central office for communication. While an Internet outage can disable both voice and data, many VoIP systems include a “network availability number” feature. The VoIP provider can automatically re-direct incoming phone calls to designated phone number, ensuring no calls are lost.

VoIP systems can also be configured to automatically send incoming calls to voice mail when there is an excessive number of incoming calls or unavailable additional lines. These options can usually be found in the web page control panel provided by the VoIP provider.

Web sites:

In addition to backing up the files from a web-site, a common point of failure is the zone file. This is a configuration file that stores names and IP addresses for all of the Internet options for a domain. Zone files can easily become defaulted during a system upgrade, resulting in e-mail and web-site outages.

Simply printing a copy of the zone file can be invaluable in restoring e-mail and web-sites during an outage.  This can be done using a zone file utility, or by request from the hosting provider.

E-mail can be stored locally in an office, either on a workstation (typically Microsoft Outlook) or a server. Generally, a backup of the e-mail files is included in any full system backup.

When e-mail is accessed using IMAP4 or web-mail from an external mail server or service (such as Gmail, Yahoo, MSN, etc.) it can be more difficult to arrange a replacement service or restore missing data.

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Learn to recognize a virus

The most powerful and effective anti-virus protection isn’t software you can buy. Instead, its a computer users ability to carefully read a web-site and e-mail message to delete fake messages. Consider that a well trained user that carefully checks e-mail and web-sites can use a computer without anti-virus software, while an untrained user with anti-virus software that clicks on every e-mail and web page is going to get a virus. Onе thіng thаt аll соmрutеr users dread іѕ thе day thеу hаvе tо tаkе thеіr machine tо thе соmрutеr repair shop. Yоu nеvеr know whеn уоu tаkе thе machine іn іf уоu wіll gеt іt bасk, оr іf thе repair technician wіll tell уоu thеу wеrе unable tо save уоur device. If уоu dо gеt уоur baby bасk уоu wіll likely hаvе tо pay a pretty penny tо dо ѕо. Cоmрutеr repair causes dread іn thе hearts оf аll соmрutеr owners.

Thе great thіng іѕ thаt thеrе аrе things уоu саn dо tо prevent having tо tаkе уоur machine tо a technician. Bу using уоur antivirus software correctly уоu саn stop thе need fоr repair services. The adaware antivirus is the free and protective antivirus. Yоu саn аlѕо save уоurѕеlf thе worry, аnd thе possibility оf identity theft.

Yоur antivirus software саnnоt dо thе job іt wаѕ designed tо dо іf уоu prohibit іt. Thіѕ means thаt whеn уоu set thе firewall settings ѕо lоw thаt аnуthіng thаn соmе thrоugh, thеn аnуthіng саn, аnd wіll, соmе thrоugh. Thе firewall іѕ thеrе tо protect уоu аnd help уоu avoid costly trips tо thе repair shop.

Yоur antivirus wаѕ thе latest version оn thе day уоu installed іt. If уоu hаvе nоt bееn allowing іt tо update automatically thеn уоu hаvе bееn leaving уоurѕеlf open tо threats. Thе malware, spyware, аnd virus, inventors аrе working day аnd night tо create versions thаt wіll gеt past thе antivirus. Yоur antivirus hаѕ tо bе updated tо thе latest version ѕо thаt іt саn recognize thе latest malicious Trojans.

Here are some tips on how to become a better anti-virus user:

Start by treating all new and unrecognized e-mail as fake. Whether an e-mail comes from a known friends e-mail address or a corporation, it can be a fake message.

Watch for multiple extensions on attachments. When an attachment to an e-mail has a compound filename with multiple extensions, its a sure sign its a fake. For example, an attachment named “readme.pdf.exe” is actually an executable file due to the .EXE extension, and not a PDF that would be opened with Acrobat. When you need a converter service with a free trial of the https://www.sodapdf.com/pdf-to-word/ online PDF converter, you can convert files to and from PDF for free.

Preview e-mail links by pointing to them with the mouse, rather than clicking on them to see what web-site they display. Clicking will launch the web page and start the virus installation, but pointing to a link will reveal the destination and help identify a fake web-site.

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Electronic Waste Recycling Results

We have been offering free electronic recycling services in co-operation with Regional Computer Recycling and Recovery, an authorized waste collection firm that collects our electronic waste material. As an authorized disposal site, we report to the New York State Department of Environment Conservation our annual collection total for all items. We’re pleased to report that we have collected almost three tons of material that was diverted from landfill and local incineration and instead sent out for recycling and re-use.

2012 totals:

630 pounds of computers.
1509 pounds of computer components.
718 pounds of small electronic equipment.
104 pounds of televisions.

Total collected: 2961 pounds.

2013 totals:

161 pounds of computers.
1099 pounds of computer peripherals.
522 pounds of small electronic equipment.
888 pounds of televisions.
Total Lbs. 2,670

We have the capability to collect far more, so we’ll continue to encourage anyone to bring in their computers and televisions for recycling.

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Java by Oracle: Avoiding Virus Exploits

Java software is widely used to help display web pages and add features to web-sites. Java software is provided free, and integrates into Microsoft Internet Explorer and other web browsers, where it helps to display all of the features in a web-site.

However, Java software is also a frequent source of virus problems. Virus software programs will exploit and take advantage of features or limitations in the Java software, allowing a program to jump from a web-site and take control of a PC. This results in advertising or malware software infecting a PC.

Because Java software is widely used and installed on hundreds of millions of computers, it is the prime source of attacks by virus programmers.

What makes the Java exploit more significant than other problems is that the software and instructions for exploiting Java are available to rogue programmers in the form of an exploit kit. This kit allows a rogue programmer to add their particular virus or advertising to the exploit software. Rather than a single programmer discovering a software loophole and exploiting it for their own use, the Java exploit kits allow a wider group of rogue programmers to quickly unleash their malware.

Use these tips for avoiding a Java exploit problem:

1. Update Java often and run the latest version.
2. Remove old versions of Java using Windows add/remove programs.
3. Avoid clicking on advertisements or fake warning messages when visiting web pages.
4. Use Malwarebytes to scan and remove files that interfere with web browsing but aren’t detected by anti-virus software.

Unfortunately, Java software doesn’t remove older versions, so updating Java doesn’t always provide protection from viruses that exploit previously installed or older versions of Java. Using Windows add/remove programs (inside Control Panel) provides an option to list and remove older versions of Java software.

Java software for your computer, or the Java Runtime Environment, is also referred to as the Java Runtime, Runtime Environment, Runtime, JRE, Java Virtual Machine, Virtual Machine, Java VM, JVM, VM, or Java download. Any of these names may be listed in the Windows add/remove programs and should be removed, leaving only one copy of Java.

Use this link to get the latest version of Java: http://www.java.com/en/download/index.jsp

Removing Java entirely is not recommended, since it will prevent many web-sites from working properly.

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A few things you should never do on a computer

1. Never click on any link or web-site that says “Find out who unfriended you on Facebook.”

All offers to find out who unfriended you on FaceBook are fake. Clicking them will install advertising or fake anti-virus software. Also, there is no feature in Facebook that will tell you if or when someone removed you as a friend.

2. Never carry a laptop with the cords connected.

Moving a laptop with the power cord connected will bend and break the power jack inside the laptop, leading to charging failure and a costly motherboard repair. Unplug a laptop before moving it.

3. Never put a laptop in your luggage.

When travelling with a laptop computer, always carry it on the plane with you. When a laptop is stored inside luggage, the glass LCD screen will crack as other luggage is stacked on top.

4. Never drop a laptop with a hard drive.

Most laptops have a hard disk drive inside, which has moving parts that are aligned with precision. Even setting down a running laptop gently can create a shock that will damage a regular hard drive. Only a few newer hard drives have G-shock protection, where they can detect a free fall and retract the disk drive heads from the platters before impact.  When a laptop is shutdown and powered off, it has a much higher protection from shock, but can still be damaged from a fall. Only laptops using the newest solid state technology (“SSD”) are immune to shock and falls.

5. Never use a short or simple password.

Passwords with fewer than 8 characters can be compromised in minutes by malicious software programs.   Using longer passwords that include numbers and symbols can make it difficult or impossible for an attacker to steal a password.

6. Never click an e-mail or web page link without checking the link first.

All deceptive emails and web pages rely on using realistic images and links to deceive users into thinking they are legitimate. The best protection from deceptive links is inspection; simply point to the link to show the target destination, and then consider if it matches the actual web-site.  A sure sign of a fraudulent link is a web page that does not match the e-mail address.

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Sports Timing Service

In addition to computer sales and service, we’ve added an entirely new service: sports timing. Our sports timing service grew out of an opportunity to solve a computer problem for the Buffalo Bicycling club, a local bicycle racing club. They purchased a computer controlled RFID timing system from J-Chip USA for bike races, but needed help with both operating the system and configuring the software.

We got involved with race timing in the spring of 2012, successfully scoring races with the new system throughout the summer of 2012 for the Buffalo Bicycling Club. Our timing services expanded in 2013, adding new events as other promoters became aware of the outstanding features of the J-Chip RFID timing system and CrossMgr software.

You’ll still find us open weekdays at our office on 1325 Millersport Hwy., where we are performing computer repair service, but on weeknights or weekend mornings, we’ll be outside with the RFID timing equipment and a laptop, ready to time the next racer. For more information about the origins of our involvement in Sports Timing, read about The J-Chip Project here.

 

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Removing fake System Protection software

If your computer has been take over with the fake System Protection software, there is a simple process for removing this program.

1. Shutdown and restart the computer
2. Press F8 repeatedly before Windows starts loading; choose Safe mode for startup.
3. In safe mode, right-click on the System Protection desktop icon and choose the “find target” selection.
4. The “find target” selection will open a file manager window listing the numbered folder with the numbered System Protection program files.
5. Delete all three files in the folder and use the “up folder” icon to go up a level and remove the numbered folder created by the System Protection software.
6. Delete any remaining icons for System Protection from the desktop and start menu.

The System Protection software is a fake repair utility that will display spurious warnings and fake scans. Do not accept any of the reports this software produces. The software is installed as a result of clicking on links inside a fake e-mail message. To avoid receiving fake e-mail messages, we recommend using Cloudmark Desktop anti-spam software for protection.

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How to avoid fake Facebook e-mail mis-direction

Watch out for a fake e-mail sent from Facebook with the message “Hi, here’s some activity you have missed on Facebook” and a link to 1 Friend request. Before clicking on any of the links in this message, check the links by pointing the mouse to them to show the link destination.

The first clue of a fake e-mail is the sender e-mail address. For the Facebook e-mail, the sender address name was “Facebook” but the e-mail address was “notification+oar81v5njwoo@logical.it.” The key thing to focus on is the domain name, where logical.it is not related to Facebook.

The second clue of a fake e-mail is the link destination. Pointing to the icons and links inside the e-mail reveals that the destination address is not a Facebook address but a different address. This confirms that the e-mail is a fake and will lead to advertising or malware software. Even the “unsubscribe” link is fake, pointing to the same address as the “1 friend request link.”

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Finding the best cell phone deal

We recently performed research and evaluation of cellular voice/data services, and discovered a new option that exists in the cellphone market. Cell phone service has been traditionally provided by only the big four — AT&T, Verizon, Sprint and T-Mobile.

All four service providers are known as “MNO” (mobile network operators) that own the cell phone towers and equipment. They also have comparably high rates, typically starting at a minimum of $69 per month or more when combining voice and data.

For a comprehensive list of US mobile providers, visit Wikipedia.com.

Due to market de-regulation, a new type of cell phone provider now exists, known as an “MVNO” — mobile virtual network operator. An MVNO leases access from an existing cellphone system, such as Sprint, and then resells the service at a lower price. We found www.Ting.com to be an excellent MVNO, providing very low cost service using the Sprint system with a wide range of Android handsets.

Ting.com requires purchase of a phone from their web-site. They have both basic phones and refurbished smart phones for under $100, along with a wide range of new smart phones at higher prices. Phones are sold only with the manufacturer warranty; there is no extra coverage for damage or accidents, even if the owner suffer from injury, but for this using a personal injury lawyer New York is the best option. Ting.com does co-ordinate warranty returns, so a malfunctioning phone will get replaced under warranty.

Their monthly service rate uses a full credit system, so that unused time is rolled into the next month, while overages are charged at the next discount level rather than at a penalty rate. All service is done through their well designed web-site. As of October 2012, they do not support or sell iPhones, but they have a wide range of Android phones that include support for 3G and LTE high speed data.

Ting.com counts all minutes; there are no free minutes. Calls between Ting.com users (for example, family members) gets counted on both sides; caller and receiver. This means a 30-minute call between two ting.com users results in 60 minutes of account usage time. This can result in higher usage than plans that offer free calling between users or free nights and weekends.

However, their rate plans don’t have a usage penalty, so increasing minutes are charged at a lower rate. Above 5000 minutes per month, additional time is charged at 2-cents per minute, which is far better than the 45-cents per minute penalty rate charged by the big four “MNO” providers.

Regarding coverage, phones using Ting.com roam free of charge on the Verizon network where Sprint service is unavailable. However, data service is not available when roaming. Data service requires either Sprint service or local wi-fi (wireless B/G/N.)

Order service from Ting.com and get a $25 first month credit.

We also evaluated another new MVNO service, Republic Wireless. They offer a flat-rate, unlimited service plan for $19/month that also requires phone purchase. Unlike Ting.com, they offer only one phone, the Motorola DEFY XT. They also do not offer wi-fi hotspot or laptop tethering on their phones.

Instead, they have custom designed their Android phone software to utilize any available wi-fi signal to route phone calls using VoIP over the Internet. This helps reduce the Sprint cellular service usage. Their unlimited service is best suited to a high volume cell phone user that is frequently near a home or office wireless B/G/N (wi-fi) signal.

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Comparing Laptop Warranty Service

We frequently get asked which laptop is the best to buy, and people are usually surprised when we say Dell is the first choice. We consider these criteria when selecting a laptop: performance, material quality, repairability and warranty. Most laptops are comparable in component quality. Laptop performance is determined by the parts selection and price, making most laptops comparable. Warranty service is the largest difference between laptop brands, with Dell providing the best warranty service.

Comparing warranty service:

Dell: The Dell warranty procedure is the very best. No proof of purchase is required and replacement parts are frequently shipped overnight and delivered the next day by 10:30am at no charge. Warranty claims can be done using the online chat in minutes.

Acer: Requires lengthy registration process and proof of purchase. Standard warranty is 6-months. Parts are only sent out if secured with a credit card. Standard service requires returning the entire laptop.

HP: Requires returning the entire laptop for repair. HP does provide detailed disassembly instructions for some models on-line, making it easier to repair their laptops.

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