December 2009 / IT New Year’s Resolution List

The New Year is traditionally the time to take stock in what has been accomplished in the previous year, and lay plans for the year ahead. It’s also a time for resolutions, and we know how hard it can be to find resolutions for the upcoming year. So, we decided to use this month’s Tech Brief to help jump start some ideas for the next year by presenting our IT New Year’s Resolution List. Hopefully these will make you at least consider some timely “resolutions” for your 2010 IT roadmap.

Stop backing up my mission critical data to tape only

Tape backup is still one of the most popular methods of backing up data, and for valid reasons: it’s proven technology and generally cost effective. But when it comes to your mission critical data you need to back it up to a source other than tapes alone. Since tapes are physical media they’re easily prone to loss, theft, or damage. So in addition to backing up your mission critical data to tapes, consider employing an online backup solution, such as Thrive Online Vaulting, to promote redundancy.

Consolidate my network server sprawl

Does it seem like you have a physical server for everything? Cut back on your excess and unnecessary servers by utilizing a Thrive Virtualization Solution. Server virtualization enables you to partition one physical server into multiple virtual servers that all have the appearance of being dedicated machines. Just as you can have multiple programs open at once in Windows, server virtualization allows you to have multiple servers operating at once on one physical system. This will free up space in your server room and allow greater flexibility with managing your applications. It may also produce significant cost saving over the long term, so this is a resolution that pays you back directly for your efforts.

Secure my mobile workforce

With mobile employees being an integral part of many companies’ sales and support staffs, steps should be taken to make sure that their data and equipment are protected when they’re away from the office.

• Make sure all laptops contain volume-level data encryption software
• Purchase equipment that has biometric security measures such as fingerprint readers
• Set up a secure VPN and make sure mobile workers only access confidential files through the VPN
• Invest in physical laptop protection such as laptop cable locks or software that allows stolen device tracking and recovery

Upgrade to Windows 7

SNS Best Practices dictates waiting 6-12 months after a new operating system is released before upgrading to it. This allows the early feedback to come in and the first wave of patches and updates to come out. With the reviews of Windows 7 coming back extremely positive, and the first major updates due to be released sometime early next year, you should start planning now to upgrade your old Windows machines (Vista and earlier) to the more stable and secure Windows 7.

Understand my Internet bandwidth

You’ve made sure to purchase enough Internet bandwidth but it seems that your connection is constantly sluggish. What exactly is going on? Unfortunately one of the downsides of incredibly popular streaming multimedia sites such as Youtube and Hulu is that they eat up bandwidth. There is a solution. Content filtering devices from companies such as Cymphonix can block access to specific sites or categories as well as give you the ability to limit the amount of bandwidth that can be used for streaming multimedia. With content filtering devices you can make sure that critical applications get priority bandwidth.

Write my business continuity plan

Statistics have shown that 40% of businesses never reopen following a disaster. Of the ones that do, an estimated 25% of them close their doors within two years time. That’s why every company should have a business continuity plan - a well thought out plan that documents critical processes and procedures needed to keep a business running in the event of a disaster. Much like insurance, Business Continuity Planning is an investment that you realize the value of when you, and your company, truly need it.

Document my IT policies

What good is taking the time to implement a myriad of IT policies if you fail to document them? Much like how a Business Continuity Plan is your roadmap in case of a disaster, your documented IT policies are a roadmap for you, your employees, and your IT resources to follow as it relates to your technology. It’s an integral part of making sure that your systems run efficiently and your users are knowledgeable about using your company’s technology.

Implement a data and email archiving solution

Even if you aren’t held to strict regulations as some industries are, archiving your data and email can prove beneficial to your business. With email, you never know when a legal need may arise that calls for you to produce past communications. With data, it’s a no-brainer – there will always be a need to reference old files. Having a message archiving solution in place is just another piece of the IT big picture that will make your life a lot easier. The fact that archiving solutions generally alleviate much of the resource drain that retaining old data in your office location brings with it, is just more reason to archive it now.

Clean up my server room and wiring closet

Ever get the feeling that the best way to navigate around your server room would be by donning a pith helmet and grabbing a machete? It’s nothing to be embarrassed about; server room messiness happens to the best of us. Aside from being unsightly, having a disorganized server room or wiring closet can make for a frustrating and unproductive time when your IT staff is trying to troubleshoot problems or execute on even simple tasks. It may seem like a superfluous thing, but taking the time to de-clutter your server room will actually pay off with increased efficiency and organization.

Finally replace my 20 year old phone system

Sometimes it’s hard to let go of the past, but change can be a good thing. Although your old phone system has served you well, a new phone system can serve you better. With Thrive Voice over IP and Unified Communications showing themselves to be proven technologies that can greatly increase productivity, now is as good a time as any to talk to your IT staff or phone vendor to look at options that could best suit your business.

Final Thoughts….

We know how hard it can be to stick to your personal New Year’s Resolutions. Be it to eat better or stop a bad habit – people usually disregard their resolutions a few weeks into the new year. With the IT resolutions we have outlined though, disregarding them could have a serious impact on your business. Of course the best way to stick to a resolution is to have a little help to keep pushing you along, so if you’re interesting in implementing any of the resolutions above (or some that we haven’t discussed which you’ve been considering), contact Staples Network Services and let us help you reach your IT goals!

Have a safe and happy New Year!