It’s 4:30 on Friday afternoon when you get the message that a key vendor will not be able to deliver what they promised on time, which will in turn cause YOU to miss a critical deadline for your most important client. Frustrated, you call the vendor, who instantly denies ever being told about the deadline.

You know deadlines were discussed but can’t find it in your original written agreement. You then turn to your e-mail only to be forced to dig through hundreds of messages to try and find the e-mail where you conveyed the importance of this project being delivered on time, but you can’t find it because it was deleted.

Sound familiar? Or perhaps you’ve been in a similar situation where you’ve had to “archive search” for old e-mail communications? Think about it – almost all of your business communications and negotiations are performed via e-mail, making them important documents to keep for reference. And since you send and receive hundreds if not thousands of e-mail messages annually, it just makes sense to have a simple and easy way to find old communication threads. But this isn’t just a convenience issue, it’s a legal one.

What Every Business Is Required By Law To Do

Some industries have strict guidelines on storing e-mail communications (financial institutions for example). But what most people don’t realize is that ALL businesses need to address email
storage and in this instance, ignorance is far from bliss – it could put you and your organization in serious legal trouble.

David Thompson, AXS-One, explains the legal and business reasons why e-mail archiving is a must :
“Enron, Morgan Stanley and the Australian Wheat Board are familiar names that may send shivers down the spine of senior management. All these organisations have been involved in controversy over e-mails that have cost the company’s reputation and/or resulted in large fines. Companies need to be prepared for “electronic discovery.”

Simply put, this means you must know where your data is and how to retrieve it. Failure to do so can lead to fines or loss of a lawsuit. Those in IT records management need to be aware of the protection required when it comes to electronic documents; having no protection carries risks that the business may not be able to sustain.

While Australia doesn’t have a Sarbanes-Oxley Act as in the United States, there are a number of legal obligations for the retention, and destruction of e-mails and other electronic records. For example, the Corporations Act (which requires items to be retained for seven years) and applications for employment (six months).

In addition, records created by the HR department and Occupational Health and Safety may be covered by a number of statutes all with varying retention periods from six months to 25 years or more.”

The post Could You Be Breaking The Law By Not Archiving E-mails? appeared first on Mon Technology | IT Support Melbourne.

Are you frustrated by slow PCs, screen freezes, error messages and things not working right in general? These are all signs that your computer network is desperately in need of either an upgrade OR a tune up.

What Causes Computer Networks To Run Slow?

Over time, all computers and servers slow down and become progressively worse. The main reasons are:

1. Spyware, viruses and other malware secretly installed on your machine.We say “secretly” because most users don’t realize their computer is infected until it’s too late. Most viruses and malware programs circulating on the Internet today are well designed, highly sophisticated programs designed to install themselves and work in the background, undetected – and often the only sign you’ve been compromised is slow performance.
2. Old equipment. Believe it or not, most PCs only have a shelf life of 3 years. (Amazing, isn’t it?) But there are ways to extend your computer’s life, which brings me to #3…
3. Poor Maintenance. Just like a car, computer networks need regular maintenance (or “tune-ups”) in order to maintain top speed and performance. In fact, there are over 100 different system checks and updates that need to be done on a regular basis, including disk defragmentation, patch management and the removal of unnecessary files and programs (to name only a few).

The post Slow Computer Driving You Crazy? appeared first on Mon Technology | IT Support Melbourne.

If your server suddenly crashed and ALL your data was erased, how long would it take before your business was back up and running as usual?

Have you ever lost an hour of work or a document because your computer crashed in the middle of you working on something? Remember how frustrating that was?

Now imagine losing FAR more data than that. Imagine losing…

…All your accounting documentation and history…

…Your client records, history and database…

…Lost all the work files you’ve spent YEARS developing…

Can you even put a price tag on it? Probably not – yet so many business owners aren’t 100% certain that they could be back up and running after a disaster and are purely hoping that their current tape drive or backup is working and storing a usable copy of their data.

The 3 Biggest Misunderstandings Businesses Have About Their Backup Systems That Give Them A False Sense Of Security:

Misunderstanding #1: Tape Backups Are A Reliable Way To Secure Your Data. Wrong! Tape backups have an average failure rate of 100% (no, that’s not a typo). What makes this even worse is that tape backups will APPEAR to be working, giving you a false sense of security, and you’ll only discover you’ve lost it all when you try to recover data after a disaster.

Misunderstanding #2: Thinking That Backing Up Your Data Will Allow You To Quickly Restore Your Network To Its Original State, Quickly And Easily.

This is a MAJOR misconception!

Let’s suppose we made an exact replica of all the items in your house right now and put them offsite in a storage facility – that’s a backup of your “data.” If your house burned to the ground (God forbid!) we would have to rebuild the HOUSE (which is the server, software and supporting environment) BEFORE we could restore all your items back from the storage facility. Obviously that takes some time.

That’s why simply having an offsite copy of your data doesn’t guarantee you’ll be back up and running FAST. It could take several days – possibly weeks – before everything was restored; and that’s assuming you HAVE the data in a clean state and all the originally installed software disks.

Misunderstanding #3: Trusting Their Backup Is Automatically Working Without Doing Periodic Test Restores. I see this happening a LOT – a business owner thinks their backups are working because they don’t see any error messages or apparent problems. Then, when they need to restore a file, they discover the backups stopped working MONTHS ago and all that data is gone.

Reality is that you need someone monitoring and periodically conducting test restores or “fire drills” on a regular basis to make absolutely certain everything is working just fine.

Want To Know For Sure If Your Data Is Safe? Call 03 9486 9000

The post 3 Biggest Misunderstandings About Business Backup appeared first on Mon Technology | IT Support Melbourne.

In the last week I’ve been re-reading Napoleon Hill’s book “Think and Grow Rich”. It’s a book I’ve read several times already.  I’ve set myself to re-read it at least once every year because it contains a proven system of how to grow a successful business.  It’s really the entrepreneur’s bible and it’s been quoted by so many major business leaders.

Here is an outline of the 4 Critical Keys to Accelerating Growth and Success, from Napoleon Hill’s system for success – as I understand it:

1. A Clear Goal and a Plan:  The biggest reason why people succeed in anything is that they have a clear goal in mind. They also break down the goal into doable steps. Then they TAKE ACTION towards their goal.

2. A Coach: Once you have a roadmap, a coach can guide you along the way, helping you avoid mistakes and remove doubts, questions and uncertainties that are going to come up.

3. A Trusted Peer Group:  I’ve realized that if you want to be successful in ANYTHING in your life, the smartest thing you can do to fast track your own achievement is to find someone else who is already getting the results you want, and copy what they do. That’s why a peer group is SO important. They can dramatically shorten your learning curve and save you enormous amounts of pain and aggravation by learning from their mistakes and their successes.

4. Accountability: The best ideas are useless if not acted upon. Having a system to hold you accountable stops procrastination on critical decisions and actions you KNOW you need to take, but just won’t do it unless you have someone holding your feet to the fire.  At MON we have a weekly accountability meeting.

I’d be really interested to know what business and leadership books have made an impact on you.

The post 4 Critical Keys To Accelerating Growth And Success appeared first on Mon Technology | IT Support Melbourne.

Moving is always a pain in the backside, but it doesn’t have to be an horrific, expensive experience. The number one complaint from someone who’s experienced a “bad” move is, “I didn’t know I needed to…” followed closely by “I completely forgot that…” In other words, it’s what you don’t do that makes the move a disaster.

To make your move easy and effortless, here are the 5 most common mistakes you want to avoid:

Mistake #1 — Not Using A Checklist

This may seem like a no-brainer to those who manage projects, but project management may not be a forte of someone placed in charge of your move (like an office admin). Even those who use a list typically fail to make the list detailed enough.      

Mistake #2 — Trying To Save Money By Using Your Employees To Move Your Computer Network

Don’t ask your staff to disconnect, move and reconnect computers, phones and other devices just to save a few dollars. You’ll frustrate them and end up with phones ringing at the wrong extension, lost cables, and workstations that get dropped rendering them useless. You don’t want to let the movers do this job either; they may be great at moving furniture, but a network is a lot more sophisticated and sensitive. Be smart and hire an IT pro to pack and move your network. Doing so will help you avoid communication blackouts and extended downtime.

Mistake #3 — Signing a Lease without Giving Your IT Provider Enough Advance Warning

Don’t get caught with a signed lease then find out you can’t get internet to that premises or the internet speed is too slow. If you are looking at moving, the first major task is to make sure the premises can get the right type of internet and speed. You need the right infrastructure to support your business requirements. Make sure you give the proposed premises address to your IT provider to check the internet before investing in the lease. Don’t get landed with a lease on a building where you can’t run your business because you can’t get the internet service you need or you can’t get the internet connected at all.

Mistake #4 — Not Giving Your Phone, Internet And Cable Vendors Enough Advance Warning

Eighty percent (80%) of unexpected communications blackouts and cost overruns on network moves are caused by failure to properly plan voice, data and electrical installation in advance. Just because the prior tenant had computers and telephones is no guarantee that the cabling and server room are suitable for your phones, your server and your computer network. Advance planning will help you avoid emergency rush fees or band aid fixes to make things work.

Internet and telephone connections require as much as six week’s advance notice to be installed, tested and ready the day you move in.

And if you are building a new office, don’t leave it up to the builder to decide how many power outlets, network and phone connections you will need. Remember, changes and additions after the walls are up are at your expense. Don’t get caught having to spend thousands of dollars on new cabling or a server room with adequate air-conditioning.

With printers, scanners, faxes, and other technologies connecting directly to the network these days, the rule of thumb of one electrical outlet, one phone and one network connection per employee is woefully outdated. Consult your IT provider in the early planning stages to ensure you have what you need before the drywall goes up.

Mistake #5 — Poor Communication With Vendors And Employees Prior To, And During The Move.

Failure to communicate changes before and during the move results in confusion, downtime and increased expense. Remember, your computers and phones will be unavailable for a period of time before, during and immediately after the move. A little planning can minimize the impact on your business.

• Give your employees, customers, and vendors the anticipated downtime schedule.
• Make a phone list of important phone numbers (like tech support contacts, the phone company, cable company, etc.) and give it to your employees. You may also want to provide vendors and customers with a list of employee cell phone numbers to use during the communication blackout that will take place during the move.
• Confirm, confirm, confirm! Call your vendors several times to make sure they have the move on their schedule and planned; don’t assume anything!
• Ask your IT provider to temporarily reroute important e-mail and phones to another location during the move, or set up a web portal to enable you to access e-mail from a laptop or home computer so you’re not completely disconnected.

 Planning a move? Call Mon Technology on (03) 9486 9000

The post Top 5 Mistakes When Moving Your Office appeared first on Mon Technology | IT Support Melbourne.

Here’s what he told me.

Recently I stopped in the city to get some lunch. As I was walking to the restaurant, a group of smart mouths ribbed me, “Hey mate, where’s your ambulance?“ They were teasing me for looking like a doctor!
 
 I thought this was very funny. We engaged in a bit of joking banter until one of the group started getting too foul-mouthed. I took that as my cue to leave.”

The encounter got me thinking.

How we present ourselves is very important. It’s why I wear a shirt and tie. If I am at a business meeting and someone turns up in messy or dirty clothes, looking like they’ve just gotten out of bed or come from the beach, I get the feeling they don’t care. If they present themselves in such a sloppy manner, the rest of their business, including their service, is likely to be sloppy and disorganized also. And I get that same feeling if there is too much swearing or rough language.

To quote Harv. T Ecker: “How you do anything is how you do everything.”

Nido Queben, President of Highpoint University in America, emphasized the importance of presentation when he decided to put a restaurant on the University Campus as a way to teach students presentation skills, manners and social skills. He realized that an essential part of a solid education is how to dress and conduct yourself at a business dinner or lunch meeting. According to surveys, presentation and communication are the most important skills employers look for when interviewing applicants for a position.

A while ago I decided to set a higher standard for myself and my team. It includes not just the things we do, but how we communicate, dress and present ourselves to others.  Differentiation in how companies deliver services comes not only from the tools they use or the price. What counts is the way you prepare, package and deliver your services.

By the way, this is a great website: www.realmenrealstyle.com

The post Why I Wear A Shirt And Tie appeared first on Mon Technology | IT Support Melbourne.

You and your staff can take work home and even work on the move, sending emails in the car or files from the coffee shop. But you have had a frustrating problem: you haven’t been able to get or send the same up to date emails and replies on your mobile devices. You have to wait until you are back in the office, making your responses slow. And even then it is hard to know which email version to reply to. Different versions show on each of your devices! Your staff are battling with the same issues and it is slowing your company down.

Now there’s a simple cost effective solution! Mobility has been made super easy with Office 365. You can get the same emails on all of your mobile devices, laptops and workstation. Now you can work when and where your schedule dictates – with freedom.

Office 365 is available for iPad, Windows Phone, iPhone and Android phones, so as long as you or people on your team have an internet connection. Your workers can even sign in and work if they’re in Timbuktu or travelling on the Nullarbor!

Email and Microsoft Office 365

Although Office 365 is much more than an email platform, the biggest reason most businesses move to Office 365 is because they want the email that comes with it.

Office 365 offers the same, familiar email as Microsoft Exchange Server but the technology has moved into the cloud. It is available to micro as well as small and medium size business.

Working with Office 365 means that you no longer need to install Microsoft Exchange on your in-house server. So you’ll save money because you no longer have to buy and maintain an Exchange Server.

You’ll also save money on user licenses. With one licence, you can install Office 365 on up to 5 devices including your desktop, smartphone, tablet and more.

And there are no more software updates and upgrades to worry about. You and your employees will always be on the latest version of Microsoft Office.

The post Work ‘On the Go’ with Office 365 appeared first on Mon Technology | IT Support Melbourne.

When your IT provider is actively and knowledgeably planning your IT to help you achieve your goals, the right technology adds HUGE value to your company and helps you get ahead of your competition.

Here is the story of a business owner who…

Recently we started working with a local manufacturing company. When I asked the CEO what his goals were, he told me that they were planning to double in size and production within the next three years. He also told me that he intended to move to a larger location. But he had no strategic IT plan to help him achieve his goals.

When we assessed his network, it became clear that the IT that he had in place just wouldn’t enable him to grow easily. It was barely doing the job now.

The telephone system was not reliable and already it wasn’t coping with the number of calls. There were constant phone drop-outs making client liaison and delivery systems twice as difficult to manage.

Staff were complaining about internet slowness interfering with their work. They were unable to get required information up on the screen fast enough to answer queries.

There was no central place to store business files, documents or financial records. And crucially, there was no backup in place and a high risk of losing everything! Each week staff lost documents and were forced to repeat work. This is a common story. When a company or organisation reaches ten or more staff, the control over adhoc document storage and access to sensitive company information can get very messy.

On top of this, the security of sensitive company information (i.e. who has access to sensitive information and who can install programs on your network) becomes a huge issue.

Proper planning was critical. We created an IT strategy document and a roadmap to make sure that the technology lined up with the CEO’s goals for expansion. Going forward, he has a clear plan with a timeline and budget.

Photo supplied by: http://www.freedigitalphotos.net/

The post Why your IT provider must understand Your business goals appeared first on Mon Technology | IT Support Melbourne.

Having current anti-virus and anti-malware on your devices is basic house keeping and required. BUT it won’t stop this kind of identity theft at all because there are undetectable viruses out there that you can’t stop.

How are hackers accessing your identity information and bank accounts?

1. Your computer gets infected with a virus that locates and steals your net-banking passwords.
2. Your mobile phone account gets hacked and your mobile number gets transferred to the hackers name. Then your SMS banking codes are diverted and sent to the hacker. Now the hacker can easily transfer the money out of your account.

Why would a Banking Security Token stop this and how do I get one?

A Bank Security Token is a USB security device that you connect to your computer. (See the photo on the right.)

Each time you bank online, you log into your online banking through the Bank Security Token.

The security token stops a hacker stealing your net-banking password because the password changes each time you log-in. Even if a hacker gets into your mobile phone account they will still need your BANK Security Token to access your net-banking. They have to be in possession of your Bank Security Token.

For example, see NAB Connect Security Token here: http://www.nab.com.au/static/nabConnect_demo_new/tokenLogin.html

Full Story: https://au.news.yahoo.com/thewest/a/29282693/man-loses-everything-after-thieves-steal-his-identity/

Photo supplied by: http://www.freedigitalphotos.net/

The post Man loses everything after thieves steal his identity! appeared first on Mon Technology | IT Support Melbourne.

Provided by FreeDigitalPhotos

What is CRYPTOLOCKER and Why is IT So Dangerous?

Individual Australians are held ransom then pay hundreds sometimes thousands of dollars to rid their computers of the CryptoLocker virus. Australians paid out an estimated $400,00 this year to get our important files back.  (ABC news 9th August 2015) Tracing the actual amount that the hackers are taking is difficult to determine. Worldwide, an estimated US$27 million was paid in 2013. (Wikipedia)

Cryptolocker is a virus that takes down and locks all your business files, all data and your backup. Once into your computer or network, you cannot access anything. A ransom is demanded. There is no guarantee that after payment of the ransom you will get your files back.

 How Do You Get It?

1. ZIP attachments or other weird attachments in e-mails:

Viruses copy and look like companies like Telstra, Australian Federal Police, Ebay, Paypal, Dropbox, Australia Post, NAB, Combank, ANZ, Apple and anyone else. Bonafide companies will NEVER send you a ZIP file or some weird attachment in an email unless you specifically requested it.

2. Links in emails
Links in emails will also get you infected. If you follow a link to a website, that website can and will inject a virus into your system!! Always check the link in an email by hovering your mouse over the link. The link will look like www.apple.com but when you hover your mouse over it, it will change to www.anothersite.com – then it’s fake! Don’t follow it, don’t download anything from it!

3. How Do You Avoid Getting It?

Always check the email for incorrect information

• Check who it’s from. If you don’t know the sender why trust them? Don’t!
• Check the subject and content for spelling mistakes or strange content. Typically virus writers aren’t good at English and don’t write their emails very well.
• Check the links by hovering over them with your mouse. Are they different from what’s written in the email?

Even if it’s from someone you trust, they may have been infected recently and the viruses is emailing their contact list. Always check the attachments and links.

If you are a CEO or manager and you or your staff are unsure or worried about the e-mails coming into your company, we’re absolutely happy to check it out for you and make sure it’s safe. Call us in Melbourne on 03 9486 9000.

Here are the links to the stories:

http://www.abc.net.au/news/2015-08-09/australians-paying-thousands-after-ransomware-virus-infection/6683618

https://en.wikipedia.org/wiki/CryptoLocker

The post Why is Cryptolocker Dangerous to You? appeared first on Mon Technology | IT Support Melbourne.