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Sync Services vs Backup Services

Posted by Janet Riley on Apr 2, 2018 in Newsletter

Strive not to be a success, but rather to be of value. ~Albert Einstein

Happy Spring! This month I want to talk about the differences between file syncing services and backup services. People frequently tell me they are using sync services for their backup. While that is better than not using anything, it does have some hazards. So what is a sync service?

You might recognize sync services by their more popular names: Dropbox, Google Drive, or Microsoft OneDrive. With any of these services, you create an account with a user name and password. The process of creating an account will install a specialized folder onto your computer. Dropbox names their folder “Dropbox”. Microsoft names their folder “OneDrive”. Clever, huh? Once the folders are in place, it is just a matter of saving your important files into this folder. If you frequently take work home, this is a major time saver. When you get home, you can login to your sync service and all the files will be there. If you change a file, add new files or delete files, it will update the office automatically. It is slick! I really like sync services. I’ve been a Dropbox user for years.

So what’s the problem? Ransomeware is the problem. Ransomeware is a vicious virus that encrypts all of your data and throws away the key. As it encrypts your sync folder, you lose your data on every device, not just the infected device. Your best defense against ransomeware is a good backup. And while it is true, sync services normally have a “restore to previous version” button hidden somewhere in the service, they do the restore one file at a time. If you only have 10 files to restore, this is not a huge issue. If you have 100 files, it is still doable, but painful. Have, 1000+ files? Don’t call me. I’m not going to volunteer to help you. I’ll feel sorry for you, but NO, I’m not going to help you restore those files, one-by-one. Even Noah loaded the ark two-by-two. Why should you expect anyone to restore huge numbers of files one-by-one?

The solution? True Backup services. A true backup service isn’t limited to just files in one specific folder. It can backup an entire computer, or just your data folders. It can be configured to keep one copy of each file up to infinite copies of each file. And should a time come when you need to restore files, it can restore everything with a few simple clicks. I’ll say it again: It can restore EVERYTHING with a few simple clicks. That’s way faster than Noah!

I’m a fan of keeping both local and cloud backups. That’s because a local backup isn’t going to help me if my house burns down. But a backup in the cloud, that can protect me from fire, theft and all sorts of calamities. This month I’m offering a “Try-Before-You-Buy” get started package. This is how it works: Call (541-756-8770) or email me.  (Please put “Backup” in the subject line.) I will coordinate my schedule with yours so I can install backup and monitoring software onto your computer. The monitoring software alerts me to possible problems like outdated virus definitions and hackers attempting to take over your computer. I will configure your off site backup. Service for the remainder of April is free. If you appreciate the service, on May 1st, you may continue the subscription for $25/month. If you change your mind, the software will need to be uninstalled and there are no hard feelings. This offer is limited to workstations only. Similar service is available for fileservers at varying costs due to the complexity of file servers. If you are interested in backing up a file server, give me a call (541-756-8770) and we can discuss details.

Keeping Your Data Safe!

~Janet

Because it Made Me Laugh:

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Déjà vu?

Posted by Janet Riley on Mar 5, 2018 in Newsletter

The most difficult thing is the decision to act, the rest is merely tenacity. —Amelia Earhart

Déjà vu? Remember last month when I told you about the horrors of hard drive recovery? We had another distress call in February.   This time the data recovery process was complicated by the sensitivity of the data. Apparently, if you are working with sensitive data you are not allowed to send your failed hard drive to just any data recovery specialist. And you might need permission from all the people in your database to even start the recovery process. Getting permission is near impossible when the only copy of the data is on a dead hard drive. So, if you missed last months newsletter about how to do a backup, I would suggest you scroll down to the previous post: No Backup? No Problem!  Posted on February 7.

If you are good with keeping current backups, then I would also remind you to check the backup occasionally. Automating backups is a true life saver but if the automation goes wonky it is no better than no backup. Assuming, the backup is good, I suggest doing a sample restore occasionally. You don’t need to do a full restore, just pick a file or two and restore to a new location (so you don’t overwrite the existing files). Having done a practice restore a time or twice, will also give you confidence, if and when the time comes for you to do a real life restore.

Other things that crossed my desk last month:

https://haveibeenpwned.com/ Have I been Pawned? Type in your email address and this site will list the data breaches and what personal information has been exposed for your email address.   The rule of thumb is: if your email address has been exposed, it is a good idea to change passwords. Which is a real pain in the rear, and brings us to the second thing that crossed my desk last month:

https://www.dashlane.com/ DashLane is a password manager, form filler, digital wallet and more. It’s free for use on a single device and for $40/year it will sync your passwords across multiple devices. It has some wonderful features, one of which is the ability to change passwords at multiple sites. It also allows you to share select passwords and give emergency access to someone you trust.

In the past I have recommended LastPass. Available at: www.lastpass.com. It has similar features and is less expensive at $24/year. Both platforms have business editions as well.

That’s all for this month. If you need a good belly laugh watch this 10 second video of a toddler feeding a pigeon: https://youtu.be/T9JudgrUsEI. If you need assistance protecting your data, call Comp-U-Talk. (541-756-8770)

Keeping the New Year Happy!!

Janet

 

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No Backup? No Problem! $700 Please.

Posted by Janet Riley on Feb 7, 2018 in Newsletter

If you treat your wife like a thoroughbred, you’ll never end up with a nag. ~ Zig Ziglar

It happened again this past week. The phone call came in. The person on the other end was anxious. One miss click and an entire life time of photos was gone. Nothing left to recall the happy memories. No images of loved ones, now deceased. No financial data available. No more saved documents. And that collections of favorite kitten videos? Just a memory. Too make matters worse: money is tight. Age and health problems prevent finding a better job or a second job. Please, Please, Please? Can you help?

My mother always preached that an ounce of prevention was worth a pound of cure. When it comes to data backup, this is very true.

Data loss can happen in any number of ways. There’s a song running through my head, something about “let me count the ways….”

First, there is hardware failure. How many appliances work forever? That’s right! NONE! Why would you expect your computer to work forever? It’s not going to happen.

Second, is user error. Similar to the individual mentioned above, all it takes is a single confirmation click on the wrong button and what was supposed to be a revert to what the computer was doing last week, suddenly reverts the computer to what it was when brand spanking new.

Third is malicious intent. Everyone is running virus software now days, but did you know, virus software typically doesn’t stop malware? And malware is everywhere. It has infiltrated Yahoo ad servers, it hides on random, unpatched, web sites. You can’t escape it. The idea that you only need to worry if you are surfing porn sites or hate sites, hasn’t been true for years.

Want to know what it costs to recover valuable data? If the data loss is caused by hardware failure, the drive will have to be sent in to a data recovery site with a “clean room”. They typically charge $75 just to open up the drive and evaluate whether or not they can do anything with it. If they can, recovery costs start at $700 plus the cost of new media to put the recovered data onto. Years ago, I was called to an office to assist with rebuilding a server that died. The data recovery charge was $7000 (not including my labor). Have an extra $700 -$7000 burning a hole in your pocket? I would love to help you recover your data!

If you’re the stingy type, and don’t want to cough up $700-$7000 for data recovery, then I would suggest you learn how to do backups yourself.

Windows 10 makes it fairly easy. You will need an external hard drive, available everywhere. Plug the hard drive in. Open the settings app. (the little cog that appears when you click what use to be the start button). Go to Update & Security. Click Backup on the left side menu.

Click the Plus sign to add a drive and choose the external drive.

Click on More Options to choose the folders to include or exclude in the backup.   Double check the settings for how often to backup and you’re done. How easy was that?

And again… Mom was right. A few minutes of prevention and an inexpensive drive can save you $700+ for a cure.

Want even more robust backups?   Ask about our cloud backup and computer monitoring service.

Keeping the New Year Happy!!

~Janet

 

Because it Made Me Smile:

You can see the complete video at: https://biggeekdad.com/2017/01/little-kids-big-dogs/

 

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Resolve to Protect Your Data

Posted by Janet Riley on Jan 8, 2018 in Newsletter

Two types of voices command your attention today. Negative ones fill your mind with doubt, bitterness, and fear. Positive ones purvey hope and strength. Which one will you choose to heed? ~ Max Lucado

Happy New Year. Is it: Ritual / Routine/ Standard Operating Procedure? Every year we make New Year’s Resolutions. Every year we give it half an effort and give up completely by the 2nd week of January. Some of us do better. Some of us don’t give up until the end of January. Some of us are smarter and don’t even bother to make a resolution. Nothing Ventured, Nothing Gained. Why waste what little energy/time we do have, attempting to achieve something that we really didn’t have our hearts set on anyway? It’s been rumored that only 8% of people actually achieve their resolutions. (https://dailyharvestmarket.com/want-to-achieve-your-new-years-resolution-read-this/)   The biggest slayer of resolutions is tackling projects that are too large. But did you know, if the project is broken down into smaller tasks, you are much more likely to succeed?

 

Hackers have learned this. They learn the trade on little guys, and then move up to medium sized guys, and finally the big guys. Unlike Goldilocks, who finds the little chair just right, they don’t care what size you are! They just want your money/login credentials/passwords/ID. And practicing on little guys is easiest. Little guys are the training grounds. So this is what I would suggest for a doable New Year’s Resolution (assuming you have already given up on the lose weight/exercise more/eat less/quit smoking).

 

Resolution: Protect Your Computer Data (and your ID)

 

Step 1: Download LastPass (https://www.lastpass.com/). IT’S FREE! LastPass will create unique passwords for the various sites you frequent. That means, the next time you read about Equifax or Yahoo or Target suffering a security breech, you won’t have to worry about thieves getting access to all other sites you frequent because you are using the same password everywhere.

Got this step completed? Reward yourself. I suggest Ice Cream!

 

Step 2: If your banks / credit cards / investment houses offer two factor authentication, Implement it! Two factor authentication means you need a password PLUS a security key which will be emailed, texted or phoned to you each time you logon to the site. Is it a pain in the rump? Yes! Is it worth it? Yes!

Got this step completed? Reward yourself. I suggest Moose Crunch, you know, Carmel Corn dipped in Chocolate.

 

Step 3: Backup your data!!! Enough already! Just do it! Buy an external drive and plug it in. Local Backups can protect you against hardware failure and sometimes against ransomware. Want better protection? Try cloud backup. This will protect you against hardware failure/fires/floods/physical theft and ransomware. Pricing starts at $25/month per workstation. Call me. I’ll get you started. When complete, I’ll buy you ice cream!

 

Step 4: Get rid of stuff you aren’t using. All of those browser add-ons have the potential to go rogue over time. There’s a nice site, complete with pictures, that will walk you thru the process of removing unnecessary extensions for each web browser. You can find it here: https://www.howtogeek.com/240090/how-to-uninstall-extensions-in-chrome-firefox-and-other-browsers/.

And if the stuff you’re not using includes digital accounts like Airbnb, Amazon, Ancestry, MySpace, to name just a few, then Everplans has directions for you. They have compiled a list of over 200 sites and directions for how to close an account.   The list was originally designed to walk survivors through the process of closing accounts of deceased loved ones, but that doesn’t mean that you can’t use these resources while still living. Access the list at: https://www.everplans.com/articles/how-to-close-online-accounts-and-services-when-someone-dies.

Got all four steps completed? Congratulations! You are in the top 8% of people who actually achieve their resolution! Reward Yourself. I suggest dinner and a movie with a loved one!

 

Let’s Keep the New Year Happy!!

~Janet

 

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Free Password Protection for PDF’s

Posted by Janet Riley on Dec 8, 2017 in Newsletter

Remember that not getting what you want is sometimes a wonderful stroke of luck. ~Dalai Lama

I’m overwhelmed with gratitude for the out pouring of love and words of encouragement that my readers sent my way after Mom’s passing. Thank you!! November was a busy month. Besides the normal rush of getting ready for the holidays, I also had the additional tasks of taking care of Mom’s final expenses. There was a lot of communication going back and forth between myself and my siblings. Some of the communication included death certificates and bank statements. Call me paranoid, but I don’t like to send financial information thru email. It just seems so insecure. So my inquiring mind asked: How can I put a password on this PDF?

Then my inquiring mind asked Google. What I found was amazingly simple and FREE. How cool is that? So, Merry Christmas! I thought I would share.

First step is to put your information into a PDF format. There are two basic ways to do this. If you are creating the document from scratch via any Microsoft Product, you simply choose to save as PDF and Wah-lah, You’re done! And since you chose to create the information in a Microsoft Product, it is simple to add a password. In later versions of Word, I would open the View Ribbon, Click on Properties, Chose Protect Document and then click on Encrypt with Password. Problem solved.

It’s a little bit harder to take bank statements or other existing documents and convert them to PDF. For this you need a scanner. Most printers come with the ability to copy and scan. Hopefully, you already have that piece of equipment. If not, then you will need to race out and buy one, or rent one. The scanner will save your documents as PDF. Once you have the document in PDF format you will need a third party utility to add a password. If you have a subscription to Adobe Acrobat, then you are covered. Password protecting documents is included. If you are like me, and don’t want to pay a subscription for a feature that I will use twice a year, then you will appreciate this gem: PDFMate Free PDF Merger found at: http://www.pdfmate.com/free-pdf-merger.html. Once there, click on the Free Download, and follow instructions to install. The user agreement states they have the right to recommend 3rd party utilities to you. Watch for those optional installs as you click thru the install screens. My install did not suggest additional software, but that doesn’t mean you will have the same experience.

Once installed, #1. Click the Add Files button in the upper left, and then double click the PDF document to password protect.  #2.   At the bottom of the screen, Choose the LayOut size (normally letter), choose if you want 1 to 1 conversion (1IN1) 2 pages reduced to 1 page (2IN1) or 4 pages saved as 1 page (4IN1).  #3. Check the box beside “Open Password” and add the password in the blank box to the right. If you want to give them rights to print the file then you will also need to put a check mark in the Permission Password box , and a check mark in the Printing Allowed Box. Boom, You’re Done! Only problem is remembering the password assigned.

Hope you find this useful. A Merry Christmas to All, and to All a Good Night!

~Janet

Because it Made Me Laugh:

 

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