Category Archives: IT

Aquila Pro AI AX3000 review

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We rely so heavily on Wi-Fi today that we expect to have it and that it works where we need it. Indeed, the most common internet issue is not the NBN connection but rather issues caused by your Wi-Fi router. Most people feel very comfortable with their PC, but if I asked you to adjust the settings on your router, I am sure to get a confused look. Let’s face it: we just want Wi-Fi to work. We review the D-Link AQUILA PRO AI AX3000 to see if it fits the bill.

Why do I need a Wi-Fi router?

Your NBN retailer provides an internet feed into your house as a single ethernet port. To create a Wi-FI network, you need a Wi-Fi router. A Wi-Fi router that your NBN retailer may have provided you takes the internet connection via ethernet and allows many people within your home or business to access the internet via ethernet or Wi-Fi connection.

Ethernet cable

The router part of the equation is like a big power board that splits the internet for more than one user but with intelligence, so each additional connection is a measured and controllable addition.

Also, see our previous article on how to improve your Wi-Fi.
Most routers NBN retailers provide low-end models that are unlikely to provide good coverage in larger homes.

How can I get more out of my Wi-Fi router?

The good news is most Wi-Fi routers are almost plug-and-play out of the box. You will need to confirm the Router SSID name (Wi-Fi network name) and password, as well as the router admin password. You can leave these as default, or a handy hint is if you are upgrading from an older router, use the original SSID and password. This means all your connected devices will continue working without reconnecting to your new Wi-fI router.

Beyond the initial setup, if you are technically inclined, you could adjust settings to get better results from your router. These include:

  • Changing the channel used. In high-density housing, many routers might end up using the same channels. Changing to a less-used channel will improve performance. The AX3000 will automatically do this for you.
  • Smart TVs and game controllers will work better if you connect them directly to the router with an ethernet cable rather than Wi-Fi. The AX3000 has 4 available ethernet ports.
  • Parental controls enable parents (administrator) to restrict usage of a device access device. On the AX3000, this can be a time of day when the internet is unavailable or blocking access to certain websites. A manual button allows the internet to be switched off for a device.
  • Quality of Service or client priority allows devices to be given priority over other devices. You could prioritise the main TV or someone’s laptop to ensure the best Zoom calls.
  • Guest Wi-Fi allows you to set up a unique Wi-Fi network for guests to use, ensuring they do not have access to shared resources such as shared drives and printers on your primary network.

What are the D-Link AQUILA PRO AI AX3000 features?

The D-Link Aquila Pro AI AX3000 is a Wi-Fi 6 router that promises to blanket your home with fast, reliable internet. Here’s what makes it stand out:

Super Speeds: Say goodbye to lag and buffering! This router boasts speeds up to 3Gbps, thanks to its Wi-Fi 6 technology and extra antenna on the 5GHz band. Stream, game, and video chat without a hitch, even with connected devices.

No Wi-Fi Dead Zones: Tired of weak signals in certain rooms? The Aquila AX3000 has you covered. Its clever antenna design and AI tech deliver strong, consistent Wi-Fi throughout your home, no matter where you are.

Smart Network, Smarter Life: This router isn’t just fast; it’s also brainy. AI helps optimise your network, automatically choosing the best channel to avoid interference and prioritising your bandwidth for the activities you need most, like that important video call.

Future-proof Technology: Wi-Fi 6 is the latest and greatest Wi-Fi standard, so you can rest assured your router won’t be outdated anytime soon. It’s also backwards compatible with older devices, so you don’t have to worry about upgrading everything else.

Mesh Wi-Fi: Want even wider coverage? Add more Aquila AX3000 units to create a mesh Wi-Fi system that seamlessly blankets your entire home.

Security Matters: Keep your network safe with advanced security features like parental controls and WPA3 encryption.

Eco-Friendly Choice: Feel good about purchasing a router made from recycled materials and sustainable packaging.

Using the AQUILA Pro M30-2PK

The first thing you notice when you open the box is the unique shape of the router. The device looks more like an ornament than an electronic device, which is ideal, especially when you don’t want to hide these away to ensure the best coverage.

We tested the M30-2PK, which is a 2-pack Mesh router. Traditionally, you have a router and a satellite with a Mesh router system. In the case of the D-Link, both units can be either, which removes any confusion as to which device needs to be connected to the NBN modem.

To explain a Mesh router: Imagine your Wi-Fi signal as a flashlight beam. Like a standard flashlight, a traditional router shines brightly in one direction, but the corners of the room stay dark. That happens when your Wi-Fi signal struggles to reach certain areas of your home, like that room furthest from the router.

A mesh router system is like having multiple flashlights strategically placed around the room. Each unit (called a node) works together to create a blanket of Wi-Fi, eliminating those dark corners and ensuring a strong, consistent signal everywhere you go, all using the same SSID.

At the start of this review, we talked about wanting a router that worked well out of the box. To extend that, we also want an affordable router, and at $400, the Aquila 2-pack mesh system is affordable to ensure that the NBN speed you pay for gets all around your house. I have a 2 story house, and the 2 pack adequately covered our Wi-Fi needs. D-Link quotes the 2-pack covering 465 square metres and the 3-pack ($550) covering up to 650 metres.

Setting up the Aquila was simple, using the downloadable App and your smartphone. Once you open the App, you are offered a user-friendly menu of options. D-Link has been clever in using AI in the background to modify settings automatically to optimise performance, so you don’t have to worry about the more technical settings.

What you can access allows you to switch on a Guest network, Client Priority and Parental control.

We especially liked the parental control settings as they were easy to follow and included. Many other vendors have very complicated settings or charge you extra for parental control.

A feature we did not think we would use but is there is Voice control. This allows your router to be paired with Google Home or Amazon Alexa smart homes so you can talk to your router. E.g. “turn off guest network”

We did a range test and found that the Aquila was within a metre or two of a Mesh Router package from another vendor that cost more than 3 times the price. As for speed, the capabilities exceed any NBN speed that can be subscribed to, so your internet plan is more likely to be your limiting factor.

Who is a D-Link Aquila PRO AI AX3000 for?

Overall, the D-Link Aquila AX3000 is a powerful Wi-Fi 6 router perfect for homes and small businesses with multiple devices that need speed and reliable coverage. Its smart features and eco-conscious design make it an even more attractive option. It looks good, works well and is simple to operate, but let’s face it, once you set it up, you may not touch it again for years, and this router meets the bill.

Logitech Wave Keys review

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I have written before about the difference a quality keyboard makes to your productivity. We have also discussed the ergonomics of using a mouse. I have been typing for over 30 years, and after a long day at the keyboard, my fingers, arms and shoulders certainly feel it. In this Logitech Wave Keys review, we ask whether an ergonomic keyboard makes any difference?

What is an ergonomic keyboard?

The keys of a keyboard are laid out in what is referred to as a qwerty keyboard. You will find these are the top-row letters that you first read. A Keyboard is not laid out alphabetically; instead, it is believed originally to ensure a manual typewriter’s arms did not clash. It is also said that the next letter should come from the other hand when typing. Actually, for English, most letters come from your left hand.

A standard keyboard forces you to hold your arms and wrists at angles that are not natural and can cause discomfort. An Ergonomic keyboard positions keys so your arms, shoulders, and body are more natural and should make typing easier.

An ergonomic keyboard can be taken a step further by adding a cushion. This cushion is not for your wrists but rather the lower palm of your hand. This pad offers further support and also adds to improving your posture.

Wave Keys Features

The Logitech Wave keys is an ergonomic wireless keyboard with a built-in palm cushion and programable hotkeys to improve productivity.

The wave name describes the board’s shape in that the keys are at different heights like a wave, unlike a conventional keyboard, where the keys are all at the same height. These same keys are spaced differently for the letters with a side number pad in the traditional form factor.

The effect of this wave shape is to enable a more natural stance when typing and reduce stress on your body long term.

On the rear of the keyboard, feet can be extended to allow a 4% tilt, and this, along with the palm rest, allows customisation and support. The wrist support is made with 3 layers of memory foam, which provides firm support and mould to the body part resting on it.

The wave keyboard is not rechargeable; instead, it uses 2 AAA batteries, which will last up to 3 years before they need replacing.

Setup and connection of the keyboard is via Bluetooth low energy, which will give you 10 meters of range with a PC, Mac, iPad, Chrome Book, Linux or Android phone/tablet. Up to 3 devices can be connected and selected using the F1, F2 and F3 hotkeys to toggle between devices.

The Logitech Wave Keys retails for $150 and has a 1-year warranty. Measurements are 376mm by 219mm.

Using the Wave Keys

When you start to type with this keyboard, your muscle memory makes you think something is wrong as the keys are in slightly different positions. This can be off-putting but is quickly overcome.

The hot keys on each of the function keys F1 to F10 have a preset feature built in, such as mute microphone, screenshot, pause, volume up, etc. Using the Logi Options + app, these keys can be reverted back to being a function key or mapped to another function either generic to the PC or specific to an application.

We use F4 for an application that meant to begin with this extra functionality caused more work, not less, but again, once you get used to it, productivity can be increased by learning to use these shortcut keys.

A word of warning is that the keyboard can also be connected using a logi bolt, a USB adapter. This adapter is shipped sticking into the side of the cardboard carton. Make sure you retrieve this dongle before you recycle your packaging.

Summary – Logitech Wave Keys Review

Those who are keyboard warriors will benefit from utilising the Logitech Wave keys from a health and productivity standpoint.

Ergonomically and from a comfort perspective, the keyboard is a pleasure to type on. Technically, its 3-year battery life, providing cable-free connectivity and productivity keys, will provide you with a significant step up to the cheap keyboards offered by PC manufacturer solutions.

I intended to revert to my previous keyboard but will now stick with the Wave Keys.

Office Productivity Software

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Your new PC has arrived, and this will be your tool to run your business. It powers up, you find a browser and then look for an email and spreadsheet app. Disappointingly, you cannot find any obvious software solutions preloaded. That’s because they don’t come included, and if they are, they are probably not very good, or you have paid extra to have something added! This guide will discuss your options for adding office productivity software to your computer.

If we cut to the chase, you will most likely consider products from Microsoft or Google.

Office productivity software is application software used for producing information such as documents, presentations, spreadsheets, databases, charts, graphs, etc.

WHY do I need Microsoft Office or Google G Suite?

Suppose you want to create these documents. You have to have some sort of office productivity solution. Whether you will pay to be able to use the software will depend on how you use it.

Your choices are:
  1. Free: Both Microsoft and Google allow you free access to some of their applications from a browser connected to the internet. These will enable you to read, edit or produce files via a cloud solution.
  2. Buy: You can buy Microsoft Office as a once-off price for installing onto your PC (1 device only). The cost will depend on which of their applications you want to use and how many copies.
  3. Subscribe: You can subscribe to Google G Suite or Microsoft Office in different variants and costs. The subscription version of Microsoft Office is called Microsoft 365, and it can be used across multiple devices.
    1. Microsoft is PC installed software with web app also available
    2. Google is a web-based app but can also work offline
    3. Both offer cloud storage and collaboration (you can share files between workers)
    4. Both always have access to the latest features and productivity enhancements.

If you can get a free version, why pay? Because the paid version will offer improved security and management, collaboration, and flexibility for your business. A simple example is being able to use your email domain correctly, i.e. Fred@gmail.com vs fred@yourbusiness.com

WHAT type of applications do office productivity software provide (in some combination):

  • Word processing – create documents such as a letter
  • Spreadsheet – numbers can be arranged in grid patterns to manage calculations
  • Presentation – used to create a pleasing document to back up a speech or sales pitch
  • Email – read and compose emails
  • Calendar – control your weekly schedule with possible sharing with office colleagues
  • Contacts – database of your contacts
  • Video conferencing- allows video calls with others
  • Messaging – instant text-based messaging between workers from their PC
  • Note-taking – ability to produce to-do lists and capture content for later reference
Microsoft Office/365Google G suite
Word ProcessingWordDocs
SpreadsheetExcelSheets
Presentation PowerPointSlides
EmailOutlookGmail
CalendarOutlookCalendar
ContactsOutlookContacts
Note TakingOneNoteKeep
Video conferencingSkypeMeet
Cloud StorageOneDriveDrive

HOW to decide between Google and Microsoft?

Both companies’ solutions are great, but both have differences. When comparing, consider the following questions to help you choose between the two:

  • If you will use file collaboration, do you need it in real-time? (Google better)
  • How does security compare? (Microsoft better)
  • How do the costs compare to what you need? (See links below)
  • Is there good integration between email, contacts, and your calendar? (Microsoft better)
  • How much cloud storage is included? (Depends on edition)
  • Do the features of each application support your working needs?
  • What extra apps are included, like to-do lists? (Google offers additional)
  • What support is available?

Microsoft pricing link here.

Google pricing link here.

SUMMARY – research which office productivity software

One thing is for sure, with this software, you will never use all the features they offer, but with continual updates and fierce competition, your life will continue to get easier. You can find a feature-by-feature comparison here.

Western Digital WD Red SN700 NVMe SSD review

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This product solves a specific problem in the small business environment. Still, you will need to be IT savvy to take advantage of it. We look at the WD Red SN700 to understand what it is and how a small business may benefit.

The WD Red SN700 is a solid-state storage drive designed to be used in a NAS devise to speed up access and saving of files delivering a time saving to users.

What does NVMe SSD mean?

SSD stands for Solid State Disk. An SSD is a storage technology that replaces the traditional hard drive with spinning platters. The SSD is a hard drive storing the data on memory chips, and these chips retain this data when the power is switched off. An SSD is a much faster solution to load and save files to and from and saves a lot of time with the modern computer, especially when booting up a PC.

NVMe stands for Non-Volatile Host Controller. To keep things simple, it essentially refers to how this storage disk connects to a computer. That is the type of connecting socket.

WD Red

Western Digital (WD) is one of the worlds leading manufacturers of storage drives, memory cards and computer memory. The WD range of Red products is hard drives and SSD drives specifically designed to go into a NAS. NAS stands for Network-Attached Storage. It is a separate device that allows files to be stored centrally and used by multiple users in a business or home environment. See Small Business Answers guide to a NAS here. These Red storage products are specifically designed to suit high usage and reliability for this critical file sharing function.

Synology DS920+

Small Business answers use this product to backup all files, store photos and share files with multiple users. A feature of this product is the ability to add 1 or 2 NVMe SSD drives which will act as a cache to improve data access times from the NAS by up to 20 times. Essentially the most commonly accessed files are held in the cache, ready for a user to access it rather than that data having to be found on a spinning hard disk. Thus, the speed increase.

The DS920 will allow read-only cache if you use one SN700 stick and read and write if you use 2 sticks. Note if you are using the cache for writing, data could be lost if you had a power outage at the wrong time. This could be solved by using a UPS or Uninterrupted Power Supply (Back up power from a battery)

The Synology DS920 has a system tool to calculate what size SSD you would require based on your workloads.

The SN700 was very easy to install and was operational after a few simple clicks in the Synology Dashboard.

WD Red SN700

The WD Red SN700 NVMe SSD is available in various sizes 250GB, 500GB, 1TB, 2TB, and 4TB.

It will support the toughest workloads, including collaboration, editing, virtualisation and busy databases.

Although we tested the product with a Synology NAS, the SN700 will work with most of the popular NAS systems available from multiple vendors.

The product comes with a 5-year warranty and can read at speeds up to 3400MB/s and write at speeds up to 2900MB/s.

Prices for the SN700 were seen online, starting from $99.

To get the most out of this solution, your network should be capable of 1Gbps between devices.

What benefits Small Business experience from using the SN700

Time is money, and this product is designed to speed up the accessibility of shared files within your workplace. If there is lots of collaboration of files, you will see the most benefit. If there is little sharing and the NAS is used mainly for backup, this product may not reap any benefits.

In summary, users who access lots of documents or images via a NAS will benefit from adding this Western Digital NVMe SSD to their NAS.

Access files remotely – anywhere anytime

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When you are on your work or home network, it is very easy to share files between PC’s but what happens if you want remote access to files?. This guide will look at why you would access files remotely and understand what is possible and how we can set up a solution to access files remotely.

Remote file access or remote file sharing is the ability to access your computer files anywhere and anytime you are connected to the internet.

WHY would I want to access files remotely?

The requirement to work from anywhere is not something new. However, recent events have certainly accelerated the need to be able to work from home. The modern business world is all about collaboration and sharing information, and having files just on 1 PC goes against that. It also creates a security and continuity issue. The sharing of files and remote access ensures workers are always up to date and can immediately respond to business needs. Typical drivers for remote access include:

  • business travel
  • working from the client’s premise
  • working from home
  • work whilst commuting – meaning you get home sooner.

Remote access to files creates a security issue. If you can access those files remotely, who else might also be able to access those confidential files?

WHAT do I need to understand about remote file access?

If you are unfamiliar with a network or file sharing, read our guides on a computer network for small offices and storage and sharing files.

There are many ways to access files remotely using the internet.  The real challenge is to ensure that your files are kept secure, and the solution is easy to use.

There are two key methods to secure those files: to encrypt the individual file or create a secure connection for traffic between your office and your PC over the internet.

The technologies to secure files are:
  • To protect the individual file by encryption or the use of a secure sockets layer (SSL). This essentially means if someone could get a copy of your file, they could not read it.
  • Creating a secure connection to your office is most likely done with a Virtual Private Network (VPN). VPN uses the internet to create a secure pipe between your device and the business files/systems as if you were actually sitting in your office.

Keep in mind that hackers continue to exploit security vulnerabilities. Your choice of a remote access solution should be influenced by the importance of the data that can be accessed remotely. E.g. a customer quote letter falling into the wrong hands is an inconvenience versus the design plans for a new widget which could send you broke. Always ensure your tech devices have the latest security patches loaded.

A scenario can also be created where you cannot download a file. Still, through a secure link, you can view the information whilst you are connected only.

HOW do I access my files remotely?

The key factor here is the place/devise where your files are stored must be available all the time. Thus if the files were stored at the office on a PC and that PC was turned off when someone went home, you can no longer access those files.

For this reason, we recommend that you have a dedicated solution specifically designed to share files. Also, see our guide to file sharing where we compare Cloud vs NAS. The three options you should consider are:

Cloud Storage Solutions

You will be familiar with Google Drive, iCloud, Microsoft One Drive, DropBox etc. All of these allow you to set a special folder on your PC that automatically synchronise files between your PC and the cloud storage location. Any authorised users can also share this file to their PC, tablet or smartphone. Note you are relying on an outside company to store and protect your file. The file within your business is only a copy. Being a cloud service, you will pay a monthly subscription based on the amount of storage you require

Networked Attached Storage NAS

A NAS Device allows you to share files and backup files and computers within your office (or home) network. In addition, it can also allow those files to be shared anywhere anytime, just like the cloud storage solutions. The key difference is that you have full control and responsibility for your own files rather than risk being stored in another country like cloud solutions. NAS boxes are simple to set up and maintain and offer the flexibility to provide additional functionality and customisation for those more technical. A NAS must be purchased upfront, with solutions being available from Officeworks or electrical retailers. We strongly suggest you buy a system capable of using 2 or more hard drives.

Router

This solution is a little more complicated, and we only recommend it to those more technical. Assuming your router supports this functionality, you can attach a hard drive to the router. You can share files from that hard disk both within your network and out to authorised people via the internet through setting changes. This is a cost-effective way to access files remotely but is not a dedicated solution like the above two, which will be simpler.

HINTS

It is possible to share a single file with a 3rd party outside of your business on a one-off basis. This is commonly used to transfer files too big for email.

Small Business Answers has remote access to files vis a Synology DiskStation DS420+ NAS. This access can be achieved via two methods. The Synology NAS can be used as your own private cloud with 100% data ownership and zero additional cost. Like the cloud solutions mentioned above, you download an application called Synology drive, which sets a folder up on your desktop that seamlessly synchronises files to your NAS. These same files can also be accessed from a web browser, smartphone App or another Synology NAS. The second method is to use the Synology File station to customise access permissions to optimise security to share your files across multiple platforms. Whether it’s Windows, macOS, and Linux computers or mobile devices.  File station will also allow you to have a hybrid storage configuration allowing duplication with public clouds like Google drive.

Synology provides a handy NAS selector to help you determine which model is right for you.

SUMMARY – remote file sharing

The ability to collaborate and have the most up to date information via a shared file saves time and effort in this fast-moving connected world. A shared file is also one that is backed up in the event of a disaster.

Securing files that are shared is a critical consideration ensuring non authorised people cannot read what is contained.

The two simplest methods of remote file sharing are investing in a NAS solution or subscribing to a cloud storage solution.

Small business NAS guide – backup & share

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What would happen if a laptop was stolen or, more commonly, if a hard drive failed in your PC. A backup strategy of your critical IT gives you protection when something goes wrong. Consider what the cost to your business would be of losing that data. Backup of data can also be combined with data sharing, so the relevant people in your business can share and work on the same files. In this guide, we will look at the ideal solution in buying a small business NAS. This guide will cover why you need a NAS, what you need to understand about a NAS, and how to decide which small business NAS.

A NAS or Networked Attached Storage is a computer attached to your IT network that provides storage for files that- can be shared with multiple PC’s on your business network or via the internet for authorised users.

WHY should buy a small business NAS?

NAS technology and simplicity have come a long way over the years. A NAS solution will provide you with a robust method to keep your data secure and share files easily amongst your business.

To understand more about storage and file-sharing, read our other guide first

Very simply, a NAS is like a local Google drive replacement. Any PC or client device on your network can connect to the NAS to backup data and share files.

This will ensure that you can restore data to continue to run your business in the event of a disaster. It also allows your employees to be more productive by sharing files and collaborating on projects.

WHAT does a NAS do?

A NAS is an appliance which means it is designed to do one thing very well. Although it is a computer, it is not an extremely powerful computer. It is not intended to have a monitor or keyboard attached to it. From a business perspective, it can potentially be used to do additional tasks, including video streaming, website and email hosting or photo management.

NAS File Sharing

A folder will appear on your computer with files stored on the NAS that you and other authorised uses can access and edit.

NAS Data Backup

A backup of your PC is made onto the NAS. Enabling you to recover files in the event of a disaster.  Note that a NAS can further secure data by duplicating its data internally and or externally to the NAS box.

Advantages of a NAS vs Cloud Storage

A NAS solution will more likely cost more than using a cloud subscription but:

  • Data is all in your control and secure within your business. Versus being on the cloud most likely hosted in another country
  • A NAS makes sharing a large file easy.  Large files on the cloud will take longer to load and will cost you more to store.
  • Total control of your backups.  You control your ability to restore data.
  • Fixed upfront cost versus variable unknown.
  • A NAS is a long-term solution that can grow with you.
  • Photo’s, videos, and presentations can be stored in their full resolution without making quality sacrifices to keep them on the cloud.

Remote access is possible from any internet-connected location. Still, it is possible to switch this functionality off if you have any security concerns.

HOW do you decide which NAS is right for you?

You should consider the following features when making your decision on which NAS will suit your business:

Number of drive bays – This is the number of slots available to insert a hard drive.  For redundancy, we suggest you have a minimum of two bays with a recommendation of 4 for a small business allowing expansion.

Hot-swap trays – if your NAS supports hot-swap, it means a disk can be removed whilst the NAS continues to run. Depending on how the drives are configured, you could exchange a faulty drive with no interruption to the NAS file serving.

Type & Size of drives – Drive come in two physical 2.5 or 3.5 inches sizes. These drives are where your data is stored and could be a Hard disk drive or the much more expensive Solid State Drive (SSD), which is faster finding data.  The capacity of the drives is measured in TB. You should buy based on your capacity needs.

Drive configuration – This should be a choice as part of your setup. You may hear the technical terms RAID (Redundant Array of Inexpensive Disks) or JBOD (Just Bunch Of Disks). Your ideal setup is RAID with two or more drives, where data is duplicated onto both drives; thus, you still have all your data if one drive fails. This means two 8TB drives will only give you 8TB total storage. Adding additional drives will add storage to your existing storage array.

Cache acceleration – Some units offer the ability of a solid-state drive in the form of an NVMe SSD. These SSD drives are expensive, but when used in the NAS can considerably increase performance by acting as a buffer and caching system to speed up file transfer.

Memory expansion – Some NAS units will allow additional memory to be added. This will improve the multitasking performance of the unit. This will future proof your needs for this box. If you add more users (PC’s), extra memory will improve performance.

Lan port – This is the ethernet port on the unit for connecting to your router or switch. Its speed will be measured in Mb or Gb.  Look for a unit that supports 1Gb as a minimum.  The throughput of a 1Gb port can transfer up to a 125MB file in one second. A wired NAS will give you better performance and reliability than one attached by W-Fi

USB ports allow a printer to be shared, additional drives to be attached, and backing up data for offsite storage.

Tamper-proof – If the NAS has no power or drives have been removed, the unit will not function.  Any safeguards like lockable storage bays will reduce accidental downtime.

OS support – Ensure the NAS will work with your PC or MAC and the application you want to use it with.

Wizard setup – Setting up a NAS does require some IT knowledge. Vendors supplying setup wizards will make the setup process far easier. This is a very powerful and productive tool for your business, and extra help can be obtained by talking to an IT professional if it is beyond you.

Security – Does the solution have comprehensive built-in security tools to protect your NAS against evolving threats. Does it support data encryption if you require that level of protection?

Software – Included software tools can be very powerful. This might include deduplication software that only saves duplicates of files once, thus saving space. Backup software that allows you to manage all your PC’s backup from a single console giving you extra peace of mind.

Backups – Review what software is provided and can do both scheduled backups and real-time backups. A single management console to monitor your staff backups will help you ensure backups are complete to aid business recovery if required.

HINTS

Document version control.  Some NAS solutions allow you to recover previously saved old versions of a document for when you deleted information that you should not have.

Synology is the brand with the highest reputation for small business NAS requirements. Small Business Answers is using a Synology DiskStation DS420+ NAS.  This 4-drive server can support up to 108TB of storage and is ideal for a small business at an affordable price. It does not come with any hard drives. These can be purchased based on your needs.  You can add extra storage (drives) and memory as your business grows to meet future needs. The set-up wizard and included software make this a simple solution to implement and deliver more than most small businesses require.

SUMMARY – Small Business NAS

A NAS will give you business peace of mind that employees can easily collaborate. Also, their data is backed up, meaning you can recover files easily and ensure business continuity.

A business-appropriate NAS solution will make implementation simple with little ongoing maintenance.

A NAS for small businesses can be purchased at leading electrical retailers, office supply and IT resellers.

Synology is offering a free webinar to learn more about Upgrading your backup solution to meet modern backup challenges
Thursday, 7 October 2021 | 14:00 – 15:00 AEDT (Sydney, UTC+11)
Register Now

Backup keeping your data safe

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People most often consider a backup of their data when it is too late. I am sure you have heard of many horror stories of people losing all their data. The best insurance policy you can have for your business is to have a copy of your files that will enable you to continue your operation in the situation of some disaster. This guide will look at what you should back up and how to do it.

In information technology, a backup or data backup is a copy of computer data taken and stored elsewhere so that it may be used to restore the original after a data loss event.
Source Wikipedia

WHY do you need to backup your data?

Disaster can strike at any time and can come in many forms.  You could lose your data from:

  • Theft
  • Fire
  • Equipment failure, for example, hard drive failure
  • Data corruption
  • Malware or ransomware (see the guide on internet security)
  • Data is accidentally deleted

In theory, if you have a copy, especially at an offsite location, you can then use this to get yourself back to before the disaster.

WHAT do I need to consider in backing up my files?

Backups are periodic, short term images of files for disaster recovery purposes. Archiving, meanwhile, refers to the long-term storage of data that is no longer in regular use but can be restored if need be.  

Three rules of backing up:

  1. Backup regularly
  2. Backup to a reliable medium
  3. Backup to an offsite location

Just as important as backing up your data is the ability to restore your data.  If you cannot restore, then the backup is useless. Understand how to restore and keep a copy of, or know the download location of the software that will restore.

Label your backups, so you know which is the latest.

What data should you backup?

Everything!  Any file that you have created or modified should be backed up.  For a small business, this will include everything from accounting files to emails.  If you are using cloud-based applications, ensure that the vendor has appropriate backup procedures and save a copy of your cloud data locally so if their systems fail, you can still restore it.

HOW do I back up my data?

To back up our files, we need to decide on a medium, select a schedule and develop a process to complete the backup.

Media Options include:

  • USB (thumb) drives – a low-cost physical device that must be moved offsite.
  • External Hard drives – a larger capacity physical device that must be moved offsite.
  • Shared or NAS storage (see our guide on shared storage) – onsite network attached storage for local copies across multiple devices. (Easy way to implement a backup policy)
  • Cloud Storage – subscription-based storage with its own backup and security. Requires internet.

The best practice for a small business would be to backup all the files you are using. Make a  copy to keep at your office and an additional copy at an offsite location.

Set a schedule of how often this should be done.  The rule of thumb is how many days of work you can afford to lose.  As a general rule, either daily or weekly.

Finally, what is the process to actually do the backup?

  • Manual task – A person has the task of manually doing the backups based on a prescribed agenda.
    • Very labour intensive
  • Application-based – automatic routine as set up in an individual OS or application.  For example, Windows 10 can be set up to automatically back up all data off your PC
    • Only good for individual PCs or applications
  • Specialised backup software –
    • Costs more but may automate the entire process
  • Combination – Hybrid of the above 3.

We strongly recommend that you discuss this with your IT Support organisation as they will have the right knowledge to suggest and set up the right solution for you.

HINTS

Sync is not backup. With sync services such as cloud-based Dropbox, Box, Google Drive, OneDrive, or others, if you accidentally delete a file on one device, it’s gone on all of your devices as soon as the next sync happens.

Getting this solution right will take a bit of homework, but in the event of failure will save you big time.

When moving your confidential files, always ensure they are secure.

Consider having some backup log to understand what you have from when.

A full backup will back up everything.  An incremental backup will only backup those files that have changed since the last full backup.  Incremental backups will be much faster.

SUMMARY – Secure data backup

Data backup of all your files means that you can restore and keep working in the event of a disaster.  Back up solutions can be low cost and high maintenance through to high cost and automated.  Backups should be done reliably, securely, regularly, and kept at a different location.

Customer Wi-Fi network

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If you own a restaurant or café or have suppliers or customers visiting your premises, you have probably considered offering a customer Wi-Fi network.  Is it expensive? How hard is it to do?  This guide will explore why you should have a guest Wi-Fi network and how easy it is to offer and ensure you secure all your data from your guests.

A customer or guest Wi-Fi network is a separately named network (or SSID) from your Wi-Fi router. This guest network will provide access to the internet but not to allow connection to any other devises on your network.

WHY should you offer a guest network?

As the price of Mobile data (internet from your mobile phone carrier) continues to fall, you could conclude that your customers could just as easily use their own data.

Reasons to offer a guest network:

Limited smartphone coverage. Customers can still access the internet if there is poor mobile phone reception.
Encourage people to use their laptops.  It is potentially easier to connect to a permanent Wi-Fi network than to switch on a Wi-Fi hotspot from their phone. Thus, mobile workers may come to your café to work and spend money on a coffee or lunch.
Customer service. Having a supplier or customer regularly visit you is an advantage. Thus, making it easy for them to work from your premises will facilitate this.
More reliable internet connection. Many factors are at play when using a mobile data connection to the internet. Wi-Fi from a high speed fixed NBN connection can be more reliable.
Means to gather customer data. When logging onto a Guest Wi-Fi network, you can request customer contact data and ask permission to communicate with them.  This allows you to build a database of customers to which you can market too.
Customised splash page – When a customer connects to your network, it is possible to display a customised page. Here you can promote your brand, make offers and reassure customers they are on a secure network.
“Free Wi-Fi”. People still feel they are getting something for free.

WHAT do I need to understand about a customer Wi-Fi network?

Each Wi-Fi base station (or effectively an antenna) has a range of between 20 to 40m line of sight. This range will dimmish with each solid item the signal must pass through, like a wall, window, chair, table etc. There is a limit to how many devices Wi-Fi can connect at once based on the number of channels and antenna’s the base station offers. A standard router will support around 30 devices. A device is anything that connects, whether a customer’s smartphone, laptop or your POS cash register.

To add more coverage and more devices, you can add a 2nd or more base stations. Your first base station must be a Wi-Fi router that acts as a policeman. Each subsequent base station offers a new Wi-Fi signal extending the range and the number of devices supported.

These additional base stations are known as Wi-Fi Extenders. Suppose your guest network extends over more than one base station. In that case, you will have different network names for your customers to connect to the network. This can be overcome with a mesh network that seamlessly roams between base stations using the same network name (SSID). A mesh network will provide a more stable and faster internet speed for users.

A Guest Wi-Fi network is a way to offer your customers easy access to the internet without also giving them access to your LAN, computers, printers, cameras etc. You do not want anyone gaining access to your accounts or using your printer for free. This means your customers will be securely partitioned from your business or home network.

Let us assume you are running a restaurant and 30 of under 16 netball competition turn up for dinner. Your guest network suddenly becomes very popular.  Let us also believe that you have a POS ordering system running off Wi-Fi tablets, Wi-Fi printers in the kitchen, A Wi-Fi cloud-based cash register and your children out the back being entertained by a Netflix movie. If everyone can access bandwidth, chances are your staff will have trouble getting internet access to take the food orders.

This can be overcome by restricting the bandwidth on the guest network.  Better still, if you could set up different networks (SSID) such as one for customers (guests), one for the staff POS tablets, one for the back office and one for staff’s personal use, this would be ideal.  Then having the ability to adjust bandwidth between each network allows you to ensure your business is always running as it should.  A home-based Wi-Fi router is unlikely to have more than two SSID’s that you can set up.  A business-based router solution will enable you to have multiple SSID’s.

HOW do I choose and set up the right Wi-Fi router?

A simple guide on purchasing and setting up a router can be found here.

Your customers will want free, fast and easy-to-access Wi-Fi, so you should consider this when making your purchase decision and setting up.

Choosing a business Wi-Fi router solution:

When making your decision, you should take the following into account.

Look for an internet Wi-Fi router that is specifically designed for small businesses. This will generally mean it will have the capability to handle more devices than home and offer security features to protect your business.

Wi-Fi 6 is the latest version of the Wi-Fi standard that is available.  Although most devices do no support it yet, they will moving forward, so this helps to future proof your network.  Wi-Fi 6 brings several new smarts, including speed, stability and security enhancements.

Triband mesh is a technology that allows a third Wi-Fi channel to provide a dedicated backhaul for a router base station and its satellite base station to communicate.  This ensures there will be no interferes with the satellite extender getting the internet bandwidth it needs.  Mesh technology allows you to have a single network name across your base stations delivering Wi-Fi attached devices a more reliable and quicker connection.

The number of antennas will determine the maximum number of devices that can connect to your Wi-Fi router.  The more employees and the larger the number of devices you attach to a router starts to compete for resources.

Most routers will have an App for your smartphone that will allow some control. Most of you will want set and forget functionality. Still, it is useful to have an App that offers a user-friendly interface to assess current conditions. It is also handy to deny access to a device like an ex-employee’s smartphone from your network without resetting passwords.  Some routers also allow you to prioritise some devices and restrict others, which is especially useful when you prioritise your POS system for ordering or sales.

Having enough internet bandwidth is important for any business. Although not really a buying decision for your router, you should take it into account.  For those businesses with very high-speed requirements such as the transfer of video. You should also ensure your Wi-Fi router can support your internet connection speeds (speeds greater than 1Gbps).

On the rear of a router, you will find several Ethernet ports.  These allow cable connection to your modem (internet into your business) and devices only supporting a wired ethernet connection. Devises such a streaming TV, a fixed connection will deliver better results. Consider how many ethernet ports your router has.  An ethernet switch can always be purchased to add additional ethernet ports to your setup.

Look for a router that will allow a printer or hard drive to be directly plugged into a USB port.  This will give you the option to share a non-network printer and or turn a hard drive into a shared storage devise.

A Wi-Fi router designed for business is normally quite a complicated solution requiring professional setup and selection of components. However, some out-of-the-box solutions are available (we discuss one below) that are easy to set up administer and will meet most small business needs.

Ideally, you want a set and forget network that will not detract from you running your business. Look for a solution that does not require an IT expert to set it up, maintain it, and will send you alerts only when something has gone wrong. Thus you are already fixing an issue before your staff start complaining. E.g. notification that your router has lost internet connection or has been turned off.

The cost of a Wi-Fi router solution will be determined by the quality and the features. Remember that a few extra dollars spent on getting the right product the first time will save you many headaches down the track. A home network Wi-Fi router that supports a guest network can be bought for as little as $200. However, if you expect to professionally support an office or hospitality venue, you should spend $500 to $1500 the first time around.

How to set up a Guest/ customer Wi-Fi network?

Each router will have its specific setup instructions. Once you have connected the Wi-Fi router to the modem and powered up, it will set up a default network. We suggest you make the following adjustments for a business environment that can be completed through a smartphone app or an internet browser on the same network.

Separate employee and customer network names or SSID’s. This allows the quarantining of devices on different networks in your business so customers can never access your business devices, and priority can be given to network and internet resources. E.g. you might want your POS tablets to have unlimited resources but limit your customers to 1 Mbps download speeds.
An ideal situation would be to have a separate network for staff, business and customers.

Passwords. Set up unique passwords for each SSID, ensuring that your customer-facing ones are easy to remember and related to your business

Limit data or time. There is a fine balance between encouraging people into your café with free Wi-Fi and what is called Wi-Fi or Internet squatters.  If a customer orders a coffee, that’s great. Still, if that same customer occupies a table for 3 hours with no further purchases, that is not great. A good router should limit guests to a set time (e.g. 1hr) for free Wi-Fi and put a cap on how much data they can download.

Security. To protect your business and your customers, you should ensure that only secure logins are possible.  A minimum level of encryption called WPA-2 should be enabled. This will ensure customers will not be able to see other customers network traffic.

HINTS

To improve your internet, see this guide in our sister publication GadgetGuy.

A good quality router will allow you to set up a Virtual Private Network (VPN), enabling you to access resources on your network from a remote location.  E.g. access files saved on network-attached storage devise at your business from your home.

If everything discussed above is becoming a bit complicated and you feel that this is beyond you? There is a purpose-built out of the box solution that Small Business Answers has tested.  The orbi PRO AX6000 from Netgear RRP $1,499 is a simple business solution that will cover up to 550 square metre premises. This latest generation Wi-Fi 6 Mesh triband router can also be expanded with additional base station satellites, all with a dedicated Wi-Fi backhaul channel. The orbi Pro will support 90 concurrent devices across four SSID’s. This means you have four business-grade secure networks for the back office, staff, IoT devices (e.gPOS) and guests. The router and the satellite each have a 1 x 2.5Gbps internet port and 4 GbE ports allowing up to 8 devices connected by ethernet cable.  The Orbi Pro supports the latest security protocols, including WPA3, which means people will be safe on your network. As seen in this image, we especially like the ability to control the guest network with a splash entry page, guest SSID bandwidth control, and time limit.

The Orbi PRO uses the NETGEAR insight app to allow easy setup and management of your router. This app will alert you if the router goes offline or the internet is lost. If you are more technical and want further control and management. The orbi PRO comes with a 1-year insight subscription, which will help you manage other network devices if your network goes beyond the orbi.

Also, see our guide on IT support getting help with technology.

SUMMARY – Customer Wi-Fi network

A customer or guest Wi-Fi network is a great way to improve customer or supplier relations. If set up correctly, it will be an easy-to-use and secure internet access solution without impacting your business key network-attached business devices.

Networking a business can be a daunting proposition. Still, out of the box solutions mean the whole process can be painless. Understanding what is involved and how to make minor setting changes will ensure your business gets the most out of this technology.

Wi-Fi Extender to improve your Wi-Fi coverage

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A Wi-Fi extender, just maybe the magic back box that fixes your Wi-Fi blackspots in your office, but it certainly is not a miracle cure.  This guide will explain what a Wi-Fi extender is and how it can be used to improve productivity in the office by increasing internet speed and coverage.

A Wi-Fi (range) extender, booster or repeater is used to increase the coverage area of your Wi-Fi network. It works by receiving your existing Wi-Fi signal or internet connection, and then transmitting a new signal to extend your coverage.

WHY should I consider a Wi-Fi Extender?

 We should really call this devise a Wi-Fi router extender.  A Wi-Fi router is a box that takes the internet connection you receive in your business or home and enables multiple devices to be connected to that internet. In addition, it creates a wireless broadcast so devices like a smartphone can connect to the internet.

Now picture an antenna sitting on your Wi-Fi router. This antenna can transmit a signal in a circle for up to 30 metres.  Unfortunately, every wall, desk, person, photocopier etc., in the path of that signal reduces its range.  Thus, the need for a range or Wi-Fi extender.

When using a Wi-Fi extender, the end result is to give you additional Wi-Fi coverage in an area you did not have coverage before and potentially increase the speed of connectivity to your wireless device.

More information can be found on our guide to set up a Wi-Fi network and how to improve Wi-Fi

WHAT Wi-Fi extender technologies are there?

A Wi-Fi network is identified by its network name or (SSID). This will be unique to each router out of the box but can be changed manually.

Router and extenders operate on 2 frequencies, either 2.4GHz or 5GHz.  2.4Gz is good for long-range but have lower speeds. 5Ghz is known for faster speeds but lower range.  Most devices these days will offer both.  A dual-band will have 1 x 2.4GHz and 1 x 5GHz channels. A tri-band will have 1 x 2.4GHz and 2 x 5GHz channels.

All extenders will offer one or more of the following:

Wi-Fi Mesh (single SSID) – Allows both the router and the extender to use the same network name. The communication between the two is via wireless. Extender must be in range of the router.

 Ethernet Mesh (single SSID) – Allows both the router and the extender to use the same network name. The communication between the two is an ethernet cable. The extender can be anywhere the ethernet cable reaches.

Access Point (different SSID) – Both the router and the extender will have a separate network name.  Access point could be attached by ethernet or wireless.  It is not as transparent as a Mesh solution and will not maximise speed necessarily.

HOW do I choose and install the right Wi-Fi extender

Beyond the three ways to extend your network mentioned above, there are many other features/technologies that you should consider. Our key recommendation is to consider your future needs vs what you need today. Early Wi-Fi technology has its limitations. These include speed, efficiency and the number of devices that can be properly supported. A simple explanation is older technology supported a few wireless devices. Now some networks may support 60 or more wireless devices.  Thus plan for the future both with your router and extender and the devices you attach to the network.

Look for these features:

Wi-Fi standards – The latest standard is Wi-Fi 6 or ax. Previously there was a,b,g,n,ac,ad,ah. All you need to know is a newer unit is backwards compatible, and if you buy Wi-Fi 6, your smartphone or PC must also support it to take full advantage. Wi-Fi6 is the most expensive but will futureproof you.  As a minimum, you should buy a unit supporting Wi-Fi 5, also known as ac.

LED lights – all units will have at least one light to indicate it is on and working, often changing colour to indicate its status.  If you will be connecting wirelessly, a handy feature is to buy a unit that displays signal strength from the router.  This makes placement in your premises easy as you know there is enough coverage to work properly.

Security – All models will have security and switched on as default.  Best not to turn this off as it will allow anyone to access your network.  The more modern the Wi-Fi standard, e.g. Wi-Fi6, the better the security.

Outdoors – Some vendors sell units that can be mounted outdoors and thus survive the elements.  An extender placed near a window may have the same effect.

Ethernet ports – Some models have one or more ethernet ports.  This will allow you to have an ethernet connection back to your router and /or link to a device close by that may not have Wi-Fi, like a printer.

How do I install a Wi-Fi extender?

Most banded extenders are pretty easy to set up, especially if connecting wirelessly.  You will need a power point and potentially an ethernet cable if you are connecting that way.  For a wireless connection set up, start by powering the extender up near the router. You should find a WPS (Wi-Fi Protected Setup) button on your router and your extender. WPS makes it very easy to set up a secure connection between the two without much IT knowledge. Simply press the WPS button on the router and the extender, and they will connect.  Once this is complete, most likely indicated by a green light, disconnect your extender and look for a power point half to two thirds towards your blackspot. Suppose you have the signal indicator lights mentioned above. In that case, you will soon see if the extender is in a suitable position to still receive a good signal from the router. Finally, check your client device (PC, smartphone, camera etc.) for connection in your previous black spot.  If the connection is good, you are done; otherwise, try moving your extender to another position.

HINTS

GadgetGuy has recently reviewed the D-Link DAP-X1860 AX1800 Wi-Fi 6 Mesh range extender finding it simple to set up, reliable and reasonable cost.

A mesh router and extender will allow you to have one network name. Thus your devices seamlessly connect around your premises (a bit like your smartphone seamlessly moves around suburbs without dropping a call).

SUMMARY – improve your Wi-Fi coverage

Let us say you don’t have Wi-Fi coverage in a meeting room or you need it in a warehouse.  A simple and relatively cheap solution is purchasing and installing a Wi-Fi extender that will help remove those black spots.

Electrical retailers and office supply companies will have several models varying in price.  We recommend spending a bit more and futureproofing your network.  Same brand solutions (router and extender) are most likely to work best, but different brands should also work together.

Storage and sharing of files

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Emailing copies of files around an office environment just does not make sense especially if they are large ones. In this guide we will discuss what are your options for storage, backup and sharing files in small businesses and lead you through what you should consider in making your decision.

File sharing is the practice of distributing or providing access to computer files, multimedia (audio, images, and video), documents, or electronic books. Common methods of storage, transmission, and dispersion include manual sharing utilising removable media such as a USB stick or portable hard drive, file sharing server on a computer network, and cloud-based storage platforms on the internet.

WHY do I want a File Share Storage Solution?

You may wish to share files in your office, to your clients, or on the other side of the world. It is most likely to be a document being worked on by many or a large document that is too large for email. Parties with access may or may not have the authority to edit the file.

Even if you do not want to share files, having separate storage available is great for an individual to store files when they start to run out of room on their PC.

WHAT do you need to know about File Sharing and Storage Options?

There are 3 main types of storage that a small business is likely to consider:
  1. USB memory stick or portable hard drive – portable storage that plugs into a USB port on your PC.
  2. File Sharing server – Data storage box located on your network (Be sure to read our essential guide on Networks)
  3. Cloud-based storage – Data storage provided by a 3rd party and accessed through the internet (Be sure to read our essential guide on Cloud-based services)

File sharing is bad when the wrong person gets hold of a file that they should not have and as such you should ensure you have the appropriate security measures to stop unauthorised access.

Advantages and Disadvantages:
  • USB memory stick
    • Advantage: Cheap and does not require internet or networking, very cheap
    • Disadvantage: manual and requires to be physicaly moved between devices, fixed capacity
  • File Sharing Server
    • Advantage: No monthly fees, instant access over network and or internet, high-speed transfer especially on the same network, functionality can be combined with other applications on an in house server
    • Disadvantage: upfront cost and set up, data could be lost if not backed up properly, additional capacity requires additional or larger hard drive to be installed
  • Cloud-Based Storage
    • Advantage: no hardware required, predictable monthly fee, increase capacity by paying more, access from anywhere
    • Disadvantage: Speed limited to internet speed, you rely on storage vendors security and backup unless unlimited, uses your internet download allowance, ongoing fees

HOW to make a decision between Cloud Storage vs NAS File Server?

Considerations when buying a file server:

A file server also called a NAS (network-attached storage) is a computer designed specifically to share files and can be provided by an IT specialist or even bought off the shelf at Officeworks.  It will plug into your office network by ethernet cable or potentially by wifi.

  • Is it plug and play – just works once you connect it?
  • Will it support a backup solution preferably offsite? (Be sure to read our essential guide on Backup)
  • Do you want it to connect to a cloud service for extra capacity or backup?
  • Does it have a USB port for simple backup?
  • What size and speed of hard drives?  Normally expressed as TB or terabytes.
  • Does it have spare drive bays to add additional hard drives?
  • Will it work with Windows and Macs?
  • Does it support redundancy?  This could be a 2nd power supply or duplication of the same data on 2 disks. This means if one fails you are still up and running without needing to go to your backup.
  • Can video surveillance footage be plugged directly in?
Considerations if choosing a Cloud-based Storage solution:
  • Key players in this space include Google Drive, Microsoft One Drive, iCloud, and Dropbox all of which offer a small amount of storage for free and then charge a monthly fee based on capacity required. What will be your cost?
  • What do you want to store here and is that something you want as a policy in your business?
  • How much storage do you need? (Allow min 1TB per person – more if you deal with large files)
  • Is there a file size limit? For example, individual file no bigger than 10GB
  • Cloud vendors may offer you value add services like productivity tools. What are they and are they of any use?
  • What guarantees do they provide around the availability of service? For example, they may say that your data will be available 364 days meaning up to 1 day a year it might not.
  • What security do they have in place?
  • How do you authenticate an individual is allowed access? (passwords etc)
  • Is there a backup strategy? How many previous versions of a file are backed up and can still be accessed?
  • How fast can you upload or download files? Is that speed equal to the speed of your internet plan?
  • Can files be automatically synced between a PC in the office and the cloud storage?
  • How does it integrate with your operating system (e.g. Windows) and browser (e.g. Google)?
  • Does your main business application integrate automatically?  For example, the CAD design software AutoCAD will integrate with OneDrive allowing seamless sharing of this drafting tool.
  • Where is the storage located?  Is it Australia or overseas?
  • What customer service and support is available?

HINT

Be sure to read our essential guide on Backup to ensure that if you have a disaster you can recover from it!

Reviews of simple storage devices can be found by visiting Gadgetguy

A good comparison of cloud storage vendors can be found here:
Techradar

SUMMARY – Easy File Share Solutions

A modern small business will need some sort of file sharing facility and with modern technology, it is easy to do.  This will make you more collaborative with your staff, for customers and your suppliers. It will also save you time, money, and stress.