Tag Archives: IT Support

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.

Set up a Wi-Fi network

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Before you find someone to help you set up a Wi-Fi network, you will be pleased to know that the process is extremely easy.  In this guide, we will look at the possibilities and help you decide what to buy and how to set it up to ensure the best productivity.

Wi-Fi is a wireless sharing technology that allows devices such as computers (laptops and desktops), smartphones and other equipment (printers and video cameras) to connect to the Internet.

WHY should I have a Wi-Fi network?

Suppose you are transferring large amounts of data, or you need a mission-critical connection to the internet. In that case, you should not have a Wi-Fi connection, you should instead use a cable connection to your modem or Wi-Fi router. An ethernet cable will allow faster transfer speeds and a more reliable connection.

However, if you want to seamlessly move to different places in your home or office without being tied to cables, Wi-Fi is a must.  Wi-Fi encourages collaboration but, most importantly, simplicity rather than having to do expensive hardware and cabling installs.

If you run a business where your guest might benefit from Wi-Fi, it is also simple to provide them with access to the internet, but not access your private computer resources and files.

WHAT do I need to set up a Wi-Fi network?

Small Business Answers have a separate article on setting up a computer network covering all the higher-level information you need to understand.

Steps to set up a Wi-Fi network:
  1. You will need to sign up for an Internet plan where you should consider what speed and capacity will suit your needs
  2. Buy a wireless router. A wireless router is a device that does two key functions. The router function allows a single internet connection provided by a modem (device to connect you to the internet) to be distributed across many devices.  It is very simplistically like a single power point and adding a power board – you can now plug more things in. The wireless function allows a radio connection of devices without any cables, thus wireless. The connected device like a Notebook will, of course, need its own power source like a battery.
  3. Connect your wireless router to your modem with the supplied ethernet cable.
  4. Set up your wireless router. See the next section for more details.
  5. Connect your devices with a password to your router (more details below). Password protection does two things. First, it stops just anyone connecting to your network, like neighbours or some random person using your network to download movies. Secondly, it prevents others from getting unauthorised access to your network, which might allow them access to private information. More details on internet security can be found in this guide.
  6. Decide who else will have access and under any restrictions.

Which wireless router should I buy?

Our sister site www.Gadgetguy.com.au has reviews on various models to help you decide. Your friendly office supply or consumer electronics store will also have some good advice.

There are some different types you need to understand first:
  • 4G/5G router – different from others as it uses the mobile phone network to access the internet. No broadband connection required, and it will work anywhere there is mobile phone coverage.  Internet access will, however, be more expensive.
  • Standard Wireless router – most common and economical solution.
  • Wi-Fi mesh router – provides multiple units that enable a much greater coverage area in your place of work with a seamless transfer from one mesh unit to the next. This means a more reliable internet connection for the user.
  • Business access points and small business solutions – Specific products designed for larger offices or to give Wi-Fi access to customers.  There is a simple unit from Netgear called an Orbi Pro. Beyond this, we suggest you seek professional advice.

A wireless router may have been provided to you by your internet provider.  These routers are generally the most basic models and may not work as well as a product bought for the purpose.  It may lack coverage, capacity (number of connected devices) and speed of transfer.

HOW do I set up a wireless router?

Before you break into a sweat, a simple setup will require you to

Configure a Wi-Fi Router
  1. Select a central location for the router
  2. Connect the supplied ethernet cable from your router to the internet modem
  3. Connect to a power point and turn it on if it has a switch
  4. Look on the bottom/back of the unit for a network name (SSID) and password.  The preconfigured name and password will be unique to your router
  5. On your PC or phone, select WI-FI and look for a match to your new router’s network name. Select and add the password
  6. You are now connected
Advanced setup:

Your router will come with instructions that will allow you to make more customisation to your router settings. These will include more complicated setups like a mesh router and directions on downloading an app to your smartphone to assist with the installation and administration process. You will be able to change your network name and password, alter security restrictions or limitations to groups or individuals and the ability to set up a guest network.

A guest network is a key feature you should enable on your router.  This means any visitors to your business can benefit from access to the internet but not have access to your printers, shared file systems, POS units etc. Within the router setup menu, which can be reached by either the provided app or by entering a sequence of numbers (IP address) into your connected internet browser (instructions in the router box).  Once connected, select the Wi-Fi or wireless section and enable a guest network.  Here you can give the separate network a name and password, which you can then provide to your customers.

HINTS

If you do need additional support, see our guide to IT support.

A standard wireless routers coverage can be increased using a Wi-Fi extender which increases the distance covered from the router but by using a different Wi-Fi network name.  This is not as simple as a mesh solution but a cheaper way of extending coverage. See our guide on how to improve your Wi-Fi

SUMMARY – Set up a Wi-Fi network

A wireless router will enable you to wirelessly connect your devices to the internet like a PC.  This simple device removes the need for cabling and allows mobility within your business premise.  A router may be supplied by your internet provider. Still, a higher quality unity easily available from a local retailer is more likely to provide a more productive result.  Simple setup can be done in minutes by a novice with more advanced configurations allowing you greater security and control as well as allowing you to set up a 2nd network for visitors, excluding them any access to your private resources.