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Microsoft Certified Partner
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In this issue |
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Security and Virus Protection |
Managing the
security of your network has now become the most critical
issue facing all businesses. There has been a comfort level
the last couple of years as the maturity of operating systems
and the power of the antivirus software have provided the
protection needed. However, how do we go about managing the
security of our networks for issues we have never seen? This
is indeed the dilemma we are in when we try to keep our
systems secure and free from virus activity.
As it turns out, you will tend to fit into one of three
personalities when addressing the security issues of
Information Technology within your organization.
Personality # 1 is “I do not understand. I can’t see any
problems. I do not understand systems. I ignore all security
and virus concerns, as it really doesn’t matter anyway.”
Personality #2 is “I do not have time. I realize that security
and virus protection is indeed an issue. When I get around to
it, I will update my systems – if I have time.”
Personality #3 is “I am committed. Securing my environment
cannot wait. I need to stay on top of all security and virus
issues every single day so I can minimize the chance of any
threats to my system.”
While these three profiled personalities may exaggerate a
point, you may see that your historical actions regarding
security and virus protection fit closely to one of the three
profiled personalities.
Where are you on this chart? Please take a moment to think
about this as it pertains to your actions.
For those of us that best fit “I do not understand” as in
personality #1, we need to align ourselves with people and
advice who do understand these issues. As you would not leave
a new car unlocked in the middle of a large city, do not leave
your technology systems unlocked either. Get help to shore
these issues up.
For those personalities that understand the remark in
personality #2, “I do not have time”, then we have a
problem. Our actions need to follow our hearts. As we always
have time to lock our cars and our homes, we need to “create
time” to properly secure the environment that is our
livelihood in the business world.
 For those personalities that resemble the remark in
personality #3, “I am committed to security and virus
protection”, you are in a very good place. You understand the
issues, you understand your dependencies with your technology,
and you are making sound logical and financial decisions based
on this knowledge. Your actions are following your heart in
terms of the importance of your systems. We all need to be in
this group.
What does the personality #3 “I am committed” person do to
manage his/her situation? The “committed” person will do the
following:
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All versions of Windows (servers and desktops) will be
updated routinely with the latest security patches. This can
be done in a few ways:
a. Use the Windows Update facility to install the latest
updates.
b. Use the Windows Autoupdate facility to automatically
download the latest updates. It will prompt the user when it
is ready to install.
c. Manage Windows updates centrally by using the Microsoft
Software Upgrade Service (a.k.a. SUS). Typically, someone
would manage the updates (at least weekly) and choose when to
install them on each desktop. These updates then install over
the network.
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Virus protection is taken seriously as follows:
a. ‘Un-centrally managed’ solutions like Norton AntiVirus are
constantly monitored for the latest definitions and for
subscription expiration. This is reviewed weekly, at a
minimum.
b. Centrally managed solutions like Office Scan from Trend
Micro are managed daily by using the Office Scan console.
Potential problems can be recognized before major problems
occur.
c. Trap virus laden E-mails before they get distributed to the
desktops. While virus activity can be sourced from removable
drives, the internal network, or the Web, virus activity has
been intensified when delivered via E-mail. ScanMail from
Trend Micro is connected to Exchange Server and used to thwart
off virus embedded emails before they reach the rest of the
Network. In addition, several subscription services exist like
“POSTINI” provide virus and spam protection.
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Spam is taken seriously as follows:
a. SPAM is acknowledged as a problem with an increasing cost
associated with handling it.
b. The cost of SPAM is measured in terms of resources to
manage this junk mail, but more importantly, the loss of time
and productivity.
c. Managing SPAM allows the organization to not have to
“cherry pick” valid E-mails – a situation that happens today
for many with dire consequences.
d. The cost of software and services to help manage SPAM is
justified and required to their environments because they
understand the true cost of SPAM.
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The presence of SPYWARE is acknowledged. SPYWARE is
software that is downloaded unknowingly by the user. Various
Internet Cookies (files that get created via the Web),
registry entries and programs get shuffled onto your machine
over time – usually for the purpose of marketing to you. There
are various software programs available to help manage this
problem - one specifically is Ad-Aware. Check it out at
www.ad-aware.com as it is a free download.
 In summary, we all need to be in the “I am committed” category
when it comes to security and virus protection. While these
commitments to security will not guarantee perfect success,
what is true is that to “not commit” to the ideas of security
and virus protection will guarantee system failures. Now is a
great time to look at your personality traits in terms of
security and virus protection and take action accordingly.
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Remote Desktop Support |
The management
of our PC desktops is now more complicated than ever. Whether
you have Windows XP, Windows 2000 or Windows 98, more issues
have needed "patches” the last couple of months than ever
before.
 To better help you manage the desktop issues, we now have the
ability to remotely “look into” your PC from our office, all
in a secure environment.
If you call with a problem that needs further investigation,
we may ask you to download our “Remote Support Tool”. When you
download and install this tool, this will give us the ability
to see you’re desktop and manage your keyboard. While other
commercial products like PC Anywhere do this now, our “Real VNC” product does this in a way so there is no software to
purchase or licenses to manage. The product is secure, as the
user can change the password or even uninstall the product
when we are complete in our investigation.
The support tool can be downloaded at anytime at
http://downloads.copelanddata.net.
So, if you have
a problem and you need help at the desktop – let us know. We
may just use the remote support tool to get down to the
problem.
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World Trade Center – Buffalo Niagara |
The World Trade Center Buffalo Niagara (WTCBN) is a part of
the World Trade Centers Association (WTCA), the world's
largest international trade organization servicing 500,000
businesses in more than 100 countries.
Focused on "Building Economic Vitality Through Global Trade,"
the WTCBN assists area companies with expanding their
businesses internationally, thus creating greater company
stability while securing additional jobs for the Buffalo
Niagara region.
In addition to being a member of the organization, Copeland
Data Systems is also a technology partner with the World Trade
Center Buffalo Niagara. We provide network services to the
organization, recently installing a new Windows 2000 server at
their new location at 661 Delaware Avenue (corner of Delaware
and North)
If you would like to know more about the World Trade Center
Buffalo Niagara, you can visit them online at
http://www.wtcbn.org.
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Client Spotlight |
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United is a
full service refiner for Gold, Silver, Platinum, and
Palladium. They specialize in refining for the jewelry
industry, processing everything from sweeps to karat scrap.
While United makes their home in Western New York, they
service customers around the globe. With today’s market being
pushed by the world economy, sales in Central America and Asia
have made an impact on their success.
Their business system, written and supported by CDS, helps
manage their complete business flow. The precious metal
business has very specific nuances for which their technology
infrastructure supports.
For the refining side of the business, incoming lots are sent
from customers. The system manages the process from the moment
the lots enter the door. The system is tailored to follow the
lot through the refining process going through the production
stations of Lot Entry, Weight, Burnout, Assay and Final
Evaluation.
United also sells precious metals for use in the jewelry
business. Alloys, casting grains, wire/plate and solders are
some of the types of products that United manufactures. When
an order is placed, the various parts of the order get sent
out to various stations for fulfillment. Unlike other systems
where an order is “linear” and only in one place at any time –
various Order Preparation stations are working on the same
order simultaneously. This allows the order to move quickly
through the system and to be shipped timely – a major
requirement in this industry because the pricing is so closely
tied to the daily market values of Gold, Silver, Platinum and
Palladium.
Bar-coding technologies are very important to United. All
incoming lots for refining are bar-coded and tracked as they
move through the process. Likewise, all finished products are
also bar-coded to assure quality control and accuracy.
Bar-coding is tightly integrated into their system and is tied
to the manufacturing as well as fulfillment sides of their
business.
Mel Bernhard, Vice president of United Precious Metal Refining
adds …
“Bar-coding has increased efficiency tremendously. We know at
all times where materials are in our system. Customer
satisfaction has increased and due dates are easy to manage.
Error rates in manufacturing have been greatly reduced as
mixing up product rarely occurs. Obtaining bar-coding systems
is one of those intangible purchases that pay back constantly.
Many thanks to Copeland Data Systems for their integration &
support.”
United has recently added an ONLINE ordering system for their
customers. This allows customers to order directly from the
Internet – a requirement for their world marketplace. The
internet driven order is integrated into their system in real
time, allowing the placed order to be on their internal
systems “instantly” when an order is placed.
You can learn more about United by visiting their website at
www.unitedpmr.com.
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Did You Know? |
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Microsoft would never send an E-mail with an update attached
to it. If you see something like this, do NOT open the
attachment -- it is a Virus. Updates are managed through the
Windows Update facility or through the Microsoft Web Site -
but never through an E-mail.
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Worth Exploring & Mentioning |
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 As in the past, we always think it is worthwhile to mention a
few things that are important, but at the same time, not
necessarily on the top of your mind.
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The
Power Outage of 2003 brings up a few questions. What kind of
shape are your Battery Backup units in? Also – do you have a
disaster plan in place if an extended power outage were to
happen again?
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SPAM is certainly getting worse and costing more money in
terms of unproductive time. Now be the time for you to
consider doing something about your SPAM problems.
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Make sure you have at least one backup set off site at any
given moment.
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Clean your tape backup devices routinely – at least every
month. Check to make sure you have a tape cleaning kit for
every server that has a drive.
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Antivirus – do not let your guard down. Stay on top of your
subscriptions and make sure all machines have the latest
security patches installed.
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Welcome! |
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We welcome you to the October, 2003 edition of Copeland Data
News. The summer came and went quickly, and we are all still
wondering where did it go and why?
While the spring and summer was non-eventful from a virus and
security point of view, late summer brought on a host of
problems for many. New viruses, security issues and power
problems have plagued both the headlines and our desktops,
causing IT disturbances across the globe.
We all need to up the ante when it comes to antivirus and
security threats. We will take some time in this issue to
discuss some of these issues and what we can do to better
prepare ourselves.
As you may have noticed over the last few issues of CDS News,
we have been profiling different businesses, what they do and
how they use our services. In this issue, we will be
spotlighting United Precious Metal Refining, Inc.
As always, we welcome your comments, concerns and problems. If
there is anything here that needs further clarification,
please let us know. All of us here @ CDS are here to serve
your needs.
Thank you,
Tom Copeland
716-692-7773 x303
tom@copelanddata.com
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Something to think about ...
Communication with your associates and your customers is more
important then ever before. People need to stay “connected” to
remain competitive.
Many of today’s Cell Phones allow you to connect up to the Internet
very affordably. In addition, many Cell Phones are capable of
retrieving E-mail – corporate and personal – right to your phone.
Your current Exchange Server can be configured so you can remotely
fetch and respond to your corporate E-mail using your Cell Phone,
all using your current Mailbox. No Email forwarding is required.
If you want to know more about being “connected”, just give us a
shout... |
