What is the normal life span of today’s technology?

In general, most technology products have an average life span of approximately three years.  However, there are exceptions.  Because of accelerated technology in certain areas, better, faster, cheaper technology may cause obsolescence faster than normal.  Also it depends on how long the technology has been on the market when you purchased it.  For example it is now possible to purchase a PC with processor speeds between 2.4 and 3.6GHz.  The 2.4GHz processor is at the end of it’s industry life cycle even though it may be a new PC purchase for you.  Thus when you bought it, it may have only two-thirds of it’s life expectancy remaining.

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What is the total cost of PC ownership? 

Total cost of ownership (TCO) is computed by combining a PC's direct costs (hardware purchase or lease, and software licensing) with its indirect costs (administration, support, and other unbudgeted costs). The direct costs are easily determined by looking at the actual cost of the equipment. The indirect costs, however, are harder to quantify.

Because different research groups calculate indirect costs differently, it's hard to find authoritative figures. Estimates of the annual TCO of a typical unmanaged desktop vary widely. While the Gartner Group calculated an annual figure of $9,784, the Forrester Group lists PC TCO at $2,680, and Zona Research's estimate is $2,859.

Though their numbers differ, TCO research groups all agree on one important conclusion: The soft, or indirect, costs of operating a PC far outweigh its hard, or capital, costs. And PC TCO is so high because PCs are complex devices whose highly configurable setups make big demands on an enterprise's service and support departments. Researchers consistently estimate that 60 to 70 percent of a PC's TCO is directly related to the time and effort it takes to support it.

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Why is standardizing my computer hardware and operating systems so important?

Through standardizing computer hardware, many variables are eliminated that can cause glitches and unnecessary downtime due to conflicts and compatibility issues than can arise between hardware and software.  Studies have shown that deviating from standards in an attempt to supply cheaper PCs cost more in the long run because of higher support costs and more frequent downtime time.

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Who should I have administer my network?

Due to the increasing complexities being brought on with greater Internet access and greater software integration, network administration is becoming very important. Maintaining adequate network administration can reduce a lot of aggravation and frustration that can occur from an unstable computer network.  For many businesses that do not need or can not afford a full time network administrator, outsourcing the network administration to a professional firm gives them the support they need at a price they can afford.

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How do my employees learn to use my technology?

Businesses who establish an on-going technology skill development program often see immediate return for their investment through improved employee performance and higher morale.  Creating a skill development program that uses a combination of in-house training and orientation, CD training and Web based training can reduce employee time away from work, and reduce travel expenses sometimes associated with training.  Some companies have also discovered a longer retention time by employees because they are more satisfied with the jobs.

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Should I purchase or lease my computer system?

Equipment Leasing Association research shows that eight out of 10 U.S. companies lease some or all of their equipment.  Leasing is becoming a management strategy, not just a financing tool.  The reasoning is simple.  In a world where products become obsolete in a matter of two or three years, nobody wants to be stuck owning equipment that has no useful purpose.  Making a large capital out-lay every two or three years is difficult for many businesses.  Using available credit from the bank to purchase computers can reduce credit for other necessary business needs such as seasonal inventory build-ups.  So leasing with the “pay as you go” feature makes it an attractive alternative for businesses. 

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How do I make my data safe from security breaches?

Anyone can be a victim of computer crime, so it pays to take precautions to protect your company’s data and your customers privacy.  Through adequate security planning, firewall protection and periodic reviews most security breaches can be prevented.  We recommend that you seek the assistance of professionals who are familiar with the best practice standards that will help to prevent security breaches.  

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What are my options for data backup?

There is an old saying in the computer industry, “There are two kinds of businesses, those that have lost data, and those who will lose data.”  No matter which category your business fits into, having an effective back up system is critical.  The most common backup solution used is the storing of critical data on network servers.  Typically these servers should have a tape backup system or network attached storage device that enables data to be backed up on a daily basis.  Many businesses don't have a server or don't have the capacity on the server to hold all of their data. In those cases they use USB memory keys, USB hard drives, CD-RW or DVD-RW drives, or the older ZIP removable drives, which are all economical and convenient means of back up. 

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How do I avoid power problems?

According to a study by IBM, more than 120 disturbances hit a normal computer in a typical month.  Some have imperceptible effects; still others can result in serious damage to data and equipment.  Deploying proper power protection may be as simple as using an adequate surge suppressor, or as complex as installing an uninterruptible power supply (UPS). An UPS can give you adequate time to power down correctly or  can have enough battery power to keep the equipment up during the power disruption.  Power management software is also available. This software can monitor power situations so that mission critical applications can operate predictably.  If your business maintains a mission critical environment, we recommend a power audit be completed that will enable you to properly plan power protection for your business. 

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What are my options for giving employees Internet access?

If your business is like most, more and more employees need access to the Internet.  Purchasing a modem and phone line has gone the way of the telephone switchboard.  Not only does this alternative cost more, but it doesn’t give the firewall protection necessary to protect your information system.  Depending on how many employees need access and what your employees may be doing, bandwidth has become a major factor in determining the cost-effectiveness of Internet options.

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What is the proper way to plan for technology?

The old adage: “Pay me now or pay me later.” never rings truer than in planning for technology.  The first step is to have a technology assessment completed.  Done right, the assessment will give you a clear picture of the problems and opportunities that lay before your business.  Now you are in a position to formulate a technology roadmap of where you want to take your technology.  

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Why are IT policies important to have?

There isn’t a sports game that doesn’t have rules.  Without them it would be impossible to determine the outcome of the game.  That same idea is true of running a business, especially when it come to technology.  By allowing employees to make up their own rules when it comes to using technology, a business faces the risk of not only making technology more expensive to maintain, but it can also have major affects upon how a business serves it’s customers. What policies to implement is based upon the size and complexity of an organization, but every business should have IT policies in important areas of their business. 

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What are some do's and don’ts of e-mail?

E-mail can be either an intentional or unintentional marketing tool.  E-mail is becoming a frequent method of business communication.  Poor grammar and misspelled words are just a couple of examples of the impression your business may be making on customers and potential customers.  Having netiquette policies can help to ensure that your business is projecting the professional image you want.

Equally important is maintaining safe e-mail practices to protect yourself, customers, vendors or anyone else your company communicates with.  Probably the most important of these practices is e-mail attachments.  Not only can these attachments become an aggravation chewing up bandwidth, but they are also the most common vehicle for transmitting computer viruses.  Therefore maintaining safe e-mail practices makes good business sense.

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