Seven secrets to making the most of your computer system

Chris Jeffery

Proprietor/Chief Guru

CyberGuru

1. Backups

• If your computer died tomorrow how would your business cope?

• The cost of data recovery from a hard drive is roughly $600 - $900 per drive.

Backup recommendations

• Decide what you need to backup. Start by asking, “What can I afford to lose?”

• Have at least three copies of all important data/photos/documents.

• Test your backups – can you restore off them?

• Have a secure off-site backup.

• Remember to backup your PCs, laptop, tablet, phone, website and server.

Backup recommendations (continued)

• Consolidate your data to minimise the number of folders you need to backup.

• Ensure any data storage you buy is scalable (eg. there is room within your server to add new disks).

• Physically destroy old media before disposing of it to ensure their contents cannot be accessed by the unauthorised.

2. Antivirus software

• 50% of respondents had experienced at least one cyber incident in the last year.

• The incidence of ransomware has increased by four fold in the last two years.

• Top 3 threats:

– Ransomware

– Theft or breach of confidential information

– Targeted malicious emails.

2015 Australian Cyber Security Survey of Australian businesses:

Antivirus software recommendations

• You NEED antivirus and malware software.

• There is some free software available such as Windows Defender, which comes with Windows 10.

• Using free software is better than using nothing.

Antivirus software recommendations (continued)

• Paid antivirus software may provide better protection as well as extras including:

– a firewall

– parental control software

– secure cloud storage for backups

– customer support.

• It is worth spending the money on the right antivirus software to access these extra features.

• Paid antivirus software costs from as little as $5/licence/year.

• Don’t forget to install antivirus software on your smartphone.

3. Updates and patching

• Both software applications and operating systems require patching to ensure they remain up to date and protected against the latest security threats.

Updates and patching recommendations

• Turn on automatic updates from reputable companies.

• Cyber insurance policies often require critical security patches applied within 90 days of release by the vendor.

• Have a cyber incident response plan and ensure you have processes in place to detect an incident if it occurs. This may include:

– An up-to-date after hours contact list for key personnel and external stakeholders

– How you will identify and isolate affected workstations or servers.

4. Passwords

• It’s pretty simple: if someone else discovers your password they can access your account.

• This might occur if they gain access to your computer, guess your password or hack a website you have an account with.

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Password recommendations

• Set strong passwords and use different passwords for different accounts.

• Change your password every three months.

• Select ‘no’ when the computer offers to automatically remember your password.

• Choose a password that contains:

– At least eight characters

– Upper and lowercase letters

– At least one number and symbol

– eg. This year I am presenting at CLICK! Digital Expo becomes +y1ap@C!DE.

TIP: If you have a list of passwords on your computer make sure you encrypt it.

5. Future-proof your investments

• Just because something is the cheapestdoesn’t mean it is the best value.

• Ask yourself:

– What is my total budget?

– What do I need in a device (eg. lightweightand mobile or fast processing capability)?

– How will my requirements change overthe next three to five years?

– Do I want to work off multiple devices?

– Do I need to share files with others?

Future-proofing recommendations

• Buy the best quality you can afford.

• Consider if machine can be upgraded (eg. are there spare spots for extra memory and hard drives).

• Shop around for best price.

• When buying a printer also consider the price of ink.

• Know your rights under Australian Consumer Law.

• Seek advice from the person who will be supporting your hardware.

• Consider purchasing software on subscription vs outright.

Example: Office 2016 vs Office 365

Office 2016 Office 365

Cost Pay a single, one-time cost. Pay monthly or annually.

Office applicationsGet Office 2016 applications, like Excel, Word, and PowerPoint. Your apps won't be updated when new features are released.

Get the latest version of Office applications, like Excel, Word, PowerPoint, and Outlook. PC users also get Access and Publisher.

Feature updatesSecurity updates are included, but not new features. Upgrades to major releases are not included.

Get the latest features and updates from Microsoft. Major upgrades to future versions are included.

Installation Can be installed on a single Mac or PC.Can be installed on a combination of computersincluding Macs and PCs.

Install Office and get advanced features on tablets and phones

Get basic editing features only on your tablet or phone.

Get extra features when you sign in to Office apps on your device.

Extra online storage Not included.Get 1 TB of online secure storage per user, for up to 5 users.

Technical support Initial technical support for installation only.Ongoing assistance available at no extra cost for help with technical issues, or for subscription and billing support.

Source: https://support.office.com/en-us/article/What-s-the-difference-between-Office-365-and-Office-2016-ed447ebf-6060-46f9-9e90-a239bd27eb96

6. Invest in quality training

• Now is the best time to looking to upgrade your ICT skills.

• State and federal funding available to assist in this area.

• Take the time to compare different training providers.

• Consider the subjects offered, if the course isdelivered online or in person, the type of supportyou will receive etc.

• Many courses especially in social media are not accredited.

• Consider the Return on Investment.

Quality training recommendations

• Invest in yourself and your business.

• There are some free courses available (eg. Lynda courses through Queensland State Library membership).

• Investigate the state and federal funding available to upskill your business.

• Invest in accredited training.

Industry Skills Fund

• Federal government initiative.

• An expert, independent Skills Advisor will help you to identify the skills you need to achieve growth. Alternatively, you can apply directly for the training grant if you already know what training you require.

• You will receive a tailored report that includes training strategies. You can then apply for a training grant to help pay for some of your training costs.

• The training grant will pay up to 75% of the training costs depending on the size of your business.

• Upon completion of training you can apply for further training if needed.

Example

Kate needs to develop an online presence for her business to grow her business. She wants to learn how to build and maintain her website and interact with prospective and current customers using social media.

Kate finds the accredited course she would like to undertake and contacts the Industry Skills Fund. She submits two quotes for the course along with the paperwork and notes she would prefer company ABC as they will allow her to develop her own company’s website as part of the course.

Being a sole operator Kate is eligible for a 75% discount.

Example (continued)

Kate loves the course and her new website, but does not know how to maintain it. She wants to undertake further study in this and learn how to manage basic computer maintenance.

Kate contacts the Industry Skills Fund again, and by following the same procedure as before, is eligible for a 75% discount on this further training.

Building Digital Capability Grants

• State government initiative budgeted for 2017.

• This program aims to help small businesses enter the digital economy or build their digital capability.

• Grants of up to $10,000 are available on a matched funding basis.

• Eligible activities include: - Website development - Training - Social media - Adopting innovative new tools and technologies.

7. Seek professional advice

• Experience matters.

• Seek to form a relationship with someone who will take a holistic approach to your ICT environment.

• Many problems are a result of different infrastructure not communicating with one another(eg. I can’t connect to my printer).

Seek professional advice recommendations

• Use industry experienced personnel.

• Ask for references.

• Use an Australian Computer Society Certified Professional.

Conclusions

• Businesses need to be digitally savvy to survive.

• Technology can be your best friend or your worst enemy, so it is worth taking the time to get it right.

• Find an accredited ICT professional who will consider your whole environment.

• If you’ve ever considered upgrading your ICT skills, now is the time to do so.

Summary

1. Backups

2. Antivirus software

3. Updates and patching

4. Passwords

5. Future-proof your investments

6. Invest in quality training

7. Seek professional advice

If you would like further information about the seven secrets go to: http://www.cyberguru.com.au/CDE2016.

Questions?

• Contact me:

Chris Jeffery

Proprietor/Chief Guru

Phone: 0488 80 GURU (4878)

Web: www.cyberguru.com.au

Email: cyberguru@cyberguru.com.au

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