Living with a smart phone!

Or should that be a dumb phone?

Talking with Moira the other evening at a joint Inspired Group / Business Club event got me thinking about so called smart phones. Along with Blackberry’s recent major outage, (which by the way did save lives) I began to wonder, do we expect too much of our technology? Will it ever really replace the older technology (computers, pen / paper etc.)?

Smart phone collectionSo the first question is, what exactly is a ‘smart’ phone? According to Wikipedia, it should combine the functions of a personal digital assistant (PDA) with a mobile phone, and today is expected to also add in features such as a camera, media player, internet browser, GPS navigation and mobile broadband.

Obviously it’s prime job should be to make calls and receive them, yet that seems to be one of the failings of many ‘smart’ phones, including Apple iPhone, HTC Desire, HD7, among others, to the extent that Dilbert  made mockery of them.

HTC HD7My particular recent experience is with a Windows 7 HTC. It has some fabulous features, but is not really a business grade tool. No SMS backup, contacts only sync with hotmail, maps not on phone but only available if data connection available and many other sections of the system are useless without a data connection. Great until you go abroad and turn off data roaming to keep money in your pocket. (over £3 per MB).

Should have got an Apple I hear you say? As one BBC reporter commented when abroad with his iPhone “So I turned off data roaming – and immediately found that what I was left with was a not very smart phone.”

So, smart phones are not so smart, perhaps they are just smart portals to a smarter internet. Using one abroad is an expensive trip. So will they ever replace computers? With a full size keyboard and bigger screen, I would rather type on my laptop than on my smart phone. So the solution might be voice to text. Hmm…… iPhone5 and Windows new Mango update have this feature. But guess what, it needs data access to work!

Do we expect too much of technology? Absolutely, and why not! The media have been Transparent Phonetelling us new horizons are just round the corner, Intel among others tell us technology is the future and will solve all mankinds problems. Technology is in fact amazing, I love playing with the toys, sorry tools of my trade. What we can do is changing the way we think, especially with respect to business. (http://communication.howstuffworks.com/technology-changed-business.htm) I can send emails and talk to people when out of office as though I am in the office.

Where I am physically is no longer important. Thanks Technology. Internet orders, automatic responses to say order processed, same to say order despatched. Thanks technology, you are more in touch with me than some human interfaces!

Mobile phone technology, brilliant. My first phone was a Motorola brick with a pull up Motorola flipaerial. I was forever leaving at my customers because it would not fit in my pocket. Now? I fit it in my top pocket and I’m forever having it fall on the floor when I bend over! Hmm, at least I know I haven’t left it behind!

So, back to smart phones. I would like my phone to be fully voice controlled without internet access, to be usable in replacing all communication features of the PC / notebook range of devices, not just half heartedly implementing some features. and to pick up the time automatically in the UK like it does in the rest of the world!  What do you want yours to do be truly earn it the nickname ‘smart’?

Kens handy phone hints:-

To save battery:

  • turn screen colours to dark
  • turn off bluetooth
  • turn off Wi~fi when not in use
  • turn on screen saver

To save money:

  • turn off data roaming when abroad.
  • keep a check on your data usage
  • set data checks (email / twitter etc. updates) to once an hour
  • review your contract periodically

Use someone elses phone!

When buying:

  • Make a list of features you NEED.
  • If travelling abroad then check what features work when data turned off.
  • Don’t be swayed by the advertising, go look at each phone in a shop and try the keyboard, try reading the screen, does the text size suit you. Could you read it in a moving car?
  • and the big question, do you really, REALLY need that smart phone?

KTS Computers Ltd don’t sell phones, but we will ensure that they work with your current IT configuration. Phone or email us now for unbiased advice 01480 469019.

You can also send us a question on Twitter    @Ask_Ken

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Re-locating without a hitch

Computers going into boxes to be moved Is it possible to move your business to new premises and get everything up and running without a hitch?

We’re told that moving house is one of the top 5 most stressful things we do but we think moving a business has the potential for even more stress.
If you lose a favourite piece of furniture or can’t find the kettle at home, it’s annoying but not a disaster. If you lost your phone and email in your business you might as well not exist. The potential loss to your business from annoyed or even just puzzled customers is huge. Getting communications back to normal as soon as possible is essential.
We’ve recently been involved in two business moves (one for the world famous percussionist Dame Evelyn Glennie) and found that as well as making sure that everything possible is done to minimise disruption to the IT service the biggest influence we had was in keeping staff informed of what was happening.

In one case the firm’s internet service provider hadn’t provided a service and as well as resolving the problem with them we reduced aggravation for the staff by letting them know exactly what was going on.

If you’ve got a move coming up, give us a call and we’ll help you to plan it so that to the outside world, its business as usual.

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Why *free* virus protection often isn’t enough

“Is this free virus protection OK Ken?”

Hypodermic Syringe

This is one of the questions I get asked all the time and my answer is – its OK if your data isn’t essential and you don’t mind being without your computers for a few days. You might also note that most ‘free’ licences are usually free for home use only, so beware if you are using a free version for business use.

The free virus protection is usually updated only once a day, leaving gaps for new viruses to infiltrate. They only offer basic protection from the most common malware (MALicious softWARE) and they’re usually run from very basic servers (that’s why they’re free) and that means if there is an influx of attacks, the servers can’t cope.

Paid for versions of virus protection don’t just remove malware once it’s downloaded, they actively monitor and guard against the whole range of malware (which includes spyware, rootkits, trojans and bots) and they’re run from robust servers that can cope with a major malware outbreak. These servers  and therefore your computers are constantly updated as new dangers are discovered.

If you are running on a free version, please ask yourself “Is the safety of your business and your peace of mind worth paying a few pounds a month?” (AVG Internet security works out at less than 10p per day, newspapers cost more than that). Or you could take the risk of losing your IT systems for a several hours if not days and losing all of your data, for good!

If you have any doubts, call me now. Better safe than sorry.

Don’t forget, its not just your own machine you need to protect. If you have a virus you could easily spread it to anyone you send an email to – that’s why its called a virus!

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Could your computer be damaging your neck?

Neck pain and shoulder pain can be caused by computers

Ellipta 3 screenWe are all getting more and more problems with our necks, eyes, arms and wrists in the form of RSI, eye strain and other long term painful injuries. Part of this is due to sitting in front of screens for longer and longer periods as more demands are placed on us especially as many businesses are still suffering from the downturn in the economy.

How can we prevent injury and absence from work?

Many companies are running with bigger monitors, but the writing is smaller and the screen being bigger is further away  This leads to the monitor not being in the most ergonomic position, potentially leading to physical problems.

The answer is to mount the screen on an arm. The monitor is now at the correct height, distance and correct relationship to keyboard. However there are different types of arm to choose from.

Are fixed arm mounts the answer?

NO. Fixed arm mounts are just that, fixed. Imagine the rear view mirror in your car to be fixed or your car seat to be fixed. It would be absolutely not acceptable.

How about a gas strut?

Great, solves the problem, but at what cost? A decent one will start at £200 without fitting.

An affordable solution

A spring assisted multi-directional flat screen monitor arm is cheaper than gas strut. Moreover it doesn’t need a new strut after 2 years, is easily adjustable for each user and so avoids repetitive strain injury.  It creates more desk space, has lateral movement to allow for information sharing and you can even combine as many screens as you want on it in the positions YOU need – no more restrictions.

No more grovelling on the floor

If your computer tower is on the floor underneath your desk you probably have to grovell around every time you need to use a USB port. The spring loaded arm we use at KTS comes with a 4 port USB hub on the arm itself and the whole thing fits neatly into the wiring aperture on most modern desks.

Your space, your way, healthily

Benefits:

  • Save desk space (up to 40%)
  • Improve ergonomics
  • Adjust with a touch
  • Suits most flat screens
  • Affordable solution

We can supply and fit a spring loaded arm with prices starting from £165 – call us now for details on 01480 469019

And what about the pain in the neck? (we don’t mean the boss!)
You may need some help getting your neck sorted or checking out the best position to work in so that you don’t cause more damage. This could be done at work saving lost time and improving productivity.  With help of our partners we can not only improve your working life, we can also ensure you and your employees are de-stressed and able to take on the challenges common to small businesses, and win.

For help with in-house stress relief and fitness call Mervyn Foster on 01480 878111 http://www.soothing-hands.co.uk/

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Beware of mobile phone scam – claim 3750 for the Accident You Had

All our phones regularly receive interesting texts offering us specific amount of money for an accident , strangely the amount is always 3750 pounds. it goes like this:

Pictiure of mobile phoneFREEMSG: Our records indicate you may be entitled to 3750 pounds for the accident you had. To claim for free reply with AID to this msg. To opt out text STOP.

The number used is always an 077 number which is premium rate, my last one was from 07786582020.

This is a scam for 2 reasons, not least of which because I have not had an accident for years and because it is from a premium rate number. If you send a response you will be hooked into constant messaging that will probably get you changing your number.

But just imagine someone has just had an accident? The automatic response might be to reply, it’s called social engineering. By flooding people with this style of message the law of averages says they will send texts to someone who is in that position. If just a small percentage reply, they can make their money, usually at the victims expense!

At KTS Computers Ltd we want you to stay safe, so what do you do if you receive one of these text? Never ever reply to any such text messages, emails, or even phone calls. Delete the message so you won’t be tempted later.

Beware as there is another scam where someone calls you from a number and cuts the call instantly. If you call back, the number is forwarded through a premium rate phone number and you will pay for listening to some rubbish on the other end.

You may want more information, in which case look at http://www.consumeractiongroup.co.uk/forum/showthread.php?222000-NEW-MOBILE-SCAM-you-may-be-entitled-to-3750

If you are worried about any aspect of your IT then just email it to us at sales@ktscomp.co.uk – even if you’re not a customer. We’ll do our best to send you a response by email.

You can also send us a question on Twitter    @Ask_Ken

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HMRC tax rebate could be a scam!

As you have probably heard in the news, many people are and will be receiving letters that may give them a tax rebate, or inform them they owe the HMRC money. As with all such public schemes, there is a criminal minority who take advantage and attempt to turn this into a money earning event – for them.

The scam is along the same lines as normal, produce an email that looks like it is from HMRC, even having the correct logos. However, there is usually a link inside the email to a phishing website, which, should you fill in your details you are opening yourself up to identity theft. You could lose the contents of your bank account. People already work hard enough for their money – don’t give it away to the criminal fraternity!

What should you do?

Firstly, HMRC don’t give out tax rebates via email. Their website states: “HMRC will never send notifications of a tax rebate by email, or ask you to disclose personal or payment information by email. If you have received an email claiming to be from HMRC that you suspect may be fraudulent, please forward it to phishing@hmrc.gsi.gov.uk.”. You can read this on http://www.hmrc.gov.uk/security/index.htm. So if you receive such an email – don’t click on any of the links, not even to ‘see what it looks like’. As soon as you click on the link, it is possible that your email address will be verified. This means that the spammers know your address is valid, so why not send you a few hundred more emails – you might like one of the other offerings instead!

At KTS Computers Ltd we want you to stay safe and secure, so if you are not sure, then please feel free to contact us for more information. If you have an IT question just email it to us at sales@ktscomp.co.uk – even if you’re not a customer. We’ll do our best to send you a response by email.

You can also send us a question on Twitter   @Ask_Ken

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Why your backup should be on-line

As business owners we want to ensure that our businesses continue to earn us money, but sadly the following facts about small businesses show this might not happen.

Losing data is a major source of anxiety for most businesses and we’d like to take that headache away by showing you how to get peace of mind with a reliable on-line back up system.

Had you considered these facts?

49% of small businesses forget to back up their data regularly or do it badly.
On-line backup is done automatically – you don’t have to rely on someone to remember to do it.

80% of businesses that suffer a major data loss or failure for more than 24 hours fold within 12 months.
If your data is backed up on line it will be put on a hard drive and couriered to you by next day at the latest.

Only 34% of companies that use tape backup check it, and of those that check, 77% notice some form of backup failure.
On-line back up doesn’t rely on a tape so there is nothing to interfere with fast efficient data recording.

Tape backup systems can cost from £400 + £175 worth of tapes + backup software which all has to be paid for up front.
On-line back up can cost from as little as £3 per month per workstation or £10 per month per server with no upfront payment.

And the moral is…

Don’t risk your business continuity – Don’t wait for a disaster to happen, pick up the phone and call us now on 01480 469019 for a complimentary - FREE – review of your back up system. Yes, that is at no charge but only until 16th August (The summer heat must be getting to us)!

If you have an IT question just email it to us at sales@ktscomp.co.uk – even if you’re not a customer. We’ll do our best to send you a response by email.

You can also send us a question on Twitter  @Ask_Ken

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Laptop Tips

Laptops are at risk from hot air!

Laptops draw in cool air from the outside world and pump out hot air, which helps to keep the laptop at a reasonable running temperature.

However, as well as drawing in air, the cooling fans also tend to suck in dust and fluff. This causes the vent holes to block up and the fans to get clogged, resulting in the laptop overheating.

If the processor gets too hot it will either slow down or keel over! If you were in the middle of writing a vital document, you’ll have lost it!

Does your laptop seem to be slower than it used to be?

Has it ever been cleaned inside? Even worse, has it crashed recently for no particular reason? It could be your laptop is full of fluff! Your data could be at risk of corrupting causing you to overheat!

Laptop Summer Service

Our Laptop Summer Service will improve your laptop’s performance, protect your data and help you keep your cool!

Includes cleaning internally, checking hardware, making any recommendations for upgrades (e.g. more memory) clean externally, including screen and keyboard.

We’ll need your laptop for 2 to 3 hours at our fully equipped workshop in St Ives.

Usual price £96 + VAT; however, for less than half price (just £39.50 including VAT) we will give you peace of mind that your laptop won’t let you down at a vital time.
Get in touch now to book your slot. Call us on 01480 469019 - offer available until July 30th.

More laptop tips soon!

If you have an IT question just email it to us at sales@ktscomp.co.uk – even if you’re not a customer. We’ll do our best to send you a response by email.

You can also send us a question on Twitter  @Ask_Ken

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Do you ever TEST your backup?

One of our clients recently had a computer failure and lost a lot of information.

However, there was no panic because they regularly backed up their records and so thought it was all going to be alright.

To their horror, when they tried to find the information they needed – a lot of it wasn’t there.

They were puzzled. They’d done the back ups. What had gone wrong?

When was the last time you TESTED your backup?

Many companies backup up their data religiously, but when the system fails and they check, they find that there have been error messages (usually ignored) and half the data is just not there. Did you know for instance that if you have a file open (i.e. you have Microsoft Outlook open) during backup, it is not normally backed up. (It is possible to back up ‘open files’ but most small companies do not pay the £400 or so for this extra facility.)

So imagine, you have a failure of the hard drive, go for the backup files and find they are 6 months out of date – how would you survive?

You don’t know who has emailed you for the last 6 months – or what you have sent them. Your client database does not have your newest clients – who are they? Or perhaps you would like to re-enter all your accounts for last 6 months? So, – how valuable is your backup? How valuable is your time?

  1. Scary fact:1 49% of small businesses do not back up their data regularly
  2. Scary fact 2: 80% of businesses that suffer a major data loss or disk failure for more than 24 hours fold within 12 months
  3. Scary fact 3: only 34% of companies that use tape backup ever check the backup, and of those that check, 77% notice some form of backup failure!

KTS Computers Ltd can help you save a potential disaster by testing your backup and making recommendations that could stop you being a statistic – how valuable is that?
In fact, we are so passionate about this that we will give you a complimentary backup review (lasting up to 1 hour) to highlight any potential problems.

KTS Computers Ltd, assuring your business continuity through pro-active IT support
Contact KTS Computers Ltd on 01480 469019 or on http://www.twitter.com/ask_ken and we will discuss options with you.

If you have an IT question just email it to us at sales@ktscomp.co.uk – even if you’re not a customer. We’ll do our best to send you a response by email.

You can also send us a question on Twitter @Ask_Ken

Most of our long standing customers understand that their IT system is a bit like their car (or their own body!) and benefits from regular check ups and a good maintenance programme. Its so much more convenient, not to mention cheaper, to make sure that problems are avoided rather than wait for disaster to strike and then have to go through the annoyance of being without your IT system until it gets fixed. So, to all of our maintenance customers, a big thank you for understanding that this is the best way to get the most from your IT.

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Are you being careless with your customer’s data?

You could lose £500,000 if you are careless with your customers data.

The government has lost a LOT of personal data, we have all heard about the CD’s that went missing with 1000′s of records on them, but what about your database of clients? Is it secured? How much distress would it cause your customers if their details were to be ‘lost’ from your system.

Until recently the Information Commissioner was restricted to serving notices to companies that violated the Data Protection Act, but their powers have been increased. Their new powers mean that if you have a serious data breach that causes your customers “damage or distress” you could be looking at half a million pounds – gone! Would even a fraction of that fine put you or your company at risk?

You may get away with a fine, but prison is also possible.

If you couple this with the fact that more and more employees are using their employers network for illegal file sharing (according to research from ScanSafe) which puts the company at risk from malware as well as having illegal content which could have your internet connection shut down, SME’s are at risk.

Malware can access and distribute your customer details, putting them on spam lists and misusing their information. It is not possible to get an email address removed from spam lists.

5 point check list

Here at KTS Computers Ltd we don’t like SME’s to suffer, so below is a 5 point check list to help you to keep your clients data safe:

  1. Ensure all computers have up to date and working internet security package
  2. Do NOT allow your employees to connect any of their personal devices (laptop, iphone, netbook) to the company network without authorisation and certainly not without malware protection
  3. Check your clients financial data (e.g. Act!, Sage) is not available to unauthorised logins (some companies have been known to allow full administrator access to all employees so they can access all financial data)
  4. Have a configured hardware firewall (Windows firewall is not adequate!)
  5. Do NOT store data on CD’s or flash drives etc which is accessible without a password, and preferably they should be encrypted as well.
  6. Ensure your wireless connection is password protected.

I know I said a five point plan but we always like to give a bit extra!

There is more you can do but these are the main points. If you are not sure you are doing all the above then contact KTS Computers Ltd on 01480 469019 or on http://www.twitter.com/ask_ken and we will discuss options with you.

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