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Business iT check-up

This is a self assessment survey, it will approximately 20 minutes to complete
Please provide us your phone number if you wish to be contacted

NameBusinessEmailPhone Number

Anti-Virus Software on all systems


No Anti-Virus

  • Having No Anti-Virus is a serious risk to your business.  Financial institutions will not cover any loss incurred due to the use of unprotected systems.  A growing number of regulatory bodies are requiring compliance with a minimum level of security measures.  Cyber insurance also has its minimum requirements.


Free Anti-Virus



      • Running this sort of software is a serious risk to your business, in most cases they are not active scanners which means they only scan at timed intervals, while this may have been adequate 10 years ago, it certainly is not now.




Non-Managed Anti-Virus



      • This is better than No or Free anti-virus software but only marginally.  History has taught us that staff do not make others or their IT providers aware of expired virus scanners, update issues and even infections. This means problems can fester for long periods of time which increases the cost of repair or recovery.




Local Server Managed Anti-Virus



      • Reporting maybe enabled which ensures someone is notified about critical events and warnings. Updating, adjusting policies is time consuming and costs you money and downtime when required.




Cloud Managed Anti-Virus with central policies



      • Your IT Provider usually configures this, so they are notified the second an issue is detected and they can investigate the faster the response the less time is required to resolve the issue.




 

Anti-Virus alerting


How are you notified about potential issues?

Anti-Virus system testing and review


When was the last time the effectiveness of your Anti-Virus system was tested or reviewed?

Anti-Spam Solution


No Anti-Spam


    • Spam is not a problem



No Anti-Spam


    • Spam is a problem



Anti-Spam Server based


    • Our local server is configured to block some spam. It just moves it into our junk folder.  But our internet connection feels the pressure.



Anti-Spam Firewall based


    • Our local firewall is configured to block some spam.  It is sometimes too strict or not strict enough which requires us to contact our iT provider to help find important emails.



Anti-Spam Cloud based


    • We utilise a cloud anti-spam solution which means our internet connection is not slowed down by all the spam that needs to be knocked back.  We receive a daily digest of emails thought to be SPAM, which we can easily release and white-list. No need to speak to our iT provider and pay support costs.  The system is also updated automatically.



 

SSL Security certificate


If you access your business systems from home, laptop, tablet or public computer, then you need to ensure this communication is secure and encrypted.
SSL Security certificates are most commonly used to protect your remote access and email portals.

Do you use SSL security certificates to protect your business information?

Firewall Protection


No Firewall


    • This means are most likely just using a basic modem/router



 


    • Usually supplied by your ISP (estimated cost $50-$150)



Stateful Firewall


    • These units provide more protection and employ technologies such as Deep packet inspection



 


    • Usually supplied by iT providers in the years gone, these units have not provided adequate protection for some years now (estimated cost $300)



Unified Threat Management Firewall


    • These units have advanced features and are the minimum that a business should deploy to protect its digital assets.



 


    • Advanced reporting also allows you to know exactly how your businesses internet connection is being utilised, in many cases saving you money.



 


    • (estimated cost $1000-$1500)



Unified Threat Management Firewall with protection modules


    • These units have advanced features and are the minimum that a business should deploy to protect its digital assets.



 


    • The protection modules include Anti-Virus, Anti-Spam and IDS/IPS (Intrusion Detection Systems) and (Intrusion Prevention Systems) while we do not recommend the Anti-Virus and Anti-Spam modules be utilised on these devices due to the higher cost of support. We do highly recommend the IDS/IPS module which helps protect your business from a range of threats.



 


    • Advanced reporting also allows you to know exactly how your businesses internet connection is being utilised, in many cases saving you money.



 


    • (estimated cost $1500-$2000, average annual subscription costs $300)



 

Secure site to site communications


Secure connections between your business sites is critical in protecting your digital assets.

Which of the following technologies do you more commonly employ for secure site to site communications?

Your numbers


Knowing the number of resources you employ in your business will help improve the accuracy of your results.

Servers


Desktops


Laptops


Tablets


Computer Users


Staff


If a Dental practice, how many Chairs

Dedicated server


No Dedicated Server


    • Data is stored on various computers around the business



 


    • No central data storage or file access control



 


    • Usually this scenario means no backups



Desktop PC running as a server


    • Data is stored in a central location



 


    • Heightened risk of infection and data corruption



 


    • Lower grade components, shorter life span



 


    • Desktop level warranty, if any



Dedicated server


    • Using a dedicated server provides many benefits to a business



 


    • Centralised data stored and backup



 


    • File access control



 


    • Business grade components, increased life span



 


    • Server level warranty, guaranteed spare parts, next business day or even 4 hour onsite response



Typical images of a dedicated server



HPRackServerHPML350G9Tower

Server Age


As a server ages, the support costs associated with it increase also. What is the approximate age of your server systems?

Server operating system


The server operating system that we run is.

Windows XP/7/8 or 10



      • This is not a server grade operating system. However, we have seen many businesses that have been sold and accepted this as a server solution.




Windows 2000 or below



      • It has been a number of years since we have seen this operating system in use.




Windows 2003



      • There are surprisingly still a few of these systems around, even though Microsoft stopped providing support and updates for it back in July 2015.




Windows 2008 and 2008 R2



      • This version is the most compatible with most applications.  The R2 version is also highly recommended as there were a number of fixes from Microsoft.




Windows 2012 and 2012 R2



      • There are still a number of applications that are not compatible with this version of windows.  It is recommended that your Line of Business applications are updated to support this newer version of Windows. The R2 version is also highly recommended as there were a number of fixes from Microsoft.




 

Server Location


The location of your server can extend or shorten its life.
Where is your server located?

Server Climate Control


The environment your server is located can extend or shorten its life.
Is your server located in a climate controlled environment?

Workstation operating system


The workstation operating system we run is.

Apple Macintosh


    • This is not a recommended operating system for businesses.  Using this will limit the number of software applications you can use, especially Line of Business applications.  Running a mixed environment also increases your support costs.



Windows 2000 or below


    • This operating system is very old now and should not be used.  We have seen a couple of these instances in businesses that are running old machinary.



Windows XP


    • Surprisingly there are a number of businesses that are still running this operating system.  It was a very stable and secure system, in its day.  Microsoft stopped supporting and patching this operating system back in April 2014,  12 years after its release.



Windows Vista


    • This operating system should be avoided at all costs.  It requires more memory and still runs slow.  It is prone to lockups and general issues.  Support costs for this version make upgrading to a newer Windows version more costs effective.



Windows 7


    • This was Microsoft's next stable operating system which also had a great range of drivers and supported software.  A number of Line of Business applications are support this operating system.



Windows 8 or 8.1


    • An interim Operating system which saw Microsoft go after the Tablet market, they quickly followup this initial release with Windows 8.1 to bring back the start button among other things.



Windows 10


    • This is Microsoft's best release yet.  However not all Line of Business application vendors have certified their software to run on Windows 10.  Also a large number of imaging equipment does not have current drivers for Windows 10.  We just need to wait for these vendors to update their software or upgrading to their newer hardware solutions will also solve this.



 

Workstation Age


As a workstation ages, the support costs associated with it increase also. What is the approximate age of your workstaions?

Printers


The printer technology used in your business can have significant impacts on the total cost of ownership.

Inkjet Printer
- The cheapest of the technologies to purchase however the cost per print is the highest.
- Print quality is great for photo's on special paper.
- Slow printing
- General business printing quality is average.

Laser Printer
- Upfront purchase price is higher than an Inkjet, however the cost per print is lower.
- Print quality for photo is ok.
- Fast printing
- General business printing quality is great, with very fine and accurate printing.

PhotoCopier
- Upfront purchase price is the highest, these units can also be rented.
- Print quality can be very good on the right paper.
- Fast printing
- General business printing quality is great, with very fine and accurate printing.
- These units usually have scan to email, copy and fax capabilities.

Backup Solution


There are many types of backup solutions that can be employed to protect your business, some are better than others.

No Backup
- If you are running a business and not backing up your data, then you need to fix this.

Basic Backup - Critical files only
- A large number of businesses believe this is adequate to protect their business data.  It is not, most business software now stores its information in a database. Databases cannot be effectively backed up with method.
- If your server needs to be restored due to hardware failure or virus attack, your iT provider will need to reinstall and reconfigure your entire system (which could take hours)
- While you will feel protected, you will not be.

Full system image with USB offsite
- Image based backups take a snapshot of the entire server, including data, programs, user accounts, printers and every other customisation.
- This will can be set to backup once per day, every hour or any other variation to ensure you minimise your potential loss.
- A number of USB drives are used to get a copy of your backups offsite to protect against - fire,theft or ransom-ware attack.
- The effectiveness of this system relies on, in most cases the receptionist to swap these drives at regular intervals.  Most of the time this is weekly, however it should be daily.

Full system image with air gap and automation
- The same features as the Full system with USB offsite, however the automation removes the need for the receptionist to swap USB drives.  We can also set the offsite copy to happen immediately after the backup has taken place, down to every 15 minutes.
- The air gap protects you from a ransom-ware attack which can encrypt any backup files the server can see, this would include an USB drive connected to the server.

Full system image with air gap and automation, plus DR plan and testing
- The same features as the Full system with air gap and automation, with the added coverage of testing your backups at regular intervals.
- Also you would have a DR (Disaster Recovery) plan that covers all possible disaster events and what to do in that event.  This ensures minimal downtime for your business and reduces the risk of data loss.

Email System


There are many types of email systems and they are not all the same, here are a few pros and cons.

POP3
- The oldest of the technologies (1988)
- All data is stored on the local device, critical data loss risk
- Sending emails can be a problem when switching networks
- Sent emails are only stored on the device that sent them
- No synchronisation across devices
- Usually a single server, potential downtime and data loss

IMAP
- Still a very old technology, its latest iteration is IMAP4 (1993)
- Syncronisation across devices is supported
- Usually a single server, potential downtime and data loss

GoogleMail (IMAP)
- Syncronisation across devices is supported
- Clustered servers which reduces downtime and reduces the risk of data loss

Exchange/Office365
- Full syncronisation from any device
- Shared Calendars
- Shared Contacts
- Integrates well with the Microsoft Office productivity suite

UPS


Uninterruptible Power Supplies are used to protect your server and other networking equipment from dangerous power spikes, power dips and outages.
Is your hardware protected?

This is what a typical UPS looks like.
UPS

UPS Types


There are many types of Uninterruptible Power Supplies and each will provide you with differing levels of protection.
How protected are you?

Basic protection (Standby)


    • Standby is the most basic UPS technology. When there is a brown/blackout, the UPS simply resorts to the internal battery to provide electricity to the equipment.



 


    • These UPS systems are designed for consumer electronics, PCs, POS/security systems, and other basic equipment.



Line interactive protection (Standby)


    • Line-Interactive systems correct minor power fluctuations (brownouts, over voltages, etc.) without switching to battery.



 


    • This extends the life of the battery and is an essential feature in areas where power fluctuations occur on a regular basis.



 


    • Typical applications are consumer electronics, PCs, and mid-range servers.



Double conversion (Online)


    • Best protection, longest lasting



 


    • Online systems provide consistent, clean, and near perfect 240V power regardless of the condition of the incoming power.



 


    • These systems operate on isolated battery supplied power 100% of the time and have a zero transfer time because they never have to “switch” to battery.



 


    • Online UPS systems are designed for high-end system components, corporate servers, lab equipment, and other sensitive electronic equipment.



 

UPS - Auto Shutdown Feature


Auto Shutdown software allows for the graceful shutdown of servers instead of a hard shutdown when the UPS runs out of power, which can cause corruption and other serious issues.
Do you have this auto shutdown feature?

Internet Connection


The type of internet connection you use can have a major impact to the productivity of your business.

ADSL2+
- This is the most common form of internet access used by businesses around Australia.
- Cost effective
- Area of coverage: Very good
- Speed: 24MB download, 1MB upload (not what most businesses can achieve)
- Speed is affected by a number of factors, distance to a telephone exchange, internal cabling, modem types, weather, plus more

NBN or Opticomm (Fibre)
- This new technology is cheap in comparison to the normal fibre network that Telstra and others supply.
- Cost effective
- Area of coverage: Very limited
- Speed: 100MB download, 40MB upload (you can expect this speed)
- Speed is not affected by as many of the factors that plague the ADSL technology.

Ethernet over Copper
- A true business grade technology
- More expensive than the above options
- Area of coverage: Very good
- Speed: 20MB download, 20MB upload (dependant on location)
- Increasing speeds requires new lines to be installed

Ethernet over Fibre- A true business grade technology
- More expensive than the above options
- Area of coverage: Very good
- Speed: 100MB download, 100MB upload
- Increasing speeds requires no new lines to be installed

Point to point wireless
- A business grade technology
- Usually more expensive than all the above options
- Area of coverage: Dependant on location and geography (hills, valleys and buildings)
- Speed: 50MB download, 50MB upload
- Increasing speeds could require new antenna hardware to be installed

4G
- Very expensive
- Area of coverage: Very good metro coverage, but has some dead spots. Regional areas around town centres is good.
- Speed: 40MB download, 10MB upload

Internet Service Provider


Your choice of internet service provider can is a vital clue to solving a large range of internet related problems.

Number of sites or practices

Other supporting software


Supporting software is all the other packages that are not your Line of Business applications or your operating systems.
e.g. Adobe Reader, Firefox, Java, etc
Are these packages kept up-to-date?

Accounting Software


Knowing which accounting package you are running will help us ensure the systems you are running can support it, it also gives us an idea of which solutions we can recommend to improve your business.

Phone system


Knowing which style of phone system you are running will allow us to tailor solutions that match your business environment.

Support contracts


Do you have support contracts with your Line of Business software providers?

Describe your current support arrangement with your IT provider


Select all that apply

Break-fix

  • We call when we need something


Break-fix plus some Managed Solutions

  • We call when we need something, however we have some managed solutions such as backups, anti-virus, etc.


Fully managed iT services

  • Set fee per month covers unlimited onsite, remote and phone support, patch management, AV, backup, Anti-Spam, Firewall

Debtor collection automation


Do you use any type of automated debtor collection systems?

Business critical analytics


Does your business utilise any analytics or graphing solutions to provide the business owners with time critical information to help them make better business decisions?

Fantastic, you are almost there. Your results are on the next page.

Please provide us your phone number if you wish to be contacted