PC have a Fever?

Just about everyone is aware of virus and malware protection, but what about potential damage to hardware in your PC that could easily be avoided?  At Seras, we see computers everyday that are tucked under desks next to small heaters, full of dust, or not cooling properly.

Even though most PC operating systems have "thermal shutdown" procedures, these are often not calibrated and if they malfunction you could lose everything.  As the temperature of the PC rises, without proper cooling from the fan, it can get hot enough to melt core components or even cause a fire.  Chron.com provides more details about potential hardware damage here.

How can I prevent overheating?

Clean your PC

Most PCs have several fans, which are the primary source for keeping the PC cool.  Dirt, dust, pet hair, and other contaminants are sucked in by the fans and then get clogged and built-up within the PC.  The easiest way to clean them is to take the unit outside and remove the case.  Then use a compressed air canister to blow them out.

Upgrade the main CPU cooling fan or add a case fan

Stock fans are not nearly as efficient as aftermarket fans, which will get your PC temperature down to below manufacturer specifications.  The fans are relatively inexpensive and can be replaced quickly and easily.

Case fans are more external and work in addition to the other fans to help keep air moving through the PC.

Change the location of your PC

The easiest solution is often to move the PC to a location that is lest susceptible to dirt and dust and provides more open air flow for the unit.

Treat or replace power supplies

Power supply modules have their own fans and it is much cheaper to simply replace the entire power supply than to attempt to replace it's fan.

There are several additional options for higher-end PCs that include water-cooling kits, additional component fans, phase change units, and temperature/humidity controlled facilities.  A Seras professional will be happy to answer any additional questions related to cooling servers and high-end PCs.

Can You Spot Your Hidden IT Risks?

We all know about risks.  We all have experienced risks in our lives.  The decisions we make as a business owner all have risks.  Some risks aren't always that obvious.

That is the case when it comes to IT.  IT is a big part of your business. It helps your business move forward, grow and run efficiently. However, with technology comes some great risks. IT risks aren't always obvious. They are often hidden and hard to spot.

In order to protect your systems and technology from those hidden IT risks then you need to have a plan in place and take actionable steps towards mitigating those risks. You also need a team of qualified individuals who can help. So what are some of those hidden IT risks?

The folks at Techopedia recently put out a great article entitled Your IT's Risks are Hidden - Can you Spot Them? I would encourage you to check out that article written by Brent Whitfield.  They detail several hidden IT risks and actionable steps for you to take in order for you to protect your businesses technology.

We would love to talk to you about ways that we can help protect your company from these and even more IT risks. Contact us today at 803.233.9216 or through our contact page.

Six IT Myths that hold your business back

Merriam-Webster defines a myth as "an idea or story that is believed by many people but is not true." There are many myths out there such as: lightning won't strike the same place twice or people only use 10% of their brain.  In the business world, there are several IT myths that are often misunderstood by many managers.

We are going to breakdown six popular IT myths that are holding your business back and keeping it from growing, from gaining a competitive edge and completely ruining your productivity. Many of these myths tie into each other. At Seras we believe that once you see these IT myths for what they are, ideas that are believed to be true but are false, and you begin to act upon this new knowledge that your business will grow and succeed. We believe your productivity will increase and your frustration level will decrease.

IT Myths:

Myth #1 We don't need regular maintenance or monitoring

This is a very common IT myth. Usually this myth is believed by business owners who haven't yet encountered a major IT disaster. We don't have that many computers and we don't really use that much technology.

Computer systems are complex and they need regular updates and maintenance to help them to function properly. The only way to keep competitive in your field is to ensure that you and your employees are current and up-to-date with their computer systems. You need computer systems that are secure, reliable and fast. In order to do that, you need regular maintenance and monitoring. Here are a few areas that need to be monitored and managed monthly and even more so, weekly:

Security Patches

Firewall updates and monitoring

Backup testing

Malware and Spyware protection

Hardware monitoring

System optimizations

Myth #2 IT Support is Reactive

As we see from the first of the IT myths, IT support needs to be managed and monitored on a routine basis.  The common belief is that I don't need IT support unless something has gone wrong.

Yes, you do need IT support if something has gone wrong. IT companies need to be reactive towards issues that come up. However, more important than being reactive, an IT company needs to be proactive in protecting your business from encountering these issues. By waiting until a problem occurs businesses will lose time, productivity and money. Waiting until you have an issue is simply a costly and inefficient way to run a business. If the issue you are having affects only one employee then you lose that employees productivity for that time and are still paying for them to work. If the issue affects more than one employee then... well, you get the picture.

Reacting is not a strategy, being proactive is. Begin to develop a proactive IT strategy with an IT company which will help assess your current situation, forecast for future problems and actively seek out ways to prevent these issues from occurring. When unexpected issues do come and you need someone to react to an issue that has occurred then your IT company will be able to help with this. Seras, by the way guarantees the fastest response times in the Columbia, SC area.

Myth #3 Anyone who is tech savvy can handle anything that comes up

You won't believe how often we hear something along this line when talking with business owners. I know my way around a computer. Our accountant's boyfriend is a young guy who is pretty good with technology. We've heard it all.

While you may be able to get by and survive for a little while with those solutions. That can only last so long and what wasted expenses have incurred? With lack of knowledge and experience leads to much trial and error. With much trial and error comes a lot of wasted time. If you're handling your own IT work, then who is doing your job? If you're wasting your time trying to resolve an issue that is over your head then who is managing your business? There are tons of dangers and risks with handling your IT needs on your own, especially if you only know a thing or two about computers. You put your business at risk of data loss, security breaches and costly computer replacements. If you have a friend or a friend of a co-worker who is tech savvy then how invested are they in doing the job right? How invested are they in accomplishing your business goals? If your accountant's boyfriend is helping you with your IT, then what happens when your accountant leaves?

Having an outsourced IT company handle your IT needs is not only the right way to do it, it's the best way. An IT company, like Seras, is trained and has the knowledge it takes to handle complex issues. Don't fall into the supposed cheap trap of relying on a tech savvy person to handle these complex issues. Rely on a qualified company with trained technicians who can handle this without you having to worry.

Myth #4 An Internal IT Department is better than outsourcing to a Managed Services Company

Many companies believe in one of the most believable of the IT myths: that the solution to their IT needs is to create their own IT Department. We discussed this topic a few weeks ago here about why outsourcing to a Managed Services Company is the right choice. Here are just a few reasons (not all) why outsourcing your IT needs is the right choice:

Full-Time IT people are expensive and actually cost more than outsourcing

High cost of turnover

Difficulty for you to hire and evaluate the staff

Added responsibility on you to manage IT Department

Your time spent hiring, training, replacing, re-training new IT staff

Myth #5 We use an IT company already; It's too difficult to switch and all IT companies are all just the same anyways

This is another one of the most popular IT myths that we hear. There is no such thing as an easy transition in business. There will be some form of discomfort involved with any change. It doesn't have to be that difficult or painful. Don't let short term discomforts affect your long-term strategy. Doing that will only hurt your business.

Not all IT companies are the same. The right IT company will take the time to analyze your current processes, will listen to what your goals are and will develop a plan for transitioning you to a substantially more efficient IT system. The right provider will establish a long-term plan for your IT needs that will help maximize the productivity of your business. At Seras we've been able to positively transition some of our clients from being unhappy with their old IT provider to being 100% satisfied with us.

The right IT company will make sure the process of switching IT support providers as painless as possible.

Myth #6 IT companies only care about billable hours

As with many consultant and service companies, IT companies typically bill at an hourly rate. There may be a few IT companies that care only about billable hours. However, you will find that most IT companies make an effort to make sure that both parties are clear and in agreement about the scope of a project. The IT Company is more concerned about a long-term partnership with you rather than quickly maximizing billable hours. This is in the interest of both you and the IT company's best interest. At Seras, we want to build a strong and long standing relationship.

Seras is the right choice. Contact us today and find out why we are not only the right choice but the best choice!

7 Tips for IT Device Management

Do your computers and other IT devices always seem to fail during the last few minutes before a critical deadline?  Do they quickly become frustrating due to speed, features, performance, compatibility, or appearance?  Here are some ways to keep you and your staff running smoothly and spend less time worrying about IT problems.

Physically Protect your Investment in IT Devices

Laptops, tablets, phones, and other IT devices are becoming more and more expensive.  Many of these devices are used in a variety of work environments - some are used within a strict area such as in exam rooms 4, 5, and 6 in a doctor's office.  Others, however, may visit construction sites across three states in one single day and be exposed to concrete and sheet rock dust, water and other liquids, bouncing or dropping, or dirt and grime in general.

Evaluate the specific users, uses, and environments in which each IT product will be used and purchase a protective case that will exceed each individual set of requirements.  Why put a pretty, sleek case on an IPad for a foreman that is visiting rough environments or a bulky, heavy case on a tablet or laptop that is only used in a physician's office?

Update Operating Systems and other Important Programs

Hackers and their viruses are similar to the flu, however they are a year-round problem.  They are always upgrading, learning, and finding ways to beat the latest and greatest versions of anti-malware programs.  To protect your investment in IT equipment not only must you keep your operating system updated, such as performing basic MS Windows Security Updates, but you must keep your end-point malware and virus protection programs up to date.

In yet another example, lets assume that protection is in place.  Often, a new software program is purchased and loaded onto a network for a small business.  At the last minute, one or two IT devices are found that are "not compatible" with the new software.  Furthermore, it is discovered that the users of these devices were not performing even the most basic software updates to their operating systems.  At this point, the initial software upload becomes a multi-day install that sparks last minute employee education.

Keep Your Staff Informed and Trained

Performance, preservation, and maintenance of your IT equipment should be a staple of your company culture - as important as maintaining a clean facility or following dress codes.  Employees do not need to be experts to understand some of the basics - password management, upgrades and basic virus protection, and the risks of unsecured or potentially dangerous links or attachments.

Purchase the highest Quality IT Equipment that will meet your Requirements

Not every customer needs the latest and greatest, but many suffer from saving a few dollars on a lower-quality product.  Re-furbished PCs, knock-off tablets, and many other low-cost options are available for purchase.  In most cases, these products use low-quality hardware components and leave users disappointed with life-span and warranty services.

Upgrade before it is too late

Don't let your aging IT device leave you in a bind while on the road or working to meet a deadline.  At some point, all devices fail due to the number of components that keep them running.  IT products are constantly changing and big bulk suppliers are always offering big sales on various items.  Keep your eye on replacements and when the right value is found, make the purchase and upgrade before its too late.

Always have a Fallback Team for Support

Perhaps most important for business continuity is to have an affordable, reliable IT service provider that can provide a quick turnaround for problems that are not able to be resolved by in-house staff.  Seras prides itself on offering same day service in most cases, and guarantees 24 hour response to all service requests.  Furthermore, our management staff is available 24 hours a day to handle any request that our customers may have.

Seras can also provide routine support for all of your IT components along with staff training and services related to all of the prior tips noted above.  Click here to get started!

Scanning Benefits for your Business

As a business owner or manager one of your goals is to find opportunities to help your business enhance the security of your data, become more efficient and reduce operational costs. One opportunity for businesses to accomplish those goals is document scanning. Last week we discussed when is it time to start using a document scanning service. This week we will discuss why you should start using a document scanning service. Here are some of the scanning benefits that your company can discover:

Scanning Benefit # 1: Additional Office Space

When you take advantage of document scanning services you reduce the amount of wasted space in your office. Space that is often wasted in an office are tons of file cabinets, excess boxes and desk space. Not only do you have more room to work but you provide more space for other office equipment and supplies that you need in your office.

Scanning benefits that frees up office space can help businesses in this regard:

Re-use office space for staff to focus on more profitable, core business activities

Additional workstations and people, avoiding costly office moves due to lack of space

Move to a smaller location and benefit from lower facility and housekeeping costs

Helps to de-clutter your office space which helps reduce stress on you and your employees

Employees can enjoy their new office space and be more productive - A cleaner office boosts employee morale

Scanning Benefit #2: Enhanced Security

Data security is at the top of the goals and concerns for all business owners and managers. There is a much larger risk of paper documents being damaged, stolen or lost through fire and flood. With digital file management comes control and reduced risk. Manage access and exceed your security goals - should the housekeeping staff have access to your company, employee, and client files? Should employees have access to payroll and benefit information? Electronic records allow for simple-to-use security measures that are easily managed.

Improved security, peace of mind and data protection compliance

Scanned documents can be securely stored in a document management system which has security requirements and access to be available only at certain user or role levels

Scanned documents can be regularly backed up

Scanned documents will remain in the same pristine condition from the time they are scanned, as opposed to paper documents where the quality of the document is reduced over time and wear occurs

Permanently capture older, damaged documents with crystal clarity and protect important files form weather damage and theft - with records properly stored and backed up, you can eliminate the worry of flood, fire or other damage to stored paper files.

Scanning Benefit #3: Increased Efficiency

Once your files are scanned, you will be able to retrieve files faster, reduce workflow downtime, and provide enhanced customer service. With patient or client files at your fingertips, there is no longer a need to send staff into storage rooms, attics, basements, storage providers or to storage units looking for files.

Scanning documents provides the opportunity to create and complete many levels of workflow efficiency by allowing multiple-user access to files or folders and by giving employees the ability to fit those documents into appropriate and relevant record keeping functions. Whether you need 24/7 access to all files or occasional access to some files, scanning and organizing your documents in an electronic medium is faster and more efficient than sorting boxes full of papers.

Scanning Benefit #4: Reduced Operational Costs

Maximize storage space, eliminate file retrieval down-time and costly records storage services. By having your files stored digitally in-house, you can greatly reduce the time and man-power it takes to locate files.  Less work hours need to be spent searching for files and scavenging through boxes and file cabinets.

Scanning Benefit #5: Enhanced Company Image

If a vendor, associate, or customer requests a document from a closed file, how long does it take you to get it to them?  In most cases where an outsourced storage service is used, it takes about three days.  Scanning services allow you to send requested documents within minutes, thus enhancing the image of your company in the eyes of the requestor.  Going paperless boosts productivity and boosts a company's responsiveness toward requests from their clients/customers.  Moving to a document scanning service also gives companies an edge over their competition.

Additionally, Seras provides disks with your company logo and any other requested labeling information that can be provided to your customers, vendors, or associates with closing letters or other correspondence.  This not only enhances a company's image, but reduces call backs for requesting old files.

The benefits that a company who moves to using a document scanning service can enjoy follow a path. With scanning, companies have the benefits of a cleaner office which helps boost employee morale, which helps produce a more efficient workplace, which reduces the operational costs and allows for an enhanced company image and security.

Click here to learn more about the document scanning services offered by Seras.

When do I start Document Scanning Services?

During a recent conversation about document scanning with a customer, an interesting comment was made: "We have plenty of room in the office right now, and we can just put files in a storage unit if we need to."  This may sound like it was said by someone who is decisive and practical, but he was actually unorganized, short-sighted, and/or not concerned with protecting client information.  It also sounds like a cheap alternative to expensive records storage service programs.  The reality is that this comment was made by a successful attorney with 10 years experience working in both large and small firms.

The difference between the past and this current conversation is that the costs associated with records management are now coming out of his pocket - he is now a partner at a firm with more than 30 attorneys.  This particular attorney will be kicking himself for not implementing a document scanning strategy early in the life cycle of his firm.

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The tremendous frustration felt by many firms around the country and costing them tens of thousands of dollars follows a fairly consistent path: closet to storage unit to additional storage units to large-scale storage service provider to scanning.  As businesses grow, especially law firms, the amount of paper generated through closed legal cases exponentially compounds.  Most decision-makers are unaware of the large volumes of paperwork that begin to pile up over time.

As stated previously, most firms begin by placing closed case paperwork into closets and storage rooms located within their office.  Things quickly get overwhelming and the decision is to fix the problem with a band-aid: rent a storage unit.

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How many attorneys do you know that are going to put 20 boxes of closed case files in their car and take them to a storage unit in Columbia during mid-August?  So how do these boxes get to the shiny new storage unit or units?  Typically it is the runners and office assistants that are tasked with transporting files to storage units.  Runners are part time, often seasonal, employees that have no vested interest in proper file management or oversight over this process.  How often is an office manager or partner going to visit a storage unit and inspect the condition of records or how they are organized?  6 months after the last runner leaves, a file is requested from the storage unit, and the new runner is unable to find it (or just doesn't have the physical strength to get to it).  Fortunately, this new runner can blame the problem on the last runner and the cycle continues.

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Eventually, a catastrophe occurs: flood, fire, damage, theft, or the dreaded visit to the storage unit by the managing partner.  Once this happens, the decision is made to begin using a document storage service center.  The sales process is fairly straight-forward - "we'll store these boxes for you and it only costs about a quarter per box, per month.  If you need something out of one of them, just let us know and we'll bring it to you."  The reality of this new program doesn't set in for about a year.  Pricing schedules are multiple pages including fees for retrieval, delivery, rush delivery, failure to locate, permanent removal, destruction, re-file, indexing, and many more.  What originated as a $X.XX monthly bill has now tripled and continues to grow. 

After a thorough review of the current document management process, an attempt is usually made to switch to a new storage service provider.  At this time, decision-makers are made aware of what the industry terms as "hostage fees".  The costs for removal from the storage facility creates a situation in which it is not financially feasible to permanently remove these boxes from the facility.  This includes shredding boxes of records that have met their retention life span.  Now the firm is in a situation in which they do not feel that they are getting a great value and are using the following process to retrieve a single document from storage:

An attorney requests a document from a closed case

His/her paralegal makes the request to the office manager or runner

The runner or office manager has to locate the case and box by index list

The runner or office manager has to call an automated phone system requesting the material

Typically, a second call is required to schedule the delivery

The service provider delivers the file to the runner or office manager

The office manager or runner gives the file to the paralegal

The paralegal copies records that are needed and returns the file to the runner or office manager

Another phone call to an automated system is made to schedule the pickup of the file for its return back to the storage facility

There are quite a few people involved in this process, which can often take several days.  Many might say, "this is a lot of great information, but what are my alternatives?"  The South Carolina Bar states that "there appears to be no prohibition against placing the files on a medium, such as a computer disk, microfilm or microfiche, and thereafter disposing of the original hard copies, as long as there is no prejudice to the client.  The attorney should also make reasonable efforts to ensure confidentiality with all suppliers and vendors who would have access to client records.  SCACR 417 (d) provides that records may be maintained by electronic or other media provided that they otherwise comply with this rule and provided further that printed copies can be reproduced."

So how do you retrieve a file using the document scanning process?  Much simpler than with storage services:

An attorney requests a document from the office manager or head runner

The runner emails the requested file to the attorney or prints them and hands them to the attorney

This is truly as complicated as it gets.  Period.

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The document scanning process is as follows:

Boxes are provided to the firm at no charge

As cases are closed, paralegals or attorneys place the closed cases into boxes

When a box gets full, a runner takes them to a holding area

Once per month (or as needed), the runner contacts Seras for a pickup

The boxes are labeled, transported to our facility, tracked, prepped, scanned, and electronic copies returned to the runner

Following approval, the hard-copy records are shredded via a certified shredding process

Hard copies are gone, taking up no space and are not susceptible to flood, fire, theft, damage, or other potential loss.  Access to records is virtually immediate, with no long-term commitment and easy budget forecasting.  Retention is indefinite, with easy backup to off-site servers for continuity and peace-of-mind.

The costs for document scanning services vary from customer to customer depending upon their organizational requirements.  More importantly, Seras has documented numerous customer scenarios in which direct cost comparisons between storage and scanning show a much higher value with document scanning services.  Click here to learn more about document scanning with Seras.