Add Efficiency To Your Small Business With Peripheral Technology
By Richard Oppenheim, CPA, CITP
My life is surrounded with technology and a wide range of support products. Perhaps my office is no different than yours, with packages, memo paper, assorted recharging plugs, boxes of CD sized disks that contain software, data files, press releases, and a few movies.
There is a continuing requirement to change things in my office. It is not just my hidden Feng Shui perspective, it is the need to gather new devices, repair or replace old ones, add more technology and so on. Every month, and often more frequently, we all receive data and opinions about the latest upgrades, enhancements, and new products that are soon to be available on the market.
Of course, our first review of the choices rarely considers the additional funds that we would have to expend to obtain the newest and greatest. However, users of technology do so, not at their peril, but to support their business and personal lives. This is an ideal time, just at the cusp of the seasons of audit and tax production to describe some new and usable products that are being added to my office.
It seems that nobody likes to back up data. As important as the process is, one would think that backing up would become as natural as checking sports scores and stock prices.
Backing up all of the collected data, images and graphics that rest on our computers is something that is not done frequently enough nor with sufficient effectiveness.
Backup
Memeo is an auto backup program from Tanagra, Inc. Originally sold to the consumer market, memeo now comes in a version for the multi-computer small or home office. After installation, you can set the preferences for backups to copy and archive folders or files to any drive on the network. Memeo’s multi-destination solution works with any combination of on-line and off-line storage devices. The backup software executes in the background which enables the system to handle backups while doing other work. When you take the laptop on the road, the software tracks all changes made to any files, or if new files are added. When your return to the office all updates to the backup archives will be completed automatically.
One more feature is the powerful search engine that provides a seek and find capability to locate and then restore a single file, an entire folder, or an entire drive. Security and password protection can be implemented at the data or user level.
Mobile Accessories
I discovered a company that makes a lot of products to safeguard your computing experience, especially when you take the computer on the road. Digital Innovations has a whole catalogue worth of devices that can provide some peace of mind when carrying your computer around. OK, it is not a big catalogue, but here are the devices that you can review and determine how important they can be.
- Secure Force™ Wireless Separation Sensor
Protects your electronics by sounding an alarm if the computer or luggage has been moved a few feet away from the receiving device you keep in your pocket.
- iSpot™ Wireless Lost Item Locator
Attach a locator fob to keys, PDA or cell phone holders, remote controls, etc. Like finding your car in the oversize parking lot, hit the transmitter and follow the sound.
- Data Guard™ USB Thumbdrive Lock
This locking mechanism protects any USB flash drive from being used by anyone else.
- Retractable Laptop Lock
Protects your laptop or tablet PC from being taken away if your back is turned.
- Media Vault
This lockable case can hold small disks, CDs, flash drives and fit within your computer case.
- PC Defender Wireless PC Screen Lock
This 2-piece unit has a transmitter, keep in your pocket, and a USB connector. When you move more than 7 feet from the computer, the screen goes blank and stays that way until you return.
Mobile Utility Software
IOLO System Mechanic has everything you need to diagnose and fix problems that crop up just a little too often. The tool set includes programs to fix stubborn errors, accelerate performance, maintain PC performance, protect against viruses, hackers, spyware, and adware. What I particularly like is the fact that the product can be executed from the CD drive. There is not a requirement to install and go through all sorts of installation preferences, link to a website for registration and then be able to use it. When loading the program you will have to enter the user id and serial number. So remember to always have that information available.
With version 6, System Mechanic stays in front of the utility curve. $70 to buy, with a $40 upgrade price is good value.
- PC Repair Wizard automatically diagnoses and fixes problems with hard drives, system components, installed software, hardware, and more.
- PC Security Optimizer finds and repairs Windows security flaws that can be attacked by spyware, adware, viruses, hackers, and identity thieves.
- PC Cleanup Wizard removes all forms of PC and Internet junk.
- Using the PC Acceleration Wizard, you can automatically optimize system settings and eliminate velocity bottlenecks for maximum gains in overall performance.
- PC TotalCare™ combines System Mechanics into a single one-button interface.
- Antivirus and Firewall Protection
System Mechanic Professional Spython™ tool eliminates spyware infection and uses proprietary methods to stop parasites before they start.
- System Shield Professional protects your PC from attempts at stealing private or confidential data.
- DriveScrubber overwrites and removes all data to ensure 100% security.
There are a host of other features that are included with System Mechanic, which translates into buying one product instead of several.
Finding WiFi Spots
The world is expanding the locations of wireless access points almost as fast as coffee bars. So when you are traveling or just driving around looking for a spot that you can connect your laptop, you need to determine where a wireless link is or is not accessible. One way is to keep your laptop open and view available wireless networks every so often. Another way is to use the Canary Wireless Hotspotter. This clever little device has a single purpose – locate wireless networks within several hundred yards. The model HS10 available now has an LCD screen and has a single line scroll message that identifies any wireless network, the channel being broadcasted, signal strength and encryption control.
The HS20 is due out in Q2 and will have several enhancements including: multi-line enhancements, rechargeable batteries, continuous scan mode and more. This is one of those simple devices that work providing simple and very useful information. When traveling through Las Vegas the wireless access points were spotty. Using the Hotspotter made it easy to discover wireless access inside and outside the hotels.
Pricing for HS10 is $60, msrp for HS20 will be $70.
Pocket Sized Scanning
Another miniaturized device that has made it into my road warrior tool kit is a scanner the size of a pen. Planon’s Docupen provides scanning when you need a copy of a page, a contract, an image, or a newspaper article. The Docupen is a pocket portable scanner the size of a fat pen. Slide it open and you can scan up or down an entire text page or over a small or full sized image. The Docupen has internal memory that can hold up to several hundred documents which can be any combination of separate text pages, photographs, business cards, newspaper articles and more. At any time you can connect the Docupen to a computer via USB cables. While connected the batteries are recharged.
The model RC800 is a full color scanner and retails for $300. There are other models for $100 less, the 700 models are only black & white. The scanner is bundled with OCR software that can be installed on your computer to convert the scanned text documents to editable text for inclusion in any word processing document.
Office printing
Small office printers have come a long way since the first 9 pin dot matrix models. Increased speed and features have matched the enormous improvement in quality. While many locations have one printer for every computer, it is clear that one printer can easily handle up to 9 individual computers most of the time. The exceptions are when two people have heavy reports that need to be done now.
Place into service a printer like the new X8350 from Lexmark. This full-featured printer can map to any SOHO location and attach to the internal network. The device is an All-in-One which can release a lot of desk space and free up some electrical outlets. The printer can scan, fax, print B&W or color. In addition, the printer has built-in photo editing so you can crop and adjust images without having to learn how to use Photoshop or some other photo software.
Do you need high level security?
If you or a client needs more than just password controls to protect a premises or your computer systems, there is a whole branch of security devices called biometrics. I will be writing more about this over the next several months. However, I did see a new type of biometric device at CES. Fujitsu Computers has developed PalmSecureTM which is a PDA sized device that reads the vein pattern in the palm. This is more than just a fingerprint and much harder to forge. As I mentioned there are several biometric and other security devices that need to reviewed and will be covered during the year.
I like these new additions to my office. I would expect that you will be adding some new devices soon after April. Let me know what you like and find cost-effective.
About Author:
Richard Oppenheim, CPA.CITP, has used and written about technology for more than four decades. He currently provides advice through the Oppenheim Business Group. He can be reached at richopp@oppenheimgroup.comor through his Web site, http://www.oppenheimgroup.com .
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