Developing a Solid Technology

Infrastructure

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Developing a Solid Technology

Infrastructure

Introductions

Laura QuinnIdealware

Ken MontenegroAsian Pacific American

Legal Center

What We’ll Cover Today

– Hardware Infrastructure

– Data Backup

– Software Infrastructure

– Support: The Human Side!

Hardware

Computers, Phones and Networking, Oh My!

Computers

Staff Shouldn’t Be Sharing Computers

Buying fewer computers

might save a tiny bit of

money, but it will waste a

huge amount of time.

You Should Buy Staff New Computers

New computers aren’t so

expensive. And have

warranties.

Old computers = old

problems. And lots of

setup time.

Refurbished could make

sense for client facing

computers

Laptop or Desktop Computers?

• Mobility

• Modularity

Desktop:

• Value

• Durability

• Security

The Bottom Line: Desktop unless mobility is paramount

vs.Laptop:

Don’t Buy More Than You Need

Aim for mid-priced computers

Prioritize memory over

hard drive space

Resist upgraded sound

and video

Computers aren’t a long term investment

Mac or PC?

Mac

Mac

• Beloved by designers

• Some cheaper software for

design and video editing

PC

• Much cheaper

• Easier to find support

• Easier to network and run

in a business environment

The Bottom Line: PCs unless you are doing design-heavy work

vs.

How Long Does a Computer Last?

2 to 3 years 2 to 4 years

What Kind of Replacement Cycle?

• Smaller outlays of

cash

• Allows for purchasing

flexibility.

• Simplifies planning and

budgeting.

• Foster consistent

infrastructure.

Can make sense for larger

orgs

In bulkAd-hoc

Often convenient for smaller orgs

Printers

Printers

How Many Printers Should You Have?

Rule of thumb:

1 Per 20

People

But yes, it depends:

• How fast are the printers

• How much do you print?

• How spread out is your

office?

• Is there a need to keep a

privacy firewall between

staff members?

Your Printers Should Be Networked

They should be

connected to the network

rather than a computer.

That way, they can be

controlled by a server and

shared by many.

And one network printer costs less than many individual printers.

Inkjet or Laser Printers?

Inkjet

• Cheaper to buy printer

• More expensive to

operate

• Slower than lasers

• Lower printer quality

Laser

• More expensive to buy

• Cheaper to operate

• Faster than ink jets

• Better print quality

The Bottom Line: Choose a laser printer over ink jet.

vs.

Other Printer Considerations

Black & White

• Q: Color or Black &

White? A: B&W

unless you frequently

run out to make color

copies

• Q: Wired or Wireless?

A: Wired. Wireless is

unlikely to be worth

the extra expense

Look into duplexing and make sure you factor in toner prices

Do You Need Other Devices?

Scanner

A single scanner (if

any) is likely to be

enough

Fax Machine

Can you use online

replacements, like

eFax?

Copy Machine

How frequently do

you need copies you

can’t make on the

printer?

Phones

Phones

You Need Phones

Reliable phones are absolutely mission critical

VoIP vs Plain Old Telephone Service

Plain Old Telephone

Service (POTS) uses

tradition telephone

company lines for phone

service.

VoIP uses Internet

technology for phone

calls. Cable companies

often provide VoIP

phone service.

PBXs

If it ain’t broke, don’t fix it.

Private Branch Exchange:

• Let you have more

phones than phone

lines

• One organizational

phone number

• Centralized voicemail

• Easy transfers within

office

New Phone System: Don’t Go It Alone

Hire a consultant to help

with:

• Selection and planning

• Installation

• Configuration and

maintenance

Mobile Phones

If you do…

• Develop a usage

policy. Communicate it

clearly

• Consider smartphones

• Get insurance

Only give out mobile phones if the need is clear.

Overall Hardware Replacement Cycles

More frequent

Less frequent

2 to 3 years

2 to 4 years

4 to 5 years

Until you tire of it

Networking

Networking Can Seem Scary

What

should we

do about

security?

What about backups?

Do I need a

server?

How should

we connect to the

Internet?

What about

sharing

files?

How Should We Connect To The Internet?

Internet Access

• DSL (Digital

Subscriber Line)

• Cable modem

• Higher-end

(T1, fiber, frame

relay…)

Do You Need a Server?

Consider a server if you have two or more staff.

• Servers can centralize

file storage and

printing.

• Servers can control

user access to files

and printers.

• Larger organizations

need more

sophisticated servers.

Do You Need a Firewall?

You need a firewall

Firewalls:

• Hide machines on your

network from the

Internet

• Keep malicious

information from

reaching your network.

Do You Need a Router?

You likely need a router. But you don’t need to

spend a ton -- just look for something well reviewed

• Robustly connects

multiple computers and

printers

• Let your network “talk” to

the Internet.

The router and the firewall

are often the same device.

Do You Need a Switch?

Each network device

plugs in to a port on the

switch.

On smaller networks, the

router, wireless

router, firewall and switch

may be the same device.

You don’t need a switch unless you find yourself running out of ports.

Virtual Private

Network (VPN)

GoToMyPC

Cloud-Based

Applications and

File Storage

Remote

Desktop

How Can I Give People Remote Access?

Data Backup

Thinking About Backup

• What should I back up?

• Which backup software

should I use?

• Where should I store

backups?

• How do I know my

backups work?

Backup Methods

A CD in your sock drawer

is not a backup method

Can back up to:

Flash drives

Cloud-based storage

Hard drives

Tape

Cloud File Storage Can Be A Great Option

Caveat: You need a reliable Internet connection

File storage, remote

access and file backup

in one solution. But

get vendor assurances

on security and

access/ownership

Your Software Infrastructure

Check out TechSoup for huge discounts on Microsoft products

Productivity Software

Microsoft Office

Open Office or

Libre Office

Your staff need software

for word-processing and

spreadsheets to do their

work

Email and Calendaring

Microsoft Outlook (and Exchange) Google Apps

Google Apps can be a very interesting and viable option

Collaboration

Collaborative documents or wikis?

Google Apps

Do you need software to help you manage projects or collaborate?

Project management tools?

What About “Cloud” Software?

Rent access to a system

rather than buying

software.

You access it via a web

browser, and the

vendor maintains it.

It’s likely as secure as

anything you have onsite.

Pay Attention to Versions

If all are using the same software version, they’re much easier to support

Keep Up With Updates

Make sure all staff are

up-to-date with security

updates

Larger orgs should

consider tools to “push”

updates out to everyone

Make Sure Your Software is Legal

Understand your

software’s licensing

Track software

installation and license

count.

Licensing violations can

be expensive

Supporting Your Infrastructure

You’ll Need Humans to Support All This!

Someone needs to:

• Help your staff with

questions or problems

• Troubleshoot technical

issues

• Make sure software

updates are installed

• Make strategic decisionsabout new investments

• Purchase new hardware

when needed

Reduce the Support Needed

• Keep infrastructure

simple.

• Use hosted (cloud)

solutions where

feasible

If you don’t have IT staff, plan your tech to reduce support

Should You Do It Yourself?

Hire staff to

handle all IT

functions

Outsource

the entire IT

function

Hire consultants

for specific, point

projects

Outsource your help

desk but keep

strategy in house

Outsource strategy

but have someone

in-house to help staff

A director is

responsible for

decisions but all

work is outsourced

When Should You Hire?

Think about IT staff when:

• Staff requires regular,

on-site support

• Complex IT or software

infrastructure

• Organization is growing

• Vendor management is

a key issue

When Should You Hire A Consultant?

Consultants (or long-term

volunteers) can be very

useful to

• Setup and implement

new systems

• Provide scheduled

support and

maintenance

• Provide remote help-

desk support

• Help with short term

projects

Contractors can complement regular IT staff

When Should You Outsource It All?

You can hire firms that will

take on the entire IT

function. When does this

make sense?

• You have little tech

experience in-house

• Technology is not a

strategic advantage

• You need lots of

specialists

Questions?