Jenaly FYI.T.

Shocking CBS News Report Reveals Why Your Office Copy Machine is Actually A Security Time Bomb

 

This just in: According to a recent CBS news report, copy and multi-function machines in offices contain a huge, unknown security risk that all businesses must address immediately or face the legal, financial, and PR repercussions of a security breach.

A Surprising Fact About Your Office Copier

Nearly every printer, copier and multi-function machine manufactured after 2002 contains a hard drive that stores the images of every document you’ve ever copied, faxed, or scanned. These document images stay on that machine’s hard drive forever and can quickly and easily be reproduced with a little know-how. Surprisingly, this little fact has not received any press – until now.

A CBS Undercover Investigation

In April of this year, a reporter went undercover to a New Jersey copier warehouse that had over 6,000 used copy machines in stock for resale. This investigation reveals a shocking fact – it’s incredibly easy for a person to retrieve and reproduce every single document ever scanned, copied, or faxed through the machines available for resale. 

As part of the investigation, the CBS reporter pulled 4 random machines that were available for sale and purchased them for approximately $300 each. These machines were immediately loaded onto a truck and delivered within 2 hours to this reporter’s office. Using a free application available online, he was able to access the hard drive of each machine and reproduce the documents within 30 minutes. What he uncovered was unbelievable.

Disturbing Facts Revealed By The Investigation

They discovered that one of the machines was formerly owned by the City of Buffalo, New York, Sex Crimes Division. In no time at all they were able to access over 249,000 documents that passed through that machine, including lists of sex offenders and crime data. Another machine from the Buffalo PD Narcotics Division  contained a list of drug raid targets. The third machine was from a construction company. It contained blueprints of buildings, over $40,000 in check copies, as well as pages of paystubs, names, and the social security numbers of employees.

But the fourth machine was the most disturbing. It was previously owned by a New York health insurance firm and contained over 300 pages of detailed medical records including drug prescriptions, blood tests, and even a cancer diagnosis – all which blatantly violate the new HIPAA laws.

Know What Your Responsibility Is

Before you trade in, resell or dispose of any office copier, scanner or multifunction machine you MUST make sure the hard drive is wiped clean of all information as you would any computer in your office. Failure to do so could result in damaging security breaches and identity theft for your company, staff, and customers. This goes DOUBLE if you use your office machines to scan, fax, or copy social security numbers, credit cards, or medical records of any kind.

As always, we are here to assist you with all things digital. If you are getting ready to dispose of or trade in a copier, scanner, fax, or multi-function machine, give us a call. We can make sure your data is forever erased and inaccessible to criminals looking for an easy hit. Call us today at 603.431.7864.

 

 

Meet Karen Velonis, Jenaly’s Newest Employee

Karen Velonis joins the Jenaly team this month as our Administrative Assistant. Karen’s background includes over a decade of management and administration within the medical industry where she participated in and supported several technological implementations. While Karen’s new role here at Jenaly will include many administrative responsibilities, she also obtains the essential task of coordinating & scheduling Jenaly’s resources to meet our clients’ individual and urgent needs. Karen attended Plymouth State University and currently lives in NH with her husband and St.Bernard. We are thrilled to have her as part of the team—welcome Karen!

 

Measuring Client Satisfaction, 1 ticket at a time

 
If you are already a Jenaly client, you may have noticed that for the past month you’ve been receiving brief surveys via email after certain tickets are completed. These surveys are another way that we are trying to ensure that we are providing the best possible service and improving communication. While each ticket can vary, our overall goal is to have satisfied clients. Your feedback is so valuable to us and we cannot thank you enough for answering our brief 6 question surveys.

Here is what our survey looks like:

 

Green IT Idea of the Month

Remove Active Screensavers

Did you know that a monitor uses the same power to run a screensaver as to run a Microsoft Windows application? Actually, some graphic-intensive screen savers can use twice as much energy and might prevent a computer from entering sleep mode.

Read more:

 http://www.greenbiz.com

 

Monthly Contest

Submit your answers at our website:  www.jenaly.com/contest  or by e-mail to contest@jenaly.com. Make sure you include your name and phone number, the question number and the answer letter (for example, 1a, 2b, 3c, 4d). Entries are judged by the date and time received, as well as correctness. Check your answers in next month’s issue. 

Can you Guess which July 4th themed Songs these Lyrics come from?

1. “A thoroughfare for freedom beat”
a) America, The Beautiful by Katharine Lee Bates b) Battle Hymn of the Republic by Julia Ward Howe c) Taps by Daniel Adams Butterfield d) Some Gave All by Billy Ray Cyrus 

2. “That ribbon of highway”
a) Only in America by Brooks and Dunn  b) This Land Is Your Land by Woody Guthrie c) What the Flag Means by Mark Heffron  d) Stars and Stripes Forever by John Philip Sousa

3. “You’re the emblem of the land I love”

a) God Bless America by Irving Berlin b) You're A Grand 'Ole Flag by George M. Cohan c) America or My country, 'tis of Thee by Samuel F. Smith  d) Courtesy of the Red, White & Blue by Toby Keith

4. “A real live nephew of my Uncle Sam”

a) God Bless the USA by Lee Greenwood b) The Star Spangled Banner by Francis Scott Key c) I'm a Yankee Doodle Dandy by George M. Cohan d) Battle Cry of Freedom by George F. Root

 

 

Need a Solution to Monster Sized E-mail? Archive It!

 

I admit it, I am a pack rat. I like to save everything! I think it comes from spending lots of time with my grandfather who when he passed away we discovered had 53 years of New York Times newspapers neatly stacked chronologically in his basement, from floor to ceiling.

As with most things, the time comes when you run out of attic space to store things—the same can happen with e-mail. 
 

More and more these days our clients are experiencing shrinking space on their server due to the enormous sizes of their exchange server databases. This is due to boatloads of saved e-mail.  While it may seem only natural to use Outlook as a personal file cabinet, that’s really not what it was designed for and it may cause you some serious problems down the road.

Over the years we have provided basic guidelines and training on how to use the manual archiving tools within Microsoft Outlook to try to help you manage this. While some users have embraced this exercise, others have not and we are finding more and more clients in precarious situations due to the size of their e-mail databases.

One terrific solution to this problem is using RADAR, an intelligent archiving solution delivered through our partner Reflexion Networks. RADAR is an acronym for Reflexion Archiving Discovery and Recovery and it is an impressive e-mail archiving solution. RADAR’s active archiving automatically stores a copy of all incoming, outgoing and internal e-mail in a secure, encrypted repository indefinitely, unless otherwise specified.

Users can access this e-mail from anywhere at anytime either right within Outlook or by logging into the RADAR online user interface. This portal has special search tools that make it easy to find an e-mail and even allows a user to recover any e-mail, attachment or even an entire e-mail conversation back into their inbox!

This solution is helpful on many levels—from basic archiving (in order to alleviate the common space issues clients experience with their exchange servers) all the way to backup and disaster recovery!  In the event of an Internet outage or server problem at your office, RADAR allows you to continue to send and receive e-mail while the problem is resolved.

We have thoroughly tested RADAR for several months and it is by far the best archiving solution we have ever seen. Several of our clients are already using this solution as well.

If you would like more information on how this can help your company please call us at 603.431.7864.

 

Shiny New Gadget of the Month

 

 

Flip SlideHD^TM

 

Why are so many people “flipping out” over the Flip Video camera? Because it’s small, super easy to use and lets you upload videos to your computer in seconds. What could be better? So glad you asked!  The makers of the Flip Video have just introduced the Flip Slide HD. 

This newest addition to the Cisco Flip family features a pop-up, three-inch screen and “touch screen” capability.  With double the record time of the original Flip, it supports 4 hours of video footage.  It holds up to 12 hours of compressed videos, snapshots, movies, and Flip Channels with its 16GB storage capacity. If you want to get really fancy, you can personalize your Flip Slide HD with your own images, patterns or designs. But the biggest reason this device has taken off is because of its simplicity and ease of use. You won't find complicated buttons and options -- just simple push-button recording. Plus the images and audio recording are fantastic, making it practically fool-proof. More information about the Flip Side HD can be found at www.theflip.com.

 

 

 

 

Ever Wonder Why...

 

¨ The third hand on the watch is called the second hand?

 

¨ “Slow down" and "slow up" mean the same thing?

 

¨ “Abbreviation” is such a long word?

 

One Big Reason To Ditch That “Free” E-mail Account

   Using a free e-mail account can be frustrating; no help organizing your messages, keeping track of appointments and deadlines, or staying on track with projects. Plus, if you want to share your electronic rolodex of prospects, vendors & clients with employees, it’s a pain in the rump. Worse yet, there’s no way to store and keep your e-mail data safe and secure, and no easy way to retrieve it when you need it.

The Answer To Your E-mail Woes

   For many businesses, Microsoft Exchange is the answer. This e-mail system automatically puts you and your employees’ contacts, e-mail, calendars, and tasks all in one place (Outlook) where they are easily accessible, backed up, and secure.

   But the cost of setting up this type of system used to be cost-prohibitive for some companies. A server needs to be purchased along with software and other network components. Even on the smallest of networks, this would add up to thousands of dollars for set-up plus hundreds of dollars each year for maintenance.

Fortune 500 E-mail, Mom & Pop Price

   “Hosted Exchange” is the cost-effective alternative. For the cost of a few lattes per month, you can have a great system for organizing your contacts, calendars and tasks, plus have peace of mind that your e-mail data is safe.

   Not convinced on features and cost savings alone? Here are 4 more reasons to consider Hosted Exchange for your business:

1) Quick Set-Up. Installing an Exchange server at your office could take a full day or more to complete.  With Hosted Exchange, there is no server to set up. Just connect to the Internet, enter your log-in, and you’re off to e-mail land.

2) Disaster Recovery. With Hosted Exchange, your e-mails, calendar, contacts and tasks are all stored in an iron-clad data center and then replicated to another data center. Even if the network in your office goes down, your e-mail service isn’t interrupted.

3) Grows As You Grow. Need an e-mail account for that new employee? Looking to upgrade Exchange to a new version? Hosted Exchange makes both these tasks a snap.

4) Keeps You In Synch. In real time, your laptop, home PC, work PC, and mobile phone all have the same e-mail, contact, and calendar information. 

Want To Learn More? Call Us Now:

603.431.7864

 

Green IT Idea of the Month

Sharing PC’s Can Save Energy & Money

Sharing computers in libraries, internet cafes and other public spots is not a new idea. However, some people are applying this concept at the workplace in their attempt to reduce their energy use by reducing the number of PC’s. This can be particularly effective in the instance of job sharing—1 PC can be used by multiple users at different times. Certainly security issues need to be carefully considered and solutions implemented, but this is a viable solution to greening up your IT.