CTO Tech Blog

First of all, thank you Marion for suggesting this week’s topic.

In a few days we will begin the year 2010.  Many people around the world start the year with at least one resolution with the hope of improving themselves or their lives in some way.  I’ve made my share of resolutions to exercise more, eat better, and many other well known promises, so this year why not do something a little different.  This year it’s time to take care of our computers and the data that we have stored on them.

Backups: I keep talking about backups because I’ve seen way too many businesses loose data when it could have been avoided.  We need to be 100% sure that our backups are running, that they are backing up the right data, and that they are restorable.  Many backup software applications have the ability to email someone if a backup fails, but that feature is often not set up.  Take the time to configure and test the notification.  Even with proper notifications configured, it’s a good idea to look at the logs at least once a week in case something got missed.  It’s a good idea to review the backup selections on a regular basis as well.  I would suggest a monthly or quarterly review of what is being backed up compared to what you have stored on your PC or server.  Unless you have very strict control about where files are stored, it’s possible that someone has created a new folder structure, possibly for an important new project, that is outside of the structure that is being backed up.  Finally, test your backups to see if they can be restored.  If you are checking backups regularly then you should only need to test the restore function once a year or when there’s a major change to a computer, but that once a year is critical.  There are many possible reasons for restores to fail so the only way to be sure that you’ve accounted for everything is to test it. 

Archiving: The price of storage and backing up data is getting less and less expensive, but why back up the same data over and over again?  If you have old pictures or documents that you don’t need regular access to copy them to DVDs and store copies in a safe deposit box or other safe location. This will not only ensure that you have backups of your data, but may help you avoid buying a bigger hard disk as well.

Defragmenting: Whenever you install a program or save a file on a computer the bits and bytes that make up the program or file are stored on your hard disk.  As files are created and deleted they leave gaps of unused space on the hard disk.  New files try to fill those gaps and may be split up into smaller chunks to fill multiple gaps.  The result of this after a period of time is that the hard disk may have to jump from one location to another to pick up all of the pieces of a file when you request to open it.  To help combat this fragmentation, Microsoft has included a ‘defrag’ program with Windows.  By default you can find the Disk Defragmenter on your Start Button under Programs -> Accessories -> System Tools.  When you run the program it will scan your hard disk and recommend if a defragmentation should be done.

Desktop Cleanup:  If you’re like me, you save anything you are currently working on to your desktop so that you can easily find it.  Unfortunately I seem to have trouble moving or deleting many of the items once I’m done with them so my desktop gets cluttered.  Apart from the obvious effect of making it harder to locate things, a cluttered desktop also impairs performance.  Move those saved documents to a folder in My Documents and delete shortcuts to programs that are also available in your Start Menu.  Yes, that goes for Mac users too.

This year lets all resolve to make our computers healthier.  A little bit of work up front and a few good habits can reduce stress by helping avoid potential problems and increasing performance.  Of course that doesn’t mean that we can give up on our diet and exercise programs.

Deciding who to call when you have a computer or network problem can be a very difficult task.  Labour rates are probably one of the biggest factors, but certainly not the only factor.  How do you know that the person you’re calling has the knowledge to correct the issue properly?  Many people admit to knowing very little about computers, so they can easily be impressed by anyone who knows more than they do.  So the question is: What criteria can an average person use to determine the skill level of a given company or technician?

The computer industry has many certification standards with varying levels of value to different types of clients and businesses.  The first widely received and respected certification in the industry was Novel’s Certified NetWare Engineer (CNE) certification.  Probably the most well known today is Microsoft’s Certified System Engineer (MCSE) certification which focuses on Microsoft server software.  Both of these certifications test knowledge on specific operating system functional knowledge and configuration techniques, but both lack the ability to test real world troubleshooting ability, communication skills, experience, and basic computer and network knowledge.  In the late 1990’s with the dot com boom and growth of IT, the industry became flooded with people who were referred to as “paper CNE’s”.  This term referred to people who were good at writing tests and absorbing book knowledge, but who ultimately did not have the necessary skills to support computer systems and networks.  As a result both of the above mentioned certifications lost a great deal of credibility.  In addition to this trend, many software and hardware manufacturers started to look at their certification programs as profit centers instead of break even service programs.  The Computer Technology Industry Association (CompTIA) saw the gap between  the manufacturer specific certifications and created the A+ certification to test basic knowledge, communication and troubleshooting skills, and has since added a number of other more focused certifications in areas such as networking, servers and security to name a few.

While certifications do have some value for someone looking to find assistance, there are better measures available.   Reputation is probably the best test of a person or company’s skills.  If someone is recommended by a trusted source with firsthand knowledge of someone’s abilities, then a foundation of trust has been offered.  Experience, while sometimes misleading, shows that a person has been able to stay relevant in a changing and challenging industry.   A company with a varied technical team and a culture that promotes collaboration will offer the combined experience of the team which enhances their ability to address a wider range of technology challenges.  Communication is also an important quality.  The most important step in troubleshooting a problem is understanding what the problem is.  You should feel comfortable that the person you are dealing with has taken the time to fully understand what the issue is that they have been asked to address.  Computers are complex devices with many variables that can affect how software, hardware, and humans interact.  Unforeseen problems will arise regardless of a technician’s skills and experience, so it is important to know how these problems will be addressed as well.

There are always exceptions and exceptional people so these are merely guidelines to help put you on the right path.  Everyone’s specific needs are also different so there is no one company or person that would be considered the best or “guru” in all cases.  Select someone who you feel will meet your needs, but don’t be afraid to change if they are not a good fit.