Giving Your Tech Infrastructure a Face Lift: File Sharing and Backup #TechThursday Webinar Series January-March 2014

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Giving Your Tech Infrastructure a Face Lift: File Sharing and Backup #TechThursday Webinar Series January-March 2014

ZeroDivide is a social impact consulting organization that stays true to our original community foundation mission of improving the health, opportunity and civic engagement of underserved communities through the innovative use of technology. About ZeroDivide

February 20: Tech on a Budget February 27: Tech for Program Service Delivery 10:00 AM Upcoming #TechThursday webinars

Introductions Joshua Peskay Idealware Expert Trainer Co-Founder, Roundtable Technology

Introductions

What We’ll Cover Today Why Should You Invest in Tech Infrastructure? Thinking About File Sharing Thinking About Backup Putting it All Together

Why Should You Invest in Tech Infrastructure?

Efficiency Saves Real Money

= 1 m i n s a v e d x 2 0 s t a f f 20 min saved per day 1 / 6 0 m i n x $ 2 5 / h r = $ / m i n X 2 0 $8.30 saved per day X 240 days $ s a v e d p e r y e a r

Now That Your Network is in Order… It’s time to start thinking about how you can improve productivity and the security of your files.

Your Software Infrastructure Is Critical

Backup Office Staff Three Core Things to Think About Remote team members

How Does it Fit in?

Thinking About File Sharing

Why File Sharing? File sharing can help to increase workflow and allow people to work on documents collaboratively. It can also be valuable for remote employees.

Why File Sharing? It will be faster than ing files, or transferring files on a USB drive.

You can also save space on personal computers by having a server, or storing files Why File Sharing?

Using a File Server

Using a Cloud Based Service

Weighing the Options  All files on site  Use any file type  Purchase as much space as you need  Responsible for security  Responsible for upkeep  Some tech savvy required  Limited access Server  High storage space to cost ratio  Must back up yourself  Could get lost or stolen  Can be less expensive  Easy to Access  Access controls more complex  Need solid internet connection  High storage can be expensive  Local storage may be required for sync Cloud

Google Drive

Other Document Management Systems May be more expensive, but offer more features, including mobile connectivity. 7 GB of hosting available on SkyDrive with Office 365

Other File Types flickr offers users one free terabyte of photo and video storage, share audio (and add comments) with SoundCloud, or share slides and presentations with slideshare.

Online Project Management Tools Basecamp Central Desktop SharePoint is another option

Online Project Management Tools Microsoft Sharepoint Google Sites SharePoint is another option

Remote Desktop Access and VPNs

Intranets and Groups Use an existing CMS to share files and facilitate discussions with other team members. Can be a free option for those tech savvy enough to set up in open source.

Document Management Systems Owl KnowledgeTree

Speed of Access is Critical Don’t make your staff work to find or download critical files.

Keep Policies in Mind Save new versions of files rather than write over them, add comments, and track changes.

Thinking About Backup Solutions

What is a Backup Solution?

Why Backup? Protect against accidental deletion of files, refer back to older versions of files, keep individual computers free of out of date files.

Why Backup? Be prepared for office emergencies, theft, and viruses that require you to restore or replace computers.

Backup Has Come a Long Way

Using Physical Storage Save important files on a hard drive or server.

Using Cloud Storage Your files are automatically copied and stored offsite. Almost all offer 2GB of storage for free. Many offer substantial discounts if you pay for time upfront.

Weighing the Options  All data kept on site  Can be shared internally easily  Use any file type  Purchase only what you needHigh storage space to cost ratio  Must back up yourself  Could get lost or stolen Server  High storage space to cost ratio  Must back up yourself  Could get lost or stolen  Often less expensive  No versioning/ compatibility issues  Access anywhere  Possible security concerns  Need solid internet connection  Cannot always use your software  Limited Space Cloud

A Look at Cloud Based Backup $9.99 per month, per computer for unlimited storage or $7.60 per month, per computer for 250GB of storage. $50 per year, per computer for unlimited storage $59.99 per year for unlimited storage on 1 computer, or $ per year for 250GB on unlimited computers.

A Look at Cloud Based Backup $9.50 per month, per computer for 250GB of storage $795 per year for 5 users, $125 per year for each additional user, unlimited storage $ per year for unlimited users 250GB of storage $15 per computer, per month for 2TB of storage.

Server Backup Combine both approaches and backup your files to a server while backing up your server to a cloud service for reduced costs and added security

Don’t Make Someone Remember to Backup Asking your ED to burn a CD and then store it in her sock drawer is not a good backup method.

Make Sure it Happens Schedule automatic backups, either physically on a calendar, or digitally in a program, and stick to them. Receive notifications to know whether the backups were successful or not

Test Your Backup Recover a few files on a regular basis to ensure your backup process works.

Backup All Your Data Think about all the data you value – what should you backup? Will your needs change over time? Databases Websites

Putting It All Together

How Can You Implement All That?

Think About What You’re Doing Now… What You HaveWhat You Want Backing up your files remotely? NoYes Manually or Automatically? n/aAutomatically What is being saved? Nothing s, website content, files. Sharing files remotely? Using Google Docs Our own file server …and what you would ideally do in the future No n/a Nothing Using Google Docs Backing up your files remotely? Manually or Automatically? What is being saved? Sharing files remotely? Yes Automatically s, website content, files. Our own file server What You Have What You Want

Don’t Just Think About Budget Get what you can afford, but also remember how much money can be saved by improving productivity and protecting against emergencies.

Think About Your Tech Savvy Not all, but some of these programs require substantial tech knowledge. Consider hiring outside help to assist in selection or implementation.

Get Everyone On Board Even a perfect file sharing and backup strategy won’t work without participation.

Questions?