Giving Your Tech Infrastructure a Face Lift:File Sharing and Backup

#TechThursday Webinar SeriesJanuary-March 2014

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Giving Your Tech Infrastructure a Face Lift:File Sharing and Backup

#TechThursday Webinar SeriesJanuary-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 PeskayIdealware Expert TrainerCo-Founder, Roundtable Technology

Introductions

www.idealware.org

Why Should You Investin Tech Infrastructure?

Efficiency Saves Real Money

= 1 min savedx

20 staff

20 min saved per day

1 /60 min x $25/hr = $0.42/min

X 20

$8.30 saved per day

X 240 days

$2000 saved per year

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 emailing 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

Online Project Management Tools

Microsoft Sharepoint

Google Sites

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

$229.99 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

$199.50 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?

• Email• Databases• Websites

Putting It All Together

How Can You Implement All That?

Think About What You’re Doing Now…

…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

Emails, 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?