Avoid IT headaches with good security, regular upgrades

It's been a year since Steve McKenzie took over the reins as information technology director for Harbor Athletic Club in Middleton.

From the get-go, he knew there were holes in the club's computer network. It made him nervous. Too much information could be lost or stolen if one of those holes was exposed or penetrated. But like many businesses, the club did not have the financial resources to fix the problem.

That changed last month when Harbor Athletic Club won a $20,000 technology makeover through a contest sponsored by the Middleton Chamber of Commerce. For the money, Harbor Athletic Club received, among other things, upgraded software and several new computers.

For the next six months, the club also will receive free tech care from Applied Tech of Madison, the same company that performed the athletic club's entire makeover.

"Sure, if our network goes down our pool is still open, but we can't check in members, and we can't check tanning room availability or racket court availability," McKenzie said. "Our computers are like an organ that keeps us running. If our computers go down, our business goes down. We suffer."

These days, it's practically unheard of for a business to operate without utilizing some form of computer technology. Yet, even with computers holding loads of financial and other sensitive information, those most frequently called in to fix tech-related problems say they see the same mistakes over and over.

Some list-toppers that indicate a tech makeover is in order include:

• Outdated computers and software

• Nonexistent or inadequate backup and security systems

• No virus protection

• No formal company policies on technology usage

• Web sites that are difficult for employees and potential customers to navigate.

Prepare for upgrades

Further exacerbating the problem is the failure of many businesses to plan for the expenses associated with a company-wide upgrade. This leaves those in charge feeling unable or reluctant to tackle the problem.

"It's like walking into a wine store without knowing anything about wine," said Art Saffran, owner of Saffran Technology. "You don't want to spend $20, get home and be disappointed. You need someone who works at the store and knows something about wine to guide you through. It's the same way with computers. You need someone to guide you through (the makeover process)."

The good news, Saffran said, is that there are plenty of cost-effective technologies that provide "Fortune 500 technology for small and mid-sized businesses."

Take Microsoft Windows Server 2003 for Small Business. Among other things, the server-side software includes firewall protection and an internal company Intranet.

Security is common problem

Monte Kendrick, president of Madison-based Pixelogiq Data Systems, said security problems are more common among small businesses, while larger companies fail to establish clear policies and contingency plans in case there is a problem.

"Companies need to realize that protecting confidentiality, integrity and availability are business concerns," Kendrick said. "Protecting those information resources is good business."

He suggested companies work with on-staff technology personnel or an outside consultant to develop a risk matrix and to provide employees with company-wide policies.

Test backup data monthly

Another big problem frequently seen at businesses of all sizes is insufficient data backup systems. For data to truly be secure, it has to be stored away from the business, preferably in a fire-proof building.

Additionally, larger companies should test their backup data storage procedure once a month. The test is a success if data can be recovered and restored from storage back onto the network.

Kendrick pointed out that most of these solutions, once implemented, will continue if proper policies are in place and if employees are made aware of their responsibilities.

Then there's the company Web site to consider. In most cases, this is the first impression potential employees, clients or customers have of a business. How it looks is as important as how it functions, said Eric Oehler, an application developer with Beacon Technologies.

"It has to be straightforward," he said. "This applies to an employee being able to easily find the correct screen to ship a product, to a customer being able to easily find what they're looking for to place an order."

What does it cost?

As for cost, Saffran and Kendrick agreed that consulting fees usually equal the cost of new software and computers. In general, a new computer with software will cost around $1,200. Server software can cost $3,000 to $5,000, depending on the number of employees.

Kendrick suggested companies should create a yearly technology budget, just like they would budget for any other company expense. Additionally, companies should expect to make upgrades every three to four years.

"It's priceless for people to just come in to work, flip on their computers, and have it work," Saffran said. "Businesses may just want to bring someone in to check the pulse."

Jessica VanEgeren is a Madison freelance writer.

Here's how one company's computer system was upgraded