Archive › October, 2010

Downsides To Web-Based Email Solutions

Many of us have used web-based email, like Hotmail or Yahoo. They are convenient solutions that are quick and easy to use and are accessible from anywhere with an internet connection, but there are some negatives that make using desktop-based programs worth considering.

Web-based email is only accessible if the computer you’re on has internet access. If for some reason your internet is down, you can’t even access it to read email, never mind respond to them. If for some reason the internet is slow, or the service is temporarily down, you’re out of luck until it’s working again.

Some providers only give each user a maximum amount of email storage, which can fill up easily, especially with large photos or other documents. Unless users take the time to clean out their email, they can quickly reach quota.

Another negative to free web-based email is that users have no control over the design. You can create folders and add content and filters, but the overall design is up to the provider. If they decide to change it suddenly, users are forced to re-learn it.

There have been known cases of email suddenly disappearing from web-based email accounts for no reason, and it can be very difficult to get a hold of customer support, who usually call it a ‘glitch’.

Using a Microsoft Exchange solution is a cost-effective way to make sure your email is always accessible from any internet and email capable device. Many companies offer this service, and redundantly backup your email, contacts, and calendar automatically as changes are made, so there is never a risk of losing the data.

If for some reason the connection to Microsoft Exchange is temporarily lost, you still have access to the previously downloaded data via your email client, such as Microsoft Outlook.

Another benefit is the practically unlimited storage space, so users never have to worry about cleaning out their email, which is important for business purposes.

Business users should never use free web-based email solutions. Using an Exchange solution that is designed for business will eliminate headaches and provider peace of mind that the information is always available.

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Our New Mail System

Last week our team upgraded our mail systems to the latest version of SmarterMail. This move also included upgraded hardware with greater redundancy and performance. Over the next few days, we will be describing some of the new features in more detail.

While the actual transition to the new mail system was somewhat unexpected, and thus quite rocky, it is our hope that the positives of our new system will provide a lasting benefit to our clients.

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Does Your Organization use E-Mail Archiving Tools?

Slow or unresponsive email can affect business communication significantly. Companies tend to keep every email they receive for documentation and legal purposes for years. A solution to this is email archiving. It’s important to archive older email to allow for faster performance and reliability.

Microsoft Outlook has an archiving feature built-in, and after the PST file reaches a certain size, it prompts users to automatically archive email. This can be useful, but stores both the PST file and the archived email on the local computer, which can present problems if that data is lost.

Microsoft does offer an e-mail archiving service called Exchange Hosted Archive that can be installed and enabled for a low monthly cost, which is hosted by Microsoft, thus reducing stress on an Exchange server, and provides a feature for employees to search and access old email on their own. This means that staff can easily retrieve old email without needing to bother their tech support department.

Alternatively, companies can that use Microsoft Exchange have the option to use locally based third party email archiving add-on programs, and have benefit of being able to synchronize email across devices, and to provide a means of backup to either a local server, or an off-site company that provides managed Exchange solutions.

If you prefer locally-stored server archives, several third party companies offer archive add-ons for Microsoft Exchange servers, including GFI MailArchive, which provides an easy to access server folder accessible to staff in Microsoft Outlook that is searchable. It also contains industry standard compliance features that businesses are required to abide by.

Many companies that offer Microsoft Exchange services also offer secure email archiving abilities that meet industry standards, including AppRiver and A Better Outlook.

To paraphrase both websites, some of these features include meeting compliance and audit rules such as Sarbanes-Oxley, FRCP, and HIPAA, write-verification to ensure message integrity and authenticity, online search, retrieval, monitoring and audit tools, dual encryption, and more.

Those managing a company’s I.T. infrastructure should do their research when it comes to email archiving to ensure privacy and security laws and regulations are met before purchasing or using any solution.

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iPhone Security Flaw Lets You Make a Phone Call When Phone is Locked

A flaw was recently discovered with the iPhone (all models) that lets anyone make a phone call without needing to unlock an iPhone.

For those interested, when you press the “home” button, Swipe your finger to bring up the passcode screen will appear. Press “Emergency Call”, and type in any numbers. Press the call button and immediately press the sleep button on the top of the phone. You will be taken to the Phone app. You can now access phone numbers, voicemails, and the full contact list, including photos.

According to a CNET article on the topic, Apple has promised to patch the flaw with iOS 4.1 update in November.

Anyone that owns an iPhone should be using a security key code in order to access iPhone features and to make calls.In case an iPhone is lost or stolen, it’s a deterrent to people snooping around on your phone, and can protect your data, including your contact list. Always keep your iPhone at arm’s length to prevent anyone who may want to access your information.

It’s easy to setup the passcode under “settings”, “general”, and creating a passcode  by tapping “passcode lock”.

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An Important Firefox Patch, No “Kill Switch” for Firesheep, and More Debit Card Fraud Problems

[Thanks to Nerd Dennis Houseknecht for this post]

Mozilla wasted no time in issuing this patch for Firefox 3.5 and 3.6. It fixes a serious flaw that was revealed just about two days ago.

Mozilla also announced that, despite the enormous problem posed by Firesheep, it will not use its “kill switch” option to disable this add-on. The “silver lining” to the Firesheep release is that it will probably force social networking sites to address the issue of cookie hijacking, which has been a serious threat to users on unsecured networks. Jeremy Laughlin had asked the question about whether users on a wired network would be subject to attacks by Firesheep. The answer is yes. It would take a little more skill and some additional hacking tools, though. Almost all wired networks use switches that isolate traffic on each segment. However, this is easily circumvented if you have the right tools and know how to use them. The reason Firesheep is such a big deal is that you can hijack a social networking session on an open wi-fi network with absolutely no skill or other tools at all.

Finally, and just in case you missed the memo, it is a REALLY BAD IDEA to keep a large sum of money in an account that is tied to a debit card. Here are two articles that show how criminals are stealing LARGE sums of money from compromised accounts:

http://www.theregister.co.uk/2010/10/27/credit_card_flash_attacks/

http://www.computerworld.com/s/article/9193378/Fraudsters_find_holes_in_debit_card_fraud_detection?source=rss_news

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How Many Websites Have You Visited Today?

[Thanks to Nerd Dennis Houseknecht for this post]

Every time you visit a website that includes a lot of ads, you are effectively visiting many sites at once.  That is because those ads are probably executing “code” (that is, computer programs) in your web browser (that is, on YOUR computer).

The owner of the site you MEANT to visit has no control over that code, and often has no idea where that code is coming from. Large internet advertising companies, such as doubleclick.com, act as “middlemen”, selling ad space on popular websites to anyone who is willing to buy it.

If this sounds like a bad idea, well, it is. It is not the way the internet was originally intended to work. However, it is also what transformed the internet from a gallery of static text and images to the interactive playground we have all come to know and love. With roses, come thorns.

Ads can, and sometimes do, contain “malicious” code – that is, code that is intended to exploit known vulnerabilities in web browsers and the other programs that work with those browsers. Sometimes legitimate websites are also “hacked”, meaning that someone has gained access to the site and installed malicious code without the knowledge of the sites’ owners.

This malicious code, or “attack code” usually takes a “shotgun” approach to exploiting its victims.  There may be 10, 20, or more attacks that run sequentially, each looking for a flaw in the web browser, or a browser add-on, that has not been fixed.

Every time one of these flaws is discovered in Internet Explorer and “patched” by Microsoft, you can bet that within days (or hours) there is attack code embedded in ads and on websites (both malicious and legitimate), just waiting to attack those who have not updated. This problem is not unique to Microsoft –

Mozilla Firefox, Google Chrome, and all other browsers sometimes have vulnerabilities discovered in them. All browsers require security updates when this happens.

Web browsers also use “add-ons” to display certain types of web files. Common examples are Adobe Flash Player, the Adobe Acrobat Reader web browser plug-in, and Sun Microsystems Java. In fact, these web browser add-ons tend to have even more vulnerabilities and are attacked even more often than the actual browsers.

The result is what have become known as “drive-by downloads” – meaning that malicious code gets downloaded onto the victim’s computer by simply visiting the website – no other action is required.  The most common file installed is a “fake” or “rogue” antivirus program, also known as “scareware”.

Its purpose is to convince the victim that their computer is infected with (some OTHER) malware. The victim is then enticed to pay money to remove the infection and / or to download a “fix”, which is just another, more serious malware infection. At the end of this two-stage process, the victim has a thoroughly compromised and infected computer. What a dirty business!!

Why? That would be an article in its own right, but the bottom line is that there is money to be made by getting malware onto other peoples’ computers. The real question is what can you do to reduce the risk of being a victim?

1.  Upgrade to a current web browser. Some people are still using Internet Explorer 6, which is much more easily attacked than IE 7, 8, or the newest version (still in beta), IE 9. Mozilla Firefox and Google Chrome tend to be attacked less often.

2.  Keep your web browser updated – set it to update automatically or notify you when updates are available. Install updates promptly.

3.  Use ad-blockers. These not only block the ads, they (usually) block the code the ads run as well.

4.  Use flash blockers – these are security add-ons for web browsers that prevent flash from running unless you provide explicit permission for it to run. Malicious flash code in ads is one of the most common drive-by attacks.

5.  Stay away from the darker corners of the internet – pornography sites, gambling sites, free music and file-sharing sites. You are much more likely to encounter malicious sites in these dark corners.

6.  Use a DNS service, such as OpenDNS, that keeps lists of malicious sites and warns you before you visit one (or blocks them completely). If you do not know how to change your DNS service, call a Nerd or your favorite “techie” friend.

7.  Make sure your web browser has the proper security settings. Your web browser should never allow files to download or execute without asking your permission.

8.  If you get a pop-up that says you have an infection and you are not ABSOLUTELY sure it comes from your security software, call a Nerd or someone who knows what to do for help. Don’t make a small problem into a big one.

9.  Use advanced security plug-ins, such as the no-script plug-in for Firefox. This is excellent protection, but will also make surfing legitimate sites more difficult.

10.  Set up a virtual machine for your web surfing. This can be the very best protection, and can be done for free. You may need a Nerd to help you set it up.

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Availability Comparison: 1&1 Internet

Does your hosting provider come up short on uptime?

Does your hosting provider come up short on uptime?

You can have the best website in the world, but if it isn’t up, what good is it? While you might struggle to put an exact dollar figure on the cost of downtime for your business, you know it’s there. Every moment that your website is down is time that client’s can’t learn about your company, can’t contact you for information or sales and damage to your reputation increases.

According to their website, 1&1 Internet Inc. is the largest webs hosting company in the world by known servers. “Combining over 70,000 highly efficient web servers with the renowned performance of Foundry and Cisco routers in our data centers, 1&1 utilizes the best products from the world’s leading technology manufacturers and service providers to provide customers with 99.9% uptime.”

There are two things wrong with this picture:

  1. 1&1 won’t publish their actual uptime statistics, making prospective clients wonder just what they are hiding, and
  2. BestHostRatings.com reports that since January, 2006, 1&1 has only achieved 99.842% of uptime, short of their promised uptime of 99.9%.

Nerds On Site, by comparison, publishes it’s numbers for the world to see:trust.nerdsisp.com. We maintain over four nines (99.99%) of uptime, and work very hard to provide even better stats for our clients. Contact us today to learn how we can improve your online revenues!

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Email Settings: Best Practices

In the tech industry we are all used to Best Practices, and with our client’s mail it’s the same thing. Here are the best practices for our mail system. If you aren’t currently using them, please consider updating your settings as soon as possible. These settings will provide you with the highest level of security and reliability for your email.

POP SETTINGS
Incoming Mail Server: mail.nerdsisp.com
SSL: yes
Port: 995

IMAP SETTINGS
Incoming Mail Server: mail.nerdsisp.com
SSL: yes
Port: 993

SMTP SETTINGS
Outgoing Mail Server: mail.nerdsisp.com
SSL: yes
Port: 465
Outgoing authentication must be turned on.

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Slowly Migrating All Our Clients to An SSL-Only Mail System

[thanks to Nerds Hosting team leader Jonathan Arnoldussen for this post]

In the tech industry, we are all used to Best Practices. Here are the Best Practices for our mail system. Clients that aren’t using them have no reason to panic. We aren’t enforcing these at this time, and we will let you know well in advance. However, you should be aware of them, and your Nerd should be updating these settings as they visit you. You may wonder what’s different about these settings, and the answer is SSL. We are trying to slowly migrate all our clients to a SSL-only mail system.

POP SETTINGS
Incoming Mail Server: mail.nerdsisp.com
SSL: yes
Port: 995

IMAP SETTINGS
Incoming Mail Server: mail.nerdsisp.com
SSL: yes
Port: 993

SMTP SETTINGS
Outgoing Mail Server: mail.nerdsisp.com
SSL: yes
Port: 465
Outgoing authentication must be turned on.

Again, don’t panic. We’ll let you know WELL in advance before non-SSL mail is disabled. You should know, however, that IMAP will be the first to go, since it is used by the least number of clients, and many of them are already setup using SSL.

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Opportunities Are Everywhere!

NerdTech weekend was just full of new opportunities and new ways to build on old ones! What an incredible display of Nerds going out and finding ways to offer new and better services to clients worldwide!

This was a grass-roots TEAM effort to build the TEAM to new levels.

I think the appropriate phrase is “Exceeded all expectations”. Thanks to all the participants, to the VENDORS, and especially to the organizers – Scott and Jeremy. THANKS TO NOS for the support.

Learn about these new opportunities to bring the 3 Ps (productive, profitable, and pleasurable) and more Peace Of Mind to your business by having Nerds On Site manage your technology!

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