developing a solid technology infrastructure
TRANSCRIPT
![Page 1: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/1.jpg)
Developing a Solid Technology
Infrastructure
You should hear voices. If you can’t hear anything, check that
your computer volume is turned up and un-muted, and the “Use
Mic” radio button is selected. Or you can use a phone to listen to the same audio by calling XXXXXXXXXXXX.
![Page 2: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/2.jpg)
Logistics: Audio Via Phone
Speakers not working? Prefer the phone? Dial in:
Choose “Use Telephone”
(If you can’t
see this panel,
click the “Show
Control Panel”
button)
773-945-1010
257-723-187
![Page 3: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/3.jpg)
Logistics: Ask Questions
Not hearing anything? Call 773-945-1010, access 257-723-187
Raise your
hand and I’ll
unmute you
Ask questions! Otherwise I’m speaking to a black hole!
Click to open
the chat
window
![Page 4: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/4.jpg)
Having Trouble?
You should hear voices. If you can’t hear
anything, check that your computer volume is
turned up and un-muted, and the “Use Mic” radio
button is selected.
Or you can use a phone to listen to the same audio
by calling XXXXXXXXXXXX.
![Page 5: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/5.jpg)
Developing a Solid Technology
Infrastructure
![Page 6: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/6.jpg)
Introductions
Laura QuinnIdealware
Ken MontenegroAsian Pacific American
Legal Center
![Page 7: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/7.jpg)
What We’ll Cover Today
– Hardware Infrastructure
– Data Backup
– Software Infrastructure
– Support: The Human Side!
![Page 8: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/8.jpg)
Hardware
![Page 9: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/9.jpg)
Computers, Phones and Networking, Oh My!
![Page 10: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/10.jpg)
Computers
![Page 11: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/11.jpg)
Staff Shouldn’t Be Sharing Computers
Buying fewer computers
might save a tiny bit of
money, but it will waste a
huge amount of time.
![Page 12: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/12.jpg)
You Should Buy Staff New Computers
New computers aren’t so
expensive. And have
warranties.
Old computers = old
problems. And lots of
setup time.
Refurbished could make
sense for client facing
computers
![Page 13: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/13.jpg)
Laptop or Desktop Computers?
• Mobility
• Modularity
Desktop:
• Value
• Durability
• Security
The Bottom Line: Desktop unless mobility is paramount
vs.Laptop:
![Page 14: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/14.jpg)
Don’t Buy More Than You Need
Aim for mid-priced computers
Prioritize memory over
hard drive space
Resist upgraded sound
and video
Computers aren’t a long term investment
![Page 15: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/15.jpg)
Mac or PC?
Mac
Mac
• Beloved by designers
• Some cheaper software for
design and video editing
PC
• Much cheaper
• Easier to find support
• Easier to network and run
in a business environment
The Bottom Line: PCs unless you are doing design-heavy work
vs.
![Page 16: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/16.jpg)
How Long Does a Computer Last?
2 to 3 years 2 to 4 years
![Page 17: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/17.jpg)
What Kind of Replacement Cycle?
• Smaller outlays of
cash
• Allows for purchasing
flexibility.
• Simplifies planning and
budgeting.
• Foster consistent
infrastructure.
Can make sense for larger
orgs
In bulkAd-hoc
Often convenient for smaller orgs
![Page 18: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/18.jpg)
Printers
Printers
![Page 19: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/19.jpg)
How Many Printers Should You Have?
Rule of thumb:
1 Per 20
People
But yes, it depends:
• How fast are the printers
• How much do you print?
• How spread out is your
office?
• Is there a need to keep a
privacy firewall between
staff members?
![Page 20: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/20.jpg)
Your Printers Should Be Networked
They should be
connected to the network
rather than a computer.
That way, they can be
controlled by a server and
shared by many.
And one network printer costs less than many individual printers.
![Page 21: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/21.jpg)
Inkjet or Laser Printers?
Inkjet
• Cheaper to buy printer
• More expensive to
operate
• Slower than lasers
• Lower printer quality
Laser
• More expensive to buy
• Cheaper to operate
• Faster than ink jets
• Better print quality
The Bottom Line: Choose a laser printer over ink jet.
vs.
![Page 22: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/22.jpg)
Other Printer Considerations
Black & White
• Q: Color or Black &
White? A: B&W
unless you frequently
run out to make color
copies
• Q: Wired or Wireless?
A: Wired. Wireless is
unlikely to be worth
the extra expense
Look into duplexing and make sure you factor in toner prices
![Page 23: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/23.jpg)
Do You Need Other Devices?
Scanner
A single scanner (if
any) is likely to be
enough
Fax Machine
Can you use online
replacements, like
eFax?
Copy Machine
How frequently do
you need copies you
can’t make on the
printer?
![Page 24: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/24.jpg)
Phones
Phones
![Page 25: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/25.jpg)
You Need Phones
Reliable phones are absolutely mission critical
![Page 26: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/26.jpg)
VoIP vs Plain Old Telephone Service
Plain Old Telephone
Service (POTS) uses
tradition telephone
company lines for phone
service.
VoIP uses Internet
technology for phone
calls. Cable companies
often provide VoIP
phone service.
![Page 27: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/27.jpg)
PBXs
If it ain’t broke, don’t fix it.
Private Branch Exchange:
• Let you have more
phones than phone
lines
• One organizational
phone number
• Centralized voicemail
• Easy transfers within
office
![Page 28: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/28.jpg)
New Phone System: Don’t Go It Alone
Hire a consultant to help
with:
• Selection and planning
• Installation
• Configuration and
maintenance
![Page 29: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/29.jpg)
Mobile Phones
If you do…
• Develop a usage
policy. Communicate it
clearly
• Consider smartphones
• Get insurance
Only give out mobile phones if the need is clear.
![Page 30: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/30.jpg)
Overall Hardware Replacement Cycles
More frequent
Less frequent
2 to 3 years
2 to 4 years
4 to 5 years
Until you tire of it
![Page 31: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/31.jpg)
Networking
![Page 32: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/32.jpg)
Networking Can Seem Scary
What
should we
do about
security?
What about backups?
Do I need a
server?
How should
we connect to the
Internet?
What about
sharing
files?
![Page 33: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/33.jpg)
How Should We Connect To The Internet?
Internet Access
• DSL (Digital
Subscriber Line)
• Cable modem
• Higher-end
(T1, fiber, frame
relay…)
![Page 34: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/34.jpg)
Do You Need a Server?
Consider a server if you have two or more staff.
• Servers can centralize
file storage and
printing.
• Servers can control
user access to files
and printers.
• Larger organizations
need more
sophisticated servers.
![Page 35: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/35.jpg)
Do You Need a Firewall?
You need a firewall
Firewalls:
• Hide machines on your
network from the
Internet
• Keep malicious
information from
reaching your network.
![Page 36: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/36.jpg)
Do You Need a Router?
You likely need a router. But you don’t need to
spend a ton -- just look for something well reviewed
• Robustly connects
multiple computers and
printers
• Let your network “talk” to
the Internet.
The router and the firewall
are often the same device.
![Page 37: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/37.jpg)
Do You Need a Switch?
Each network device
plugs in to a port on the
switch.
On smaller networks, the
router, wireless
router, firewall and switch
may be the same device.
You don’t need a switch unless you find yourself running out of ports.
![Page 38: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/38.jpg)
Virtual Private
Network (VPN)
GoToMyPC
Cloud-Based
Applications and
File Storage
Remote
Desktop
How Can I Give People Remote Access?
![Page 39: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/39.jpg)
Data Backup
![Page 40: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/40.jpg)
Thinking About Backup
• What should I back up?
• Which backup software
should I use?
• Where should I store
backups?
• How do I know my
backups work?
![Page 41: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/41.jpg)
Backup Methods
A CD in your sock drawer
is not a backup method
Can back up to:
Flash drives
Cloud-based storage
Hard drives
Tape
![Page 42: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/42.jpg)
Cloud File Storage Can Be A Great Option
Caveat: You need a reliable Internet connection
File storage, remote
access and file backup
in one solution. But
get vendor assurances
on security and
access/ownership
![Page 43: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/43.jpg)
Your Software Infrastructure
![Page 44: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/44.jpg)
Check out TechSoup for huge discounts on Microsoft products
Productivity Software
Microsoft Office
Open Office or
Libre Office
Your staff need software
for word-processing and
spreadsheets to do their
work
![Page 45: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/45.jpg)
Email and Calendaring
Microsoft Outlook (and Exchange) Google Apps
Google Apps can be a very interesting and viable option
![Page 46: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/46.jpg)
Collaboration
Collaborative documents or wikis?
Google Apps
Do you need software to help you manage projects or collaborate?
Project management tools?
![Page 47: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/47.jpg)
What About “Cloud” Software?
Rent access to a system
rather than buying
software.
You access it via a web
browser, and the
vendor maintains it.
It’s likely as secure as
anything you have onsite.
![Page 48: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/48.jpg)
Pay Attention to Versions
If all are using the same software version, they’re much easier to support
![Page 49: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/49.jpg)
Keep Up With Updates
Make sure all staff are
up-to-date with security
updates
Larger orgs should
consider tools to “push”
updates out to everyone
![Page 50: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/50.jpg)
Make Sure Your Software is Legal
Understand your
software’s licensing
Track software
installation and license
count.
Licensing violations can
be expensive
![Page 51: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/51.jpg)
Supporting Your Infrastructure
![Page 52: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/52.jpg)
You’ll Need Humans to Support All This!
Someone needs to:
• Help your staff with
questions or problems
• Troubleshoot technical
issues
• Make sure software
updates are installed
• Make strategic decisionsabout new investments
• Purchase new hardware
when needed
![Page 53: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/53.jpg)
Reduce the Support Needed
• Keep infrastructure
simple.
• Use hosted (cloud)
solutions where
feasible
If you don’t have IT staff, plan your tech to reduce support
![Page 54: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/54.jpg)
Should You Do It Yourself?
Hire staff to
handle all IT
functions
Outsource
the entire IT
function
Hire consultants
for specific, point
projects
Outsource your help
desk but keep
strategy in house
Outsource strategy
but have someone
in-house to help staff
A director is
responsible for
decisions but all
work is outsourced
![Page 55: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/55.jpg)
When Should You Hire?
Think about IT staff when:
• Staff requires regular,
on-site support
• Complex IT or software
infrastructure
• Organization is growing
• Vendor management is
a key issue
![Page 56: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/56.jpg)
When Should You Hire A Consultant?
Consultants (or long-term
volunteers) can be very
useful to
• Setup and implement
new systems
• Provide scheduled
support and
maintenance
• Provide remote help-
desk support
• Help with short term
projects
Contractors can complement regular IT staff
![Page 57: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/57.jpg)
When Should You Outsource It All?
You can hire firms that will
take on the entire IT
function. When does this
make sense?
• You have little tech
experience in-house
• Technology is not a
strategic advantage
• You need lots of
specialists
![Page 58: Developing a Solid Technology Infrastructure](https://reader031.vdocuments.us/reader031/viewer/2022020307/55aa3e7f1a28aba46a8b470b/html5/thumbnails/58.jpg)
Questions?