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Archive for April, 2016

3 Reasons to Cloud-Connect Your File Server

Half of your employees love the file server, since it is fast, easy, and centralizes all work files in a single location on the network at the main office. The other half of your workforce likely hate the file server, since they must login with their VPN to sync up with the server when they are remote, and more often than not, they are missing critical files when they are out in the field. The problem is especially acute for employees who are always remote. Over time, difficulties with remote access cause employees to get out of sync with the rest of the company, leading to data sprawl for corporate documents and to critical content becoming trapped in personal silos.

Fortunately, there is a different way.

Our business-class file sync solution has a feature called File Server Enablement. File Server Enablement connects your existing server(s) to the cloud and permits discrete folders from the file server to be logically mapped to users and team shares using the sync service. With this technology, all the data from the file server is available in real time on users’ mobile devices, such as smartphones and tablets, and remote laptops and home office PCs. As new content is created on a remote tablet or PC, the data is instantaneously synced back to the server.

Here are three reasons to consider cloud-connecting your file server:

1. End data sprawl

Outdated means of remote access, like VPNs, contribute to data sprawl, as users shun the cumbersome process of logging in remotely. Over time, many users will build up large libraries of valuable work product that is less protected when housed on a remote PC, rather than synced to the file server. File server enablement reverses this trend and provides bi-directional sync between the file server and remote users.

2. Keep people in sync

Remote employees usually have a long list of complaints when it comes to IT support. One of the biggest complaints is the feeling of being out of sync with the rest of the organization. With file server enablement and business-class file sync, you can level the playing field. Remote employees are now able to access all of their files and team share content from any mobile device, be it their laptop, smartphone, or tablet. Field employees are the closest to the customer, so it makes sense to have these critical team members in sync with the whole company and all the files they need to do their jobs best.

3. Empower your employees

Savvy and growth-oriented companies should view their hyper-connected workforce as untapped opportunity. Smartphones and tablets, even if they are BYOD devices and owned by the employee, can vastly improve the productivity of your workforce. The trick is to balance convenience with security when it comes to corporate data. Business-class file sync and file server enablement put corporate data on BYOD devices, but you now have critical capabilities to protect your data, such as fine-grained audit trails, per user security policies, and remote wipe of lost or stolen devices. The key is to focus on employee empowerment, no matter the device they choose to access corporate data.

File Server Enablement and business-class file sync can help you better organize your company and your data, while fully maximizing the power of employee mobility.

Contact us at 305-600-5459 or http://www.virtualitmanagers.com to obtain additional information about our VITM Cloud Sync, Business-Class file sync and File Server Enablement solutions.

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Should You Move Your Business To The Cloud?

Cloud computing is a concept that could possibly save your business quite a bit of money on software, hardware, upgrades and services.

Instead of purchasing hardware and software for your office, you can use “the cloud” to put your programs on a highly secure “super-server” online. All you need is an Internet connection to your office and you’re good to go.

There’s a good chance that MOST of the software applications you use every day are now “software as a service” applications. In other words, you don’t have to install them on your server or PC – you simply access the software on a pay-as-you-go model for only the licenses, space and features you use. This gives you the ability to access highly sophisticated software and functionality at a fraction of the cost – or even for free – and without long-term commitments.

It is quickly becoming unnecessary for some businesses to purchase and maintain an on-site server. Now companies can host one or more of their applications, data, e-mail and other functions “in the cloud,” in off-site, highly secure, high-availability “utility” companies that have far more power and resources than you could ever logically have on-site as a small business. And with devices getting cheaper and Internet connectivity exploding, cloud computing is suddenly a very smart, viable option for small business owners.

Want To Find Out If Your Business Is Ready For The Cloud?

During the months of April & May we’re offering a FREE Cloud Readiness Assessment to any Miami-Dade business with 10 or more PCs and a server. At no cost or obligation, we’ll come to your office and conduct a complete review of your computer network, data, software and, hardware, and how you work. From there, we’ll provide you with helpful answers about – and insights into – how you could benefit from cloud computing.

To claim your free Cloud Readiness Assessment, simply visit us online at www.virtualitmanagers.com/cloudreport or give us a call at 305-600-5459.

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Why Your Company Needs an Email Policy

Email is an important and necessary part of your business. It provides an economical and instant means of communicating with staff, customers, and vendors – that’s both simple to use and enables increased efficiency. An email policy is required to protect this necessary business tool.

An email policy is a legal document that details your organization’s definition of acceptable use for the company email system. It should indicate who emails can be received from or sent to, as well as outline what constitutes appropriate content for work emails.

In addition, having a company email policy will:

Protect the Organization from Liabilities: When all employees read and sign an email policy, it proves they are aware and agree to the information contained in that policy. Should an email be sent that is not considered appropriate content according to the email policy, the employee, not the business, would bear the brunt of liability for any damages or suits brought as a result of their sending an inappropriate email.

Promote a Professional Environment: If email is used only in a professional manner in the workplace, you can be sure that embarrassing mistakes will not occur. For example, if staff are using work email to communicate with friends, the content in those emails are likely to be sloppy, unprofessional, and informal. If those emails accidentally get sent to clients or other professionals – the company image may become damaged. If an email policy does not allow for personal use of the work email system, your staff will remain in a professional mindset and eliminate the potential of personal emails going out to customers.

Increase Productivity: Email tends to be a distraction for employees who are using it for non-professional reasons. If an email policy prohibits the use of work email for personal use, your employees will stay on task more and avoid the distractions that come from sending and receiving personal emails during work hours.

Establish Systems for Email: If the email policy outlines appropriate content for an email sent during work hours over the company email system, it can also help establish systems to ensure all staff members are contributing to the brand or image of the company. Have each staff member use a template for email responses and set up signature lines that appear in all outgoing emails to further establish the company’s professionalism and image in the eyes of individuals who may receive email from your staff. Setting guidelines for content and use of email creates a single, comprehensive image of the company that helps keep the organization aligned with its mission.

An email policy is a document that provides your business with certain legal protections involving misuse of the email system by employees. Because it is a legal document, many businesses elect to have a lawyer draw up the email policy, or at the very least, review the policy before it is implemented within the organization. Having a lawyer review or prepare an email policy may seem like an unnecessary upfront cost, but has the potential to save you in legal fees in the future.

Click here to learn how Virtual IT Managers, Inc. can help you implement and maintain a company email policy with our Email Messaging and Archiving Solutions for your business in Miami, FL and surrounding cities.

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