Family photos, tax records, school documents, scanned paperwork, genealogy files, personal projects, and years of saved memories can disappear in seconds if a computer fails, a phone is lost, a drive is damaged, or an account is compromised.

The good news is that a practical backup plan does not have to be complicated. It just needs to be reliable, understandable, and tested before something goes wrong.

What personal files should be backed up?

Start with the files you would be upset to lose.

• family photos and videos
• tax documents
• insurance paperwork
• medical records you keep at home
• school documents
• financial records
• scanned family documents
• genealogy research
• personal projects
• password vault recovery information

Many people do not realize how much of their life is stored on one computer or one phone until that device fails.

One copy is not enough

If your only copy of a photo or document is on one computer, that file is not really protected. The same is true if your only copy is on one external drive sitting next to the computer.

Computers fail. External drives fail. Phones get lost. Files get deleted by accident. Ransomware can encrypt files. Cloud accounts can be locked or compromised.

A good backup plan keeps more than one copy in more than one place. The Cybersecurity and Infrastructure Security Agency also recommends the 3-2-1 backup rule as a trusted guideline for keeping extra copies of important data.

Cloud backup can help, but know what it does

Services like OneDrive, Google Drive, iCloud, and Dropbox can be useful, but syncing is not always the same as backup.

If a file is deleted or changed on one synced device, that change may sync everywhere. Some services let you recover deleted or older versions of files, but limits vary. It is important to understand what your service protects and how long recovery is available.

Cloud storage is useful, but it should be part of a plan, not the whole plan.

External drives still have a place

An external hard drive or SSD can be a simple way to keep a local copy of important files. Local backups can also make recovery faster if a computer fails.

For better protection, do not leave the only backup drive plugged in all the time. If malware or ransomware hits the computer, a connected backup drive may be affected too.

A simple personal backup plan

For many home users, a good starting point is:

• keep important files organized in known folders
• use a cloud service for daily convenience
• keep a separate external backup drive
• disconnect the drive when the backup is done
• occasionally check that files can be opened from the backup
• make sure someone trusted knows where important files are stored

The best backup is one you can actually use when you need it.

Do not wait for a failure

Most people think about backups after something has already gone wrong. By then, recovery may be difficult, expensive, or impossible.

If your computer is making noise, running slowly, showing drive errors, or failing to start reliably, do not wait. Back up important files before trying repairs or upgrades.

Need help protecting your personal files?

Fox Business Systems helps customers in Manhattan, KS and the surrounding area with personal computer repair, IT services, data transfer, backup setup, external drives, cloud storage questions, and recovery planning.

If you are not sure whether your photos and documents are protected, we can help you review your options and set up a plan that makes sense.

Call 785-776-1452 or contact Fox Business Systems at 531 Fort Riley Blvd in Manhattan, KS.

The post Don’t Lose Your Photos: Why Personal Backups Are So Important first appeared on Fox Business Systems.

A backup that has never been tested is only a hope. If a computer fails, a server crashes, ransomware encrypts files, or an employee accidentally deletes important data, the business needs more than a backup job that says “completed.” It needs a recovery plan that works.

Why backup testing matters

Backups can fail for simple reasons:

• the backup drive is full
• the backup job stopped running
• important folders were never included
• cloud backup credentials expired
• files are backed up, but applications are not
• nobody knows how long a restore will take
• ransomware encrypted files before they were backed up
• the only backup is stored next to the computer or server

The worst time to discover a backup problem is after data is already gone.

What should be backed up?

Every business is different, but common items include accounting data, customer files, shared documents, email archives, business databases, line-of-business applications, server configuration, workstation files, website files, and cloud service data.

Do not assume everything is protected just because the business uses cloud services. Microsoft 365, Google Workspace, QuickBooks, and other platforms may still need a backup or retention plan depending on how your business uses them.

Local backup, cloud backup, or both?

A good backup plan often uses more than one layer. Local backups can make recovery faster when a computer or server fails. Cloud backups can help if the office has fire, theft, hardware failure, or ransomware damage. For many businesses, the right answer is a combination of both.

The goal is simple: keep at least one recoverable copy of important data somewhere safe.

Questions every business should ask

• What data would stop the business if it disappeared?
• How often does that data change?
• How far back do we need to recover?
• How long can we afford to be down?
• Who knows how to restore the backup?
• When was the last test restore?
• Is any backup protected from ransomware?
• Are old employees or vendors still tied to the backup account?

If those questions are hard to answer, the backup plan needs attention.

A backup is not the same as a recovery plan

A backup is the copy of the data. A recovery plan answers what happens next: who is responsible, what system gets restored first, where replacement hardware comes from, how long the restore should take, what passwords or keys are needed, and how users get back to work.

That planning matters, especially for businesses that rely on one server, one accounting system, or one shared file location.

Need help reviewing your backup plan?

Fox Business Systems helps businesses in Manhattan, Junction City, Fort Riley, Wamego, and surrounding Kansas communities review backup systems, test restores, replace aging hardware, and plan for disaster recovery.

If you are not sure whether your backup can actually be restored, we can help you check before there is an emergency.

Call 785-776-1452 or visit Fox Business Systems at 531 Fort Riley Blvd in Manhattan, KS.

The post Is Your Business Backup Actually Recoverable? first appeared on Fox Business Systems.

For home users and businesses, this is a good time to take inventory of older computers and decide what should be upgraded, replaced, or retired.

Why this matters

A computer that no longer receives regular security updates becomes a bigger risk over time. The machine may still turn on and run familiar software, but new security issues will not be patched the same way they were before.

That matters for:

• business email
• accounting systems
• customer files
• shared documents
• saved passwords
• remote access
• line-of-business applications

If a Windows 10 computer is used only for a limited task, there may be a short-term plan that makes sense. If it handles important business data, it should be reviewed.

Your main options

Most businesses have three practical choices.

1. Upgrade the computer to Windows 11

Some Windows 10 computers can be upgraded to Windows 11. This is usually the simplest option if the hardware is compatible and the computer still performs well.

Before upgrading, check:

• processor compatibility
• memory
• storage type and available space
• software compatibility
• printer and scanner compatibility
• backup status

Do not start the upgrade without a backup.

2. Replace older hardware

If the computer is slow, unreliable, or not Windows 11 compatible, replacement may be the better choice. This is especially true for older hard-drive-based systems, machines with limited memory, or computers used for business-critical work.

A replacement can also be a good opportunity to review:

• data transfer
• Microsoft 365 setup
• email configuration
• printer setup
• backup plan
• security software
• user permissions

3. Use Extended Security Updates temporarily

Microsoft offers Extended Security Updates for eligible Windows 10 devices. This can buy time, but it should not be treated as a permanent plan. Extended updates are mainly for critical and important security fixes. They do not make an old computer new, and they do not solve hardware or software compatibility problems.

For many businesses, Extended Security Updates are best used as a bridge while planning replacements or upgrades.

What we recommend

Start with a simple review.

Make a list of every Windows 10 computer in your business and note:

• who uses it
• what software it runs
• whether it contains important data
• whether it can run Windows 11
• whether it is slow or unreliable
• whether it is backed up

From there, decide which systems should be upgraded, replaced, or temporarily covered while you plan the next step.

Need help checking your computers?

Fox Business Systems helps customers in Manhattan, Junction City, Fort Riley, Wamego, and surrounding Kansas communities with computer upgrades, replacements, repairs, data transfer, backups, and business IT support.

If you are not sure whether your Windows 10 computers should be upgraded or replaced, we can help you review your options.

Call 785-776-1452 or visit Fox Business Systems at 531 Fort Riley Blvd in Manhattan, KS.

The post Windows 10 Support Has Ended. What Should Your Business Do Now? first appeared on Fox Business Systems.

A password manager simplifies your life by securely storing and encrypting your passwords, allowing you to generate unique and complex passwords for every account without the mental strain of memorizing each one. Moreover, many password managers offer multi-factor authentication options that add an extra layer of security—ensuring that even if someone gets hold of your password, they still can’t access your accounts without additional verification.

By adopting a password manager, you’re not only simplifying your online experience but also safeguarding your sensitive information against cyber threats. The peace of mind that comes with knowing your passwords are secure and easily accessible is invaluable in our increasingly connected world. So ask yourself: can you really afford not to use one? In an age where data breaches are becoming alarmingly common, securing your online accounts has never been more critical. A password manager not only generates complex passwords that are difficult to crack but also stores them securely, allowing you to use unique credentials for each service you engage with. This added layer of complexity significantly reduces the risk of unauthorized access. Moreover, consider the time you’ll save by having all your passwords in one place.

At Fox we use  Bitwarden.  They offer both a hosted and  self-hosted versions.

You can get a personal hosted version for about $1.00 per month.

The post Should I be using a Password Manager first appeared on Fox Business Systems.

Most computers have a lifespan of about 3 to 5 years before they start showing significant performance issues. However, this can vary based on usage and the type of tasks you perform. If you’re engaging in resource-intensive activities like gaming or video editing, consider upgrading sooner rather than later. By replacing your computer at the right time, you not only enhance your productivity but also ensure a smoother and more enjoyable computing experience overall. Don’t wait until you’re frustrated—recognize the signs and make the switch before it’s too late!

Another critical factor to consider is the evolution of software and operating systems. As technology advances, new programs often require more powerful hardware to function effectively. If you’re finding that your favorite applications are no longer running smoothly or are incompatible with your system, it may be time to evaluate an upgrade.

Staying up-to-date with technological advancements not only boosts performance but also improves security; older machines can be more vulnerable to cyber threats due to outdated software.

Lastly, consider how much time you waste due to inefficiencies caused by an aging computer. Time is a valuable resource; if you frequently find yourself waiting for tasks to complete or dealing with errors that disrupt your workflow, those moments add up significantly over weeks and months.

An investment in a new computer could lead not just to improved performance but also increased productivity—allowing you more time for what truly matters.

In conclusion, recognize the signs indicating it’s time for an upgrade: sluggish performance, storage limitations, software compatibility issues, rising repair costs, and lost productivity all point toward one inevitable truth—you deserve better tools suited for today’s demands.

Embrace change confidently; upgrading your computer might just be one of the best decisions you make this year!

We at Fox can help you come up with the correct computer for you. Then we can help move all your data over to the new computer.

Don’t wait – email us now or call.

The post Should I Replace my computer? first appeared on Fox Business Systems.

The post Is it Time to Upgrade Your Business Server first appeared on Fox Business Systems.

Have they really compromised my computer or account? The short answer is that they probably have not gotten into your account and it is highly unlikely they have managed to get into your computer. If they had been able to compromise your account and/or computer, there is likely more value in continuing to access, monitor and use your account than to alerting you that they had gotten in.

Where did they get my password? Again, to cut to the short answer, most of these originate from large organizational data breaches from years ago. Sometimes this information can originate from Phishing or Spear Phishing scams, but, most of them come from the vast amount of information gained from large data breaches of retailers and other data handlers in years past (Equifax, Target, TJMaxx, etc etc).

What should I do? Check your email address on this site: https://haveibeenpwned.com/ to see where it may have been compromised. If you haven’t already, change passwords related to any and all breaches. Don’t use the same password more than once, use complicated passwords and change them regularly. Whenever possible use two-factor authentication. In order to manage complicated individual passwords, consider using a password manager like Bitwarden (https://bitwarden.com/). Do not reply or otherwise interact with the scammers. There is nothing to be gained from replying. At best you are telling them that you have seen their threat and are therefore a better candidate for further attempts.

Your computer security is our primary concern. If you think your computer has been compromised, give us a call or drop by the office so that we can ensure that it is not compromised.

– Fox

The post Someone Sent Me an Email with My Password in It: How Did They Get It and What Do I Do? first appeared on Fox Business Systems.

Targeted phishing attacks are generally referred to as “spear phishing.”  They pick their target specifically and pinpoint their attack to try for the bigger fish.  They generally use similar methods of brand impersonation (possibly pretending to be suppliers or customers), but, sometimes they impersonate other staff members or executives within the organization.  They use urgency, intimidation and potential embarrassment to get the victims to act quickly without thinking more deeply into their actions or the consequences.  They might pretend to be the victim’s boss and make a request via email with a subject like “…I need you to transfer money to a new supplier ASAP!!…” with a message that might read “…I need you to transfer money to a new supplier to get the pieces coming for a big project.  Keep this quiet as the project is still under the radar.  I trust you to take care of this as soon as possible…” and maybe even with a signature line that indicates why the message is short, the voice reads differently than their normal correspondence and their typical corporate signature is not included on the message like “Sent from my iPhone.”  A sudden request to transfer money might be too deep, so, they may opt for something seemingly more benign. “…Use the corporate account to buy fifteen $100 Amazon gift cards for me to give out as bonuses.”  “Reply to this message with the gift card numbers as soon as you can so that I can start getting them processed.”  “Between you and me, one of these is for you.”  This time they are able to use the standard email signature you expect as they were able to glean it from other corporate correspondence they have found while researching your company as a target.  Maybe they use the logo they just copied from your website.

Another tactic is blackmail.  This could come in the form of “I have access to your account, your password is “passw0rd”.” (On a side note, if that is your password for anything, go change it now! =).  When there is a large data breach the data the data is bought, sold and shared all over the dark web.  If your email address and password for a large retailer was compromised, it’s probably out there. Scammers will collect this information and use it to email you a password that was breached (and hopefully changed) many years ago.  However, if you use the same password for multiple systems (again, if this applies to you, go change your passwords and make sure you don’t use the same password for multiple logins), or if you aren’t thinking and recall using the password they provided, you might be fooled into thinking they really do have your login credentials.  One tactic we commonly see is to spoof the sender address to make it appear that it has been sent from the victim’s own account.  Then, by conveying a sense of urgency and maybe the potential for embarrassment, they convince you to follow their demands. “I have your password.  I logged into your account and got control of your computer’s camera.” I don’t know how a someone would think a password for their Target account would give someone access to the webcam in your computer is mind boggling, but again, it’s the lack of applying good logic here that is the trick. “I have compromising pictures and videos of you from your computer’s webcam.” “If you don’t send me two Bitcoins within 24 hours I am going to post the videos to the Internet and send links to everyone in your address book.”  Too embarrassed to tell anyone else what has happened (or has supposedly happened) and with the clock ticking, the victim pays the scammer.

How did this get past all the edge defenses the company put in to protect the company from outside threats?  First, the email messages described above contained no malicious payload.  There was no attached virus or malware for the filters to flag.  The messages come from a zero-day web link or email address (a web link or email address that was created very recently and had not previously been flagged as malicious).  The email came from a trusted domain (like Gmail or Hotmail).  The link points to a high reputation domain (like a major web host that sells hosting services) or maybe a new domain that hasn’t been previously flagged. The message isn’t sent to 500,000 addresses at once (as typical large scale phishing scams would be). Without these flags that the filters are on the lookout for, the message is allowed to make it to the victim’s mailbox.

What do they want?  While access to corporate accounts is uncommon (unless you are targeting the head of the accounts payable department), there may be other valuables or valuable information that can be gained.  Gift cards are an increasingly common request.  As soon as the scammer has the card information it can be nearly as liquid as cash.  Bitcoin (BTC) is a common request.  Although it’s tougher to acquire, it provides for an untraceable conduit to transfer money.  The value may be in the form of information.  Maybe it’s a targeted attack at the human resources department requesting W2s or Social Security Numbers or other useful information.  Maybe it’s a request to change the direct deposit account for an employee’s paychecks to an account controlled by the scammers.

Are targeted phishing scams more common at certain times of the year?  Along with the focus on individuals, scammers have opportune times of the year to strike as well.  April 15 is well known as “Tax Day.”  An email on April 16 claiming to be from the IRS, claiming they didn’t receive your tax filing could be enough stress and urgency to get an otherwise savvy user to click on a link in a panic.  Everyone is expecting packages around the holiday shopping season.  A well timed email claiming to be a major retailer or shipping company saying there is a delay with or cancellation of your order may again cause panic to set in and unwise clicks to be made.

How do you avoid falling victim to this type of targeted fraud?  There are some things to look for that can prevent falling victim to a scam like this.  The two most important things are to be aware that such scams exist and taking the time to look in more detail.

Be leery of messages that convey urgency.  They are designed to get you to act without thinking.
“…What?!? the package is delayed?!? That’s probably the necklace I ordered for my wife for our anniversary tomorrow!!…”

Look for unusual email addresses (even to the point of a misspelling of the domain).
“…Wait, this isn’t from shipping@fedex.com, it’s from shipping@fedexx.co…”

Look out for vague amounts of information that ask you to follow a link to get more details.
“…Wait, there isn’t an order number or a tracking number… and didn’t that ship from another carrier?”

Look for links that claim to point to one location, but, really point to another.
“…Wait, when I hover my mouse cursor over the “FedEx Track Now” link it points to some crazy page on a site I’ve never heard of…”

Look for other oddities in the message that don’t add up.
“…Wait, the message subject says “RE:” as though it’s a response to a message I sent, but, I didn’t send a message to this sender with that subject…”

Find other channels of communication to verify unusual requests.
“…Wait, why would Steve in Production want to change direct deposit information for another employee?  Maybe I should call him to confirm what he wants…”

This is a topic that has so many facets that it can’t really be covered in a single article.  Most of the information here references phishing email.  Scams of this nature can occur over the phone, via FAX or via virtually any method of communication.  It is advisable to consider awareness training within your organization and maybe even discuss or consider phishing simulations and how to close loop holes in communication both inner-office and inter-office.  Discuss how different kinds of information or requests will be made and how they can be independently corroborated.  Encourage staff to report suspicious requests or unusual requests.  Be aware, these types of targeted scams are occurring more and more every day. -Jayson

The post Some Information about Spear Phishing (Targeted Phishing Attacks) first appeared on Fox Business Systems.

It’s generally not your imagination.  As time goes on computers do generally slow down.  There are a handful of somewhat obvious reasons and one less known that can be the most detrimental.

Let’s start with the somewhat obvious reasons:

Software bloating and OS clutter and fragmented: Install/uninstall, rinse and repeat. Install a printer, a scanner, a digital camera an mp3 player and then get a different printer, a different scanner, etc, etc. Install the new devices while leaving the old device instances installed.  Over the 3-5 year life-cycle of an average computer it’s not uncommon to go through a handful of connected peripherals (especially printers). You purchase a printer and install all of HP’s provided software, drivers and firmware and then one day two years later while trying to clear a paper jam you strip a gear.  In the current generation of throw-away electronics you probably aren’t paying to get that printer fixed.  Instead, you get a replacement and while shopping you notice that Canon is having a sale on that all-in-one you always wanted.  So, now you install Canon’s software, drivers and firmware and away you go, leaving HP’s software installed.  Over time the hardware and software instances installed on a machine can add up and add clutter and burden to the registry.  Also, is that still an HP icon down by the system clock?  If you didn’t manually uninstall the HP software it probably is and every time you boot your computer it loads that software for a device no longer in use and then runs in the background checking for updates, trying to poll the printer for ink levels and doing all of its intended tasks, adding load to the CPU and RAM for a device that no longer exists.  So, should you uninstall it?  Sure, that might help. But, now there are some gaps (fragmentation) where that installed software used to be.  The newer operating systems do a better job of filling in those gaps over time and you can clean up some of the fragmentation by running disk defragment utilities, but, as you can envision as time goes on the operating system image can become cluttered.

Newer software tends to use more resources (especially RAM and CPU cycles): Now that computers are faster software there is room to more graphically pleasing.  As software evolves more features tend to get added as well (wait, Google Chrome has a hidden game “Dinosaur Runner” you can play?).   Combine features and fancy graphics with less focus on the hyper-efficiency of early software development (a nod here to the magical team of devs that squeezed the entire game “The Legend of Zelda:  A Link to the Past” down to below 1 Megabit in size), as time goes on, your spreadsheet and other programs tend to take more resources with each new version.  That translates into more load on your computer while running the same programs you have been running.

More programs want to run on Startup: Take a look at your System Tray.  If you’re unsure what that is, look for the little icons down by your clock.  Unless you have changed your Tray settings, you will likely see a small arrow on the left-hand side of those icons.  If you click on that arrow, you will see …drum roll please… more icons.  These icons are pointing to applications and services that are running in the background.  You probably didn’t manually open/run those applications, so, why are they there?  They are part of other installed applications and they are set to open and run along with the Windows startup processes.  Some of them, like antivirus or cloud backup services need to be running in order to protect your system or actively backup new files. Some may serve to provide alerts for connected devices.  Some of them are there so that when you want to open their parent applications they seem to open faster.  More and more developers are having their applications (or at least parts of them) load with Windows and run in the background all the time.  So, while you may think you only have one program open, there are bunches that are running behind the scenes.  Sometimes you can change the settings for these applications to stop them from loading with Windows, but, be sure you know why they are there and what the implications of them not running with startup are before disabling them.

Now that we’ve looked at some of the more obvious reasons, let’s look at one that is often overlooked or of which you are unaware, your hard drive.  As mentioned in previous articles, hard disk drives have some weaknesses.  One of the most notable weaknesses is that the data is written to the platters using magnetism.  Over time the magnetism can fade and parts of the platters (the subsection of which are referred to as “sectors” and “clusters”) starts to fade.  It’s bad enough that the system has to parse the whole disk to look for the fragmented pieces of files and programs you want to run, now add that it might need to re-read a sector several times due to the weakened sectors that accumulate over time.  An hour-glass that once took a few seconds to disappear starts to take longer and longer as it shuffles through all the data that has been added and is fragmented, with reduced resources that are taken up by all the added background processes with parts that it is having trouble reading.

So, if your computer is slowing down, give us a call or bring it by the shop and the techs can help to speed it up by reducing fragmentation and cluttered registries, removing unnecessary startup applications and if it’s time, maybe replacing your old hard drive.  In most cases we can image your drive to a new drive and you won’t even know anything has changed… except that it runs much faster. – Jayson

The post Why is My Computer Slowing Down Over Time? first appeared on Fox Business Systems.

To start with, SSDs are much faster than HDDs. On average HDDs can read data at a speed of 150MBs (Megabytes per second). On the other hand, SSDs can read data at an average speed of 500MBs, over twice the speed of an HDD. Faster read speeds means nearly everything you do on your computer will be over twice as fast. No more waiting ten minutes to get into Windows, even installing and launching applications, transferring or deleting data, and even video game loading screens will all be much faster.

SSDs are all electrical, they have no moving parts, unlike HDDs, which have a fragile rotating disk it reads data off. With no moving parts SSDs have a much longer life expectancy than a normal HDD. We typically see HDDs last on average two to four years. SSDs can easily exceed this time frame, and if purchased from a reputable manufacturer, like Samsung, even come with a five-year manufacturer warranty.

With SSD prices continuing to drop everyday its easy to see why upgrading your computer to an SSD would be beneficial for your computer, and your data in the long run. If you have an older computer that you just aren’t ready to replace yet and want to give it a performance boost, Fox Business Systems recommends upgrading your HDD to an SSD. The performance difference between the two is immense and can give you extra time from beloved computer. – Frank

The post Why It’s Time to Upgrade to a Solid State Drive (SSD) first appeared on Fox Business Systems.