SMB's Enthusiasm for Converged Communications Swells
SearchSMB.com (06/26/07) ; Tucci, Linda

A recent report from Access Markets International Partners indicates more small and medium-sized businesses (SMBs) in the United States are turning to Internet Protocol (IP) communications as the technology comes down in price and becomes easier to use. SMBs are also starting to embrace managed services such as IP PBXsecurity services, backup services, Web hosting, and hosted e-mail, according to the New York-based research firm and consultancy focused on the global SMB market. AMI estimates the IP communications and managed services market for SMBs will reach $30 billion in 2007, and forecasts compound average growth of about 15.6 percent through 2010. The technology facilitates collaboration, mobility, growth, as well as productivity, according to Sanjeev Aggarwal, an analyst with AMI. "You can get voicemails in your email systems, faxes in your email, phone calls forwarded to a mobile phone, so you never miss a call," says Aggarwal. "You don't have to sit in your office."
http://searchsmb.techtarget.com/originalContent/0,289142,sid44_gci126230
4,00.html

Disasters and SMBs: Plan to Survive, Don't Fail to Plan
E-Commerce Times (06/20/07) ; Germain, Jack M.

A lack of adequate disaster preparedness would keep many small businesses from staying afloat after a natural disaster, according to a national survey conducted by TNSInfo, a custom market information company. Jon Toigo, CEO and managing partner of business consulting firm Toigo Partners International, believes many small businesses are not planning for disasters because they feel overwhelmed, believe nothing will secure their data, and think preparedness is too expensive. However, critical data can be stored on one or two DVDs for $1, a flash drive or another form of an external attachable drive can be used to store hundreds of thousands of documents, and there are also free resources. More than 90 percent of business records are produced electronically, but nearly 50 percent of records are not reproduced in paper form. According to Jeff Greenhouse, president of Singularity Design in Philadelphia, businesses can protect electronic records by e-mailing key files to a Web-based e-mail account or a home computer; copying locally stored files to a network file server; using a Web-based backup service; burning backup DVDs or CDs; and setting up an enterprise-level backup system with off-site storage. "Each method is better suited for different intervals, so the best solution may be a combination of them," says Greenhouse. "I'd say that on this topic, paranoia and a healthy belief in Murphy's Law is the best defense."
http://www.ecommercetimes.com/rsstory/57921.html

Phone Services Tame Voice Mail
PC World (06/07) ; Arar, Yardena

Business people who receive at least half a dozen voice mail messages several times a day can turn to new services such as GotVoice, SimulScribe, and SpinVox to get quickly to the voice recordings that matter, such as those from their boss. The services turn voice mail messages into digital audio or text files that users will be able to access via the Web or e-mail, and make use of caller ID so users can identify the source and go to important messages first. SimulScribe uses speech-to-text technology to convert voice mail into text messages, and in testing, the call transcripts proved to be in line with the company's claims of 90 to 95 percent or better accuracy. Within seconds, transcripts arrive via email, along with a digital audio file of the message, and both can be accessed over the Web. SimulScribe may not be ideal for casual voice-mail users, considering the service costs $10 per month for transcribing up to 40 messages a month, then 25 cents for each additional call. Retrieving unanswered calls could be problematic because SimulScribe forwards them to a phone number it assigns to customers, and users could be hit with long-distance or call-forwarding fees if their carrier is not a partner of the company. Also, users' voice mail is not integrated with their cell phone service, which means they will need to have costly SMS notification to receive notice of the arrival of new messages.
http://www.pcworld.com/article/id,133137-pg,1/article.html

Helpless, Hopeless, Wireless
Wall Street Journal (06/26/07) P. B1 ; White, Bobby

Prudential Fox & Roach is among the companies across the country reporting problems with their wireless networks. Wi-Fi was intended to make it easy for workers to conduct business outside the office or move freely throughout the office without a tangle of cords and cables. However, William Friemann, vice president of technology operations for the Cherry Hill, N.J.-based real estate firm, says much of his time was spent handling complaints from employees frequently disconnected from the network or unable to connect at all. Experts say walls and other barriers located between the wireless access point and the user's cell phone or other wireless device lower signal strength. The high processing power required by virtual private networks (VPNs) also makes it difficult for mobile workers to maintain a constant connection. Security is another problem, as Wi-Fi networks are more prone to hackers and individuals looking for free wireless access. Some technology vendors have responded by offering wireless access points with more than one antenna, wireless switches that give wireless networks the functionality of wired networks, and devices that tighten security holes and make it possible to monitor the network for unauthorized users. Prudential Fox & Roach shelled out $120,000 last year to enhance its wireless network, implementing a secure system with high-bandwidth access points from Aruba Wireless that Friemann says is more reliable than the previous setup.
http://online.wsj.com/article/SB118282236794247982.html

Wake Up and Smell the Network
Small Business Computing (06/15/07) ; Moran, Joseph Moran, Joseph

Many companies are interested in lowering energy consumption by setting their computer systems to hibernate when not in use or turning them off altogether, but some are concerned that such measures will prevent remote users from accessing the network. However, Wake on LAN technology will remotely restart systems even when shut off, provided the computer is equipped with Windows XP, a wired Ethernet connection, and a broadband router. Users must first restart their computers and enable Wake on LAN or Power on LAN in the BIOS setup screen--accessed by pressing the F2 or DEL key prior to loading Windows--and ensure the Ethernet adapter is enabled as well. They must then configure the network with a static IP address and select a router port to ensure the system receives the wake up call. It also is important for users to know their public IP addresses; and given that these are constantly changed by the Internet Service Provider, users might want to create an Dynamic DNS account to monitor address changes. Finally, users must choose a free utility or visit www.depicus.com/wake-on-lan/woli.aspx to transmit the "magic packets" that ultimately restart the network, keeping in mind that it takes a few minutes to wake up.
http://www.smallbusinesscomputing.com/webmaster/article.php/36835
41

Can Video Conferencing Up Your Productivity and Reduce Costs?
Computer Weekly (06/19/07) ; Karagheusian, Larry

Video conferencing is one of the fastest growing trends in the business world. This technology's rising popularity is attributable to the advent of global corporations, skyrocketing travel costs, and industry advances that have improved the quality and cost effectiveness of this service. Experts suggest, however, consumers consider several factors before jumping on the video-conferencing bandwagon. A company may find the technology useful if they require employees in a number of different locations to collaborate with each other or with outside sources on a regular basis. Video conferencing also can improve relationships with clients and suppliers if many of the company's clients use the service already. Finally, a company must consider if video conferencing would be a cost-effective way to cut down on travel requirements for meetings or training classes before any final purchasing decision is made.
http://www.computerweekly.com/Articles/2007/06/19/224880/can-video-confe
rencing-up-your-productivity-and-reduce.htm

Document Management vs. Document Storage Systems: What's the Best Choice for Your Practice?
CPA Technology Advisor (05/29/07) ; Higgins, John

A variety of document management systems are available, ranging from basic document storage to comprehensive document management systems. No solution is necessarily better than another, but one may be a better fit depending on the size and services offered in the package. Document storage systems essentially create an electronic document filing system. The primary difference between these systems and Windows file storage systems is that document storage systems use an indexing-based file organization model, similar to a card catalog. Document storage systems intentionally limit their scope and functionality to keep prices affordable and operations simple. Document management systems, however, are becoming comprehensive collections of document filing, automated scanning, electronic annotation, and paperless workflow programs. There are several elements to consider when searching for a document management system or a document storage system. How the system organizes documents and files has a major impact on usability. A cabinet, drawer, folder approach will provide a more natural transition from a traditional paper-based file organization and from Windows Explorer. Systems should also allow index values and metadata tags to be customized based on the nature of the document. Retrieval, viewing, annotation, and distribution systems are also important so that digital records can be used the same way as paper records. A prospective system should also be fully compatible with any programs necessary to your business. Some systems can have workflow automation added on, which allows documents to be sent to individuals with instructions and action items attached to the document.
http://www.cpatechnologyadvisor.com/print/The-CPA-Technology-Advi
sor/2007-Review-of-Document-Management-Systems/1$1588