C O N T E N T S
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January 2007 Choosing Windows Vista, Phone-to-Calendar synchronisation, Blu-ray v. HD DVD, How full is your inbox?, How safe is that web site?
December 2005 Fly away on my cell phone, $100 laptop, Email etiquette: subject for discussion, lastminute IT strategy
April 2006 Faster broadband, memory upgrades, What does your PC say about you?, Player security updates, Clock screensaver
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Still no web site for your organisation? Or want to set up a new project site quickly? Microsoft offers free web space and design tools in its | ^ Back to contents ^ | ||||||||||||||||
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1. Windows Server 2008
Microsoft's next-generation server operating system promotes itself on reducing tedious day-to-day admin and more time spent adding value to your business, so how does that relate to the average not-for-profit organisation? | ||||||||||||||||
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The problems that enterprises were grappling with 5 years ago – connecting remote sites securely, maintaining security within the local network - have become issues for the not-for-profit sector in the last 2 years, especially those experiencing the growing pains from small to medium or medium to large. Easing those pains means taking the day-to-day hassle out of network management to allow an organisation to continue its mission rather than fiddling with new technology.
Billed as the most important enterprise launch in Microsoft's company history, the server software formerly christened Longhorn Beta 3 aims to bring all those 'big business' features that only enterprises an afford to smaller, less able organisations too. Windows Server 2008 is not the Small Business branded product follow-up of features found in larger servers – that's still to come (see Road map) – but brings traditional Microsoft skill in applying in ease of use (seen on the desktop PC) to its servers. Thus, better installation, versatile disc management, comprehensive streaming services, defining servers with different roles, faster data recovery, network security policies, easier connection of branch offices are all on the cards. Let's examine a few of the Windows Server 2008 features and their benefits. Better installation means quicker deliveryAs each Windows operating system leapfrogs the last, 'borrowed features' turn up in the next server or desktop. We've seen this early on with NT/98/2000 and now Windows Server 2008 takes a leaf out of the recent Vista book to ease the installation process. Here, one of the the Windows 2003 Server steps undergoing a leapfrog means that instead of just downloading updates, defining an admin password, and allowing inbound server traffic, Windows Server 2008 additionally permits us to set time zone settings, networking, firewall config, and to customise the server role. I name this child ... In this tongue-in-cheek video, Microsoft seems to have entered a vogue for promoting itself as geeks who don't always take themselves too seriously. Irony perhaps, for a company that packs some of the biggest marketing punch around, but maybe the message is true to its ethos: make products that are easy to assimilate. Which brings us on logically to ... Role playingIT managers are aware of the many roles that existing servers undertake. Examples like a web server or a Terminal Server jostle alongside essential services like Active Directory (users and groups, etc), DHCP (leasing IP numbers to machines) and DNS (translating addresses into IP numbers). It all makes for a confusing mix. For server performance though, it's also a burdensome combo if too many of these loads ned up on one physical piece of hardware, say, when a Fax Server is combined with a Web Server as well as Active Directory (AD), which may be better off deployed on a separate machine. Now in Windows Server 2008, we can define a primary role for the server or multiple roles from among a large selection, with the advantage that the software loaded can be streamlined down to the optimum for that machine with benefits in terms of better performance, increased security and decreased risk. Versatile disc managementUntil fairly recently, the only multiple disc array solution for smaller organisations has been RAID quite simply on grounds of cost. With the introduction of iSCSI and new breeds of Fibre Channel links on offer Storage Area Networks (SAN) leap forward from over the cost horizon as a viable and speedy alternative. Suddenly a SAN makes it possible to store data on a distributed array of discs, but these no longer have to be embedded in the server hardware, leading to a scenario where disc hardware is located literally 'outside the box' or even in another room, so that criteria such as redundancy (and therefore fault tolerance) and temperature control can be managed more effectively and cheaply. Faster data recoveryWhen its comes to restoring data from a typical tape backup, many people come away with an experience that was slow, tedious and thus of marginal benefit. Windows Storage Server (WSS) helps solve this problem by allowing you to launch enhanced volume shadow copy, a speed-up strategy for data recovery. By using SATA hard drives as near-line storage, it looks to disc-based storage first, and tape later. This means faster backups, available more often, which also translates to faster restore processes. Today's SATA-interface discs have ramped up the speed of transfer to 150 - 300 Mbps compared to the older, slower IDE. They're not as fast for the price as their zippy SCSI counterparts, but SATA fits the job admirably here. (See Interpreting Hard Disc Technology). Now we're looking at completing backups in time comfortably. Instead of barely squeezing all that burgeoning server data into an overnight process, it's copied to another disc in a few hours. Then the system has a whole working day ahead to transfer the data to a more permanent tape version. With good process management, an IT manager can even offer that disc backup as an intermediate restore facility, again with much higher speeds and absolutely no shuffling around of tape libraries. Never forget that the most useful restore generally comes from the freshest backup. Security: time for quick NAPTo avoid being caught on the hop by poorly patched workstations hooking up to your network, Windows Server 2008 employs Network Access Protection (NAP), an engine ensures that laptops and PCs don't even get a connection until they meet minimum requirements defined in the organisation's security policy. This isolates 'risky' roaming users who return from their travels perhaps having made connections to unknown or dubious networks, or remote workers who tinkered with some new games programs for fun. The NAP requirement to update security and critical windows patches before being allowed a full network connection maintains the integrity of the network's security. By implementing a policy-based PC health check, others on the network are not put at risk. Branching out
The hub of Windows Server networking lies in its Domain Controllers (DC), servers that act as central repositories of information such as users, groups, folder rights, password authentication and so on, known as the Active Directory (AD). In organisations spread across multiple branch offices it is common to have at least one DC per site. Because these central repositories necessarily replicate each other (for instance as new user join and leave, the security implications expand exponentially as the number of DCs grow. At last in Windows Server 2008, a branch office DC can be designated a Read-Only Domain Controller (RODC), a highly desirable feature where one IT manager is likely to be the only person responsible for making AD repository changes for a whole organisational group. In the 2008 architecture, s/he no longer has to worry about the security of each site's DC, since AD information is replicated only one way - from the DC with full control down to all other RODCs. All change at the terminalWith more and more organisations employing Terminal Server to grant remote employees and workers access to crucial central services, 2008 addresses some logjams and adds extra functionality. A new method of initiating Terminal Server login sessions in parallel takes advantage of multi-processors in the server hardware and results in speeding up user logins where they happen simultaneously, often first thing in the morning being the typical bottleneck. With RemoteAppsingle applications can be 'published' on a Terminal Server, rather than an entire desktop, benefiting security aspects. Terminal Server Web access makes applications and/or desktops available as a portal and Terminal Server Gateway permits control of remote user access in through the firewall to Terminal Servers. Comprehensive streaming servicesOrganisations that are into video and other media can launch their own media campaigns by having them streamed directly from their site server instead of paying for hosting or sending bulky email attachments. IT professionals can easily set up and administer these Windows Media servers, even those not familiar with streaming concepts, due to simplified deployment and administration. A self-fixing server?Have we entered the sci-fi era when computers magically fix themselves. Well perhaps, in Windows Server 2008 we're seeing a glimpse of it. No longer does a NTFS volume have to be taken offline for it to be checked and corrected manually (with chkdsk) for file errors; now we have corruption detection and a new system service works in the background to perform a healing process while the server remains up and running. Moreover, on those occasions when the server does need to be shut down, it will be cleaner. The (in)famous old 20-second timer - dating back to Windows versions of old - that allows applications a fixed time limit to finish has been replaced with a more intelligent service. The new countdown timer permits applications some leeway beyond 20 seconds, as long as they are able to flag messages saying "I'm still closing", rather than being ignominiously given the boot; a boon to servers that are increasingly busier and therefore juggling more services on the go. Launch dateWindows Server 2008 will be launched jointly with Visual Studio 2008 and SQL Server 2008 on 27th February 2008, in Los Angeles. Get the Server 2008 countdown gadget as a reminder. Contacts
-IB- Acknowledgements: betanews.com |
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2. Review of Password Managers
Unburden yourself from memorising myriad passwords. We assess some excellent freeware to lighten your cluttered mind and discover they comprise a whole lot more than elementary strongboxes. | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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In July we took a look at online password generators, with features that allowed mixed case, adding numbers into the combination, and so on. Two of the 4 generators tested included the capability to generate more than one password at a time, an invaluable one in a moderately-sized organisation or where you have a high turnover, say because of volunteers. However, as with so many things, the appearance of one attribute leads to the requirement for another, in this case the ability to store those generated passwords. A quick dose of common sense tells us we are never going to remember passwords generated en masse and there's little point in saving the precious passwords in a text file, however well you try to bury that file from hacking probes and prying eyes; from this juncture onwards the online, web-generated password applications have let us down. What we need is a Password Manager. Even everyday computer users are now collecting more gateway information that their own grey cells can cope with. Most of us will be struggling to remember logins and passwords for:
Big firms step over data protection line The Information Commissioner's Office (ICO) ruled in June that Mobile operator Orange breached the Data Protection Act's security requirements. Coming under scrutiny was the way new members of staff were allowed to share usernames and passwords when accessing the company IT system. Littlewoods was also judged to have failed to process customers' data in line with the Act. Full story. That bare minimum amounts to 9 username/password combinations. Those who mistakenly think they've cracked the problem by using the same combo throughout should probably give up trying to keep it secret - just don't let your employer find out! Allowing all and sundry to access an organisation's usernames and passwords now strays into the territory of Data Protection Act breaches. Key fobA password manager is a piece of software that does the remembering for you and keeps all the passwords keys in one master database file, itself locked away behind a password. Now the master password is the sole item you have to rattle your brains for. Big issue: InstallationThe first thing to note is that most installers these days will require administrator rights on your machine and the programs selected here are no exception. This prompts the question: "Is your login an administrator level one?", since you (or your network/machine admin) will require such access to complete an installation. But this begs the even bigger question "Are all your daily computing activities carried out at administrator level?". If so, beware that malicious programs will find access to your machine just as easy. Encryption is the keyTo store all this important password info behind one single key obviously implies a password of decent complexity and some strong encryption to encode that vital key. Applications here use Advanced Encryption Standard (AES) or Blowfish or Irondale, all well known standards, typically with a 256-bit key. These managers save their contents into a database file with a new extension (show in the table below) secured by the master password. KeePass is the only one to employ an optional separate keyfile (pwsafe.key) in addition to the database file (.kbd), the combination file allowing access. You can choose not to have either, but you can't mix and match. Viewing and finding entries
KeePass has some pre-formatted sub-groups such as Network, Internet, Email to get you started, whereas PasswordSafe and Password Agent both make it a DIY job. Groups and entries in programs can be drag-n-drop manipulated. Password Agent and KeePass can display a large range of colourful icons to make identification faster. PasswordSafe allows the tree to be flattened to see all entries; you don't get to see the whole tree with all its entries until you start to click on sub-groups. KeePass, by contrast, builds in its own search engine to look for entries you can't remember. Passwords-R-UsA high turnover of staff or volunteers needs plenty of passwords and therefore an onboard generator always on hand. All three offerings bundle good generators with programmable policies (length, upper/lower case, numerics, easy-to-read characters) though only the KeePass one has an instant password generator available from the system tray that doesn't require access to the store. The PasswordSafe generator is only available when editing entries. KeePass has a randomised seed (based on waving the mouse or tapping keys) and also displays key strength (in bits) and a quality indicator for an instant assessment of weak or strong passwords. 
Even temporary password can be accommodated so that expire dates don't need to be remembered; a warning prompt will be shown near to expiry time. (Also see one-off TANs below) Auto-loginNow this is where the software starts getting really useful. Instead of just storing usernames and passwords, they can even do the logging in for you! One click gets you to the web site, another fills in the correct boxes and presses 'Enter' for you. Fortunately, there are standard methods for implementing automated logins and a string of variables like this: Auto-logins are achieved by clicking a button, or a shortcut key or a right-click on the entry (with only Password Agent omitting the last possibility). Beware though that performing auto-type logins is perceived in exactly the same way as keyboard typing by malicious key-logging programs, hence the provision of invisible copy-to-clipboard features - slower but more secure. Bottom line is to keep your machine clean of malware. Sneaking a peekA searingly obvious way to steal passwords is simply to look over the shoulder of someone typing. Clearly a password manager could exacerbate the situation by displaying numerous key passwords to passers-by at one go. Fortunately all of the managers on test here include a facility to hide both usernames and passwords, or in the case of PasswordSafe and KeePass, either or both. All samples here also feature copy-to-clipboard which happens invisibly, again away from prying eyes. Auto lock down
To prevent more peeking in the event of being called away from the machine suddenly (a frequent hazard for beleaguered IT managers!) while your password manager is open, all utilities here activate a lock down time-out after a definable period. The notification/system tray then displays a small locked icon requiring the master password once more to regain access. Programs define their time-outs in minutes, except for KeePass where the time-out can configured in seconds. PortabilityAll the databases reviewed here are portable, so can be carried around on a portable hard drive or memory stick, with the proviso that some corresponding applications are installed on the host machine. Beyond this, data can also be imported and exported freely in and out in a variety of formats (see table), so you can switch to another application in the future. Remember not to leave sensitive data lying around in a text or CSV format though! 
ExpiryFor high turnover environments, like temps and contractors, it's convenient to have passwords expire automatically. All contenders here feature this provision and allow configurable warning times ahead of expiry. This leads on logically to support for Transaction Authentication Numbers (TANs), a system of one-off passwords increasingly employed by banks to protect their customers. A portable keypad may be dispensed by the bank for customers to tap in their TAN, though these once-off passwords are now beginning to be used on web sites too. At the time of review, KeePass was the only one in the running to support TANs, instantly marking copied passwords as expired. BackupAll applications on test provided some sort of backup, with PasswordSafe and Password Agent remembering the last 4 and 3 databases respectively. KeePass inserts changed entries internally in a Backup folder in its tree, but extends its usefulness via a range of separately written plug-ins, of which one is a backup plug-in.
VerdictBoth Password Agent and PasswordSafe have the edge on user-friendliness for newcomers to password management and are easy to get going with straight away. KeePass aims to be the more sophisticated tool, concentrating on belt-and-braces security, but - oddly for such a feature-packed program - falls down on the built in help, perhaps assuming that its audience are already 'pro' IT managers. PasswordSafe and KeePass remain the most versatile of the bunch, running on all the mainstream operating systems, though the latter's version 2.x is heading towards the heavyweight Microsoft .NET platform, a move that might have its fans staying with version 1.x. The Lite version of Password Agent Lite has a limit of 25 entries per file with a paid-for upgrade path that allows for multiple database files and unlimited password storage. Considering that all are excellent freeware works, any of those on offer here would suit a wide range of abilities and demands, from home use to enterprise. Contacts
-IB-
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3. Whose domain is it anyway?
Like the English language, domain registration is a minefield of rules with equally as many exceptions that break those rules. What's in a name and how many domains should you register? | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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When acquiring domain registrations, the temptation is to buy up far more than is really needed to achieve the purpose. Carving out a territory can turn into a virtual land grab and becomes all-consuming and even addictive. It's not unknown for small firms to spend thousands a year on hundreds of variations on their domain name. But does it do any good? In choosing a name or names and some endings, remember that one which describes your organisation's mission or activity unequivocally is likely to come up first in search engine results. Thus, DonateAGoat.org (if that's your prime activity) is not only shorter but also better than a more generic HelpingDevelopingNations.org, especially if your web pages talk largely about donating goats to poor communities. It quickly becomes apparent that what you want your domain name to achieve is of key importance in choosing it. If preventing others using your name is the goal, then a spend-spend-spend approach might ringfence a lot of domain endings for your organisation, but could be a lost cause; simply adding "the" to the beginning of a name or "group" to the end spawns a whole new set of permutations which are easy for competitors think up if their only mildly creative. Conversely, if you just want people to remember your organisation easily, then something brief, or a catchy phrase will do wonders. LastMinute encapsulates both of these. UK domains are managed by Nominet UK. The .org.uk is a fully open domain which would typically suite charities, trades unions, political parties, community groups, educational councils, professional institutions, and so on. Guide prices shown below are for 2 years (ex-VAT) since many registrars now limit or no longer offer one year, except for .eu which uniquely requires single year renewals.
Exceptions to the ruleThe .domain eu does not specify the profit nature of an organisation and although clearly intended for EU-wide groups does not enforce its intention. The .uk domain is itself an exception in that all its uses are second level domains (2 dots), meaning one cannot register myorganisation.uk, unlike most other countries. This anomaly dates from the historical inception of the .uk domain as part the JANET university network from the 1980s. Some domains were originally open-to-all registrations, but subsequently tightened up like .me.uk, specified as the natural name of a person. Others were later restricted by agreement or regulation under Nominet, the UK domain name registry, such as .sch.uk for schools and .net.uk for UK ISPs. Private company domains, designated by .ltd.uk and .plc.uk must be, and remain, private limited companies incorporated under the UK Companies Act 1985, for limited and public limited companies respectively. They must also be registered at Companies House with the exact company name. Perhaps due to these extra restrictions, neither of these domains is widely used. Choosing and losingAlthough the first of a domain name is easily subject to abuse (can't get charity.org? Try thecharity.org), then beware of brevity as a sole means to memorability. The lesser known endings remain like that for a reason: low name recognition among the general public means a dissociation from major reputable businesses and possible take-up in spam, scams, and porn industries. Because the web is a global place one needs to be careful about overblowing one's trumpet. No point in labelling yourself thecharity.org (currently for sale at $488 by the way) if you run a small city farm in Hackney entirely for the benefit of the local community; the wrong message turns visitors away. So be wary of wasting too much time and money registering every domain ending under the sun. There are a whole load more endings like .cc, .coop, .tv and those that can be borrowed from other countries (some of which now require justification on their use) and more are planned. The main thing is to choose a name that represents its use closely and to put effort in promoting those you have. In the end, we only have to look at examples like eBay or Amazon or the Terrence Higgins Trust to understand that names mean far less in themselves than the success of the idea or venture behind them. Contacts
-IB-
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4. Skypecasts spread your message
Skype's latest beta technology could be a springboard for charities to reach new audiences and garner support. | ||
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Skype is well known as the most popular Internet telephony provider, with its early and enduring offering of free calls between computers. Less well known is a new development that hosts large calls on the Internet, like a verbal soapbox or forum - enter Skypecast. How Skypecast worksTo listen in, it's just a matter of installing the latest version of Skype and finding a 'cast' that interests you at the Skypecast directory. To check out typical casts, click over to the "On now" section or "Starting soon" and you soon get a flavour of what is popular, dull, trivial, and so on. You can also see this in the "Live" tab of your Skype application. As with any new marketplace, there's a hubbub of dross as well as the odd sparkle of interest. Looking at what's on offer right this minute we have anything from zero to 57 participants joining in a variety of topics in several languages:
Skype may pop up a warning that you are launching a separate application. All sorts of conversations appear - thus we have remote computer support chat business folk earning their wage by chatting on expensive lines to consumers who want advice, obviously on a fairly restricted basis if 20 other people are listening in! Well you get the idea ... Hence an unrivalled opportunity for the charity sector to get its voice heard and solicit discussion about its agenda on a global scale! An unconventional route maybe, but our sector, especially in the UK, isn't short of things to say and it's always worth probing new media for the message. Get ready to broadcastThe technical side is easy. Go the Skypecasts home page, create a new Skypecast by signing in and choose various facets, like whether it's to be public or hidden, are you starting now or scheduling the cast for a later time, give it an icon picture and some keyword tags so it can be found by searches. On the human and PR side, you would be wise to prep any intended audiences with time slots and a bit of promo, obviously swat up on how how to lead the discussion and you may even need some skills on hand to deal with hecklers, better still a second party to the forum who's on your side. The are certain Skype Community Guidelines which stipulate agreeing to common sense rules like not frequently creating the same Skypecasts, staying on topic, flaming and offensive language. If nothing else Skypecasts are a unique opportunity to promote your organisation and its site. Let us know how you got on.Contacts-IB-
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5. Digital photo frames for exhibitions
Make your desk furniture work for its living. | ||
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Digital photo frames have suddenly become a familiar site on the desks of homes and offices throughout the country. Sporting holiday pictures, times remembered, loved ones, gorgeous/grotesque children (depending on your relationship) and other people, places and moments to be cherished. These hi-tech frames have spawned a technological leapfrog over the ordinary static printed picture by bringing movies and MP3s to the desktop in a very non-techie, accessible manner. Getting any ideas yet ...? But, as the conference and exhibition season dawns, here lies an opportunity to grab accessible gadgetry and press it into action to make your working life easier. Seminars, small meetings and tightknit workgroups of attendees are about people and face-to-face time, so not having to worry about PCs and PowerPoint clicks would be a real advantage in these situations. 
Easy-share, no careTake one of these digital photo frames to conference to display a continuously running show of photos or videos and you have created a 'technology bypass' - a carefree show that allows an organisation's reps to get on with people networking instead of computer networking. Instead bending down over a laptop, you could be standing up chatting, explaining your latest climate change project or community research results. In the frame
Such a stand-alone solution saves getting out a full-blown computer for small presentations and doesn't tie up a PC that you may want to use for writing notes. Accommodating common plug-in memory devices used in cameras and computers, such as SD, MMC, XD, MS, USB flash pen drives, photo frames need the bare minimum of prep time and on-screen menus typically guide you through setup functions such as slideshow. They often come with a compact remote control for stop-start Q&A sessions. With popular sizes of 7-inch and 8-inch diagonal screens, these digital photo frames are easy to fit in a case or bag, weigh only 1Kg and can come in at under £50, though the higher end of the market will usually show a better picture resolution. Larger 15-inch and widescreen models are becoming more common and bundle built-in speakers and a headphone socket or a swivelling base stand for a fully self-sufficient show. And if the unthinkable happens and someone makes off from the exhibition with your hard-earned hardware, be thankful that it was only a fifth the cost of laptop and didn't contain masses of documents and confidential data. 
-IB-
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6. Q&A: Sharing an Access database among several people at the same time
Question 
Hi Mark, One of of our volunteers wrote us a simple contacts database in Access. He has left the organisation now, but the result means that only one person can log in to update the contacts. Is there a way to share the Access database among two people (or more?) at the same time? | ||
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Yes, you can share the database and yes, more than two people can edit it at the same time, though Access experts usually reckon performance will start to slow a good deal when it's shared between 4 to 5 users. To make the database shareable, we need basically to do 3 things: put it in a shared folder, configure it as shared in Access and then choose a method of applying locking, so that users don't conflict with each other. So ... 1. Copy your Microsoft Access database to a shared folder. It's a file ending in .mdb and you may need to get your network administrator to ensure the folder really does give access to the intended users in your office. 2. Check the database is set to open in shared mode, (the default setting) by opening the database with Access, then pulling down: For the third part, we need to understand what database locking does for us. Microsoft Access allows 3 levels of locking:
3. Select the appropriate method of locking by pulling down: | Tools | Options | Advanced tabLook in the "Default record locking box" and choose the appropriate option from those explained above The default setting of No locks would give access (excuse the pun) to more than one editor, but Edited record would allow users to update contact details even while someone is viewing or editing another record without conflicts. It is also worth noting that each data entry form has its own locking setting that overrides the default. If you have complex interlinked tables, it may not be as simple as this, but this should certainly ease your data editing. These locking principles apply generally to most databases from other manufacturers too so they are worth getting the hang of. For more on multi-user access take a look at the internal or online help section (or search for) "Sharing an Access database on a network" by pulling down the Help menu in Access.
-IB- Acknowledgements: Jeremy Davis |
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Clicks of the Trade - keep a track on printer consumables
--- Quick tips for happier clicks! --- | ||||
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-IB-
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