File and Folder Name Best Practices and File Name Limitations

Good file names are essential to accessibility. Many offices utilize a network server to store files so that they are accessible from multiple locations by various people. This requires that file names (as well as folder structures) make sense to more than just the creator. A file name should be clear to everyone in the department or agency in which the file was created. A record should be distinguishable from files with similar subjects as well as different versions of the same file. When other individuals access a record, they may be using different operating systems (Microsoft Windows, Mac OSX), different versions of the system (e.g. Windows Vista, Windows XP), or different software (e.g. Microsoft Word, OpenOffice.org Writer, Notepad); therefore, it is important to follow rules that will allow a file to be recognized in as many different environments as possible.

Rule #1: Avoid using special characters in a file name. \ / : * ? “ < > | [ ] & $ , . The characters listed above are frequently used for specific tasks in an electronic environment. For example, a forward slash is used to identify folder levels in Microsoft products, while Mac operating systems use the colon. Periods are used in front of file-name extensions to denote file formats such as .jpg and .doc; using them in a file name could result in lost files or errors.

Rule #2: Use underscores instead of periods or spaces. As mentioned above, periods already have a specific function in a file name, which is to tell the computer program where the file-name extension begins. Spaces are frequently translated in a Web environment to be read as “%20”. For example, TMD Technology.doc would appear as TMD%20Technology.doc if it were available online. This alteration can cause confusion in identifying the actual file name. Spaces in file names can also cause broken links, because word processing tools like Microsoft Word, and e-mail clients like Microsoft Outlook, recognize spaces as an opportunity to move to another line. Another difference that is found among operating systems and software is the acceptable length of file names. Some systems allow up to 256 characters, while others allow far fewer.

Rule #3: Generally about 20-25 characters is a sufficient length to capture enough descriptive information for naming a record.

Rule #4: Limit The number of sub folders you use in your tree structure.  Each folder and character adds to your file name limit.  Folder names should be descriptive but short.

TMDTechnology.com

Ten Ways to Improve the Security of a New Computer

virusWhy Should I Care About Computer Security? Our computers help us stay connected to the modern world. We use them for banking and bill paying, shopping, connecting with our friends and family through email and social networking sites, surfing the internet, and so much more. We rely so heavily on our computers to provide these services that we sometimes overlook their security. Because our computers have such critical roles in our lives and we trust them with so much personal information, it’s important to improve their security so we can continue to rely on them and keep our information safe.

Attackers can infect your computer with malicious software, or malware, in many different ways. They can take advantage of unsafe user practices and flaws in your computer’s programs (flaws including vulnerabilities and unsecured services and features) and use social engineering (in which an attacker convinces someone to perform an action such as opening a malicious email attachment or following a malicious link).Once your computer is infected, intruders can use the malware to access your computer without your knowledge to perform unwanted actions. They can steal your personal information, change computer configurations, cause your computer to perform unreliably, and install even more malware they can use to leverage attacks or spread malware to others. tion of compromised computers connected to the internet, to leverage additional attacks against other computers.

How Do I Improve the Security of My Home or business Computer? Following are ten important things you can do to make your computer more secure. While no individual step will completely eliminate your risk, together these practices will make your  computer’s defense strong and minimize the threat of malicious activity.

  1. Connect to a Secure Network Once your computer is connected to the internet, it’s also connected to millions of other connected computers, which could, in turn, allow attackers to connect to your computer. Information flows from the internet to your home network by first coming into your modem, then to your router, which most people have, and finally to your computer. Because your modem doesn’t have security settings, it’s crucial to secure your router—the first securable device that receives information from the internet. Be sure to secure it before you connect to the internet to improve your computer’s security. If you don’t have a router, contact your service provider to learn how you can best secure your network.
    • The default configurations of most home routers offer little security. Though it may seem cumbersome to spend time configuring your router’s settings, it’s well worth it because a secure router is one of the best initial lines of defense. To secure your router, consult its user’s guide, which will direct you to a predefined URL or IP address where you can do the following:
      • Configure the wireless network to use WPA2-AES encryption for data confidentiality.
      • Change the default login username, if permitted (refer to the user’s guide), and password. (The default passwords are published in manufacturer’s publications and are readily accessible.)
      • Conduct MAC address filtering (a form of whitelisting, or identifying wirelessly connected computers you trust).
      • Change the default wireless SSID.
  2. Enable and Configure a Firewall A firewall is a device that controls the flow of information between your computer and the internet, similar to a router. Most modern operating systems include a software firewall. In addition to the operating system’s firewall, the majority of home routers have a firewall built in. Refer to your user’s guide for instructions on how to enable your firewall. Once your firewall is enabled, consult the user’s guide to learn how to configure the security settings and set a strong password to protect it against unwanted changes.
  3. Install and Use Antivirus and Antispyware Software Installing an antivirus and antispyware software program and keeping it up to date is a critical step in protecting your computer. Many types of antivirus and antispyware software can detect the possible presence of malware by looking for patterns in the files or memory of your computer. This software uses virus signatures provided by software vendors to look for malware. New malware is discovered daily, and vendors frequently make new signatures available, so 2 antivirus software will be most effective if the signatures are up to date. Many antivirus and antispyware programs offer automatic updating. Enable that feature so your software always has the most current signatures. If automatic updates aren’t offered, be sure to install the software from a reputable source, like the vendor’s website or a CD from the vendor.
  4. Remove Unnecessary Software Intruders can attack your computer by exploiting software vulnerabilities (that is, flaws or weaknesses), so the less software you have installed, the fewer avenues for potential attack. Check the software installed on your computer. If you don’t know what a software program does and don’t use it, research it to determine whether it’s necessary. Remove any software you feel isn’t necessary after confirming the software is safe to be removed. Back up important files and data before removing unnecessary software in case you accidentally remove software essential to the operating system. If possible, locate the installation media for the software in case you need to reinstall it.
  5. Disable Nonessential Services Like unnecessary software, nonessential services increase the opportunities for attack. Two services to look for are file sharing and print sharing, which enable you to share files, such as photos and music, with other computer users and print to other computers on your network. The Conficker malware used file sharing to infect computers and spread the infection to others. Disabling file sharing would have eliminated one of the ways Conficker infected computers at the time of the Conficker malware infection. If those services are enabled in your operating system, disable them if you only have one computer connected to your network or don’t use them. Because services differ depending on your operating system and many of them are critical to your computer’s operation, research any services you aren’t sure about or don’t use before disabling them.
  6. Modify Unnecessary Default Features Like removing unnecessary software and disabling nonessential services, modifying unnecessary default features eliminates opportunities for attack. Review the features that came enabled by default on your computer and disable or customize those you don’t need or plan on using. As with nonessential services, be sure to research these features before disabling or modifying them. The AutoRun feature in Microsoft Windows systems was a default feature at the time of the Conficker malware and was one of the three ways computers became infected. When the AutoRun feature is enabled on Windows computers, Windows detects when removable media, such as CDs and USB storage devices, are inserted into the computer and automatically executes the media’s contents.
  7. Operate Under the Principle of Least Privilege In most instances of a malware infection, the malware can operate only under the rights of the logged-in user. To minimize the impact the malware can have if it successfully infects a computer, consider using a standard or restricted user account for day-to-day activities and only 3 logging in with the administrator account (which has full operating privileges on the system) when you need to install or remove software or change system settings from the computer.
  8. Secure Your Web Browser Web browsers installed on new computers usually don’t have secure default settings. Securing your browser is another critical step in improving your computer’s security because an increasing number of attacks take advantage of web browsers. Before you start surfing the internet, secure your browser by doing the following:
    1. Disable mobile code (that is, Java, JavaScript, Flash, and ActiveX) on websites you’re not familiar with or don’t trust. While disabling these types of code on all sites will significantly reduce your risk of being attacked, the websites you visit may not function as they normally do.
    2. Disable options to always set cookies. A cookie is a file placed on your computer that stores website data. Attackers may be able to log onto a site you’ve visited (like a banking site) by accessing the cookie with your login information. To prevent that, configure the browser to ask for permission before setting a cookie, allow cookies for sessions only, and disable features that keep you logged in to a site or that retain information you’ve entered, such as text you type into forms and the search bar.
    3. If you’re using Internet Explorer, set the security levels for trusted sites (websites you most often visit and trust) to the second highest level. At the highest level, websites may not function properly.
  9. Apply Software Updates and Enable Future Automatic Updates Most software vendors release updates to patch or fix vulnerabilities, flaws, and weaknesses (bugs) in their software. Because intruders can exploit these bugs to attack your computer, keeping your software updated is important to help prevent infection. When you set up a new computer (and after you have completed the previous practices), go to your software vendors’ websites and check for and install all available updates. Enable automatic updates if your vendors offer it; that will ensure your software is always updated, and you won’t have to remember to do it yourself. Many operating systems and software have options for automatic updates. As you’re setting up your new computer, be sure to enable these options if offered. Be cautious, however, because intruders can set up malicious websites that look nearly identical to legitimate sites. Only download software updates directly from a vendor’s website, from a reputable source, or through automatic updating.
  10. Use Good Security Practices You can do some simple things to improve your computer’s security. Some of the most important are.
    1. Use caution with email attachments and untrusted links. Malware is commonly spread by people clicking on an email attachment or a link that launches the malware. Don’t open attachments or click on links unless you’re certain they’re safe, even if they come from a person you know. Some malware sends itself through an infected computer. While the email may appear to come from someone you know, it really came from a compromised computer. Be especially wary of attachments with sensational names, emails that contain misspellings, or emails that try to entice you into clicking on a link or attachment (for example, an email with a subject like that reads, “Hey, you won’t believe this picture of you I saw on the internet!”).
    2. Use caution when providing sensitive information. Some email or web pages that appear to come from a legitimate source may actually be the work of an attacker. An example is an email claiming to be sent from a system administrator requesting your password or other sensitive information or directing you to a website requesting that information. While internet service providers may request that you change your password, they will never specify what you should change it to or ask you what it is.
    3. Create strong passwords. Passwords that have eight or more characters, use a variety of uppercase and lowercase letters, and contain at least one symbol and number are best. Don’t use passwords that people can easily guess like your birthday or your child’s name. Password detection software can conduct dictionary attacks to try common words that may be used as passwords or conduct brute-force attacks where the login screen is pummeled with random attempts until it succeeds. The longer and more complex a password is, the harder these tools have to work to crack it. Also, when setting security verification questions, choose questions for which it is unlikely that an internet search would yield the correct answer.

Where Can I Learn More? Implementing the practices here will significantly improve your computer’s security. The more you can implement, the more secure your computer will be. Even after implementing all ten of these practices, you still may not be protected from all of the risks you and your computer may encounter. Let us help secure your PC and Network.  We offer competitive managed solutions that address many of the concerns of the ever changing complex computing environments.  TMDTechnology.com

Produced for US-CERT, a government organization.

Should I Upgrade or Replace my Computer?

old-ibm-300x219A lot of people ask me “Should I upgrade or replace my computer?”  Typically, they have hit a crossroad and are trying to take a older or slow computer and make it run faster or run a particular piece of newer software not compatible with their current system.  The problem is that most people simply don’t know when it’s worth it to upgrade and when it’s time to just replace their PC.   Hopefully this will help guide your decision or at least give you a few things to consider.

First, Lets discuss why computers are “slow” or inadequate. When you purchase a new computer, it typically only has the operating system and perhaps a few applications preinstalled. Over the course of a few years, you create, copy and delete thousands of files and likely install dozens of new applications and plugins that you require to operate. You will surf the web, play games, send countless emails and more. So what’s causing the slow down? The short answer is it’s probably a combination of a lot of these things.

Many applications have services which continually run and consume memory.  Turn all of those off unless you are sure that you run that application all of the time. For example, if you look at PDFs daily, you would want that feature enabled for Adobe Acrobat. Another culprit is caused by users who are simply trying to be very safe online. Users who have more than one anti-virus or anti-spyware product installed are making the computer crawl since those products usually read and process every single byte of every single file written-to and read-from the hard drive.  You only need 1 anti-virus product and should consider running anti-spyware scans weekly. Ensure that your anti-virus product keeps its definitions up-to-date and you should be good.

Common Items that cause poor PC performance If you have less than 2GB RAM and are trying to run the latest software and OS, I would say that you are probably going to suffer when it comes to user experience. Generally a $50-75 hardware upgrade will get you to another 2+GB and your computer will usually run much better especially when multitasking.

If things just take a long time to load (from click to on-screen), the problem may be a slow hard drive. Traditional Hard Disks (HDD) run at 5400RPM or 7200RPM.  There are some out there that run at 10,000RPM (10k) and even 15,000RPM but generally these will be located on servers. Newer PC’s are taking advantage of Solida State Drives (SSD)  For the ultimate in disk performance consider these as a possible upgrade.

Viruses and Malware are also huge culprits when it comes to Computer performance.  Ensure you are scanning regularly but ensure that you’re only running 1 version on antivurus!

When does it make sense just to replace? Sometimes it just doesn’t make sense to upgrade because no matter what you do, the system just can’t improve in performance enough to run modern applications. The other cutoff is when the amount of installation time + the amount of hardware cost outweigh the costs of a new PC.  You should also consider most new PC’s have a warranty so if your PC is older than 3-4 years or out of warranty you will want to factor that in as well.

Don’t bother upgrading your computer if:

  • You want great performance with the latest apps and your PC is more than 3yrs old.
  • You are planning on getting a new system within a year anyway.
  • You like to have current hardware warranties.

Consider Upgrading your Computer if all you require is:

  • More storage space for files such as videos, music or photos.
  • A better monitor, mouse or keyboard (Peripherals)
  • Wireless capabilities
  • Additional Memory (RAM) for multitasking

Generally you will spend several hours doing new system upgrade/installs if you want to upgrade so if you’re not doing the upgrades yourself you should evaluate the service time + software + hardware cost.  On any PC out of warranty and/or older than 3yrs I always urge my client to go for new equipment since a complete reinstall can cost several hundred dollars in consulting time alone.  Just remember the old adage, “You get what you pay for” when going new.  Those $300-$500 PC’s usually aren’t the way to go. I often see uninformed businesses purchase equipment best kept for home use. Don’t waste your money, call Us BEFORE you decide to upgrade or purchase new equipment.