Tag Archives: Hurricane Katrina

Tech Talk: Cotton Firm Gets Satellite Internet

Producers Gin Co. is a cotton producer with 51 employees in Theodore, Ala., outside of Mobile. The company was still using dial-up Internet to file commodities reports with the U.S. Department of Agriculture (USDA) and conduct other business online, office manager Georgi Starr tells IncTechnology.com, until subscribing to a satellite broadband Internet service. Elizabeth Wasserman: Why does a cotton producer need Internet access? Georgi Starr: We’re a cotton gin. We take cotton from the field and process it by taking the seeds and trash out, cleaning it up and sending it to the mill. Right now, we’re approaching 30,000 bales per year, but we’ve been as high as 35,000 bales and as low as 12,000 bales. It varies every year. When we gin the cotton creating bales it becomes a commodity that’s traded on the commodity markets. When we birth those bales, we attach a receipt to it that has to be transferred to the USDA, just like with sugar or peanuts or corn – it’s sort of like our currency. We have a specialized program through a company called eCotton to create those receipts through the Internet and make a successful transmission, either by selling the cotton, putting the cotton up for bid if not already presold, and transmitting the receipts to the new owner. If we don’t transmit those receipts in a timely manner to the USDA, we can face potential files or lose our license. Wasserman: Why couldn’t you get broadband Internet service before? Starr: We’re located in a rural area. We continued to hope that companies would bring DSL or cable Internet here, but there are just not the lines for it. Originally we were on dial-up, which was hideous. After Hurricane Katrina it was so horrible we were seeking anything to help us. In the summertime, when our business picks up moving the cotton and selling the cotton, we would have trouble with connection speeds. We couldn’t transmit those receipts at all sometimes because of the weather. Or in the middle of a transmission we would lose all of our data. It was horrible to have to go back and recreate all of those big files. It also took ups three days to update our program with the eCotton software. That was just unacceptable. We heard about satellite and subscribed to HughesNet. We have the Business Internet 400 plan with speeds that go up to 2 megabytes per second for $119 per month. Wasserman: What have the results been? Starr: Great. The good thing I’ve noticed that’s very different is that even in inclement weather we still have a connection. We have yet to lose service during inclement weather. Also the speed is impressive. To update the software and send the receipts it’s just seconds now compared to minutes and hours and days before.

Recovery after the Storm

Small business is the cornerstone of the U.S. economy, with more than a quarter million small businesses accounting for millions of dollars in commerce each year. Unfortunately, countless businesses have closed in recent months because of natural disaster. Reminiscent of Hurricane Katrina three years ago, Hurricane Ike swept through Galveston, Texas, causing massive power outages, scattering employees within the state, and shutting down thriving businesses. While some businesses reopened weeks later many were unable to recover from the customer and revenue losses and remain closed today. Disasters like Hurricane Ike illustrate the growing need for business continuity plans that effectively address how to run a business once information technology operations are disrupted, often making the difference between losing and recovering a company. Protecting your assets The most critical assets of any business are its employees and data. Therefore, any business continuity plan should address the safety and accessibility of each and determine how the business will continue to run amidst destroyed or damaged IT infrastructure, applications, and machines. However, it is critical that such a plan also include processes for employees that manage IT operations, otherwise the plan is rendered useless. When the lights go out During a natural disaster, electric supply powers are often the first sign of disruption — and the costliest. A simple battery backup which connects to a Universal Serial Bus (USB) port can safeguard against the loss of customer lists, information about current projects, accounting ledgers, and other critical data at risk in the aftermath of any disaster. There are also hard drives that can plug into a USB port that automatically back up data. These measures can prove to be both reliable and inexpensive business continuity tools. In addition, laptop computers can be used to store and remove data during disasters, essentially serving as a mobile system running on a backup generator. With the use of any business continuity tool, it is recommended that a business supply its data center with a backup power system with enough fuel to last at least a week. In the instance that the network is disrupted, businesses should use a dedicated backup network or remote server. However, backing up files is essential despite having a backup battery, and options including an off-site storage service or self storage (i.e. fireproof containers, fireproof cabinet, etc.) can aide in preventative measures. The after effects of a disaster — power failures and surges — are often the real calamity for businesses’ IT operations. Employee roadmap to safety While business continuity plans prevent data losses within IT infrastructure, applications, and machines, it is critical that the plan include processes for employees that manage IT operations. Once a business loses operational capabilities, employees can still resume IT operations at another location. However, it is important to note that moving to another location may be impossible or slightly delayed depending on the type of disaster. A hurricane or other disaster can render traffic impossible with employees facing limited access to roads and airports. The key is to maintain communication with employees so they can be directed to the backup facility based on their current location. In addition to a current contact list with several options to get in touch with every employee, an effective business continuity plan should include processes and scenarios for employees managing IT operations responsible for coordinating communication. Practice makes perfect When compiling a business continuity plan to run a company in the aftermath of a disaster, it’s important to include a budget with costs for alternative IT infrastructure, applications, machines, employee transportation, and new business sites. Business continuity plans, which should represent at least 20 percent of a company’s basic IT operating budget, should be tested at least once a year and updated to reflect business changes like mergers and acquisitions or divestitures. In recent years, the damage experienced by businesses along the paths of hurricanes and other disasters reinforce the growing importance of having a business continuity plan at all times. Beyond running a business while IT operations are disrupted, a business continuity plan often makes the difference between losing and not losing a business. The key to recovering a business after a disaster is preparing and practicing the continuity plan. Mike Gorsage is the National Technology Practice Leader for Tatum LLC. Tatum is the nation’s largest executive services firm, providing financial and technology leadership to businesses of any size.

Imaging Software: When Image is Everything

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Have you ever had a hard drive malfunction and needed to completely reinstall all your applications and drivers? Chances are, it took a while, and may have involved a desperate search for installation disks or license numbers. Reinstalling a server can be even more of a hassle. Disk imaging software eases that pain by creating a single image “snapshot” of everything on a hard drive. That allows you or your IT staff to “clone” — completely reproduce — that hard drive in a single operation. It can get you up and running in less than an hour, as opposed to many hours. Even better, it can create huge savings in IT work time. Even if your company tried imaging software in the past, and rejected it because it took too long or used too many network resources, advances mean you should take another look at this highly useful software, according to Joel Barker, senior product analyst for Aeshen, which creates training and marketing tools for technology professionals. “Now, images are smaller, networks are faster, and it’s easier to store everything in a single location,” he says. Making the most of imaging Here are some ways disk imaging can make your IT life easier: Disaster recovery: “We use imaging for customers to make it much quicker and easier to restore a desktop after a disaster,” says Paul Sullivan, vice president and general manager of Agility Recovery Solutions, Inc. He estimates that restoring from an image saves four to six hours of work per desktop. Agility specializes in helping companies deal with catastrophes such as Hurricane Katrina or this summer’s Midwestern flooding, but imaging can also help you recover from a relatively minor disaster such as a crashed computer. “I think the greatest value is reducing desktop support, which is a major IT cost,” Barker says. If a desktop is suffering malware-related trouble or otherwise experiences a software-based crash, IT staff can simply restore an image rather than having to wipe the disk and reinstall everything from scratch. Often they can do the restore remotely and won’t even have to touch the malfunctioning computer. It’s important to note that, in most cases, the new image will completely replace the old, so that any applications or data stored after the snapshot was taken will be lost for good unless they’re saved separately. This is why most IT experts recommend separate backup for day-to-day data, and why Sullivan recommends that his customers update their stored images on a quarterly basis or more, especially after installing a major new piece of software. Hard drive upgrades: “If your computer’s hard drive is getting full and you need to replace it with something larger, it’s easiest to create an image and then restore everything onto the new hard drive,” says Ken Colburn, president of Data Doctors Computer Services. “That’s what it was primarily used for in the past. It works so well because everything’s in the same structure, and the same setting.” Software deployments: Imaging can also come in handy during a software deployment, in which many desktops must be loaded with the same new or upgraded application, or operating system. Instead of doing the same installation over and over, IT staff can simply load it on one desktop, take a snapshot of that computer, and then copy the image onto all the rest. This strategy works especially well if your company uses standardized PC configuration. (For more on the benefits of standardized configuration, see previous article.)Keep in mind, however, that unless all employees have the same brand and model of computer and peripherals, you may need your imaging software to account for hardware variations. Resetting to a previous state: Have you ever had an upgrade or new application that caused more problems than it solved? Disk imaging makes it easy to undo a bad installation, and can completely remove unwelcome applications from your computer, which standard uninstall functions don’t necessarily do. To take advantage of this benefit, make sure you or your IT staff takes an image of a computer or server just before beginning the new installation. Companies now paying to have IT pros restore their computers to Microsoft Windows XP after encountering problems with Vista could have saved themselves the money if they’d taken this step before beginning the Vista upgrade. Before selecting imaging software, Barker says, you should first plan precisely how it will be used. “They’re all targeted at slightly different roles,” he says. “So you should decide your requirements before you start shopping, or you may get suckered into buying features you don’t need.” There are also differences in their interfaces, some of which may work better for your IT setup than others. “The only way to find out is to test it,” Barker says. Fortunately, he adds, “They all have free trial versions, though they may have limited features. So get the free version, and try it out.” Sidebar: Disk Imaging Software Options Here are some of the most popular disk imaging options. Check their various features against your company’s specific needs to make sure you pick the right one. Acronis True Image — Allows for backups of key files and data as well as the entire disk image. Restores in minutes and allows computers to be online while restoring. Acronis Universal Restore allows you to restore the image to a different model or brand of computer, or even to a virtual machine. Symantec/Norton Ghost — Can be managed remotely, and perform incremental backups as well as image restores. Can copy to an FTP site for easier off site recovery. Can trigger automatic backups of new data in response to increased malware threats. Microsoft Windows Deployment Services — Microsoft offers this product primarily to assist with upgrades or migrations to new operating systems, but Joel Barker of Aeshen notes that it can also be used to create and restore disk images, and if you have Microsoft Windows Server 2003 or 2008, then Windows Deployment Services is available free. It works with XP as well as Vista. Paragon Drive Backup — Paragon Drive Backup allows you to save both space and time with quicker backups and restores, and allows you to keep working during the backup. You can back up and restore your whole computer to and from a USB flash drive.

Imaging Software: When Image is Everything

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Have you ever had a hard drive malfunction and needed to completely reinstall all your applications and drivers? Chances are, it took a while, and may have involved a desperate search for installation disks or license numbers. Reinstalling a server can be even more of a hassle. Disk imaging software eases that pain by creating a single image “snapshot” of everything on a hard drive. That allows you or your IT staff to “clone” — completely reproduce — that hard drive in a single operation. It can get you up and running in less than an hour, as opposed to many hours. Even better, it can create huge savings in IT work time. Even if your company tried imaging software in the past, and rejected it because it took too long or used too many network resources, advances mean you should take another look at this highly useful software, according to Joel Barker, senior product analyst for Aeshen, which creates training and marketing tools for technology professionals. “Now, images are smaller, networks are faster, and it’s easier to store everything in a single location,” he says. Making the most of imaging Here are some ways disk imaging can make your IT life easier: Disaster recovery: “We use imaging for customers to make it much quicker and easier to restore a desktop after a disaster,” says Paul Sullivan, vice president and general manager of Agility Recovery Solutions, Inc. He estimates that restoring from an image saves four to six hours of work per desktop. Agility specializes in helping companies deal with catastrophes such as Hurricane Katrina or this summer’s Midwestern flooding, but imaging can also help you recover from a relatively minor disaster such as a crashed computer. “I think the greatest value is reducing desktop support, which is a major IT cost,” Barker says. If a desktop is suffering malware-related trouble or otherwise experiences a software-based crash, IT staff can simply restore an image rather than having to wipe the disk and reinstall everything from scratch. Often they can do the restore remotely and won’t even have to touch the malfunctioning computer. It’s important to note that, in most cases, the new image will completely replace the old, so that any applications or data stored after the snapshot was taken will be lost for good unless they’re saved separately. This is why most IT experts recommend separate backup for day-to-day data, and why Sullivan recommends that his customers update their stored images on a quarterly basis or more, especially after installing a major new piece of software. Hard drive upgrades: “If your computer’s hard drive is getting full and you need to replace it with something larger, it’s easiest to create an image and then restore everything onto the new hard drive,” says Ken Colburn, president of Data Doctors Computer Services. “That’s what it was primarily used for in the past. It works so well because everything’s in the same structure, and the same setting.” Software deployments: Imaging can also come in handy during a software deployment, in which many desktops must be loaded with the same new or upgraded application, or operating system. Instead of doing the same installation over and over, IT staff can simply load it on one desktop, take a snapshot of that computer, and then copy the image onto all the rest. This strategy works especially well if your company uses standardized PC configuration. (For more on the benefits of standardized configuration, see previous article.)Keep in mind, however, that unless all employees have the same brand and model of computer and peripherals, you may need your imaging software to account for hardware variations. Resetting to a previous state: Have you ever had an upgrade or new application that caused more problems than it solved? Disk imaging makes it easy to undo a bad installation, and can completely remove unwelcome applications from your computer, which standard uninstall functions don’t necessarily do. To take advantage of this benefit, make sure you or your IT staff takes an image of a computer or server just before beginning the new installation. Companies now paying to have IT pros restore their computers to Microsoft Windows XP after encountering problems with Vista could have saved themselves the money if they’d taken this step before beginning the Vista upgrade. Before selecting imaging software, Barker says, you should first plan precisely how it will be used. “They’re all targeted at slightly different roles,” he says. “So you should decide your requirements before you start shopping, or you may get suckered into buying features you don’t need.” There are also differences in their interfaces, some of which may work better for your IT setup than others. “The only way to find out is to test it,” Barker says. Fortunately, he adds, “They all have free trial versions, though they may have limited features. So get the free version, and try it out.” Sidebar: Disk Imaging Software Options Here are some of the most popular disk imaging options. Check their various features against your company’s specific needs to make sure you pick the right one. Acronis True Image — Allows for backups of key files and data as well as the entire disk image. Restores in minutes and allows computers to be online while restoring. Acronis Universal Restore allows you to restore the image to a different model or brand of computer, or even to a virtual machine. Symantec/Norton Ghost — Can be managed remotely, and perform incremental backups as well as image restores. Can copy to an FTP site for easier off site recovery. Can trigger automatic backups of new data in response to increased malware threats. Microsoft Windows Deployment Services — Microsoft offers this product primarily to assist with upgrades or migrations to new operating systems, but Joel Barker of Aeshen notes that it can also be used to create and restore disk images, and if you have Microsoft Windows Server 2003 or 2008, then Windows Deployment Services is available free. It works with XP as well as Vista. Paragon Drive Backup — Paragon Drive Backup allows you to save both space and time with quicker backups and restores, and allows you to keep working during the backup. You can back up and restore your whole computer to and from a USB flash drive.

Time to Try Online Backup for Your PCs?

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There’s no worse feeling for a PC user than realizing something important was just deleted — whether accidentally, from a hard-drive crash, virus, or power surge. Not only can it be a frustrating inconvenience, but the problem is magnified considerably when the data kept on the computer is essential for running a business. This can impact the business, its partners, and its customers. The only protection against losing critical information on your business PCs is to back up important files on a regular basis. Some mid-size businesses are already backing up computer servers regularly. But some of the most critical business information oftentimes resides on individual PCs. Businesses that have many remote workers or businesses that don’t have servers may want to also consider PC backup. Backup at the PC level can be handled in a number of ways, such as using an external hard-drive or server, using a tape-based backup system, or taking a leap of faith and hoping that employees are backing up important files using portable USB memory sticks or CDs or DVDs. For some businesses, however, those options are no longer good enough. Uploading files to an online backup company has become one of the increasingly popular solutions for small and mid-size businesses as costs have come down, the number of vendors increases as traditional offline storage firms such as EMC get into the act, and the risks of not backing up — or trusting employees to do it — are too great to the business. Benefits of online backup One of the biggest reasons to backup online is for disaster prevention. “Local backup solutions are prone to natural disasters such as floods, fires and hurricanes,” explains Vance Checketts, director of business operations at Berkeley Data Systems, a Salt Lake City-based online storage company best known for its Mozy services, which was recently acquired by EMC. “But more importantly, online backup solutions reduce the risk of human error because a professional, third-party organization is hard at work protecting your backed-up data.” For businesses, MozyPro pricing costs $3.95 per PC per month plus $0.50 cents per gigabyte per month. “The key advantage is your data is kept offsite — so your data is protected even if you’re having a problem at your office,” says Richard Shim, research manager for personal computing at IDC, the Framingham, Mass. technology research firm. After all, it was only in 2005 when Hurricane Katrina decimated much of the north-central Gulf Coast, causing more than 1,800 deaths and more than $80 billion dollars in damage. “Offsite storage translates to easy access — anytime and anywhere — so you’ll always have access to it,” adds Shim. Often considered an “insurance policy” for your critical work information, online backup solutions can also be automated so important files or folders are automatically backed up — after the workday ends, say, at 2 a.m. every night — therefore the employee doesn’t have to remember to do so manually. Price and other challenges  “The primary challenge with online backup is finding a solution that does backup well at a cost-effective price,” says Checketts. “Too many solutions are focused on online storage, which is quite different from backup, as [the former] is simply a cyber-locker without task-appropriate automation or encryption.” He says that businesses need a backup system that is automatic, secure, and cost effective. The cost for backup and storage is one of the key obstacles to more wide-spread adoption of the technology, says Shim. Many small and mid-size businesses are constantly watching the bottom line and decide to forego the expense for an ongoing backup system. In addition, traditional methods of backup, such as USB drives or CDs are so inexpensive. A 500GB external hard drive can be found for less than $100 these days, which is a one-time fee, compared to an ongoing monthly payment. “Cost can be an issue for a small business since you have to pay for monthly maintenance fees, to secure and manage this data,” explains Shim. Small businesses also have to grapple with the question of whether they want company information, e-mails, and spreadsheets to be in third-party hands — even if those third parties are trusted sources. “Depending on how sensitive that data is, there could be a security issue,” says Shim. “You give up a certain amount of security by making it more accessible online, trusting it in the hands of another company.” Mozy’s backup solutions, however, claim 128-bit SSL encryption to safely secure customer data during transport and 448-bit Blowfish encryption to secure the data on Berkeley Data Systems’ servers. Deciding factors Small and mid-size businesses need to consider a number of factors before taking the plunge into online backup: Do they have the resources for another monthly service fee? Are enough security controls in place at the online backup vendor to ensure that sensitive business data will not fall into the wrong hands? Will employees remember to backup important files each night on USB drives or CDs? What would happen to the business if a disaster struck — a fire, earthquake, hurricane, flood or other event — that destroyed business computers and all the business data stored on their hard-drives? Conclusion While not for every business, online backup solutions need to be considered by data-dependent businesses that could be wiped out in the event of a manmade or natural disaster. Not all small and mid-size businesses have the resources to spring for a disaster recovery backup site. The ease with which critical information and files can be downloaded onto a new computer is also a factor to help in the event of a computer crash or a hard-drive meltdown. The costs of trying to recover files in man hours alone probably would exceed a year of monthly fees for online backup. In addition, a recent Forrester Research survey found that when businesses left it to employees to backup important files, companies often had no way of verifying that backup copies were made. Automating the process of backing up data takes one additional risk out of running a business that is heavily dependent on electronic data. SIDEBAR: Online PC Backup Vendors Here are several vendors that provide online backup services targeted at the small and mid-size business sector: EVault – A wholly-owned subsidiary of Seagate Technology, the disc-drive manufacturer, offersEvault Desktop, an online backup service for protecting laptops and PCs. The company deploys such security protections as data encryption and state-of-the-art data centers. A Web-based management console can let your business monitor workflow and allow for flexibility to schedule times backups or additional runs. Iron Mountain – The records management and data storage company now also offers digital products, including an online PC backup product for small and mid-size businesses. The product allows a business to protect between five and 100 PCs with convenient, consolidated billing. Iron Mountain is a recognized name in data storage and boasts that businesses can “rest assured that their data is protected.” Berkley Data Systems (EMC) – This company’s MozyPro online PC backup has received several publishers’ awards. Now that this company is part of EMC, customers may be more satisfied with a big-name behind the start-up. The product offers automatic or scheduled backup, bandwidth-saving features so it won’t interfere with other business processes, and an interface designed with the “non-tech-savvy” user in mind so that it’s easy to use.

Disaster Planning in Six Quick Steps

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Covenant Technology, an IT consulting group based in Houston, Texas that specializes in small and mid-size businesses, has been advising clients on disaster preparedness for years. But in 2005, when Hurricane Rita blew ashore too close for comfort, a number of those plans got put to the test. “We had one client — an investment business — that we had recently helped with a disaster plan. This particular client wanted a plan that meant they’d never be down,” recalls David Robertson, president of Covenant Technology. The business was in Houston, close to the coast. When Rita hit, they tested the plan and were able to continue trading from an inland backup location, in San Antonio. Robertson and his client made all the right decisions preparing for a disaster. Most businesses don’t. “Most small to mid-size businesses are not adequately protected. They don’t anticipate the possibility of an event in any form,” says Frank Scavo, president of Computer Economics, an Irvine, Calif. research firm. There are a lot of reasons businesses tend to procrastinate: expense, time, disbelief that anything will ever go wrong, or simply not knowing where to begin. Here are six steps to get started that will hopefully minimize costs and time commitment, as well as make a compelling case to take action. Step One: List events that may cause lost data or technology. Ideally: Companies should have contingency plans for the kinds of disasters that they are vulnerable to based on geography or the nature of their business. A business in California may be primarily concerned with earthquakes and wildfires, while companies in Houston are focusing on floods and hurricanes. Other companies may be more concerned about being a high-risk target for theft or terrorism. Other considerations: Scavo advises business owners to also consider more mundane disasters. “Just losing a laptop that has the only copy of a piece of critical business data can be devastating,” he says. “The trend towards mobile computing has compounded this risk in recent years.”     At the very least: “Pick the ones that are most worrisome,” says Robertson. Planning for the biggest risks is better than no planning at all. Step Two: Safeguard the company data.   Ideally: In addition to routinely backing up data, Robertson recommends that companies store it offsite with a Web-based data storage solution. Many third party solutions are reasonably priced for smaller businesses. Other considerations: The more redundancies the better. A locally-owned data center that rents space is great for backing up company information. But in the event of a natural disaster, it can be compromised, too. Ask if they have a back-up system elsewhere in the country. At the very least: “It’s cheap to just get an external hard drive, plug it into the server, and do a complete backup. But you have to remember to do it,” says Robertson. You also have to remember to store it offsite. Scavo suggests rotating sending it home with different employees. Step Three: Safeguard the network. Ideally: A lot of companies take adequate measures to save data, but forget to do the same to save the system,” observes Scavo. Make arrangements in advance with a co-location facility that offers not only redundancies in backing up data, but fire suppression, backup power, and proper cooling to keep the servers humming. Other considerations: Define acceptable ‘down times,’ which differ depending on the business. Covenant Technology’s client was an investment business obligated to continue trading and could afford no time offline. Another business may be able to close for a few days while an alternate network is loaded with company applications and data. At the very least: Have a schematic of the network and an inventory of all the hardware that make up the infrastructure. Replacement gear won’t be exactly the same, but it will offer a roadmap of where to begin. Step Four: Safeguard staffing. Ideally: Essential staff needed to run business-critical technologies, like the network or certain applications, are sometimes impacted — even if the disaster doesn’t damage your business. Every key position should have someone cross-trained to take over in case of an emergency. Key staff members need to have reliable remote access to the company network. Other considerations: You see companies prepare for loss of equipment or data, but not people. But what about a pandemic? It doesn’t touch the system, but instead the staff,” points out Scavo. Companies need to not only consider contingency plans for displaced staff, but for losing a portion of staff or having them quarantined at home. At the very least: Keep a running list of essential staff and cross train those positions. Also keep a check list of which employees have what level of access from home. Step Five: Test the plan. Ideally: All plans look good on paper. Having the occasional real life drill is where the rubber meets the road. Most consultants recommend testing and updating the disaster plan once a year, if not every six months. Other considerations: A disaster drill is worthwhile for everyone, but it’s essential for new staff. In addition to hard copies of the plan, keep hard copies of passwords and IP addresses, along with access data for bank accounts. Double-check and update each year. At the very least: For businesses that don’t have time to test, dust off the written response protocols and have a read-through with staff. Fine tune the plan, and offer a refresher course to employees. Step Six: Have a recovery plan. Ideally: “You have to think about what happens after the disaster. How will the data on the alternate system be returned to the company?” asks Robertson. This requires a well thought out protocol. Other considerations: How will recovery in one area impact the recovery in another? Allowing employees to occasionally work from home also functions as an informal drill to make sure they can work offsite. At the very least: Factor in additional hours, days, if not weeks or months into projected times for returning to normalcy. Look at New Orleans. The immediate disaster of Hurricane Katrina lasted only a week or two. More than two years later, a total recovery is no where in sight.

Why You Need a UPS

It should be apparent to anyone who suffered through the blackout of 2003. And it should be apparent to any business impacted by the brownouts that are increasingly a fact of life during summer months, ice storms that knock out power lines in the winter, and other disasters, such as Hurricane Katrina. A power outage can wreak disaster on a business. It can shut a company down for days. It can zap your data. It can disappoint your customers. And, ultimately, it can run you out of business. That’s one reason that businesses need to invest in a device called “uninterruptible power supply” (UPS). This is an intermediary device between a power source and the machinery for which the power is being provided, typically a computer. That device can apply to anything from a battery to a generator. There are three kinds of UPSes — one that’s always on, the most common type, one that’s on standby, going on as soon as power is cut off, and one that’s really a hybrid of the two. A backup power supply Think of a UPS as a backup power supply, says Cal Braunstein, the chairman and CEO of the Robert Frances Group, a Westport, Conn. technology consultancy. That’s the advice he gives to small business owners who are considering UPS. “Some alarm clocks today have the ability for a battery to be plugged in so that when power is lost, your alarm clock continues keeping time,” Braunstein says. “A UPS is just a much bigger version of that for computers. This way if power dies, systems and disk drives don’t crash, which could cause real data corruption or file corruption problems.” On a basic level, the UPS is some energy that provides the user with a few extra minutes of power, in the case of an emergency, so that they can save what they were working on, print it out, and turn all the machines off.  More powerful ones, says Andrea Peiro, the CEO and founder of the Small Business Technology Institute, a non-profit organization that promotes technology usage by small business, can be used to actually continue working for several more hours while the user is waiting for the grid power to return. Tips for buying UPS When buying one or more UPS devices for your business, there are several factors to consider. “The primary factor that influences how many pieces of hardware can be supported by a single UPS and for how long is the capacity of their batteries,” says Peiro, noting that the capacity is measured in Volt-Amperes (VA). “The bigger the number, the better.” Costs for buying a UPS can range from less than one hundred dollars to a few thousand dollars. But in the long run whatever you pay will be small compared with what could happen if one’s data disappears. If cost is a concern, however, consider that today’s prices represent a decrease from where they used to be, and also that laptops usually do not need a UPS, since they can operate on their own internal battery in case of power failure. However, no matter what the price is, a UPS should be part of any small business office, says Peiro, who considers them a very important investment, especially when they are connected to the company’s networking equipment.  “UPSes are a critical element for the reliability of any computing environment, allowing for non-disruptive shut down of workstations, servers and peripherals.”

Wi-Fi for the Masses

It looks like a large Styrofoam takeout container. The 14-pound box would fit into a backpack were it not for the two antennas, set well apart. It can withstand subfreezing temperatures and 165-mph winds; it’s even lightningproof. With the lid bolted down tightly, the box offers no clue as to what’s inside. But disassembled, it reveals intricate innards that look like nothing so much as a city viewed from a plane: A million tiny wires crisscross like streets and weave among square parks the size of your thumbnail. The magic of the box occurs when you mount it on the horizontal arm of a city lamppost, so that its long ears reach up to the sky. Install 30 of them per square mile (which isn’t hard, since an installer using a single tool can put up a unit in 15 minutes) and they immediately begin communicating with one another via radio waves. Data, the same information that flows through the wired Internet, begins traveling between them. Establish some hub connections to usher the data back onto the Net and you’ve created a wireless network that can transmit signals all over real, life-size cities–into parks, schools, juice joints, bars, offices, playgrounds, and homes. The boxes, known as routers or nodes, are made by Tropos Networks, a Silicon Valley upstart that’s landed in the middle of a burgeoning movement among U.S. cities to create municipal wireless networks, or metroscale Wi-Fi–essentially, an effort to deliver wireless bandwidth to the masses. Since Tropos began selling its equipment in 2002, dozens of municipalities have signed up. The Twin Cities suburb of Chaska, Minnesota, built a wireless network to cover its 16 square miles and serve all 18,000 of its residents. Corpus Christi, Texas, bought 300 Tropos nodes to cover 24 square miles and has since decided to expand to 147 square miles. As it rebuilds in the wake of Hurricane Katrina, New Orleans plans to cover the whole town with a Tropos network. This summer, Anaheim, California, will hit the switch, giving 325,000 citizens across 50 square miles ubiquitous broadband Internet access. Tropos-powered networks also are in the offing in Philadelphia and San Francisco. Launched with what Bill Gurley, a Silicon Valley venture capitalist and early Tropos investor, calls “four guys under 30 and an algorithm,” the Sunnyvale-based company spent less than $3 million getting its first product to market. Since then, it has grown into the leading equipment provider in this incipient market, with more than $15 million in revenue in 2005 and a projected $45 million in 2006. It has had roughly 350 customers to date–including some in far-flung locales such as Bangkok, Kuala Lumpur, and Doha, Qatar–and partnerships with EarthLink, Google, Motorola, IBM, and others. Given its recent contracts, the company is well ahead of competing equipment makers. Yet Tropos faces some difficult tests before it can realize its vision. The new, large-scale projects in San Francisco and Philadelphia will get the technology out of dress rehearsal and in front of a major audience. These launches will be key to the company’s fate. As hundreds of other cities look on, contemplating whether to install their own cheap broadband, and as a phalanx of massive data carriers like Verizon and Comcast glower over what may be a new threat, Tropos will march out onstage. Says CEO Ron Sege: “The best thing we can do is make sure the big cities do well, for everyone to say, ‘Oh, my God, it works.” “What Stops the Internet From Being Everywhere?” In San Francisco, there is a new café every year that has “the best coffee in town.” At the moment, it’s Ritual, a chic place in the Mission District with leather couches, wireless Internet, and PowerBooks on every table. The two founding engineers of Tropos–Narasimha Chari, who goes by “Chari,” and Devabhaktuni “Sri” Srikrishna–are sitting at a small table, drinking lattes and reflecting on recent news. About a year ago, the mayor of San Francisco put out a request for proposals, looking for the optimum plan for “unwiring” the city–that is, for creating a citywide Wi-Fi network. Just the day before, out of a half-dozen contenders, the selection had been announced–and Sri and Chari’s list of big wins had gotten one municipal contract longer. But the two men, both 32, scarcely stopped to rest. That’s because each successive contract brings them closer to answering a question that’s intrigued them since they met as undergraduates at Caltech about 15 years ago: “What stops the Internet from being everywhere?” The magic of the box occurs when you mount it on a lamppost. Install 30 of them per square mile, and you’ve created a wireless network that can transmit data all over a city. The inquiry arose out of mutual concerns about India and other developing countries. As a brainy boy growing up in Calcutta, Chari would take long excursions through the city searching for textbooks containing just the kind of math and science materials you can download in seconds today from the Internet; he knew that connecting people in poor and remote regions could be a profound form of change. Sri, for his part, had a deep desire to be useful and an appetite for solving engineering problems. So while attending graduate school in the late 1990s (Sri at MIT, Chari at Harvard), the two men would hang out in the bars around Cambridge and talk about how to get the Internet everywhere on the planet. The intellectual challenge soon became as enticing as the moral one. It was a problem of cost efficiency: How could you bring the power of computer networks to villages hundreds of miles from the nearest cable TV, places where people can’t even afford phones? It was a technical problem, of bouncing signals around in the air over large areas and then back to the nearest data wires. And finally it was a problem of overcoming natural physical limitations: the distance transmitted signals could travel, for one, and the amount of stuff that can be sent simultaneously. “It’s just a very fascinating subject,” says Sri. “We never really set out to start a company.” Any solution had to be dirt cheap. Even in the United States, broadband is so expensive, both to provide and to purchase, that its growth has not kept up with consumer appetites. Today many rural areas around the country have no high-speed data services, simply because it costs so much to dig up the streets and lay wire. Jupiter Research, a market research firm, estimates that 35 percent of Internet users in exurban or rural areas can get only dial-up connections. In some cases, the necessary conduits reach town, but jackhammering the last bit of pavement to serve a smattering of houses is more of a burden than it’s worth. “There are some places where the economics are prohibitively expensive,” says Brian Blevins, a Verizon spokesperson. For Chari and Sri, the alternative to digging would have to be radio, and while drinking beer and poring over dense technical books, they came across a radio technology developed in the 1970s for military uses. The technology worked on battlefields, but its inventors and the engineers who came after assumed that it wouldn’t scale. Sri and Chari thought otherwise. They suspected that if you could program the nodes of these radio networks cleverly enough, teaching them to move information around quickly, you could make the network as big as you wanted. Their idea was a variation on the principle of the bucket brigade or steppingstones. If you can’t get the signal to reach all the way to the wired Internet, make it hop from one transmitter to another until it does. And give it some basic rules for finding the most efficient pathway there. Here at Ritual, for instance, e-mail data comes in over wires to a base station or router somewhere in the room and then heads through the air to the nearby laptop. Everyone in the café is just one hop from the wired Net. This configuration requires every user to be within about 100 feet of the device that’s plugged in, and it’s why wireless broadband is generally limited to offices and cafés. But what if you told that router to select another router for passing along its message, and told that router to select yet another after that? If you taught those routers to make efficient choices that wouldn’t require arduous processing, eventually the Internet would spill out into the streets. Sri and Chari got hold of some Wi-Fi gear–a cheap type of radio technology recently introduced to the enterprise market for office environments–and started playing with their routing ideas. They mounted antennas on cars and tooled around Cambridge, testing the performance of nodes programmed to obey their new steppingstone rules. “When we started doing this,” Chari says, “people laughed at us, saying Wi-Fi is an indoor technology. But our approach has always been, don’t take anyone’s word for it.” The two men soon realized that they were no longer solving a math problem: They were developing a product. So they picked up and left Boston for northern California. They hooked up with two friends of friends who understood finance and formed a company. It was not a particularly opportune time. “In 2001, we were out there looking for funding. It was awful,” says Chari. But Bill Gurley, whose firm, Benchmark Capital, invested early in companies such as eBay and Red Hat, liked their ideas. “I don’t think anyone at that time was thinking about municipal wireless,” Gurley recalls. “But what was keeping Wi-Fi from going outside?” Even in the united states, More than a third of Internet users in exurban or rural areas can get only dial-up connections. Well, nothing. In the United States, most towns already own the infrastructure for suspending 14-pound boxes in the sky: lampposts, traffic lights, telephone poles, city buildings. The Tropos routers themselves cost only about $3,500 each. So with 30 per square mile installed in a city like San Francisco, you’d spend about $5 million on boxes to serve more than 700,000 citizens. According to a report by PricewaterhouseCoopers, building a fiber network costs $2,000 “per home passed,” in the industry’s argot; providing DSL costs a few hundred dollars. Compare both with Philadelphia’s estimate that the cost per home passed of its Wi-Fi network will be $30. On the user end of the equation, the hardware economics look even better. The Wi-Fi cards that early adopters were sliding into their laptops in 1999 went for about $2,000 apiece. Today the devices are preloaded into nearly all new computers and cost less than $10 each. Right now, as Chari and Sri drain their lattes at Ritual, there are an estimated 50 million Wi-Fi-ready computers out there. So Bill Gurley got onboard. He liked the open standards of Wi-Fi technology and how quickly the price on the user’s side was dropping. He loved Chari and Sri’s vision of teaching routers with limited range and capacity how to build bucket brigades and choose the most promising pathways, based on the condition of the network. “It’s very elegant,” Gurley says. He also liked the growth potential of the market and the focus on software. “As a venture capitalist, I love everything about the Tropos model,” he says. In January 2002, Benchmark Capital ponied up $2.2 million for the young company to work with. Other VC firms followed, including the Intel Communications Fund and Siemens Venture Capital. And so did Ron Sege. Good Enough Beats Best Ron Sege (pronounced seh-gee) is a tall stick of a guy with blue eyes and blond eyelashes, whose elaborately stitched jeans were meant for a younger man. At 49, he is on his second wife, his second batch of kids, and the fourth small company he intends to make large. In a sense, Sege is a Web 2.0 guy all around, bringing hard-earned experience to a young company with a still-unproven business model. As he puts it, “I’ve seen this movie before.” Sege began working in technology in the 1980s, but really hit his stride in the ’90s, as a manager at 3Com, the company that spawned Ethernet technology. 3Com had a few hundred employees when he perspective, good enough beats best,” he says. Ethernet, the protocol that allows office PCs to share databases and printers and storage in a small local network, was far from perfect. “But it was inexpensive, easy to use, and anybody could design to it.” Sege learned the beauty of this approach to business–float a quick and dirty product, let users and other product developers improve on it, and push it as a dominant shared platform. “Wi-Fi has many of the same attributes,” he says. After 3Com, Sege took a job as executive vice president of Lycos, one of the first Internet portals, where he helped engineer an Internet-bubble buying spree that included acquisitions of Matchmaker.com, Quote.com, and Wired Digital. “That was my media mogul period,” Sege says with a laugh. He left Lycos in 2001 and joined Ellacoya Networks, a company based in Merrimack, New Hampshire, that creates software to help broadband providers ease congestion in their networks. Bill Gurley, tipped off by a Benchmark partner who’d worked with Sege in the past, saw in the Ellacoya CEO someone who’d ridden small companies through significant growth and who understood a good deal about data networks. He contacted Sege and told him about Tropos. The company made sense to Sege. Taking off-the-shelf indoor base stations and sticking them up on power poles–that was a formula he understood. Sri and Chari had already come up with the tricks, the proprietary algorithms for handling data traffic and monitoring the system from one main PC, which would set Tropos apart from its direct competitors. (The company has 30 software patents and patents pending.) In 2004, Sege came onboard–”to do all the stuff not involved with writing software.” At first, that meant selling Tropos boxes and software to a small but eager market the start-up had identified: police and fire departments. After September 11, the consequences of poor emergency communications became painfully clear to city leaders nationwide, and many municipalities were attempting to do something about it. What few civilians realize is that their heroes with hoses and their men and women in blue have always relied on only one of their senses for passing information: their ears. They use the same two-way radio technology today that police departments adopted in the 1930s. Some forces have introduced computers into their cruisers for searching DMV or criminal databases, but these hookups are as slow as your first dial-up modem. Forget about downloading a mug shot. Maps, surveillance videos, traffic updates, real-time messaging? Impossible. What emergency responders need is broadband. And it has to be broadband that’s everywhere, broadband that moves. Tropos could deliver that. Sege traveled the country, giving presentations to police and fire departments, steadily signing up customers. Oklahoma City bought Tropos technology to build a network for its police department covering 620 square miles. In Milpitas, California, about 10 miles from the Tropos headquarters, a 40-node Tropos mesh allows police to look up DMV photos and monitor video surveillance of high-crime areas. So Sege and his team were surprised in the spring of 2004 when they got an order from Chaska, Minnesota, a Twin Cities suburb that wasn’t looking to serve its police force. The town’s city council wanted cheaper connectivity–for all of its residents, who were stuck paying $45 per month for high-speed access from Sprint and Time-Warner Cable. The goal was to provide broadband access for all of its citizens for no more than $20 a month. “Tropos was selling a system for public safety departments. Our IT guys thought, ‘Why couldn’t you do 3,000 connections instead of 300?” says Chaska’s city administrator, Dave Pokorney. For Tropos, this was exhilarating. Chaska had come up with this plan on its own, with no help from Tropos, which was focusing its efforts on public safety. The company had helped create networks designed to serve the general public, but only in parks or other circumscribed areas. Chaska was out ahead of them–and within three months, the city had a real-life metroscale network available to anyone in town. Sleeping Giants Everyone at Tropos agrees on what made the company take off. It happened in August of 2004, when Philadelphia, the largest municipality to date to do so, announced plans to blanket the city with Wi-Fi. The idea was to deliver cheap, and possibly free, broadband Internet access to the 1.5 million souls–digital haves and have-nots alike–who lived within the city’s 135 square miles. This was a bold, pioneering step, lauded by civic groups and techies around the country. But the news hit one party particularly hard: Verizon. At the time, the vast majority of Philadelphians who wanted fast connections to the Web had been coming to Verizon for DSL. Now the company would have a new competitor. The proverbial sleeping giant was caught off guard. It’s one thing to build a wireless network for 8,000 households in the suburbs of Minnesota. But it’s something else entirely to do so in one of the nation’s biggest metros. Verizon’s lobbyists marched straight to state lawmakers in Harrisburg and demanded action. And they got it. A telecommunications bill that had been lingering around the capital for more than a year suddenly came up for a vote, and it had a brand-new provision attached to it. The measure said that Pennsylvania cities intending to create high-speed data networks must give the dominant local phone company the right to build first. If the incumbent proceeded within 14 months, the city would be required to drop its plans. For the leaders of Philadelphia, that meant doing nothing for more than a year before getting their project under way. It also meant that cheaper service–some subsidized for the poor–would happen only at the whim of Verizon. But the prospect of an Internet cloud floating through every park and into the city’s overlooked neighborhoods had already intrigued many Philadelphians, and the state legislature’s intervention galvanized people to protect the idea. “The school district, the nonprofits that wanted to serve poor neighborhoods, even our tourism organizations saw the potential,” says Dianah Neff, Philadelphia’s chief information officer and a 14-year veteran of Silicon Valley businesses. “When the legislation came up, we put the pressure on. We had 3,000 people call, write, and e-mail the governor.” Tropos, which already had been tapped to install two pilot projects in public parks, watched the events unfold. Sege hired a Washington lobbying firm, which showed up in Harrisburg, attempting to sway leaders to spare local governments from restrictions. In late November 2004, just as the bill was approved, Philly’s Wi-Fi enthusiasts got a break. “It was almost like diving to get the catch in the end zone,” says Sege. The state agreed to exempt Philadelphia from the requirements. (All other Pennsylvania municipalities remain bound by it.) The way Sege sees it, Verizon’s in-your-face tactics were the best thing that had ever happened to the start-up. The giant telecom’s reaction made dozens of other cities take notice. If Verizon was so ruffled, people seemed to think, then Philadelphia must have been on to something interesting; the technology’s potential must be real. “The phone was ringing off the hook,” says Sege. Cities around the country, from Minneapolis to Tempe, Arizona, began announcing plans for wireless networks. Several months later, the technology was validated by another waking giant when Cisco announced it would begin building routers for muni Wi-Fi. Tropos sales went from 90 municipal clients in all of 2004 to 75 in just the first half of 2005. The next step in the Philadelphia project was to respond to the city’s RFP, and Tropos now had to get down to details. The company had the gear and the software for monitoring and troubleshooting the network, but there was a lot the small company was lacking. Customer service for one thing. And billing. And consumer sales. Rather than build those capabilities in-house, Sege began searching for an established Internet service provider with which to partner. EarthLink fit the bill. The ISP, based in Atlanta, had thrived as a middleman, buying wholesale dial tone, wrapping it up in an attractive brand, and selling it to Internet surfers. But as the world shifted to faster wires and fiber optics, EarthLink had little to offer. Unlike the phone companies, it owned no connections into the home. In January 2005, Bill Gurley paid a visit to EarthLink’s board of directors. He presented his case for a partnership, in which Tropos would provide infrastructure–the actual broadband network–and EarthLink would handle customer support and sales. In response to Gurley’s presentation, EarthLink sent a team to visit Chaska to see for themselves if the new technology worked. The group toured the town and climbed under tables testing the network’s reliability. They interviewed folks in bars. And they were sold on it. “Municipal Wi-Fi is really important for us,” says Donald Berryman, EarthLink’s president of municipal networks. “It’s one of the top three investments we’re making in future products. It can help us control our destiny because we’ll own the network.” Tropos and EarthLink have since landed deals with five cities and have proposals out to five more. But Will It Really Work? Not surprisingly, the Bells and other data-access providers haven’t backed down. Since the maneuver in Pennsylvania, giants like BellSouth and Comcast have fueled a fight against muni Wi-Fi across the country. Lawmakers in Ohio, Virginia, Kansas, and Oregon, among others, have proposed legislation to keep local governments from building their own networks or at least make it more difficult for them to do so. Fourteen states, including Florida and Colorado, have already passed restrictions. “We have not supported a ban on municipal networks,” says Verizon’s Brian Blevins. “But we’ve felt where there’s vibrant competition, the networks can undercut and disrupt a market that’s working very well.” Critics of muni Wi-Fi argue that if local governments participate in building broadband networks, they’ll exploit unfair tax and regulatory advantages, irresponsibly drain public coffers, and mismanage the services. To counter the legislative gambit, Sege and others have taken to evangelizing in Washington, D.C., and state capitals. They’ve made some progress. In June 2005, Republican Senator John McCain of Arizona and Democratic Senator Frank Lautenberg of New Jersey introduced a federal bill in answer to the activity in the states. The Community Broadband Act of 2005, still in committee, would “preserve and protect the ability of local governments to provide broadband capability and services.” Says one Lautenberg staffer: “The senator doesn’t think there should be obstacles–we’re 16th in the world in terms of broadband penetration.” A bill awaiting a vote by the House, on the other hand, would create barriers–for instance, requiring cities to partner with a private company. A restriction like that, though seemingly innocuous, would have prevented Chaska from building its network. These policy struggles are not the only hurdles Tropos is facing as it lunges for profitability in 2007. There are big technical questions. It’s one thing to build a wireless network for 8,000 households in the suburbs of Minnesota. But it’s something else entirely to do so in one of the nation’s biggest metros. “Nobody’s demonstrated that you can have 135 miles of Wi-Fi,” says Julie Ask, a research director at Jupiter Research. Radio signal is notoriously unpredictable. When your cell phone drops out every time you round the corner of Elm Street, that’s because the mobile provider didn’t predict a problem there. Home devices from cordless phones to baby monitors might cause interference. Tempe, Arizona, where Tropos competitor Strix Systems provided 500 wireless routers, discovered that signal wasn’t getting through house walls beyond 150 yards from the routers. Many Tempe users found they needed an additional $100 device to receive and send data from indoors. Tropos could face similar problems. Dozens of municipalities have joined in, but there is not much of a record. “As a mayor, why wouldn’t you say, ‘I want to bridge the digital divide’?” says Ask. “EarthLink wants to point to Philadelphia and say, ‘Hey, it works,’ but until there’s proof…” After a city government invests $20 million, no users will be happy if their connections go down or their webpages load slowly. The last thing Tropos needs is for annoyed customers to head back to Verizon. Another looming question is what business models will work. Will consortia like the EarthLink-Tropos team for San Francisco prove easy for cities and profitable for the participating companies? Will the Bells hedge their bets and start offering their own systems? Will cities build their own public Internet utilities, just as many today deliver power without the help of private entities? In any of these scenarios, Tropos’ business doesn’t change. The Bells, the city governments, the ISPs–they’ll all need to buy boxes from someone. As experiments are made and the best models emerge, Sege insists that Tropos will stay relevant. First, of course, he has to deal with Philadelphia, which is building its 15-square-mile test area this summer and plans to roll out the full network in 2007. “I honestly believe that a lot of people are waiting to say, ‘We told you it wouldn’t work,” Sege says. Philadelphia CIO Dianah Neff doesn’t seem to mind that tension. “There’s a lot of pressure on Tropos and EarthLink. But that’s to our benefit because they’re trying really hard,” she says. “It’s like you live in a fishbowl. It’s not just other cities, but the world that’s watching.” Martha Baer is co-author of Safe: The Race to Protect Ourselves in a Newly Dangerous World. This is her first story for Inc.