Tag Archive for 2012

Securely Shred Unnecessary Files

Securely Shred Unnecessary FilesOrganizations often hold on to files that are no longer needed. Help Net Security points out that these records take up valuable storage space and cost money that could otherwise be saved. Adhering to a retention schedule helps businesses run more efficiently to save time, money, and space.

expedite the destruction of out-dated records“While it may seem easier to keep everything, this is actually a losing strategy,” Sarah Koucky, Senior Director of Security and Compliance for Cintas Document Management told the blog. “Saving unnecessary records costs both time and money. By setting retention schedules and policies, organizations will remain compliant with government regulations and can expedite the destruction of outdated records to ensure a clutter-free system.”

The author provided the following retention schedule as a general recommended guideline for certain files and documents. Consult your legal advisor for specific retention schedules for your business and records.

  • Accounts payable – 7 years
  • Accounts receivable – 7 years
  • Audit reports – Permanent
  • Bank reconciliations – 3 years
  • Bank statements – 7 years
  • Canceled checks – 7 years
  • Electronic payment records – 7 years
  • Employee files (ex-employees) – 7 years
  • Employment applications – 3 years
  • Employment taxes – 7 years
  • Expense reports – 7 years
  • Financial statements (annual) – Permanent
  • Insurance policies– Permanent
  • Leases/Mortgages – Permanent
  • Loan payment schedules – 7 years
  • Payroll/Labor records – 7 years
  • Purchase orders– 7 years
  • Sales records – 7 years
  • Tax returns – Permanent

It is important to safely and securely dispose of all documents that are no longer needed. With identity theft and data breaches on the rise, doing so will protect confidential information from falling into the wrong hands according to the article.

use a secure shredding serviceMany organizations use a secure shredding service that destroys business documents on-site on a scheduled basis. The author says these companies place secure storage containers in an accessible and identifiable location to make it safe and convenient for all employees to properly shred documents.

In addition, Help Net Security indicates businesses that have a large volume of records with long retention rates but limited space can consider an off-site storage and imaging provider. This will free up space and make sure all electronic and physical records live in a secure environment. All documents can be retrieved on-demand and properly destroyed if required.

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I had a conversation with a client the other day about electronic and physical document retention. The client was blase about a policy until we started to talk about FOIA and eDiscovery and the fact that if they had the documents they would have to produce it for the courts. While I am not a lawyer, I have been told that if there is a policy in place and enforced prior a request to produce a document, the courts will recognize the fact that a document is not available.

Now if you look at what the State of Michigan requires K-12 to keep (PDF), some documents have to be kept for 30-50 years and others have to be permanently retained. This can certainly create real-estate as well as technical challenges.

Can these required documents be stored electronically? What happens when technologies change? In case you didn’t notice the floppy drive is dead. I noted its passing here. The UK’s National Archives says (PDF) that USB drives and CD-Rs are the least reliable long-term storage media. They recommend LTO, but what versions 1, 2,3, 4, 5? This locks you into a single backup server software.

 

Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

Memorial Day 2012

Memorial Day is not about the start of summer, sales, or the end of school, it is about service. It is about honoring the military service of the men and women that protect the United States. Without them, life in the U.S. could be quite different.

Memorial Day 2012

Airman, Marines, Sailors, Soldiers, and their families sacrifice daily to protect our freedom to tweet, blog, go shopping, or go to the beach. Think about them as you go to the mall to buy another pair of $200 sneakers.

 

Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

Robot Lawnmower

Robot LawnmowerSummer is finally here again. It is going to be 90 out this weekend and I have to get the lawn cut. It is time to seriously consider putting tech to work for me. The LB1200 Spyder by Kuyodo America just may be the robot lawnmower the doctor ordered.

LB1200 Spyder by Kuyodo AmericaThe Spyder is the world’s first robot lawnmower that doesn’t use a perimeter wire to operate. Patented sensors actually ‘sense’ when the LawnBott Spyder is over the grass to cut, reversing direction when over walkways, curbs, patios, and mulched areas.

According to its website, all you do is set it down, turn it on, and walk away. It has 4 cutting disc blades to cut your lawn for up to 3.5 hours on a single charge using a Li-ion battery. This model is designed for yards up to up to 5,500 sq. ft. The LawnBott Spyder has 4WD to tackle slopes up to 27°. The manufacturer says the LawnBot uses up to $10 of electricity a season.

The robot lawnmower can be charged from your house electrical. No special re-charger is required and its code can be updated via the web.

 

 

Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

Holey Optochip Transfers TBPS Using Light

Holey Optochip Transfers TBPS Using LightIBM scientists will report on a prototype optical chipset, dubbed “Holey Optochip.” It is the first parallel optical transceiver to transfer one trillion bits – one terabit – of information per second. IBM will present the new chip at the 2012 Optical Fiber Communication Conference, conference for optical communications and networking professionals.

IBM old logoThe Holey Optochip is a standard silicon CMOS chip with holes punched in it. According to ITnewsLink, it was not possible to transport terabits of data for existing parallel optical communications technology until now. Reportedly the new IBM (IBM) chip prototype will deliver ultra-high interconnect bandwidth. The new compact chip will efficiently enable bandwidth to facilitate growth. Some of the segments it is targeted at are big data and cloud computing and next-generation data center applications.

Big Blue speculates that the chip could move information eight times faster than today’s systems. Speeds that fast could transform how data is accessed, shared, and used. It could open a new era of communications, computing, and entertainment. “Reaching the one trillion bit per second mark with the Holey Optochip marks IBM’s latest milestone to develop chip-scale transceivers that can handle the volume of traffic in the era of big data,” said IBM Researcher Clint Schow, part of the team that built the prototype.

Holey OptochipThe holes in Holey Optochip allow light through the chip. They produce an ultra-compact, high-performing, and power-efficient optical module. It is capable of record-setting data transfer rates.  ITnewsLink says optical networking can significantly improve data transfer rates by speeding the flow of data using light pulses, instead of sending electrons over wires. Researchers have searched for ways to make use of optical signals widespread within standard low-cost, high-volume chip manufacturing. The Holey Optochip module is constructed with commercially available components, providing the possibility to manufacture at economies of scale.

We have been actively pursuing higher levels of integration, power efficiency, and performance for all the optical components through packaging and circuit innovations. We aim to improve on the technology for commercialization in the next decade with the collaboration of manufacturing partners,” Mr. Schow said in a press release.

Greem light bulbThe Holey Optochip is green

The Holey Optochip achieves its speed while consuming less than five watts. IBM claims the power consumed by a 100W light bulb could power 20 transceivers. This progress in power-efficient interconnects will allow companies who adopt high-performance computing to manage their energy load while performing powerful applications such as analytics, data modeling, and forecasting.

Technical Aspects of the Holey Optochip

The article explains that parallel optics is a fiber optic technology. It is primarily targeted at high-data, short-reach multimode fiber systems that are typically less than 150 meters. Parallel optics differ from traditional duplex fiber optic serial communication.  In parallel optics, data is simultaneously transmitted and received over multiple optical fibers.

Holey Optochip with optical viasA single 90-nanometer IBM CMOS transceiver IC becomes a Holey Optochip with the fabrication of forty-eight through-silicon holes, or “optical vias.” There is one optical via for each transmitter and receiver channel. Simple post-processing on completed CMOS wafers with all devices and standard wiring levels results in an entire wafer populated with Holey Optochips. The transceiver chip measures only 5.2 mm x 5.8 mm. Twenty-four channel, industry-standard 850-nm VCSEL (vertical cavity surface emitting laser) and photodiode arrays are directly flip-chip soldered to the Optochip. This direct packaging produces high-performance, chip-scale optical engines. The Holey Optochips are designed for direct coupling to a standard 48-channel multi-mode fiber array through an efficient microlens optical system that can be assembled with conventional high-volume packaging tools.

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This one does not count as a new speed record – yet. It’s not real. Once Big Blue demonstrates Holey Optochip in the real world like this and this then it probably will be the fastest toy in town. The raw speed of one transceiver is equal to the bandwidth consumed by 100,000 users at today’s typical 10 Mb/s high-speed internet access.

At one terabit per second, IBM’s Holey Optochip will offer unprecedented amounts of bandwidth to move data like machine-to-machine communications (M2M) and other Internet of Things (IoT) components as well as posts to social media sites like Facebook (FB) and Twitter, videos to YouTube and digital pictures to Pinterest.

Mad scientistBut wait what if we use WDM within the light going thru Optochip.

Or better yet QAM 16 or even QAM 64

Or even more betterer QAM 256 running inside each wavelength of WDM.

 

Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

All EMU Students Dismissed by Email Mistake

All EMU Students Dismissed by Email Mistake Eastern Michigan University sent a mass email dismissing to the entire student body and an unknown number of recent EMU graduates. Julie Baker at AnnArbor.com reports that the message dismissed the students from the university and canceled all further enrollment. The article says the mass email was sent from the email of Associate Director of Academic Advising Molly D. Weir. EMU says it is investigating how it happened. The dismissal message said in part;

Eastern Michigan University“As a result of your Winter 2012 academic performance, you have been dismissed from Eastern Michigan University … you will be ineligible to register for classes … you will not be eligible to resume coursework at EMU until Summer 2013 at the earliest.

Eastern Michigan University President Susan Martin emailed a statement addressed to students, faculty and staff read: “I deeply apologize for the incorrect email many of our students received this evening indicating they were dismissed from the University. This message was a terrible mistake and I regret the undue alarm and concern it caused.”

take whatever steps are necessary to make sure it never happens againVice President of Communications Walter Kraft denied any claims that this event was the result of a breach of security or a hack. EMU is pointing the finger at a contractor. Mr. Kraft said; “An outside company that we contract with for this notification process, GradesFirst, sent the dismissal message to the entire student body instead of the file of 100 or so students who were supposed to receive it,” he said. “GradesFirst has offered an apology for its role in this matter.

VP Kraft added EMU will continue to investigate to find exactly what went wrong and take whatever steps are necessary to make sure it never happens again according to AnnArbor.com.

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Margaret Thatcher

We are not amused

Why are they outsourcing their communications with their customers? Goes to show that if you let others control your message, they will screw it up.

Didn’t Longfellow say “If you want something done right; do it for yourself?”

 

Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.