The Rise and Rise of Redundant Data

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What is Redundant Data?

Redundant is a harsh word. These days, we mostly associate it with human resources in the job market but it has a wider meaning and also applies to useless files sitting unnecessarily on your server taking up costly storage space, adversely affecting performance. Typically, up to 80% of your server is comprised of redundant data.

Irrespective of company size, the amount of obsolete data that builds up in the background on servers is often a big and unpleasant surprise for those unfortunate IT bods tasked with assessing what is there, what comprises it and what the next course of action should be ideally. There are a number of reasons this “creep” in redundant data occurs but mainly it comes from a lack of comprehensive oversight and awareness or a procrastinating approach to server management. Also with the best will in the world, IT staff just simply don’t have the time to proactively manage their data!

Dealing with problems only when they become unbearable is part of some peoples’ makeup but it could end up being detrimental to business operations and infrastructure. In the case of server clean-up, procrastination will certainly make it worse for your business, which is why Waterford Technologies are here to help.

How to plan for Server “Spring Cleaning” 

Redundant Data Questions
Redundant Data Checklist

Creating a comprehensive checklist like the one above will give the Redundant data cleanup project a focus and direction and allow your Data Managers to decide a clear path for rectifying the problem.

Cloud or On-Premise – We Have Your File Clean-up Covered

Since approximately 80% of data presently residing on your servers is redundant, the TCO to manage this useless data is only trending one way….UP!

SISCIN, our Cloud File Archiving solution will not only free up much needed space on your server, it will also allow you to delete old and obsolete files you no longer need. SISCIN provides Data Managers with both oversight and in-depth analysis of their server estate across multiple geographic regions. SISCIN can identify valuable data and delete or move redundant or seldom used data to cheaper Cloud Storage.

We deploy File Archiver “on premise” for companies, who prefer to, for their own reasons, avoid the Cloud.

Check it out for yourself
See your data with SISCIN
See your data with File Analyser

 

7 Deadly Sins Leading to Email Shunning

The English had an amusing common phrase to describe the shunning of a person for a variety of sins against their fellow man. Being “sent to Coventry” implied a total ignorance of the victim’s existence and it may be what happens to some of your email correspondence every single day.

Ignore Email Button
The “Ignore Filter”

We can all relate to dealing with bad email manners – everybody has at least one correspondent whose emails cause an involuntary sigh or eye roll when the new mail notification pings. It is definitely a possibility that if you do not recognise this problem, it could well be you that is the culprit in this case!

Although email is an all-pervasive part of business life for a generation at this point in time, it is worth noting its origin as a convenient replacement for the business letter. Whilst many are glad to move away from the starchy formula of this old type of communication, the concept of basic manners and effective communication remain as important, maybe even more important at a time where the attention span is so easily distracted by the clamour of other notifications. If you want people to actually read your emails, make the effort up front to ensure that you avoid the most common sins that could see you sent to a virtual “email Coventry”.

Spending an average of 1 to 10 minutes of your time composing an email before sending it into virtual oblivion is not an attractive one and if you want to increase your response rate, then avoid these common “sins”.

The 7 Deadly Sins of Email 

  1. Sloppy Communication – not everybody is a stickler for grammar but it can be very easy to slide in reputation with your target audience if you make basic errors in spelling and grammar. Wrong capitalised words come across as shouting and with a basic spellcheck program in all major email platforms, there is no excuse for rushing out an email if you are aware that poor grammar or spelling is a personal weakness.
  2. Flooding inboxes – Consider your audience with every email you send. Are only the relevant people being sent the message or indeed is there a more appropriate way of delivering certain messages – in person or on a telephone call or Skype for example? Email is the communication of record in business and a correspondent who bombards inboxes loses impact on the target audience quickly.
  3. Being (inadvertently) rude to your audience – There are many aspects to this particular sin  which we have covered  in detail in a past blog when to cc and bcc but the basic rule is to consider your audience at all times – who needs this information? Using exaggerated characters such as multiple exclamation points, odd type fonts, smiles and especially emojis are certainly a no-no in business communication.
  4. Being “off tone” – gauging the audience accurately is very important in all communication and being either too casual or too formal can certainly land your email in the “ignore” category. This may sound redundant in a more blurred, egalitarian office environment but being overly familiar or curt will reflect badly and possibly curtail the impact of the message.
  5. Misrepresentation –the subject line is meant to be a concise summary of what the receiver expects to read in the actual email. Aside from wasting the recipient’s time, it is all too easy to lose emails that have important content buried under the title of “Meeting Update” or similar, so definitely avoid doing this if at all possible. This is one of the most frequent sins!
  6. High Importance – waving the virtual red flag too often will inevitably result in the genuinely important emails that you send either being ignored or at least given the same level of priority as everything else you erroneously flagged as important. This is the email equivalent of “crying wolf”.
  7. Avoid Clichés – we dedicated a whole blog to this irritating peccadillo recently and it is one that is guaranteed to turn off a portion of your intended audience so time to stop it!

Ensuring Corporate Email Compliance

Ensuring Email Compliance

Regulatory compliance is an increasingly important concern for businesses across the world, especially those who deal with the private data of European citizens no matter where they are headquartered or operational. The GDPR, which “goes live” on 25th May 2018, will enshrine this compliance in a uniform manner. Meanwhile the amount of data collected, processed and stored by businesses has increased exponentially over the past decade, legal requirements regarding how this data should be treated have also increased.

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How to Delay Sending an Email in Outlook

How to delay an email in Outlook

At some point or another, almost all of us have felt the pang of regret after hitting the send button. Maybe you have sent the mail to the wrong John Smith, accidentally cc’d in the client you are discussing or just realised that the email was a bad idea in the first place.

Luckily, Microsoft Outlook includes a feature which can help you avoid these situations. The delay email feature adds a delay between clicking the send button and actually delivering the mail, allowing you enough time to cancel the message.

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The Difference Between Data Backup and Archiving

Difference Between Data Backup and Archiving

Data backup and data archive are two terms which are often mentioned in the same breath and on the surface may seem to be almost analogous. After all, they both involve making a copy of a business’s data for future use. However, that is where the similarities end.

A backup and an archive are actually used for completely different purposes and are quite different in a number of ways. Below, we have highlighted some of the key differences between a backup and an archive and the critical common features which are important in both.

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Email – Still Top Communication Tool in 2017

Email stats & facts

Email is ubiquitous in our society and this is particularly true of the workplace where it is still the most common form of communication for many workers. With the increased regulation around Data Protection and the implementation of the GDPR in May 2018, the doubts around security, audit trail and compliance capabilities of instant messaging applications will see Email stay as the preferred business communication tool for the foreseeable future.

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Cloud Computing Facts & Statistics for 2017

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The adoption of Cloud computing is one of the most talked about topics in the IT industry at present. Whether they are making the move to a Cloud infrastructure, deploying software or simply storing and backing up files in the Cloud, companies are increasingly concerning themselves with how cloud computing can be of benefit to their business.

Below, we have compiled some of the latest statistics, facts and updates on the state of the Cloud computing industry from research which has caught our attention over the past few months.

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Top 7 Data Challenges for 2017

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2017 – Preparing for Massive Change

As 2017 kicks off, we look at the anticipated Top 7 Data Challenges companies will face this year.

Data now concerns not only the IT decision makers but is the lifeblood of 21st century business, having ramifications for the C Suite, Compliance, Finance, HR and Legal decision makers. How data is processed and handled, how much of it exists, what type of data (and where it resides) and what sort of storage and bandwidth it consumes now has business-wide importance.

The Challenges

  • GDPR – the harmonisation of legislation on EU data protection becomes law in May 2018 – has your organisation started to plan for this? Massive fines of up to €20 million will provide plenty of incentive.
  • Cloud Migration has become almost ubiquitous – do you get the insight to know what data should move?
  • Moving to Office 365 The most popular app in the business world has potentially expensive holes….are you aware of the compliance gaps for the basic Plan levels?
  • Holistic views of your email and file data – how well do you know your current data estate? What you don’t know certainly can hurt you!
  • Increased Compliance and Retention Requirements – aside from GDPR, there is a changing landscape in terms of Data residency and retention. Does your business know where your data resides and how secure it is?
  • Storage Growth – do you have a strategy to deal with data sprawl?  With MIFID 2 coming in Jan 18 – exponential data growth is coming as companies save the required media and files to remain compliant.
  • Security and Privacy – this year will see more challenges as hacker threats multiply – no longer the preserve of IT departments, breaches are front page news stories now and the loss of reputation can be at least as damaging as the potential fines levied. Can you afford to take a chance with data security?

If you would like to discuss any of these challenges in detail with our Data Management experts, contact us now.

Command Prompt (CMD) Tips Every Windows User Should Know

Command Prompt Tips Windows Users

Command Prompt is one of the most powerful tools in any version of Windows as any regular user will tell you. However, one drawback is that it is not exactly user-friendly and is simply not as intuitive as the Windows GUI.

However, with a bit of knowledge and a few tips, Command Prompt is a whole lot easier to use. Below, we have outlined some of our favorite tips, tricks and shortcuts in Command Prompt to save you some time or just make the experience a little less frustrating.

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