Joe Unger

What to Include in an IT Budget

For many businesses, 2020 was spent reacting to the ever-changing COVID situation. IT solutions were quickly patched together to ensure that employees had what they needed as they transitioned to new working environments. Now, after a tumultuous year, businesses are heading into 2021 with a clearer picture of what work will look like in the coming months. As your company begins the IT budget process, we have a few tips.

Involve the Right People

It’s important to have the right people involved in IT budget planning. This should include not only CIOs and IT managers, but other upper management representatives who can ensure buy-in. And while individual employees don’t need to be involved, keep them informed about IT budgets and how their IT use plays a part.

The Essential Components of a Comprehensive IT Budget

According to ETMA, these seven elements should be included your IT budget planning:

  1. Hardware: physical IT equipment and tools used by employees, including wiring
  2. Software: all software programs that run on employee computers and devices
  3. Subscriptions and Services: recurring licensing fees for software
  4. Capital: non-financial assets or good that are used in product creation
  5. Operations: costs incurred in running the IT department
  6. Projects: costs incurred in specific tasks and initiatives
  7. Buffer: funds for unforeseen expenses

Stick to the Budget – But Don’t Be Afraid to Make Changes

Once you’ve created the budget and allocated funds, revisit it throughout the year. This will not only ensure that you’re staying on budget, but will help you identify unbudgeted expenses that come up and include them in future planning.

If you need help with your 2021 IT budget, give Vaultas a call.

Vaultas is a technology ecosystem provider that facilitates direct access to any network or service provider. Our services include hybrid IT solutionsdata storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, VoIP and UCaaS solutions, and more. 

Our primary ecosystem access points are located in the Twin Cities of Minneapolis and St. Paul, as well as Alexandria and St. Cloud, MN, and Milwaukee, WI, with remote access from anywhere in the world. Contact us to get started. 

UCaaS vs. VoIP: Which is Right For Your Business?

Voice over internet protocol, or VoIP, has become the standard for voice communications in small businesses. When compared to standard on-premises PBX systems, VoIP has many benefits. It costs less, is more flexible, and can be integrated into multiple communication channels, instead of just a standard telephone conversation using a desktop phone. Calls can be made on that phone, but they can also be made via the internet, on a computer or smartphone.

Now, a new voice communications service is growing more popular. Unified Communications as-a-Service, or UCaaS, is similar to VoIP in that it powers multiple channels for communication. However, according to PCMag, UCaaS provides more options. Where VoIP only allows inbound and outbound telephone calls, UCaaS provides additional methods of communication, such as chatting, texting, video conferencing, screen sharing and more.

VoIP vs. UCaaS: Options and Integration

It’s important to note that VoIP and UCaaS are not competing systems. VoIP is integrated into UCaaS – when phone calls are made in a UCaaS system, they are powered with VoIP. But VoIP is unable to provide some of the additional features of UCaaS, such as chatting and video calls.

Which is Right For Your Business?

Today, as more employees work remotely than ever before, it’s essential that they be able to easily communicate. UCaaS can make it easier to collaborate and manage projects, and stay caught up with coworkers in different physical locations. You can chat and text, video conference and share screens.

One potential complication of UCaaS is the additional data that it will create and the new channels that will have to be managed. Working with an experienced PBX, VoIP and UCaaS provider can help make the transition easier.

Do you need to upgrade your voice communication system for long-term remote work? The Vaultas IT ecosystem is here to help with all of them.

Vaultas is a technology ecosystem provider that facilitates direct access to any network or service provider. Our services include hybrid IT solutionsdata storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, VoIP and UCaaS solutions, and more. 

Our primary ecosystem access points are located in the Twin Cities of Minneapolis and St. Paul, as well as Alexandria and St. Cloud, MN, and Milwaukee, WI, with remote access from anywhere in the world. Contact us to get started. 

What is the Technology Ecosystem?

As we enter the sixth month of COVID-19, shutdowns, social distancing and remote work, many companies are starting to think long-term. It’s clear that the current situation will most likely persist for many more months, and the world will look much different when we return to “normal,” whatever that will be. So how can companies meet the challenges of this new reality? Better yet, how can they leverage the current situation to improve their processes and operations? The Vaultas technology ecosystem can help.

What is the Technology Ecosystem?

There are many different definitions of a tech or IT ecosystem, depending on the context in which it’s used. For our purposes, we define the Vaultas technology ecosystem as the coalition of vendors, suppliers, tools and services that deliver custom IT solutions for businesses and institutions.

How Can the Technology Ecosystem Deliver for Your Business?

At Vaultas, we have access to nearly 200 suppliers of IT tools and services, allowing companies to select the individual solutions that are right for their specific needs. We have the skills and experience to integrate your selections into a cohesive, efficient IT system that will work for you.

Fast, Efficient and Automated

Gone are the days of waiting weeks or months for a new IT system to be built and installed. We can identify and connect the right solutions for your business in a matter of days. Systems will be integrated and automated, allowing your team to focus on your business and customers instead of the IT hassles that devour so many resources.

The Power of Choice

You know your business and its needs. The technology ecosystem gives you the ability to select the tools and vendors that are exactly right for your company. And in this current climate, with all options on the table, there’s no better time to exercise your power of choice and find an IT solution that will deliver for your employees, customers and stakeholders.

Vaultas Is Your Trusted Advisor

We know that the options can be overwhelming. That’s why we’re dedicated to helping you navigate the ecosystem from start to finish. As your trusted advisor, we’ll harness the latest trends, identify needs, and help you harness the IT solutions that will give your business a competitive advantage. A trusted advisor is a CIO’s best friend, and Vaultas has the experience to play that role.

In short, the Vaultas ecosystem provides options, improves efficiency, and saves money. From security and connectivity to cloud and colocation, managed services, voice, and everything in between, let the technology ecosystem change how you do business.

Businesses are facing a wide variety of challenges as they navigate our new reality. The Vaultas IT ecosystem is here to help with all of them.

Vaultas is a technology ecosystem provider that facilitates direct access to any network or service provider. Our services include hybrid IT solutionsdata storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, hosted PBX and VOIP solutions, and more. 

Our primary ecosystem access points are located in the Twin Cities of Minneapolis and St. Paul, as well as Alexandria and St. Cloud, MN, and Milwaukee, WI, with remote access from anywhere in the world. Contact us to get started. 

How to Make Remote Work More Secure

Despite all the news stories and warnings from the IT industry (like this, this or this), many executives and employees still don’t fully grasp the importance of data security. This spring, as millions began working from home, data became even more vulnerable to breaches and hacks. Now, with the pandemic continuing to spread, remote work will be the reality for many months to come. Data security must be a priority.

Luckily, there are a few simple steps companies and employees can take to protect data, as recently discussed by Forbes. We’ll summarize them here.

Make Passwords Strong and Unique

Yes, keeping track of passwords is tedious. But today’s computer operating systems make it easy, by suggesting strong passwords and keeping them stored. Some newer models even utilize biometric sensors to grant access. If you have trouble remembering passwords, consider using a reputable password manager, like Dashlane, LastPass or 1Password.

Set Up a VPN

A VPN, or virtual private network, allows employees to create a private connection over a public network. Essentially, this creates a secure tunnel between a home network and an office network. Some IT networks have established VPNs on company-issued machines, so ask your IT department.

Consider the Router

The router is often overlooked, but it can play a huge role in protecting data. Newer models have security functionality that is embedded and continuously updated. This will protect not just work data and functionalities, but also other devices such as tablets, mobile phones, and smart devices.

Is your company preparing for long-term remote work? Do you need help ensuring that employees have the tools they need to safely and successfully work from home? The Vaultas ecosystem is here to help. Contact us to get started.

Vaultas is a technology ecosystem provider enabling direct access to any network or service provider. Our services include hybrid IT solutionsdata storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, hosted PBX and VOIP solutions, and more. 

Our primary ecosystem access points are located in the Twin Cities of Minneapolis and St. Paul, as well as Alexandria and St. Cloud, MN, and Milwaukee, WI, with remote access from anywhere in the world. Contact us to get started. 

What to Include in a Business Continuity Plan

The impact of COVID-19 on both individuals and businesses was sudden and staggering. Many companies scrambled to take their operations remote, while others worked to create and maintain safe conditions for employees and customers. Regardless of the specific ways in which the coronavirus affected a business, one common thread was the realization among many companies that their disaster recovery and business continuity plan was sorely lacking.

Although the specifics of a disaster recovery and business continuity plan will vary from company to company and industry to industry, there are a few things that should be included in most plans. We’ll summarize them briefly below. If you have questions or need help getting your business continuity plan off the ground, give Vaultas a call today.

Trigger Points

This is perhaps the most important detail to include in a DR-BC plan: the event or metric at which the plan will be put into action.

Documentation and Authority Management

Which persons or groups will be in charge of guiding the company and employees through the plan? And who will be in charge of documenting the steps taken?

Application Prioritization

Which functions or services will take priority in the plan? To determine this, look at the impact each service has on the business, and order them according to importance.

Testing and Review

For a plan to be truly effective, it must be tested. Make a plan for when and how often the plan will be tested, reviewed and updated. Ensure that employee training is part of that process.

Not sure where to start creating your disaster recovery and business continuity plan? The Vaultas ecosystem is here to help. Contact us to get started.

Vaultas is a technology ecosystem provider enabling direct access to any network or service provider. Our services include hybrid IT solutionsdata storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, hosted PBX and VOIP solutions, and more. 

Our primary ecosystem access points are located in the Twin Cities of Minneapolis and St. Paul, as well as Alexandria and St. Cloud, MN, and Milwaukee, WI, with remote access from anywhere in the world. Contact us to get started. 

(This is a republication of a blog post from January 2018, updated in June 2020.)

How to Make Long-Term Remote Work Successful

Whether stay home orders are extended or not, many businesses are now planning for several more months of remote work. With this knowledge, many managers and executives are shifting their mindsets. Instead of focusing on the essential tasks and emergency preparedness that had to take place in those first tumultuous weeks, companies are now thinking about how to approach remote work in the long term.

At Vaultas, we’re here to help businesses of all sizes with the transition to a remote work strategy. Here are a few important aspects to consider as you develop work from home tools and policies.

IT Security

When multiple employees work from home, the risk of hacks and cyberattacks increases significantly. Vaultas can perform a cybersecurity audit and recommend upgrades and additional tools to keep your employees, data and hardware safe. Contact us to learn more.

Protecting Customer Information

In a similar vein, it is essential to take all necessary steps to protect customer information. The reputation of your company depends on it. In addition to security technology, you may need to enact policies and train employees on data protection.

Technology

IT environments that were set up for an office might not easily translate to home. Do employees have all the tools they need to perform their job duties effectively and efficiently? Will you need to adjust standard practices to meet new technology limitations? Can you continue to operate without disruption to customers?

The Vaultas ecosystem was built for challenges like these. Our ecosystem has security, IT and network assets that can be leveraged and deployed quickly. Whatever your IT challenge, don’t hesitate to reach out and see how the Vaultas ecosystem can help your business during these challenging times.

Vaultas is a technology ecosystem provider enabling direct access to any network or service provider. Our services include hybrid IT solutionsdata storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, hosted PBX and VOIP solutions, and more. 

Our primary ecosystem access points are located in the Twin Cities of Minneapolis and St. Paul, as well as Alexandria and St. Cloud, MN, and Milwaukee, WI, with remote access from anywhere in the world. Contact us to get started. 

How the Vaultas Ecosystem Can Help Companies Through Coronavirus

As the coronavirus continues to spread across Minnesota and the United States, its impact on individuals and businesses has become increasingly pronounced. With employees working from home, retail stores launching online shops, and small businesses finding creative ways to make ends meet, IT systems and network environments need the ability to grow and change every day. 

The good news: the Vaultas ecosystem of carrier networks, data centers, cloud solutions and hybrid IT providers is fully prepared to support businesses and communities as they navigate the new and challenging circumstances brought on by COVID-19. Here are a few ways that Vaultas can help during this time of transition.

Collaborative Workforce Software

As companies shift to a remote workforce, they’ll need to find ways for employees to stay in touch and collaborate online in a secure manner so company information stays safe. There are many programs and tools available for premise-based or scalable cloud-based collaborative remote workforce solutions, but the learning curve can be steep. Vaultas is available for support and assistance as businesses look for the best in breed tools to support their internal and external customers with flexible and scalable solutions.

Expanded Internet and Peering Traffic

When we’re all home, our internet use goes up. This is due to employees working online, students learning online, others shopping online and the rest of us watching Netflix, reading the news or video chatting with family and friends. See how the powerful Vaultas ecosystem of worldwide networks and peering exchanges can ensure that your company’s internet and network connections remain fast, stable and efficient despite the uptick in usage or changing demands of a remote workforce.

Data Security Concerns

When companies make sudden and unplanned shifts to online work, they are more likely to be vulnerable to hacks, cyberattacks and security breaches. Cybersecurity is always a priority, but even more so today.

The Vaultas ecosystem was built for challenges like those created by the Coronavirus. Our ecosystem has significant security, IT and network assets, combined with flexible and scalable solutions that can be leveraged and deployed quickly in support of your businesses, customers, and employees, whether short term during the coronavirus pandemic or long term as a built in feature. Whatever your IT challenge, don’t hesitate to reach out and see how the Vaultas ecosystem can help your business during these challenging times.

Vaultas is a technology ecosystem provider enabling direct access to any network or service provider including, but not limited to;  hybrid IT solutionsdata storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, any internet and network or cloud based, hosted PBX and VOIP solutions and more. 

Our primary ecosystem access points are located in the Twin Cities of Minneapolis and St. Paul, as well as Alexandria and St. Cloud, MN, and Milwaukee, WI, with remote access from anywhere in the world.  Contact us to get started. 

How to Outsource Hosting

For many businesses, hosting the company website and/or data storage in-house is the best option, both financially and logistically. But then, things begin to change. The business grows, new services are added, budgets are reprioritized or staffing changes are made. Or, in a worst case scenario, the business falls victim to a disaster or cyberattack, and determines that it’s time for a more secure hosting setup. Whatever the reason, when it becomes time to outsource hosting, it’s helpful to know the steps.

Step One: Get The Information

Before deciding whether to outsource hosting, you should first get in touch with a reliable hybrid IT company. At Vaultas, we’re happy to talk businesses through our hosting solutions, and to help determine what exactly they need.

Step Two: Determine What You Have and What You Need

What and how much you choose to host will depend on:

  • the company’s personnel resources,
  • budgetary allocations, and
  • the type of business you conduct.

Step Three: Start Making Decisions

Whether you maintain some hosting in-house will depend on having the right personnel and your specific business needs. One option is to choose an IaaS, or Infrastructure-as-a-Service, provider to manage select hosting needs, while managing others in-house. This allows companies to save money while outsourcing some of the more complicated aspects.

(If a company does business in healthcare, banking, insurance or financial services, there are federal regulations on security and compliance that can make it more difficult to manage in-house.)

For companies without the personnel or IT resources to manage any part of the infrastructure, fully managed hosting services may be the way to go. This could be a more costly option, but it allows for smoother day-to-day operations, and decreased risk.

Vaultas offers a wide variety of hosting options, including website, application and storage hosting solutions. If your business needs a more custom solution, we can tailor any of our services to meet your needs, providing nonstop, comprehensive support to ensure that there are no interruptions.

Could outsourced hosting save your company time and money?

Contact Vaultas to learn more about our custom hosting solutions.

Vaultas is a premier provider of hybrid IT solutions, providing data storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, internet connections, hosted PBX and VOIP, and more. Our data centers are located in the Twin Cities of Minneapolis and St. Paul, Alexandria and St. Cloud, MN, and Milwaukee, WI. Contact us to get started.

(This is a repost of a blog post from October 2017 that was updated in March 2020.)

The Lasting Costs of Unanticipated Downtime

There are many reasons that a company might experience unanticipated downtime. Whether caused by a storm or flood, a cyberattack or hack, a network outage or power failure, or simple human error, downtime that is unexpected and unplanned can throw even the most organized business into chaos.

Luckily, companies can plan and prepare for these events. The most important steps are to back up data, and create a business continuity plan. An experienced IT provider, such as Vaultas, can help your company determine exactly what you need to avoid the negative effects of such an unplanned scenario.

So what are the costs of unexpected downtime? Mission Critical Magazine examined the potential outcomes.

Data Loss and Data Breaches

If your business experiences an outage, will you be able to get your data back? Maybe – depending on when it was last backed up. Any data not securely saved before the outage began may be lost forever. Further, during downtime, employees may move to unsecured third-party tools and services, putting sensitive data at risk.

Disruptions to Productivity

When employees don’t have access to data, tools and services, they can’t do their jobs. And even if the outage or interruption ends quickly, studies show that it often takes a significant amount of time for employees to get back in the work mindset.

Lost Revenue

The unsurprising outcome here is that lost data and decreased productivity is likely to have significant financial costs. Even if a company recovers quickly, the effects of unanticipated downtime can shake customer and investor confidence, causing long-term damage to the bottom line.

Don’t let unanticipated downtime catch your company off guard. Contact Vaultas today.

Vaultas is a premier provider of IT solutions, providing data storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting, internet connections, hosted PBX and VOIP, and more. Our data centers are located in the Twin Cities of Minneapolis and St. Paul, Alexandria and St. Cloud, MN, and Milwaukee, WI. Contact us to get started.

IoT, 5G Drive Growth of Edge Computing

Edge computing has come a long way. Initially conceived as a way to address bandwidth issues for data traveling long distances, edge computing systems now focus largely on powering and processing Internet of Things (IoT) devices and applications. The continued explosion of IoT has contributed to the growth of edge computing, and has made it an essential aspect of IT topology.

Edge Computing 101

In a recent article, NetworkWorld discussed the origins of edge computing, stating that it essentially processes data closer to the place at which that data is either produced or consumed. That place is known as the “edge.” There are many benefits of processing data closer to its source, including faster processing, less lag time and lower costs for businesses and users.

IoT Has Sped the Growth of Edge Computing

The Internet of Things was one of the primary reasons for the move to the edge. IoT devices are continually delivering or receiving data to and from the cloud, and they typically generate huge amounts of data. And the category of IoT devices includes more than just your fitness tracker or smart thermostat. IoT devices are used in critical roles in industries such as power utilities, healthcare and manufacturing.

So as IoT has grown faster than anyone anticipated, edge computing has become an increasingly valuable tool. It will likely continue to expand as server and storage demands increase in the coming years.

How Will 5G Impact Edge Computing?

5G wireless technologies are being rolled out around the world, promising high bandwidth and low latency for applications. Shouldn’t this hinder the growth of edge computing? Exactly the opposite: many carriers are incorporating edge computing into their 5G offerings to offer even faster speeds. Therefore, as 5G is deployed, edge computing will continue its unprecedented growth, probably for years to come.

Ready to Move to the Edge?

Vaultas is a premier provider of edge colocation for cloud service providers. Our carrier neutral business model enables easy access and low latency, high capacity bandwidth. Further, our low power rates and proximity to major markets creates a low operating cost for maximum margins. Contact us to learn more.

Vaultas is a premier provider of IT solutions, providing data storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage, data center consulting and more. Our data centers are located in Minneapolis/St. Paul, Alexandria and St. Cloud, MN, and Milwaukee, WI. Contact us to get started.

The Impact of Winter Weather on Business Continuity

Here in Minnesota and throughout the Midwest, winter weather is becoming more unpredictable. Blizzards and snow are still a major concern, but in recent years we’ve seen record cold temperatures, long cold snaps, and late-season storms. These increasingly-common weather events are often dangerous, and can cause power outages and physical damage to homes and businesses.

Therefore, it is essential that companies understand these risks, and create solid business continuity plans to mitigate them. We’ll share a few tips, courtesy of Mission Critical.

Establish an Emergency Response Team

The most important step companies must take to ensure business continuity is to determine which employees will handle the emergency response. Create a team and assign specific roles and duties to each person.

Create Different Plans for Different Scenarios

Because there are so many different winter weather scenarios, it’s a good idea to create business continuity plans for every conceivable situation. One strategy is to plan for each of the National Weather Service’s winter weather warnings. (Winter Weather Advisory, Winter Storm Watch, Winter Storm Warning and Blizzard Warning.) This will help the team easily decide how to proceed, and will help employees and stakeholders remain informed.

Ensure Contact Information is Up To Date

This seems like a no-brainer, but it must be said: make sure all employee and stakeholder contact information is up to date well ahead of any winter weather.

Use Multiple Modes of Communication

Because winter weather can cut off telephone lines or Wi-Fi, it’s essential to send information and alerts through multiple channels. Inform employees of these modes of communication well in advance so they know where to get the information they need.

Permit Two-Way Communication

While it is essential to relay updates to employees and stakeholders, it is also important to allow them to communicate back. Not only will this help ensure that all are safe, but it will also allow managers to gather feedback about business operations, storm conditions, and more. And permitting employees to ask questions will go a long way in maintaining stability and confidence throughout the storm.

If a winter storm strikes your company, are you prepared? Are your data, applications and networks protected against disaster? If not, give Vaultas a call today.

Because ransomware, hacks and natural disasters tend to happen less frequently this time of the year, it’s the perfect time to review your BC-DR plans, and prepare budgets for next year’s goals and objectives. Contact Vaultas for help in reviewing and adjusting your plans and budgets to meet your company’s goals and objectives.

Vaultas is a premier provider of IT solutions, providing data storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage and more. Our data centers are located in Minneapolis/St. Paul, Alexandria and St. Cloud, MN, and Milwaukee, WI. Contact us to get started.

How to Fight Back Against a Ransomware Attack

The number of organizations affected by ransomware has gone down by more than 40 percent in recent years. Good news, right? Not completely: the total amount demanded in ransomware attacks has gone up by nearly 90 percent. So while the total number of attacks has gone down, experts believe that hackers are growing more sophisticated, targeting higher-value systems such as cities and school districts. It’s no coincidence that these governmental organizations tend to be less prepared against a ransomware attack, either.

So what should your company do to prevent a ransomware attack – or at least mitigate the fallout? Forbes recently shared a few good tips.

Establish a Business Continuity Strategy

If your company’s data is securely backed up and you have a business continuity plan in place, you’re much less vulnerable to a ransomware attack. This may be the least expensive and most accessible option – and Vaultas can help you get started.

Strengthen Login Credentials

A recent study found that 80 percent of data breaches are at least partially caused by weak or stolen login credentials. Essentially, hackers are no longer hacking, but simply logging in using compromised credentials. Make sure all members of your organization are using secure logins, and establish multi-factor authentication.

Minimize Access Points

Hackers often get into a company’s network through shared accounts that are no longer in use. Be vigilant about the tools and accounts employees use, and close them down when they’re no longer operational. In addition, consider creating access zones, with specific users and multi-factor authentication.

Is your company protected against ransomware attacks, hacks or breaches? Are your data, applications and networks protected against disaster? If not, give Vaultas a call.

Vaultas is a premier provider of IT solutions, providing data storage and backup, disaster recovery and business continuity services, hosting, colocation, cloud storage and more. Our data centers are located in Minneapolis/St. Paul, Alexandria and St. Cloud, MN, and Milwaukee, WI. Contact us to get started.