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Archive for January, 2007

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Four things You Need To Know About Your Windows Registry.
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Wednesday, January 24th, 2007

By Drew Pilton

One of the most essential elements of your pc is the windows registry. Just like a file system where you store your documents, registry is where Windows system stores essential facts about your pc. All software and hardware settings, as well as every other aspect of the system configuration is stored in the registry. Similar to a file system windows registry uses a hierarchical tree structure. For example, the settings for Internet Explorer are stored in HKLM\SOFTWARE\Microsoft\Internet Explorer (computer specific settings) as well as HKCU\Software\Microsoft\Internet Explorer (user specific settings) keys or registry files. Windows uses this assential data to perform every operation.

Installing new software (even if you install a small component from the Internet) or make any changes to the configuration (incorporate new hardware or change the way your desktop looks) the changes are held in the registry.

A new computer will have no errors in the registry. However, over time it accumulates old and out of date records which can cause crashes and slowdown in performance. In addition, spyware, keyloggers, viruses, and trojan horses use the registry to influence the system.

Windows Registry is the most critical element in your PC. Cleaning and repairing your registry requires understanding and expertise. Doing it the wrong way can lead to more problems and even stop your PC from working at all. doing it the right way will lead to less system errors and better performance.

myth 1: cleaning registry as often as possible is a must

In a relatively newcomputer, no more than 6 months old,and if you are not a very active user cleaning the registry would not give you much of a result. However, if you are an active PC user who regularly tries new software, you need to clean your registry regularly. To figure out how often you should clean your registry ask yourself the following questions:

1. How often do I change my configuration settings?
2. How often do I install ActiveX or other components when browsing the Internet?
3. Do I follow the exact software uninstall procedure?
4. How regularly do I install and uninstall video, games, graphics audio and photo software?
5. How often do I adjust my hardware, hard disk, memory, joysticks, monitor, printer or scanner, etc?

The way you answered the questions above will show you weather you need to clean your PC registry daily, weekly, monthly, or every 6 months. More frequent changes require more frequent cleaning.

Myth 2: All registry cleaners are exactly the same. The better cleaners find the highest number of problems.

How many problems it finds is only one indicator. Its far more important to know how many problems are fixed the correct way.

In truth there are two main approaches to registry cleaning: 1) “Smart & safe”; and 2) “Bulk & Deep”.

Lets compare it to house cleaning. Many of us end up collecting a lot of paper on our desks. You can clean up by inspecting every single piece of paper, checking each document, newspaper, statement and impotant notice. You file each important document in the right folders and dispose of the junk. However, there are some documents you are not sure about. You spend additional time checking weather these documents are important. This type of desk cleaning is smart & safe, which results in a clean desk and organized folders. Also you know that you will not have problems in the future because you did not throw away those important documents. Similarly, a smart & safe registry cleaner does the job the right way - if it is not sure about the registry record it will not destroy it but will attept to discover weather the record is impotant. This cleaning results in a healthy registry, with less errors and improved pc performance.

Alternatively, while cleaning your desk you may keep only important documents and get rid of the documents you are not sure about. This time you don’t take the time to find out if the documents you are not sure about are important. With this cleaning method you will get rid of more documents but you may end up throwing away important files. This method is called “bulk & deep” cleaning. Similarly, a “bulk & deep” registry cleaner might show more problems and remove good registry records.

In fact, some registry cleaners report a lot of so-called “false errors”. false errors are falsely identified problems that are, in reality, not errors at all. Even worse than that they could try to correct these false errors. Sellers of these programs attempt to identify more errors to make thier product look better. They call “bulk” cleaning “deep” cleaning. “Bulk & deep” cleaning does a mediocre job cleaning your registry and can lead to more problems and errors later.

Myth 3: Full registry backup & restore is enough to stop any problems.

Having full registry backup and restore is critical as it allows you to bring the registry back to how it was at a certain point in time. It will not be enough to stop you having problems though. You need both full registry restore and undo registry changes.

Let’s say in a day or a week after cleaning the registry on your PC you discover a problem with one of your applications. Restoring a full registry backup will bring the registry back exactly to the point in time when you created the full backup. However, you will lose all the changes to the computer configuration you made after that last backup. With “undo registry changes”, on the other hand, you are able to reverse the problematic registry changes without affecting the other registry parts. You can fix the problem without losing all the configuration changes made to your PC.

The best rule to follow is: use “full registry restore” for major disasters and “undo registry changes” to fix specific problems.

Registry is the most sensitive part of your pc. The ability to have both a full restore as well as selective undo is a must to keep you out of trouble.

Myth 4: Just cleaning and repairing your registry is enough to prevent problems

You will also need to compact your registry which reduces the registry size and defragments it by removing the gaps and empty spaces in the registry tree.

Having a registry cleaner clean your registry makes it better since it removes unused and out of date data that causes registry pollution, computer errors and a slowup in performance. There are other reasons however for keeping your registry in tip top condition. Registry structure is such that when you remove unused and incorrect data, gaps are created in the registry structure. Your pc uses the registry to perform every operation. Having gaps or empty spaces in the registry tree slows down your pcs performance and might create operational errors. So, just like the defragmentation of files compacting the registry removes gaps and fragments helping your computer to run smoother and faster. That is why as well as to cleaning and repairing the registry must also be compacted.

Summery:
Registry is critical to the health and performance of your pc. Smart & safe registry cleaning, repairing and compacting will will ensure your computer is fast and heathy.

Important:
Registry cleaning is just one of the things you need to do to maintain your Windows computer. You should follow other good practices that include keeping your pc updated with the latest Microsoft updates, regular virus scans and defragmenting your hard drive.

Drew Pilton

http://www.registry-cleaner-magic.com/error-doctor/


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Document Management: Data Recovery
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Wednesday, January 24th, 2007

By abul kashem

Importance of Data Recovery Management
Data residing on computers can be lost due to virus attacks, deliberate destruction by outsiders (or insiders) and data corruption. Such losses could affect your business in several ways:
• You could find it impossible to make informed business decisions in the absence of relevant data
• You could face penalties and legal actions for not complying with government regulations, such as maintaining employee data, filing statutory returns and so on
• You might be unable to pursue claims against your debtors or defend claims by your creditors
• The costs and problems of recreating the original data might even drive you out of business
Data loss could thus lead to extremely serious and costly results. You protect yourself against this danger through a good data recovery management system.

A sound data recovery management system would ensure that:
• Chances of data loss are minimized, and
• Lost data are quickly recovered in a usable manner.

We look at data recovery management issues in this article.

Conventional Data Recovery Procedures
Backing up the data, in the hope that it could be restored if the original data is lost, was the traditional practice. Data was backed up on to magnetic tapes that were stored safely at another location. It was assumed that this would protect data even in the case of a fire or natural disaster as it could be restored any time.

Tape was the preferred medium of backup because it was less costly compared to disks.

However, there are a number of problems with this strategy:
• Both backup and restoration of data were extremely slow with tape compared to disk
• Considerable time would typically be involved in locating the relevant tape, bringing it to the office from its safe store and restoring the data to the main system. The consequent disruption of operations could be intolerably serious.
• Even if the data on tape was not corrupted, the restored data might prove unusable owing to several factors, including a change in the operating environment

It was soon found that simple backups could not ensure timely and reliable recovery of data when needed. Full mirroring of critical data and applications on redundant servers and such other practices began to be adopted.

Costs of disk storage have also come down significantly to make disk backup affordable. However, unless you have a carefully worked out policy for data recovery, you could still be incurring unnecessary costs and yet might not be able to restore data when needed.
Elements of Good Data Recovery Management
A sound data recovery management policy would have the following elements as a minimum:
• It would be a carefully worked out policy and not just an ad hoc exercise
• It would assess the value of different kinds of data arising in the business. Not all data have the same importance. Some are critical data. Others are just history
• It would consider the costs and times involved in different alternatives and assess these against the criticality and timely recovery of each type of data
• It would include a clear document and data retention policy. Keeping unnecessary data and documents means wasting space, equipment and money

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In addition to policy, the aspect of implementation would also be carefully developed.
• The technology to be adopted for backup on a continuing and automatic basis
• The practices to be adopted for such needs as recreating the data as from any point of time and under the original environment
• Procedures for regular testing of backups to ensure that they are still recoverable and usable
• Procedures for recovering data to make them available in time to meet operating needs. This might differ from one kind of data to another
• A continuing review of changing needs, and actual data loss and recovery events, to identify changing requirements and take timely actions
Focus Is on Data Recovery
Traditionally, the emphasis was on backup. Backing up is only a means to an end. The end is the ability to recover the data if the original is destroyed. It is on this end that a good data recovery management system turns its focus.

Backed up data might not be recoverable in a usable form later. So your attention should be on ensuring that satisfactory recovery would be possible when needed. This needs attention to several factors.

It is this focus that is reflected in the policy and procedures we discussed above.
Changing Environments Could Affect Needed Actions
One key element of data recovery management is attending to the environment. This means two things.

One, it involves recreating the environment under which the original data was created. The data might not be usable otherwise.

Two, it means adapting the data recovery management itself to new developments. Existing policies and procedures might be less than optimal under new conditions.

It is thus necessary to tailor your data recovery management to suit the changing environment as it affects your organization. This is the significance of the continuing review of the policies and procedures we had mentioned earlier.
Get A Good Document Management System
Don’t let your data face the kind of risk indicated at the beginning. Every day, new kinds of viruses are appearing and hackers on the Internet are improving their ability to crack the toughest of security measures.

A good document management system could be your best bet in such a context. Such a system would include several of the data recovery management tasks. Most systems would typically include continuing data protection features and some might even provide data recovery facilities.

Get a good document management system.

Author About

Dustin Baker of Ademero, Inc. invites you to learn more by visiting his Document Management Software site. Browse the Ademero resource section which includes the largest collection of posts from real users reviewing ALL of the most popular DMS systems available, free and commercial.


Sign up for a live demo of Ademero’s Document Management System now!

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Document Management Solutions
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Wednesday, January 24th, 2007

By abul kashem
Automating Document Management
As in every other area, computers and software have also impacted document management practices.
• Instead of paper documents, you store information in a digital form in computer “files”.
• Instead of unwieldy paperboard folders, you have digital folders on the computer disk in which the digital files can be stored.
• Instead of heavy filing cabinets occupying valuable floor space, you have compact computer disks the size of a book or less on which incomparably greater numbers of digital folders can be stored.
• Instead of locking up sensitive documents in safes, you could just restrict access to sensitive digital data by means of passwords.

Document management has indeed come a long way. Younger staff members might not even have come across rolodexes, segmented folders and such archaic document management solutions.

Computerized Document Management: Pros and Cons
The discussion in the previous section might have painted too rosy a picture of digitized document management. Actually, this option brings its own dangers.

• Data Corruption: Digital data could get corrupted and become unreadable more easily than paper documents. System crashes, application malfunctions, erroneous operations and malicious viruses are common causes for data corruption. Recovering corrupted data is a time consuming, unreliable and costly process. You try to guard against this danger by backing up all data in a different location.
• Virus Attacks: Even before the spread of the Internet, standalone systems were open to virus attacks through removable media such as floppy disks. With Internet connectivity, the danger has become manifold. Computer viruses could be harmless irritations at best or extremely dangerous entities capable of destroying all your data. You guard against viruses by using anti virus software
• Spy Ware: Whereas viruses seek to damage your data, spy ware seeks to steal it. They try to collect such sensitive data as your credit card & bank account numbers, passwords and confidential business information. A number of spy ware detection and removal programs have come into the market to protect you against these attacks.
• Hacker Attacks: Even without knowing your passwords, expert computer professionals could “hack” into your sensitive data and either steal or damage your data. Firewalls and other kinds of software seek to block such intruders into your system.
• Spam: If you use email, you know what spam is. It has become such a widespread menace that practically every Internet user is aware of it. Spam wastes your time, while anti spam software could block even legitimate, friendly mail. As yet, there is no real solution that prevents spam while letting in all legitimate mail.

You might have begun to wonder why, with all the above threats, anyone would choose a computer-based document management system.

The answer is rather simple. Despite all its drawbacks, automated document management systems offer overwhelming benefits. Few are willing to forego these benefits and go back to the days of paper documents filed in paperboard folders stored in bulky filing cabinets.

Computerized Document Management Systems
In the beginning, these DMS consisted of independent software tools like word processors, spreadsheets and presentation aids. And computer operating systems like Windows or even DOS.

With the help of these tools, you created digital documents and arranged them in meaningful categories using the facilities for creating folders, subfolders and sub subfolders.

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Often, these tools came in “suites” that allowed interoperability.

Networked systems brought a new dimension to collaborative document management. These networks also improved security using password-protected access to documents and different levels of “permissions” for working with documents.

With the spread of Internet and Web protocols, it became possible to put the Document Management task on the Web, and access it from anywhere. For example, you could now go out into the field and yet access the documents that are stored at your headquarters, using a laptop or public computer.

What Do Modern DMS Do?
Modern Document Management Systems make all documents related tasks far easier. They also attend to the issues of authorized access and data security. Below, we look at the essential tasks that the DMS manage.

• Capture, Maintain and Retrieve: In a modern DMS, even data on paper documents can be captured through scanning and OCR. The image then becomes an editable document that can then be edited, or searched by word content or otherwise. Documents created using your word processors, spreadsheets and other applications could all become part of the DMS document repository, facilitating retrieval, review and editing.
• Speedy Access and Secure Storage: These Document Management Systems allow far speedier access to any document you want, from a single interface that could access the entire corporate information store. And they protect the corporate database from unauthorized access and malicious intrusions.
• Remote Access From the Field: These days, Document Management Systems tend to be Web browser based. That means you could access your company data from across the globe during a business trip, provided you enable Internet access.
• Search, Not Browse: Instead of browsing through all the directories and folders, you could simply search for documents by the unique words they contain, or by such key fields as addressee name, invoice number or document type and date range.
• Work With the Documents: Print, email, add or change the documents, all from somewhere far from your office.
• Work Collaboratively: Collaborative work on the same document is facilitated by the Document Management Systems, which also protect data integrity by such features as Check Out and Check In. This means that if more than one person accesses the same document at the same time, only one of them can change the document. Until that person is finished, the others can only read the document. Otherwise, the changes made by one person could be lost when another person simultaneously makes other changes.

Modern Document Management Systems do indeed transform your work environment.

Author About

Dustin Baker of Ademero, Inc. invites you to learn more by visiting his Document Management Software site. Browse the Ademero resource section which includes the largest collection of posts from real users reviewing ALL of the most popular DMS systems available, free and commercial.

Sign up for a live demo of Ademero’s Document Management System now!

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Document Management: Policy Issues
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Wednesday, January 24th, 2007

By abul kashem

Significance of Policies
You may have heard of the word ‘policy’ so often that you might have forgotten what it really signifies. Before we look at document management policy issues, let us first refresh ourselves on the significance of policies.

Policies are guidelines for actions and responses. A policy guideline could help us take actions or decide on our responses in many situations covered by the policy.

Naturally, good policies would require some brain-storming. You have to think about the kind of situations likely to arise. Next you have to consider the implications of different actions and responses under these situations.

You then formulate a policy guideline that is most likely to lead to the outcomes you desire.

It is the thinking though that precedes policy decisions, the careful consideration of likely situations and implications of different responses, which constitute the real significance of policy formulation.

Document Management Policies
In the case of document management, you think through the issues involved and the implications of different courses and come up with policies that promise the most desired outcomes.

Document management policies typically cover:
• Access to Documents: Documents would invariably need to be protected from unauthorized eyes. For example, a soft drink company might not want anybody except a select few to access their product formula. In your business, you decide how sensitive each type of document is and then decide who should be granted access to that kind of document.
• Permissions for Documents: A person might be allowed to access a document, but might not be allowed to change or remove it. Permissions involve Read and Write permissions and only persons concerned with creating and maintaining a document should be given both of these kinds of permissions. Other persons authorized to access it should have only Read permissions. So you must decide which permissions each person accessing the document will be granted. You don’t want the payroll employee giving himself or herself a raise.
• Retention of Documents: A lot of ‘work-in-progress’ documents are created during particular operations. Most of these can be destroyed without any harm to the business. Policies are needed that clearly identify the documents that can be destroyed and the length of period after which destruction is permitted. Keeping unnecessary documents take up space and costs money, both of which could mount to significant quantities in the absence of document retention policies. Document retention policies should also specify how the documents should be destroyed. Just throwing sensitive documents into the waste paper basket is not a recommended course.

Implementing the Document Management Policies
In a non-computerized environment, exercising the above kinds of controls, except perhaps the one on retention and destruction, could be quite difficult. You might have to lock up sensitive documents to prevent unauthorized access, for example.

With the arrival of computers and networks, many of these tasks have become routine. Requiring the user to enter passwords before accessing a document controls access. The documents themselves could be stored in the deep recesses of a network, protected not only by passwords but also by firewalls and antivirus software.

Persons accessing a document could be given different rights with respect to that document. Some might be given only read permission. Others could be given full permissions. It would then be possible to allow controlled access to all who need to work with that document.

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One important right is the right to print a document. If anybody could print a document, unauthorized persons could print and take the printed copy out. That could pose a serious danger to the business if sensitive documents reach the hands of, say, your competitors.

In a computerized environment, the original document would still remain where it was and top management might not know about the information leak.

In a network, it is possible to specify that documents could be printed only on secure printers that are accessible only to authorized persons. That way, one important avenue for losing confidential data could be blocked.

Yet another security measure that could be implemented under a computerized environment is to tag what each person does with a document. A history could be maintained to record the viewing and editing done on specific documents.

Document Policies for Confidentiality Requirements
There are legally mandated requirements that make formulation of document management policies (and their proper implementation) extremely important. You could face a huge compensation claim if certain kinds of data leak outside. Examples include health and financial data about your employees or customers.

The law requires you to maintain the confidentiality of any such data that comes to you in the course of business. There are also privacy laws that are becoming increasingly rigorous as the volume of email spam increases.

In the absence of clear document management policies, you would find it almost impossible to comply with the law.

Document Management Need to be Audited
Merely laying down policies and then making some rules would not serve your purpose. You need to ensure that:
• The rules would really implement the policies and
• The rules are being followed in practice

Arranging to generate appropriate performance reports and reviewing them periodically is a key component of the management exercise.

Auditing is also needed to show authorities that requirements mandated by law are indeed being followed and treated with respect.

Auditing could also reveal policy inadequacies and point to areas of weakness. Unless these are identified and highlighted, poor policies could continue in perpetuity.

Label the Documents
Identifying documents through labels is another important task of document management. While labeling needs specific action in a non-computerized office, it is automated to a great degree in a computerized environment.

Even this apparently small task would need clear policies if it is to work effectively.

Author About

Dustin Baker of Ademero, Inc. invites you to learn more by visiting his Document Management Software site. Browse the Ademero resource section which includes the largest collection of posts from real users reviewing ALL of the most popular DMS systems available, free and commercial.


Sign up for a live demo of Ademero’s Document Management System now!

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For additional Spyware Remover information
and resources visit Spyware Remover.
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Document Management: Security Concerns
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Wednesday, January 24th, 2007

By abul kashem

What Is A Security Threat?
A security threat is the possibility that unauthorized persons could access your documents. Such unauthorized access could be by:
• Business competitors who want to get competitive information about your business
• Disgruntled employees who want to cause some kind of damage to you or your business
• Credit card and bank account thieves who want to steal money from you
• Hackers proud of their ability to crack passwords and other security measures and enter any website they want to
• Different kinds of viruses that are proliferating on the net

Some of these unauthorized intruders want to steal sensitive details such as your planned business tactics or your credit card/bank account numbers. Others seek to destroy the high-value data you have assembled over the years at considerable cost. Either way, you stand to lose a lot of money and/or be burdened with a lot of unproductive work such as recreating lost data.

Naturally, you would want to guard against the different kinds of security threats.
How Data Security Breaches Can Land You in Trouble
Security concerns are important not only for safeguarding your business but also for complying with the law. Privacy regulations make it obligatory that you keep many kinds of information private. For example, you have to make sure that financial and health information about your employees that come into your possession is kept confidential. Any failure could invite legal action.
How Do Unauthorized Persons Access Your Data?
You implement document security management systems to prevent unauthorized access to your data. However, you should first have a general idea of how unauthorized persons manage to access your records. We can provide only a general idea, as newer ways are constantly being developed to gain unauthorized data access.

• Spyware: Spyware is software that resides on your computer and gathers such sensitive data as your web surfing habits, passwords, and credit card and bank account numbers. The spyware then transmits this data to the originators. You protect yourself against these by installing spyware detection and removal programs.
• Hacking: Experts who know how computers and security systems work can access data that resides on remote systems. Once they gain entry, they could steal or damage the data. Hacking is possible even during the transmission of data. You install firewalls and other protective defenses against this kind of unauthorized access.
• Virus Attacks: Viruses are software programs that spread themselves across computers and networks (including the Internet). They gain entry into your system in various ways and then damage your data. Often, the damage involves complete destruction of the data. You are likely to already be aware of virus attacks and anti virus software.

Thus both humans and software programs could access your data in an unauthorized manner.
How Do You Protect the Security of Your Data?
Data security is a complex field that is constantly evolving to meet new kinds of threats. We can only look at this issue in a general way in a small article.

(Article continues below)

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• Organizational Security: You develop organizational policies that clearly lay down who can access what kind of data. Policies must also specify what each person can do with the data. You then implement procedures that require proper authentication before each kind of data is accessed. For example, sensitive data is stored in protected locations to which access is highly restricted. In a computerized system, passwords and firewalls protect access to such data. Tracking procedures keep an account of what each person does with the data.
• Protective Software: Anti virus, anti spyware and firewall programs could make it extremely difficult for the different kinds of intruders to access your data.
• Data Encryption: Where digital data is transmitted over the net, it would be encrypted before sending and decrypted at the receiving end. Only authorized persons possessing encryption keys could then read the transmitted documents.
• Data Backup: Automated or manual procedures for backing up your data must be in place. This would help you rebuild your records if your original data is destroyed.
• Security Reviews: Periodically, you review the results of your security procedures and incidents of security breaches. Based on the findings, you update your safeguards.
• Expert Assistance: In the complex and evolving field of security, your best bet is to acquire the expertise of those who specialize in this field.

Good document management systems incorporate many of these security procedures. Authentication before access, making only essential data available to personnel and other measures minimize the risks of typical security threats.

Document management systems typically allow scanning of paper documents and converting them into an editable format. This in turn, would minimize the need to carry paper documents around, again minimizing risks of loss and unauthorized access.
Conclusion
There are many kinds of data security threats that could cause serious financial loss and other kinds of trouble to you. It is an unavoidable necessity to be aware of this aspect of document management and take preventive measures.

We have looked at security concerns in a general way. The field of data security is a complex field and it is better to attain the expert assistance of specialists for fool proofing your security.

Document management systems address several security concerns. For example, automatic backup, password-protected access, different levels of read/write permissions and tracking of employee actions are standard features of good document management systems.

Author About

Dustin Baker of Ademero, Inc. invites you to learn more by visiting his Document Management Software site. Browse the Ademero resource section which includes the largest collection of posts from real users reviewing ALL of the most popular DMS systems available, free and commercial.


Sign up for a live demo of Ademero’s Document Management System now!

===========================================
For additional Spyware Remover information
and resources visit Spyware Remover.
(http://www.spyware-remover-free.net)
===========================================