3 BIG reasons why your business should avoid pirated software

Posted on 17 February 2012 by Jeffrey

In the consumer world, the use of unlicensed software is more widespread than in the business world. In 2010 alone, Global PC Software Theft reached a record of $59 Billion around the world. In Malta it is common knowledge that downloading pirated versions of anything from Windows to Photoshop to video games, is not that hard. Although the recent Europe-wide ACTA debate has created more awareness on IPR issues, the general “uwija” attitude towards software piracy, although unacceptable on a consumer level, is all the more dangerous on a business level. These are three reasons why organizations should use only licensed software:

Software Security Risks
When companies use pirated software, they are essentially acquiring software, which is a core part of their business, from somebody they don’t know. There is a trust issue here. Apart from the fact that you have no professional support from the developer of the software, you also have no way of knowing whether the person supplying you with the software has implemented any malware or viruses into it. For example, some people download their Windows OS from online sharing sites. These versions may include trojan horses (a type of malware) that hackers use to track what you do on your computer. This includes picking up passwords, financial data and other sensitive information. Such software may also open your company’s network to hacker attack.

Risk Big Fines
One must also keep in mind that using pirated software is illegal. This means that you can be taken to court, most probably be found guilty and have to pay an ugly fine. Investing in licensed software in the first place would cost much less. This is a real business risk that companies using pirated software need to consider.

Hurts your Brand Image
There is also the possibility of hurting the company’s brand image. If a company suffers a piracy-related court fine, the news will travel fast (they will make an example out of you) and the company will be portrayed poorly. This can hurt your business development.

Finally, it is important to keep in mind that with the variety of low-cost and free quality software that is widely available today, there is really no excuse to have to rely on pirated software to run your business.

Can you think of other reasons why businesses should stay away from pirated software?

Clever Solutions Ltd is a Malta-based IT Consultancy with local and international clients. We help small and medium-sized businesses make the most of their IT investments by helping them choose the most appropriate software and hardware for their situation.

4 common misconceptions on Electronic Document Management in Malta

Posted on 12 January 2012 by Jeffrey

This is the second in a series of articles on document management, the first article tackled the question: What is Document Management?

When meeting with business owners to speak to them about how they currently manage their documents, and what their plans are for the future, we often encounter the same objections to electronic document management. This is totally normal and expected. The following are four common misconceptions:

1. The shift from paper to digital is too inconvenient

Digitize and get rid of such stacks of paper.

Yes, change can be scary, but it is a necessity in IT. Companies stuck in the past continue to work with inefficient legacy systems increasing their costs. On the other hand, individuals and organizations that embrace innovation benefit from using technology that empowers them more than ever before. With electronic document management, companies need to start scanning their paper documents to have them available in digital format. With batch scanners able to scan many pages per minute, and with workflow technology able to take a scanned document and put it in the correct folder automatically, the process of transferring and organizing information from a paper to your monitor is actually really minimal.

2. Added security is realistically unnecessary
Security has become more, not less, of a priority. Companies from Facebook to Sony to Epsilon all suffered security breaches in 2011, seriously hurting their credibility. The truth is that companies that care and protect their customers (and their own) data are going to be respected much more by their stakeholders. The obvious question now is, how does one show that one’s data is protected? Although it is not recommended to proudly boast about how secure your system is, organizations such as ISO and ITIL do provide standards one can use to benchmark against.

3. Document Management is not necessary for small business
Small business owners need to consider how their business will operate in the years to come. Their IT systems need to be both flexible and scalable so they may grow as the company grows. An electronic document management system is no longer a technological luxury nowadays but rather it is an increasingly significant tool to achieve a high-level of efficiency. When at Clever Solutions Ltd we started using OpenKM to manage our documents we found that having a central, easy-to-search hub of documents helped us collaborate more easily since we were more aware of the documents being produced by others in the company.

4. The cost is prohibitive
Electronic Document Management is not a new concept but has been around for over fifteen years. Its recent rise in popularity is due to technological advancements, and also the lowering cost of such systems. Electronic Document Management systems are today affordable for small businesses in Malta who are ready to invest in efficiency, security, and privacy.

What is your opinion on having such a system to manage your company’s documents?

Clever Solutions Ltd is an IT Consultancy firm based in Malta. It is a certified partner of OpenKM, an open-source document management system.

What to expect from Clever Solutions in 2012

Posted on 31 December 2011 by Jeffrey

2011 has been a good year for Clever. Unfortunately, we ended 2010 as victims of fraud, an experience that hurt us but thought us much about building strong business relationships. This year we got back on our feet and focused more on setting a strategy for the future and analysing how we can better help our clients . These last few months, the most noticeable developments have been our partnership with OpenKM to introduce their document management system to Malta, and the establishment of this blog. However, much more is coming in 2012:

More software solutions
We’re planning on shaking up the local software market a bit by introducing a range of high quality software solutions that, compared to the standard solutions at the moment, provide a much better ROI at a significantly lower cost. We expect many to be interested in the software which are a result of a lot of research from our end.

More expert, shared advice
Although very new, this blog has been successful at generating interesting conversations both on social media and in face to face discussions. As a company we invest a lot of time in knowledge-building. We believe sharing expertise with others is important because it helps raise standards in the market. Obviously, we have absolutely no problem with that.

Apart from continuing this blog and sharing content on our Twitter account, we’re planning on sharing our expertise elsewhere both online and also in the real world, offline.

More business opportunities
We have started working with more partners this year and the trend will continue next year. If you think there is opportunity for your company to work with us, send us an email and we’ll be in touch. As a small company we don’t expect to go it alone. There’s much value to be got from the synergy that results when working with other professionals.

Thanks a lot for your interest on Clever Solutions, we wish you a prosperous 2012. Before we end this, we’d like to ask whether there is anything in particular you’d like to see from us in the coming year. If so, please leave us a comment below!

Clever Solutions Ltd is an IT Consultancy based in Malta.

A Very Simple Introduction to Agile Software Development

Posted on 26 December 2011 by Jeffrey

Over the last ten years, the Agile Methodology has transformed the way that software development projects are undertaken and completed. Being aware of why this change has happened is important for those commissioning others to develop software for them.

What has brought about this change?
When the computer was invented and programming became the art of capturing logic into applications, there was no definite way on how the process was to be performed. Many times the end result was an inefficient application that was difficult to use and update. As techniques improved, the Waterfall method was developed and became the standard way of developing software.

Writing Software

The Waterfall concept follows a strict set of steps sequentially. Without going into too much detail, the steps include the “Requirements Analysis”, “Design”, “Implementation”, “Testing”, “Installation” and “Maintenance”. These processes cover all the requirements to produce the required end result.

However, over the years it was learnt that many times, the client is not fully aware of all the requirements, and the software architect may miss some details as well. The end result is usually an application that is developed according to documented requirements but lacks usability as the client discovers that certain important aspects were not included. At this point, implementing the missing requirements is difficult and costs escalate quickly.

The Agile Methodology
The Waterfall method leaves much to be desired towards client satisfaction. In 2001, a group of developers called the “Agile Alliance” signed a manifesto that emphasizes:

Individuals and Interactions over Processes and Tools;
Working Software over Comprehensive Documentation;
Customer Collaboration over Contract Negotiation;
Responding to Change over Following a Plan.

With this manifesto the focus for software development moved away from the stringent procedural way of the Waterfall method to a more flexible one. Emphasis is placed on the end result of Working Software rather than Comprehensive Documentation, which is time-consuming. Furthermore, some changes in the initial requirements are expected as the application is developed. It is for this reason that the client is taken on-board as a member of the development team. It is through this collaboration that missing requirements are spotted early in the Software Development Life Cycle. The earlier the required changes are placed for consideration, the more cost-effective it is to have them implemented.

How does Agile work in practice?
The Agile process starts in a very similar way to the Waterfall method: meeting the client and understanding requirements. But that is where the similarity ends. Depending on the flavour of Agile used, the requirements may be turned into stories describing the client needs which are then articulated into diagrams. This facilitates communication between different stakeholders.

The process continues with the prioritisation of the tasks involved. It is normal that development tackle the most difficult issues of the application first. This ensures that solutions exist for these tough issues and if logic or requirements have to change, these are changed as early as possible in the development cycle.

Another important point of Agile is the iterations of development. The process in its most basic form is divided into four:

Requirements plan and plan next phases
Determine objectives, alternatives and constraints
Evaluate alternatives, identify and resolve risks
Develop, verify and test

Each cycle produces a working product with increased functionality on the previous cycle bringing the application closer to completion. In all of these processes, the client is a member in the team, providing feedback and keeping focus on the real and final requirements.

Conclusion
It is clear that with Agile, the top priority is moved away from documentation and instead focused on the client’s actual needs. As each iteration moves towards the complete product, the client gets a better feel of what the final product will do. This helps to eliminate surprises and any corrections are implemented early on.

The methodology used in software development is crucial and an important aspect that should be taken into consideration when contracting for custom software development.

Clever Solutions Ltd is an IT Consultancy that offers software development services amongst other information technology services.

Clever Solutions partners with OpenKM to offer document management solution.

Posted on 21 November 2011 by Jeffrey

Maltese IT Consultancy firm Clever Solutions Ltd has partnered with OpenKM, a Spanish document management software specialist. The partnership provides Clever Solutions Ltd with exclusive commercial rights to introduce the OpenKM document management system to Malta and Sicily. Local implementations have already begun.

OpenKM is an open-source document management solution

The powerful open-source document management software introduces significant efficiency and security benefits by allowing users to access documents faster through a safe central system. OpenKM has been translated to 26 languages and boasts over 1000 active implementations globally. These range from micro-enterprises to companies that process millions of documents.

The Managing Director of Clever Solutions Ltd, Carmelo Romano, points out that “a mentality of serious document management is developing in Malta as is the trend abroad. We have already registered significant interest across industries and are confident that the local market is ready for OpenKM considering its proven track record, ease of use, and affordability.”

Clever Solutions Ltd has recently refurbished its website and started a social media campaign focused on delivering helpful IT information to Maltese businesses. The company has just started an informative series on document management on its blog to promote understanding on the subject.

Do you consider your workplace sufficiently informed on document management?

Keep on guard with basic IT security measures

Posted on 18 November 2011 by carmelr

The overflow of information bombarding us in this digital age is constantly wearing down our guard against security breaches. Many are too happy to click on the “OK install the Trojan” button without contemplating what that means. How many emails does one receive supposedly from friends, claiming urgency and requesting the recipient to open an attachment? Once caught off guard, the consequences could be anything from losing a simple file to having the infected computer spying on the company and publishing confidential data.

Information security can never be taken lightly. There is a dark side to the internet, which is governed by hackers and data destroyers. The intention of the former is to steal data and sell it to those who care to buy and use it, whilst the latter are just happy to create havoc wherever they can penetrate.

Therefore, it is essential that one keeps alert for signs of trickery whilst using the Internet. Below are some basic IT security measures that can help:

If you are using your credit card online make sure the site that you are connected to is a secure site. This can be confirmed by the protocol in use (https:// instead of the normal and unsecured http://).
Do not provide more information than is really necessary. Example: let’s say you are going on holiday for a week and want to inform those who email you that you are going to be out of office. Just say that you will be out of office. If instead you say that you are on holiday till so and so date, you will be giving additional information that can be used against you. For one, you will be telling everyone that your home will most probably be empty till you return. Or perhaps, giving information to someone who wants to take the excuse to obtain something from your office, knowing well that you are not going to be there.
Passwords should never be written down and left under the keyboard or near the monitor, its like leaving the front door key under the flower pot near the main door.
If you are backing up your data, ensure that the backed-up data is also secure.
If possible, do not allow sole control of your system to only one person as this increases your dependability on that person.

The most important thing is to think before you act. Always consider what consequences may follow your actions and then act accordingly.

What other basic IT security measures do you use?

Clever Solutions Ltd is a Malta based IT Consultancy. One of our services involves helping companies set up their IT systems. Our expertise, and experience serving various industries, helps us provide clients with valid solutions and peace of mind. Get in touch if you wish to learn more.

What is Electronic Document Management?

Posted on 10 November 2011 by Jeffrey

The need and demand for electronic document management systems is growing rapidly, in Malta and abroad. According to a 2010 Gartner CIO Survey, document management placed in the Top 10 technology priorities.

Digitizing Documents has never been so easy!

Micro-enterprises and small businesses process thousands of documents every year. These may include bills and invoices, delivery notes, applications, letters, email conversations, legal and tax documents, designs, strategy/planning documents, and more. Often times many of these documents are printed or stored on different computers. The result is a system which is time-consuming, wasteful, and complicated.

This is where an electronic document management comes in useful. The purpose of this system is to centralize the task of managing documents. All the documents are stored electronically on a server. This makes the task of both finding AND securing the documents much easier. It is also easier to create back-ups of your documents that you may store off-site just in case of unpredictable events like an office fire.

The most noticeable benefit of electronic document management is the increase in efficiency (i.e. saved time). The most common objection received is that one must scan each document to change it into pdf format. Although this used to take long in the past, nowadays many low cost office scanners can scan papers from both sides at speeds over 30 sheets/minute. One also has to keep in mind that many documents are originally digital in format. Furthermore, documents can be automatically indexed so that the software recognizes what type of document has been scanned and it is automatically stored in the right folder.

When the time comes and somebody needs to find a document, this may be easily retrieved using advanced search functionality. Many systems allow users to tag documents with keywords that facilitate searching. In addition, using OCR (optical character recognition) technology, one may also search the text of the document itself. The bottomline is that users may search large databases and find the right file within a few seconds. With paper documents this process many times takes several minutes or even hours when documents are misplaced or lost.

There are other benefits to electronic document management however these will be discussed later on in this document management series. In the meantime please feel free to forward any questions you may have.

What is your opinion on electronic document management?

Clever Solutions Ltd is a Malta based IT Consultancy firm that offers professional support on the OpenKM document management platform. This is an open-source document management solution, available in 26 languages, and boasts over 1000 active implementations worldwide. OpenKM is an easy to use, secure, and affordable solution for Maltese businesses. Contact us for more information.

Essential free software alternatives for your business

Posted on 2 November 2011 by Jeffrey

Anybody who has run a small business will tell you how important it is to make the most of your money. Especially during hard economic times, business owners are always looking for ways to lower costs. This solution is often offered by IT. software that promises benefits such as increased efficiency and productivity, with a good ROI.

Quality Free Software Exists!

As a software development company ourselves, we are not saying that these claims are not true, simply that we understand that the combined initial investment and operating costs for such solutions are not always feasable for bootstrapped companies. Buying software licenses for what we sometimes consider as standard software is not always an option. Furthermore, using pirated copies introduces unnecessary risk to any business. This is why we are listing some essential free software alternatives that your business may use instead of other commercial and more expensive software.

OpenOffice
Branded as “The Free and Open Productivity Suite” this is an excellent alternative to Microsoft Office. The interface is very easy to use and learn, it is rich in functionality, plus there are no serious compatability issues (e.g. you cannot save in .docx although you can open the file and save it in .doc format).

Mozilla Thunderbird
This is a very popular open source email client that is very well supported and has an intuitive user-interface. Migration from other software such as Microsoft Outlook is possible, it offers its users a customizable email experience with various add-ons and smart folders, and it is also a secure solution with updates released regularly.

Paint.NET
If you need a basic photo editing program that is very easy to use, free, and has more functionality than Microsoft Paint, then Paint.NET is a really good choice. It is not as feature rich as Photoshop or GIMP (which is also free) but we love it because its fast and straightforward to use. Worth a try.

AVG Anti-Virus
A quality anti-virus solution, AVG offer a free version as well as other paid options with more functionality and support. If you’re just starting up and you are careful when downloading files and browsing, then this solution should serve your needs well. However, if you are a small business and need to protect several users, we suggest investing in a more comprehensive security solution.

Apart from the above, there are many more popular software that can help your business, most notably: Skype (VoIP / Chat), VLC (Media Player), and CamStudio (Video Screen Recording). With all these quality solutions freely available, one can take his or her business forward with confidence into 2012.

Do you use any other free software that is fantastic?

Clever Solutions Ltd is a Malta-based IT Consultancy & Support company. If you require support on choosing the right software for your business, feel free to contact us and we’ll do our best to help you make the right decisions.

4 Simple Tips on Maintaining your Office Server

Posted on 18 October 2011 by carmelr

The costs of running an office are always on the increase. The cost of water, electricity, equipment, stationary, and other essential items bite hard into the company’s bottom line. Some of the first areas targeted for cost cutting include advertising; systems administration, and IT infrastructure.

Although many have a basic knowledge of using a computer, being responsible for the office computer is a different ball game. Here are some tips to help you do just that:

1.   Start off by taking note of the current system. Note how well it responds under normal load. For example, timing how long it takes to open a particular spreadsheet that is saved on the server. Keep a record of these measurements and mark them as your baseline. Later on, when users start complaining of a slow server, you would be able to compare current times with those of the baseline.
2.   Prepare a plan for backups. This is an important function of System Administration. Keep in mind the cost of losing important data. Always keep a backup off site.
3.   Make sure that all computers are protected with up-to-date Anti-virus software.
4.   All servers should be protected with an uninterruptable power supply (UPS). Test the UPS every month to make sure it will do its job during a power loss.

The above points are very basic systems administration tasks which are often overlooked, leaving critical data more prone to loss. These tips by no means cover all aspects required to have a secure working system but they are a start. An IT systems administrator would be required for this.

How well do you maintain your IT infrastructure?

Having a full time systems administrator is beyond the means and needs of many micro and small companies. However, having a professional to sort technical problems, and to perform the necessary repetitive tasks (e.g. on a weekly basis) is important considering the growing significance of IT. Nowadays, a number of companies can provide you with just the right amount of professional systems administration you need. Clever Solutions Ltd is one such company offering this essential service.

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