Incremental backup software

Incremental Backup Software or Normal?

As a business, you understand how important it is to have some type of incremental backup software to save your data. There are several different types of backup software out there that takes snapshots of your data:

  • Copy backup software
  • Daily backup software
  • Differential backup software
  • Incremental backup software
  • Normal backup software

Today, we’re going to examine normal backup and incremental backup software to determine which is best for your business’s data protection.

Normal Backup Software

This is the most common type of backup software. With normal backup, all of your selected files are copied and marked as having been backed up. Since all files are backed up when you run a normal backup, you only need the most recent copy to restore in the event your data has been wiped out. These are normally performed the first time you create a backup set.

Incremental Backup Software

The incremental backup software works by backing up newly created or changed files instead of all files. It still marks the files as having been backed up, however, you’ll still need to have the normal backup data to restore everything. There are several types of incremental backup software available:

  • Synthetic full backup – Full backup that reads previous normal backup and incremental backups together
  • Block-level incremental backup – Most common form of incremental backup. Backs up any changed or new files
  • Byte-level incremental backup – Only backs up individual bytes that have been changed on an incremental basis
  • Incremental forever backup – Progressive incremental backups. This is designed to work on disk-based systems and makes an initial copy of the data. The incremental backup software then only backs up changed or new data, eliminating the need for periodic normal backups
  • Multi-level incremental backup – This allows you to set up different levels of backup to decrease the amount of time it takes to restore data in the event of data loss.


Which is Better for Your Business?

The best data backup software should be customized to your business and its needs. Even though normal backup requires a lot of time and storage space, you’ll have more copies available and fewer pieces of media are needed to restore your data. Running one normal backup a week with incremental backups done daily greatly increases recovery times, yet requires all media to work in order to be successful.


By allowing Matthijssen to run a security risk assessment, they can help you to determine whether you need to utilize normal backup software, incremental backup software, or a combination of both.

network security

What Can a Network Security Audit Reveal About Your Company?

With companies dropping like flies from cyber attacks all over the world, it’s no wonder that security has become an even greater issue over the years. The question to any business becomes “How can I become more resilient to attacks?” A network security audit is a great way of revealing weaknesses in your environment that are susceptible to threats.

Running Services

All networks have services that run to perform various duties for the company from migrating and cleaning up data to sending out billing to all clients once a month. However, there are many services that are not integral to business goals. An audit can reveal all the services currently running for inventory sake but allows you to shut off ones that are unnecessary. This can simplify your environment as well as free up resources.


Every business has this difficulty. Employees create weak passwords for their line of business applications, user accounts, database credentials, etc. Not only that, but password policies on forcing password changing and other requirements can dramatically reduce one of the most vulnerable aspects of a network. An audit easily spots these weaknesses.

Unapproved Devices

Employees are the most vulnerable part of a network. The creators of weak passwords, they also tend to bring unapproved devices like smart phones and tablets to work to make their time easier/more enjoyable. While not intrinsically a fault, when these devices get attached to a computer or the network, they can have unintended consequences. A network security audit will allow you to detect these devices and allow you to create stronger business guidelines on this front.

Security threats evolve over time, and so businesses must evolve as quickly. Businesses may not know what direction to go in, but a network security audit can provide valuable feedback on how to advance. If you have more questions or would like to schedule an audit, send us a message! We’d love to chat about your network and security needs.

document management system

Connect Everyone with Your MFP and Document Management System

Your multifunction product does a grand assortment of tasks by design. However, you may not have considered how well your MFP combined with a Document Management System keeps you and everyone in your company connected and in step. Here are a few ways that an MFP achieves this.


Whether it be printing, scanning, or uploading, have the necessary people know that the document is available by email or text. Why have a person manually send an email to the internal team when a document is ready for use when you can have your Document Management System and MFP do it for you? Always notify the right people every time with no additional thought from the creator.

Centralized Document Storage
Ensure your document is available to the right people, and no one else. With your new document placed in a centralized location, you’ll have full authentication and authorization of each document. Not only does everyone in your company have unified access to this repository, but you can also set automatic authorization requirements on each document based off the document type and content.


Ever have a problem finding a document you needed? With automatic indexing, have multiple ways of finding your document. Search by date, title, type of document, content, etc. With custom and expansive indexing, your company can be more efficient in finding and serving up documents in a way you’ve never seen before.

An MFP is to your company as social media is to people, keeping everyone connected and informed. And while you may not care about what your neighbor is doing to his lawn on Saturday, you do care about when and how your documents are served. If you need help utilizing your MFP, give us a call for a free, no-obligation assessment!


Why Virtualization?

Virtualization has been exploding over the past few years. Virtualization is the process of creating virtual machines (VMs) on a single server, rather than one instance per server. Why is everyone jumping on the bandwagon? There are quite a few benefits!


Without virtualization, most servers don’t maximize their utilization, frequently using 5-15% of the server’s capabilities. Suppose you have a full-blown architecture with multiple instances. This would require a server for each instance. The cost for that would be quite large. Virtualization would allow you to buy one powerful server and then have multiple instances placed on it. This effectively reduces the amount of hardware you need, the total cost, and increases the utilization of your hardware.


Because of the nature of virtual machines, you can save the entire state of a virtual machine to files. Create a clean slate VM for each of your new employees. Save a particular state so you can always revert in case you encounter an irreversible situation. Not only that, but the files can easily be moved and copied at any time.

Hardware Independence

Virtualization means that you are now independent of your choice of hardware. An Ethernet port break on your server? Copy and paste the virtual machine to another server, and then swap out the servers; simple and hassle-free. This can save you tons of time and money with this process.

There are plenty more reasons why virtualization is the future. Whether it be partitioning, encapsulation, hardware independence, or others, the future is here. If you need help virtualizing your environment, let us know. We’d love to help!


The New Technology of 2016

Every year, we hope for hoverboards and self-driving cars, and every year we’re let down. But this sadness quickly dissipates and is replaced with elation after we see what is on the horizon for the next year. 2016 is no different, and we’re sure each of the gadgets will bring you the kind of joy a child feels on Christmas morning.

Virtual Reality

Virtual reality has been making strides over the past five years with Oculus Rift, Project Morpheus from Sony, and others. New games have been coming out, sparking the imagination of everyone. From relaxing paradise islands to fear-inducing scenarios to roller coaster simulators, these VR headsets have been on the rise and are well worth the cost.


You thought it was a joke? It may be because we just passed the date foretold in Back to the Future that we have a sudden, extreme interest in hoverboards, but the technology for this once figment of imagination is quickly becoming a reality. The Lexus Slide is a hoverboard built using superconductors, liquid nitrogen cooling, and magnetic fields. Who knows when a consumer can get hold of this, but it’s sure to be world-changing when it does come out.

Project Jacquard

We are currently in the generation of the smart phone. More and more computation and functionality is removed from everything and placed into our phones. However, there will come a time (and the signs are showing) where people will want more intuitive ways of interacting with technology. Sometimes, taking out a phone and changing between apps is cumbersome and difficult. Project Jacquard hopes to alleviate some of this through touch and gesture interactivity built within clothing. Swipe of the sleeve wipes away your notifications or tap of the cuff calls your significant other, the possibilities are sure to leave the Internet of Things breathing heavily in excitement.

3D Printers

As 3D printers continue to drop in price and their usefulness become more apparent, 3D printers are on the rise! Between Makerbot and others, you can find new versions of 3D printers at various electronics stores across the nation. If you’re looking for a way create, 3D printers are the way to go for 2016 technology.


Moving to the Cloud

So you’re ready to move to the cloud, but you aren’t quite sure where to start. We’ve been helping companies move to the cloud for years. Here are some considerations while you determine how you’ll be making the move.

The Cost of Applications

The first step will be understanding the cost of your current IT infrastructure and application suite. This is critical to understand what makes sense to place in the cloud. Costs don’t just entail the cost of the equipment and applications. This also includes electricity, management, benefits, and the cost of the space to hold it. The more it costs to keep a piece of hardware or an application running, the better the candidate is.


Running on the cloud equates to running on virtualization, and by the nature of virtualization, some applications are not capable of running on certain platforms. There are many choices out there, e.g. Microsoft, VMware, or Oracle to name a few. This may require testing in the beginning, but will save you time in the long haul.


By taking your equipment off premises, you are effectively increasing the risk of latency issues through multiple facets. Understanding what could be causing the latency (cloud-related or not) and how to resolve it before it becomes an issue could save you large amounts of time and money. Here are a few:

  • Network Performance – If you have an unstable network connection or limited bandwidth, moving to the cloud could cause a collection of issues stemming from how large your packet size is to what type of physical connection you have.
  • Application Performance – Inefficient applications end up causing inefficient response times. Determine which of your applications could cause timeouts.
  • Request Volume – The most noticeable way that moving off premises can exponentially increase a problem is in high-request applications. Without the speed of a local area network, the thousands of calls could add up to a crucial problem.

Moving to the cloud is a big deal and takes planning and research. Matthijssen has the expertise to get you there with ease. Contact us to help you get started.

Calculator with 2016 displayed

Preparing for Next Year’s IT Budget

The beginning of the year is quickly approaching, and with that, budgets are due for 2016. So what will you be spending on your IT infrastructure? Below are a few pointers on things to think about when contemplating your upcoming 2016 IT budget.

2016 IT Budget


Before you can think about your future budget, it’s important to take stock of what you currently are invested in, including hardware and enterprise-wide software. As far as hardware is concerned, this should include desktops, laptops, organization-issued mobile devices, servers, routers, and other networking equipment. With software, this can include Outlook, ERP software, accounting applications, finance applications, and HR applications.

Current Needs and Future Growth

What are business critical components of your IT infrastructure? These pieces of hardware and software are what enable your business to operate. As such, this is where your gaze should first focus. What kind of infrastructure do you need to ensure your business doesn’t crumble from a server crash? Determine your goal infrastructure for the security of your business and identify the most pressing problems currently.

Once you’ve identified your current pain points, it’s important that a company also focus on future growth and expansion. What can you improve with technology to increase the capabilities and opportunities of your business? Maybe an extra server will allow you to start that side project you’ve been putting off? Gmail started as a side project as well. The balance between the current stability of the company and future expansion is an ongoing war.

Replacement Schedule

Now that you’ve determined your needs and wants for 2016, having a replacement schedule will keep you prepared for the future. A replacement schedule helps you understand when your technology needs to be renewed. This will include the year when you bought your hardware and the year when it should be replaced; desktops in five years, laptops in three, etc. Stay ahead of the game so you aren’t caught unaware.

Your IT budget is due soon, and there are many factors to consider. Between understanding what you currently have, balancing current needs and future growth, and preparing for future expenses, creating your budget is a daunting task. Give us a call if you need help!

use less printer ink

How to Use Less Printer Ink

Printer ink is expensive, and the cheap refills are usually defective. Unfortunately, printer ink is a necessary evil at home, at school, and at work. Or is it? We have a few strategies to help you use less printer ink, and you might save some money on paper as well. Six tricks can help you use less printer ink.


  1. Tweak the page

Before you print anything, get in and tweak the page setup, the font, and the spacing. The EPA published recommendations that report to save ink use and paper use. Instead of using 1-inch margins, consider using 0.75-inch or 0.5-inch margins. The EPA also recommends changing the font to Veranda, Century Gothic or Calibri and then reducing the size of the font to 10 instead of 12.

Before you print from any webpage or email, remove the unnecessary items on the page such as advertisements and reply lines. When you are printing an article or post, always select the ‘shrink to fit or shrink one page’ option.

  1. Greyscale

Only print in color when it is absolutely necessary. You can go into the printer settings and change the print color to black, or better yet, you can print in greyscale, which saves you a considerable amount of ink. When you are printing, do not print images. You must also be weary of ‘low ink’ warnings. Don’t rush to change the ink cartridge until it is absolutely depleted.

  1. Digital signatures

Instead of having employees, clients, vendors, or partners sign printed documents, consider a digital signature system. Digital signatures and virtual copies will reduce both your ink and paper use, as well as provide you with a document that can be backed up right away into your company’ cloud system.

  1. Cloud collaboration

The Cloud has the potential to save your company money in many areas. All departments can reduce printer ink and paper use if they collaborate online, save files online, share presentations online, and much more. The best part about the Cloud is that the data is safe, secure, and easily accessible from various devices with different operating systems. The cloud can also be accessed remotely, which allows business owners and employees to do more work out of the office without carrying sensitive materials and docs out of the office.

  1. Maintain your machines

Your machines will work efficiently, only if you maintain them regularly, keep the nozzles clean, and use genuine ink. Yes, ink refill kits are inexpensive and cheaper ink can be purchased online, but it all comes at a cost. Many times, the cartridges don’t work, the ink use increases, or the product printed is of low quality.

  1. Make it a policy

You will only use less ink if you make it a policy. Get everyone on board. Print only what is absolutely necessary. Look at all pages in the ‘Print Preview’ before you select ‘Print.’ You must also establish rules regarding what can and cannot be printed in the office. If it can remain digital, keep it that way.


It doesn’t take much to save printer ink, but it does require you to change your printing habits.


section 179 209105665_cropped

Take Advantage of Section 179 on Your 2015 Taxes

You have had your eye on a flashy little number that will make your life much easier. It prints, it faxes, it emails, and it scans. You can’t stop thinking about how efficient the office would be if you could just get it off the shelf and take it to the office. Well, you can. You have fewer than two months before tax season rolls around, and the IRS wants you to have that new all-in-one. In fact, now is a good time to purchase any new equipment or software for your network before the end of the season rolls around. Talk to your accountant or tax professional about how you can take advantage of Section 179 on your taxes.


What is Section 179?

Section 179 is a tax deduction that helps you buy new equipment and software for your company. Section 179 is the tax code that permits small and medium-sized businesses to purchase qualifying equipment software to better the businesses within the 2015 tax year. Businesses can deduct the full amount of the equipment or software purchase or lease from the company’s gross income. Yes, the IRS allows you to deduct the entire purchase or lease price of qualifying equipment and certain software at tax time.


The code is designed specifically to help small and medium-sized businesses, as the deduction starts to fall off nearly dollar-for-dollar after the allotted maximum is reached. The Section 179 limit is $25,000. If you are not sure just how much the deduction has already saved you, allow us to show you. Let’s say your total equipment purchase is $2500 this year. After the Section 179 deduction, assuming no depreciation in the first year and a 35% tax bracket, the total cash savings on the equipment is $875. After the tax savings, the lower cost of the equipment would be $1625.00 That sounds much better than $2500.


What Qualifies?

Nearly all equipment a company buys qualifies as “business equipment,” and if it used more than 50% of the time for business activities, it may qualify for Section 179. The IRS lists the following as potentially eligible purchases.

  • Equipment, tools or property attached to the building. Note: this cannot be structure betterment costs, add-ons, or any other structural add-ons. The equipment must not be a structural component.
  • Tangible property
  • Office furniture and equipment
  • Certain business vehicles
  • Computers, computer equipment and off-the-shelf software
  • Equipment used for business more than 50% of the time. Note: if you use computer equipment less than 100% of the time, the deduction will be based on the percentage of time the equipment is used for business use.


Don’t wait any longer to improve your business’s productivity and efficiency. Act on the purchase now to save money on your 2015 taxes.


financial technology

Why Financial Departments Need Updated Technology Solutions

Finance departments and industry professionals are in the business of making sound financial decisions, preserving the health of the budget and spending, and they are taking on more responsibilities within their organizations. While fewer assets are focused on technology, it is the very absence of updated technology and resources that is preventing financial departments from doing their jobs effectively.

Finance departments are dealing with increased demands, strict regulations, industry scrutiny, and an ever-changing global economy. The needs for and expectations of finance departments soars each day, and financial departments can meet the demands with updated technology solutions.

IT Budgets Are Growing, but Finance Companies Aren’t Moving

Understandably, finance companies and professionals are hesitant to act swiftly on technology shifts out of fear of cost and security, but companies are in a better position to focus resources on technology. According to a report in the Wall Street Journal, corporate budgets increased by 0.8% last year, only to shrink by 0.1% this year; However, information technology budgets increased by 3.1% this year after increasing only 0.3% last year.

Benefits of Updated Technology Solutions

Finance departments can find many uses for improved and updated technology solutions.

  • Efficiency Gains

The costs associated with updated technology solutions are directly tied to improved efficiency. An updated system gets more done in less time and with fewer interruptions. Equipment is becoming smarter, the people using it are gaining more skills, and data processing and smart software are all reducing the need for more equipment.

  • Saves Money

In addition to day-to-day operations, the cost to update technology is dropping. When companies analyze and consolidate, they create effective systems and software that cater to the company’s specific needs, which eliminates patchy finance and reporting systems.

  • Useful Insight

Updated technology can take care of the day-to-day financial decisions, such as issuing payments, monitoring financial trading, calculating and evaluating budgets, and translating data into immediate and critical actions.

  • Real-time Reporting

One of the most notable aspects of updated information technology is the instantaneous reporting of business and financial information. Updated technology provides users and financial departments with immediate and unified financial data that is comprehensive and relevant. This allows finance departments to manage a higher volume of data and use if for profitable business decisions. Better reporting overall provides finance departments with comprehensive immediate, daily, weekly and annual health checks.

  • Better Use, Control and Security of Big Data

Updated technology solutions allow financial departments and companies to do more and gather more data, without the weight of increased personnel salaries and underfunded IT budgets crushing the plans. Updated technology solutions allow companies to better analyze greater volumes of data from a single location or multiple locations, and translate the data into manageable and profitable financial decisions. Updated technology is also safer for companies and their IT departments. Without the right tools to collect and protect the data, a company can face significant losses in data, trust, and clientele, all from which companies struggle to recover.

Updated technology solutions are easier to use, convenient, and the safest for your company to use in any market. Technology allows your company to work smarter and it acclimates to the hasty pace of market fluctuations and business complexities.