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Give Your Business an IT Check-Up

To be successful in business you don’t need to be a technology whiz — but you should have a plan in place for making the most of your company’s data.  According to the Virginia Society of CPAs, the end of the year is an excellent time to carefully examine your company’s technology to determine what’s working well and what could be improved. Start by asking yourself the following questions.

Is it time for my business to update its computer equipment?

Technology changes rapidly, so although your company’s systems may appear to be working well, you may be missing out on new ways to protect your business information, help your business run more efficiently and better serve your customers.

For example, to run some of today’s most powerful programs, you need a fast and large hard drive with significant memory capacity. You might consider adding newer technology, such as wireless capabilities, to older equipment, but often the cost of upgrading a computer is more than the cost of a new model.

Do I have an effective system to protect my equipment from power surges and power outages?

Loss of electrical power and power surges are the most common causes of data loss and weakened computer components. If your business depends on computers, protecting your power source is critical. This is especially important if your area is prone to power fluctuations or electrical storms.

An Uninterrupted Power Supply (UPS) unit offers both superior surge protection and, depending on the model, anywhere from 15 to 45 minutes of backup power — enough time to save and copy critical files. The idea of a UPS isn’t to continue your business dealings while the lights are out, but to ensure that your data is available when the lights come back on.

Have I installed the latest version of my computer’s operating system and software?

CPAs strongly recommend that you keep your operating system (OS) and software applications current by regularly downloading and installing all updates. Updates improve performance, fix bugs and may add new features. You should also regularly update and run anti-virus software.

Generally when registering your software, you will be enrolled in or be informed about the vendor’s upgrade strategies, which often include automatic online checks for updates.

How strong is my data backup system?

You need to consider your storage needs in terms of both capacity and physical location. Depending on the amount of data you have, you can back up your hard drive to USB flash drives, CDs, DVDs, tapes or an external drive. You might also want to look into off-premise backup. There are many firms on the web that will store your backup data for you for a monthly fee.

How well is my company’s data integrated?

Over the years, small businesses tend to produce multiple silos of data. Your inventory, sales data and marketing information need to be linked together to better serve your customers and increase your company’s productivity and profitability. Without this integration, you may not know who your best customers are or, worse yet, you could end up agreeing to provide a top customer with an item you don’t have in your inventory.

Consult a CPA

To optimize the systems you have in place and to ensure that they are secure, it’s wise to consult with a CPA who specializes in information technology.

The Virginia Society of Certified Public Accountants (VSCPA) is the leading professional association dedicated to enhancing the success of CPAs. Founded in 1909, the VSCPA has 9,000 members who work in public accounting, industry, government and education. For general information, please visit the Press Room on the VSCPA website at www.vscpa.com, e-mail vscpa@vscpa.com or call (804) 612-9424. To search for a CPA in your geographic region, visit www.financialfitness.org and click on “Find a CPA.”

©American Institute of Certified Public Accountants