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With today s pace of business expansions, the only constant is change. Few networking environments are free from the problems associated with users installing applications at will on any machines. This not only causes license management and support headaches, but can also be counterproductive and costly. If your organization is not continually evolving, chances are good that it will be left behind its competitors. The main difference is how quickly and efficiently you can adapt to changes. IT software, hardware, and network devices change frequently throughout the days and years of a company s operations. When people move out of a specific job function, they may take with them valuable information about a system. All of a sudden, Jane s Server has become the web server and no one has any idea how to administer it. Also, it is quite easy to forget any changes that were made on a specific piece of equipment, un-
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til problems crop up. To avoid these potential problems, it is extremely important that any and all changes be documented completely. It may seem difficult to take the time to develop a change management procedure, but a simple sheet like the one shown in Table 2-2 may be sufficient. If you can get in the habit of doing this regularly, you ll realize that you have plenty of time to document most changes while waiting for application installations and server reboots. The information can be invaluable in troubleshooting problems and in keeping an accurate hardware and software inventory.
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One of the most important assets your company has is its knowledge. Though employees may come and go, it is the responsibility of all business units to ensure that information is kept within the company and transferred onward. The IT organization can be instrumental in this procedure. Consider some of the information stored in very large databases managed throughout the company. Look for ways that this information could be better used. Could data from a Sales-related database be useful to Marketing department users for demographic information The goal should be to make the information easily accessible and useful. Although a data protection plan might not include provisions for making data access easier for users, it should not increase complexity.
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Server and network resources can be very costly to purchase and maintain. Earlier in this chapter, we discussed the possibility of implementing departmental chargebacks. This
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Date 01/11/2000
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Action Performed Installed Windows NT Server 4 and Option Pack 1 with all default options. Implemented daily incremental and weekly full backups using NT Backup. Installed network version of Microsoft Office 97 for Developers group.
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IT Staff John Smith, Systems Administrator (ext. 1234) Jane Doe, Network Operations Specialist (ext. 555) John Smith, Systems Administrator (ext. 1234)
01/15/2000
03/17/2000
Table 2-2.
A Server Change Log
2:
Developing the Data Protection Plan
mechanism allows those who use resources to pay for what they need. End users should be made aware that storing large downloaded files in their home directories is inappropriate, and wastes space on servers. Ideally, IT could prepare a report of disk space usage by user account. In many cases, users may be unaware of the size of their e-mail files or download directories stored on the server. On the other hand, modern computers come with plenty of local storage space, and noncritical data can be stored on cheap desktop hard drives. If appropriate, make sure users understand that this information will not be regularly backed up. Consolidating multiple servers into fewer, more powerful machines can help lower costs. Managing multiple machines that serve similar purposes can be quite demanding for IT personnel. Resources required include labor costs, backup and data management costs, and the hardware cost itself. Also, centralized management can increase efficiency and reduce the likelihood of configuration errors. The technical chapters of this book are devoted to solving such technical problems.
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