Backup for Law Firm

The Problem: A law firm had a problem. They were legally bound to hold documents for extended periods of time and needed to insure that they would be able to retrieve their data in any scenario.

The Solution: We recommended our online backup solution. The company liked the solution, but was worried about security. We explained that the information is encrypted before it leaves their computers and cannot be decrypted in any scenario without the customer’s backup password. Because of this, we made sure the customer had their password stored in a secure location. It eased their concerns know that even clarity employees could not view their data without their password. The customer then asked up to implement the solution.

          Because the customer had so much data, the first backup was done onto a hard drive (aka seed load) and sent to the data center. After the seed load was updated, their computers began to backup files every night. The system only backs up files that have changed since the last backup. Them meant the eventhough the cliet had a very large ammount of data, very little of it needed to be backed up at night. After the backup completed each night, the system sent the customer an email. The email would let them know that the backup had started and if there were any errors during the backup. This allow the customer to be re-assured that the system was working correctly.

          About three months later, the un-thinkable happened. A disgruntled employee intentionally deleted all of the company’s customer files before leaving. When this was noticed the next morning, the customer called Clarity immediately. With our help the customer was able to download enough files to get them up and running within an hour. Within 6 hours, the company was fully operational again.

SPAM Filtering for Growing NPO

The Problem: A non-profit organization had a problem. They were a victim for their own success. Their membership had risen to more than 3000 members and inboxes across the organization were being filled with unsolicited email (UCEs). This was in spite of the fact that the client had an in-house SPAM filtering solution. In fact, the existing in-house filter was more of a problem than a benefit. Not only was it in-effective at capturing SPAM, but it was also locking up frequently. When this happened, the client was able to get the filter working agian by rebooting it, but emails sent while the filter was locked up or rebooting would be lost. This loss was in addition to the losses that occurred when the client's internet went out. The end result was a system that frequently lost important organizational emails and delivered too many UCEs when working correctly.

The Solution: As always, we sat down with the client and did a full review of their network. After presenting all of the options to them, they opted to take our recommendation and deploy our SPAM filtering solution. We began the deployment of the system overnight to cause as little interruption of business functions as possible. Although the system takes two days to fully deploy, end users were already impressed with the filter's accuracy the next morning. After deployment was complete, most users were no longer receiving any SPAM at all. A follow up a few weeks later revealed that the client was no longer losing any emails and that the end users were no longer being weighed down by UCEs.

Planning & Mobility for Medical Specialists

The Problem: A medical specialists company had a problem. When they started their company, all of their clients came to their clinic. To increase businesses, the primary doctor began to offer off-site services in other clinics. To accomplish this in the short term, the doctor simply used a synchronization tool that came with their records tracking system. But, the tool had a major flaw. Whenever the doctor left to work off-site or came back from working off-site, everyone in the office had to exit the records tracking system to allow him to synchronize with the it. While this was acceptable in the short term, it was apparent that the solution would not scale up.

The Solution: Clarity identified this problem and proposed a two phase solution. The idea was to allow the doctors to connect back to their computers in their clinic and work off of them remotely. This way, there was no need to synchronize a system that had been working off of the main database.

          The first phase used a server and a mobile broadband card that the customer already owned. The phase's primary purpose was to get the client away from using the built in sync tool. But arguably more important in the long run was the fact that it would be a proof of concept for a scalable solution. The mobile doctor was setup to connect over his broadband card, though the server and work on his computer in the office. For the first few weeks, the doctor used both the new and old system, but soon was able to abandon the old system entirely. The second phase was to install a terminal server system to allow multiple doctors to work remotely at the same time. The client was giving a rough estimate for this phase and told it would be necessary if they wanted to deploy more doctors off-site.

          About one year after Phase one was rolled out, the client decided to develop a business plan to grow his offsite division. Because of previous planning, the client already knew what he would need to budget for IT in terms of time and money. Because of this, Clarity was given plenty of time to deploy and test the new system before the new off-site doctors began working. This meant that when the doctors were finally sent off-site they had a system that was fully deployed and tested. The client now has an average of three doctors in the field at any one time and an IT plan to grow up to their maximum foreseeable company size for the next year.

Security for Limo Company

The Problem: A large limo leasing company had a problem. Their computers were being infected with viruses and spyware on a regular basis. It was determined that the source of these infections was the night shift's internet usage. During the day, management was able to keep an eye on this problem, but at night there was no management staff on site. All of the computers were shared, so tracking down the offending user(s) and addressing this problem using employee counseling was impractical. Anti-virus software was already installed on the computers and it was not able to resolve the issue. The customer needed a better anti-virus solution that would also prevent users from accessing non-work related material while the management staff was away.

The Solution: To resolve the issue, Clarity installed an anti-virus gateway. The gateway is installed between the internet connection and the rest of the computers. Then everything that goes to or comes from the internet is scanned for viruses. This means that, unlike traditional anti-virus systems, the virus never gets into the computer in the first place. Instead, it is simply deleted within the gateway.

          We also setup a web filter on the gateway. This enabled the client to pick what categories of websites should be allowed and what categories should not be allowed. A few websites were un-intentionally blocked, but this was expected and the client was forewarned about the potential issue. So, when the problem came up, they simply called us and asked us to specifically allow certain sites, which we did.

          We checked in a month after installation to see how things were going. The client had not been infected with any viruses since installation. This was in stark contrast to the weekly infections they were getting before. Additionally, the company's owner was impressed to see productivity go up since, in his opinion, his employees were no longer able to access myspace.com. No anti-virus system is 100% effective and the client has had infections again. But, the infections that have occured so far have been very minor, occured much less often and are often removed by the user with simple instructions.

Mobility for Alarm Company

The Problem: An alarm company had a problem. They had won a contract to install alarm systems across the country and dispatching their technicians was becoming difficult. Previously, technicians would come into the office and get their appointments on paper slips. Now that this was not an option, appointments were being relayed by phone. This solution was working, but this was an unnecessarily time consuming task. The client needed an effective way to assign jobs to their technicians.

The Solution: Using the hardware and software that the client already owned, Clarity deployed a Microsoft Exchange server. An Exchange server holds all email, contacts, calendar and task items on the server it’s self as opposed to traditional POP systems where the email is held on individual computers. Because of this, users with the correct permissions can view and edit the email, contacts, calendar and task items for other users of the server. We used this ability to allow the managers in the office to open the technician’s Outlook calendars and add appointments to them. The technicians could then access their email and calendar using a webmail site or on their smart phones. Since most technicians had smart phones, the end result was that a manager would add an appointment to a technician’s calendar and that appointment would sync to his/her phone within minutes. But even if the technicians didn’t have a smart phone or were away from it at the time, they could go online and check their outlook from any computer anywhere in the world.