Tag: small-business computing

The iPad is seen as part of the cloud-based mobile computing idea that Silicon Valley promotes

Very often “cloud” is used as a Silicon-Valley-based buzzword when describing information-technology systems that have any sort of online data-handling abilities.

This is more so if the IT system is sold to the customer “as a service” where the customer pays a subscription to maintain use of the system. It also is used where the user’s data is stored at an online service with minimal data-processing and storage abilities at the user’s premises.

It is because small business users are being sold on these systems typically due to reduced capital expenditure or reduced involvement in maintaining the necessary software. It also allows the small business to be able to “think big” when it comes to their IT systems without paying a prince’s ransom.

What is strictly a cloud system

Single Server online system

But, strictly speaking, a cloud-based system relies on multiple online locations to store and/or process data. Such a system would have multiple computers at multiple data centres processing or storing the data, whether in one geopolitical jurisdiction or many depending on the service contract.

This is compared to the single-server online IT system sold as a service that implements at least a Web-based “thin-client” where you work the data through a Web page and, perhaps, a mobile-platform native app to work your data on a smartphone or tablet. Typically, the data would be held on one system under the control of the service provider with this system existing at a data centre. It works in a similar vein to common Internet services like email or Web-hosting with the data held on a server provided by the Wehhost or ISP.

Hybrid cloud systems

Hybrid Cloud online system with primary data kept on premises

One type of cloud system is what could be best described as a “hybrid” system that works with data stored primarily on the user’s premises. This is typically to provide either a small private data cloud that replicates data across branches of a small business or to provide online and mobile functionality such as to allow you to manage the data on a Web page or native mobile-platform app anywhere around the world, or to provide messaging abilities through a mobile-messaging platform.

For example, a lot of NAS units are marketed as “cloud” NAS units but these devices keep the user’s data on their own storage media. Here, they use the “cloud” functionality to improve discovery of that device from the Internet when the user enables remote access functionality or data-syncing between two NAS devices via the Internet. It is due to the reality that most residential and some small-business Internet connections use outside IP addresses that change frequently.

WD MyCloud EX4100 NAS – one of the kind of NAS units that uses cloud functionality for online access

Or a small medical practice who keeps their data on-premises is sold a “cloud-based” messaging and self-service appointment-management add-on to their IT system. Here, the core data is based on what is held on-premises but the messaging functionality or Web-based user interface and necessary “hooks” enabling the mobile-platform native app for the self-service booking function are hosted on a cloud service built up by the add-on’s vendor. When a patient uses the mobile-platform app or Web-front to book or change an appointment, they alter the data on the on-premises system through the cloud-hosted service.

It may also be used with something like an on-premises accounting system to give business functionality like point-of-sale abilities to a mobile-platform device like an iPad through the use of a cloud-based framework. But the core data in the on-premises system is altered by the cloud-based mobile-platform setup as each transaction is completed.

Full-cloud systems

Full Cloud online system with data processing and storage across multiple different computers

On the other hand, a full-cloud system has the user’s primary data held online across one or more server computers with minimum local hardware or software to work the user’s data. There may be some on-premises data-caching to support offline operation such as to provide transaction-capture if the link is down or simply to improve the system’s performance.

The on-premises data-caching can be extended to a system that has concurrent data storage both in the cloud and on the premises. This may help businesses who have invested in on-premises data-storage by providing them with the security and flexibility of a cloud setup with the fail-safe and responsive operation of the on-premises setup. In some cases, it may also be about facilitating secure payment-card transaction processing with that taking place in a separate compliant network hosted by the IT solution provider.

The IT infrastructure for a full-cloud system will have some measure of scalability to allow for an increasing customer base, typically with the service provider annexing more computer power as the customer base increases. Such a service will have tiered pricing where you pay more for increased capacity.

Client software types

The user-interface for an online or cloud IT system would primarily be Web-driven where you work the data with a Web browser. On the other hand, it could use native client software that works tightly with the client computer’s operating system whether as a “thick” client with a significant amount of local data-processing or storage on the endpoint computing device or a “thin” client which just has a window to the data such as simply using a Web browser.

Public vs private cloud

Another concept regarding cloud-based IT is the difference between a public cloud and a private cloud. The public cloud has the computing power managed by another firm like Microsoft Azure or Amazon Web Services while the private cloud has all its computing power managed by the service provider or client company and effectively isolated from public access through a separate private network.

This can be a regular server-grade computer installed at each of the business’s branches, described as an internal cloud, Or it can be multiple high-grade server computers installed at data centres managed by someone else but available exclusively for the business, known as a hosted private cloud.

Data Privacy, Security and Sovereignty

Another factor that comes in to question regarding cloud and online computing is the issue of data privacy, security and sovereignty.

This covers how the data is handled to assure privacy relating to end-users whom the data is about; and assurance of security over data confidential to the IT system’s customer and its end-users. It will call out issues like encryption of data “in transit” (while moved between systems) and “at rest” (while stored on the systems) along with policies and procedures regarding who has access to the data when and for what reason.

It is becoming a key issue with online services thanks to the European GDPR directive and similar laws being passed in other jurisdictions which are about protecting end-users’ privacy in a data-driven world.

The issue of data sovereignty includes who has effective legal control over the data created and managed by the end-user of the online service along with which geopolitical area’s rules the data is subject to. Some users pay attention to this thanks to countries like the continental-European countries who value end-user privacy and similar goals heavily.

There is also the issue of what happens to this data if the user wants to move to a service that suits their needs better or if the online service collapses or is taken over by another business.

Cloudlets, Fog Computing and Edge Computing

Edge computing setup where local computing power is used for some of the data handling and storage

This leads me to the concept of “edge computing”, which uses terminology like “fog computing” or “cloudlets”. This involves computing devices relatively local to the data-creation or data-consumption endpoints that store or process data for the benefit of these endpoints.

An example can be about a small desktop NAS, especially a high-end unit, on a business premises that handles data coming in to or going out to a cloud-based online service from endpoint devices installed on that premises. Or it could be a server installed in the equipment rack at a telephone exchange that works as part of a content-delivery system for customers who live in the neighbourhood served by that exchange.

Qarnot Q.Rad room heater that is a server computer for edge-computing setups

Similarly, the Qarnot approach which uses servers that put their waste heat towards heating rooms or creating domestic hot water implements the principle of edge computing. Even the idea of a sensor drone or intelligent videosurveillance camera that processes the data it collects before it is uploaded to a cloud-based system is also about edge computing.

It is being touted due to the concept of decentralised data processing as a way to overcome throughput latency associated with the public Internet links. As well, this concept is being underscored with the Internet of Things as a way to quickly handle data created by sensors and turn it in to a form able to be used anywhere.

Conclusion

Here, the issue is for those of us who buy service-based IT whether for our own needs or for a workplace is to know what kind of system we are dealing with. This includes whether the data is to exist in multiple locations, at the premises or at one location.

Originally published in July 2019. Updated in January 2020 in order to encompass cloud-based IT solutions that keep business data both in the cloud and on the premises as well as using cloud-based technology to facilitate secure transaction processing.

HP LaserJet Pro CM1415fnw colour laser multifunction printer – an example of a fax-capable multifunction that implements flash memory and fax-vault functionality

Nearly every multifunction printer that is pitched towards small businesses and SOHO operations is equipped with basic Group 3 fax functionality at least. Most will have the high-speed Super Group 3 functionality while most multifunctions that print colour will support colour faxing.

This is a feature still considered of value by people who work in the legal, medical and allied professions because they see it as the preferred way to exchange documents “over the wire”, especially in the context of requiring other parties to sign and send the documents.

But inbound documents that arrive via these machines can be seen by people other than the intended recipients which is something that can betray the required confidentiality that most of these documents require. This is an important issue as far as client confidentiality and privacy are concerned when it comes to legal, medical or similar issues; but can also be of concern with the intellectual property that most organisations accrue such as customer / member lists or financial reports.

This can be of concern in traditional workplace environments like clinics where you have people like late-night workers or contract cleaners existing in the office beyond normal business hours. It can also be exacerbated for small-time professionals who share or sub-let office space or use serviced offices.

It can also extend to people who maintain a home office, something that is an increasing trend for small-time practitioners or people who maintain a small public storefront at other premises. In this case, even though the business operator’s household respects the business’s confidentiality requirements, there is the issue of houses being occupied by house-sitters, couch-surfers and the like who may not respect that level of confidentiality even though you trust them. It includes tradespeople who come in to your home to perform work that you require.

What is a “fax vault” and how could this feature answer these situations?

Brother MFC-J5730CDW fax-equipped multifunction which can be set up to forward incoming faxes to Dropbox or OneDrive

A “fax vault” function stores all incoming fax documents to a digital storage medium of some sort rather than printing them out. Then the user enters a code and selects a “print stored faxes” function to print out the documents. Such setups could allow functions like printing out selected faxes such as those that relate to the work they are dealing with, or forwarding the documents to another fax machine like the one installed at a convenience store or newsagent to be collected there. Some machines also provide a “forward to email” function where they send the received fax document via email as a TIFF-FAX file or a PDF file.

Some of these setups may provide PIN-protected dial-in access to allow users to enable or disable this function or forward documents to a nominated fax machine from the nearest telephone like their home phone. The functionality could also be facilitated through a Web page or mobile-platform app for a granular operating experience.

The most basic form of this kind of storage is in RAM memory in the machine, but a power failure can have you lose all the documents you have received. Better implementations of this storage can be in the form of non-volatile storage like a hard disk or solid-state storage device including an SD card or flash memory installed in the machine, or the data is held on a network storage like a NAS.

For example, HP implemented integrated flash memory within the LaserJet Pro CM1415fnw that I reviewed. This was in lieu of using RAM which is vulnerable to power failure, also leading to that printer implementing a comprehensive “fax vault” function,

Brother have come close to this ideal by equipping some of their printers with “Fax Forward To Cloud” functionality provided as a machine app where documents can be held in a Dropbox or similar online-storage account. But this feature still requires the user to have documents printed out as they come in.

As I review a fax-capable multifunction printer, I applaud manufacturers who offer this function in the proper manner in their products especially if it is feasible not to print documents that are held on the storage. As well, I applaud manufacturers who implement non-volatile memory technology, preferably user-upgradeable technology or use of external, network or common cloud-based storage for incoming faxes.

The feature is important to prevent others from seeing confidential faxes which come in through the machine thus assuring client confidentiality and privacy along with intellectual-property protection for professionals.

How to achieve this better

The manufacturers could implement flash memory in their fax-capable MFCs to avoid risk of document loss during power failures.

This can be taken further with the ability for the user to install standard-form storage devices like SDXC cards, M.2 or 2.5” SATA storage devices within the machine to allow the user to install higher-capacity storage devices at a later time; or a USB port to allow the connection of USB Mass-Storage devices like memory keys or external hard disks. SD-based cards or M.2 SSD sticks can work well with the manufacturer’s desire to maintain a compact design for their desktop multifunction printer devices.

Similarly, simplified resource-discovery protocols for NAS devices could make these devices discoverable by equipment other than regular computers. This could be facilitated through a Samba (open-source SMB implementation) client on the multifunction that implements the SMB protocol most of the NAS units use.

To protect the data on the mon-volatile storage device against further snooping should the non-volatile media unit be stolen, the fax-enabled multifunction printer could implement encrypted storage or simply encrypt the files associated with fax operation. File-based encryption can also work with data stored on a NAS unit.

The large capacities offered by newer cost-effective storage media would cater to businesses in the legal profession who are having to deal with large legal documents as a matter of course, or doctors who receive graphically-rich documents like medical imaging.

It also encourages the use of the non-volatile storage medium in these machines for storing fax documents yet to be transmitted such as with scheduled faxing or attempting to transmit a document to a machine that is busy or not answering. The benefit also applies when your machine is busy printing large documents and wants to keep itself available for other incoming faxes.

For regular printing from a network, the non-volatile storage option can allow for enqueued printing where each job waits on the storage medium until it is printed out. This can also work well with secure print-job release where you enter a code that you predetermine to collect your job before the job is turned out. It can also allow manufacturers to implement remote printing, public-printing facilities and the like as part of a multifunction’s feature set.

Let’s not forget scanning, where an efficient workflow can be created. Here, a user could scan many originals at the machine then go to their computer or mobile device to take them further by “picking them up” from the machine’s storage. A multifunction with advanced abilities could even have the ability to, for example, recognise many small originals like snapshot photos, business cards or till receipts that are scanned at once and create separate files for each original.

Conclusion

Having a digital fax vault as part of a small-business or SOHO-grade fax-capable multifunction’s feature set can be of value to professionals who place high value on client confidentiality.

OpenMesh managed wireless access point

A class of Wi-Fi network setup that is appearing in the business networking market is what I would describe at best, “advanced” Wi-Fi. This typically is positioned as “managed Wi-Fi” or “virtualised Wi-Fi” due to the way these systems can be managed to suit business requirements or set up to serve multiple networks.

What does advanced Wi-Fi offer

But what does it offer? These networks are dependent on a Wi-Fi network controller that connects to compatible Wi-Fi access points using a Cat5 Ethernet wired backbone which also links them back to the Internet and other business network resources. Some of these systems may provide this kind of management through a cloud-hosted controller rather than a controller appliance installed on the premises.

The IT department can control these systems using a single dashboard, whether this is in the form of a Web-based front-end or a native client program.

The tricks that these systems have up the sleeve include:

• the ability to adjust the operating channel, transmit power and other parameters of the access points to achieve the desired network coverage and bandwidth for the whole network;
• to implement a combination of VLAN (virtual local area network), multiple ESSIDs (wireless network names) and related technologies to allow the same group of Wi-Fi access points to serve multiple networks thus creating a “neutral-host” or “multiple-host” Wi-Fi network; and
• to work as Wi-Fi intrusion-detection/prevention systems to protect the network’s users against rogue wireless-network activity.

What are the current limitations

But there are limitations that need to be looked at to make this technology viable across all business types.

Lack of vendor independence

One is the lack of vendor independence and interoperability. Here, most of these systems are dependent on hardware and software offered by the same vendor which can be very limiting when a business wants to expand their Wi-Fi network’s footprint or replace end-of-life equipment in their system. It can be especially very frustrating for situations where their vendor doesn’t have an access point that ticks the necessary boxes for a particular application such as, for example, a weatherproof outdoor design that supports dual-band 802.11ac or the software doesn’t support the functionality that a customer is so after.

The same situation can be very frustrating whenever a vendor declares end-of-life for a particular managed-wireless-network platform, ceases to trade or is taken over by someone else. This can raise various support issues whenever you need to replace older equipment or improve on your existing system.

Here, you could end up dumping all of the access points that you bought for an advanced-WiFi setup if you had to change to a new platform or vendor, rather than allowing for a gradual changeover where you can keep existing equipment going.

Systems placing small business out of the equation

As well, not many systems are designed to cater to small-business users who want to effectively “start small” and “grow up”. A classic situation that may occur is for the business to use a single access point or router but as they grow, they add another access point to obtain an increased footprint such as to cover the neighbouring shop they just leased.

Typically, most of the managed Wi-Fi systems require the use of an access-point controller and the compatible access points for them to work. But this could be facilitated through the use of software-based enablement of this functionality for business-grade access points and routers where you only need to download particular software to these devices to add on this functionality.

Such a concept can be facilitated through network-hardware vendors adopting an “app-store” approach where they can offer additional software that a user can download to their network hardware, similar to what happens for smartphones and tablets.

Lack of secure inter-network data exchange abilities

Shopping strips and similar developments could benefit from open-frame advanced Wi-Fi setups

Another missing feature is the ability to exchange data between multiple managed wireless networks to permit cohesive operation amongst the multiple networks. What could this feature offer?

Such a feature would benefit building-wide or development-wide wireless-network optimisation for multiple-occupancy developments including to create a “ring of protection” around the building for the occupants’ wireless networks. But it would require that the individual occupants can be able to have control of their networks.

The feature can also support secure authenticated access to private wireless networks via other trusted wireless networks. Such a setup could cover a multiple-occupancy building’s communal areas like lobbies, food courts or garden areas; or for extending private Wi-Fi coverage to business partners’ offices or local “watering holes” like hotels, bars and cafés. The concept here is about creation of a “neutral-host” or “multiple-host” Wi-Fi network in the communal areas or “watering holes” where all of the occupants have access to their networks in the same manner as what would happen when they discover and log in to the Wi-Fi network on their premises.  This situation is becoming increasing real as an increasing number of multiple-occupancy developments are heading towards the “mixed-use” direction where there is office, shopping, entertainment, residential, hotel and/or other space within the same development.

This functionality would require the use of tag-based or port-based VLANs (virtual local-area networks) as a way to link private LANs to the access points, and this may be already in place with multi-occupancy buildings where a business may occupy office and/or retail space across differing floors. Or it can be facilitated on a WAN-based effort through the use of box-to-box VPNs, typically used to link business locations across the world.  There could be the opportunity to have this kind of private-network-access enabled on a long-term basis such as through one’s tenancy or business partnership; or on an “ad-hoc” basis where it is enabled as required such as for a conference.

Less relevance to home-network users

Apartment blocks and other residential developments can benefit from advanced Wi-Fi setups

At the moment, advanced Wi-Fi network technology is not being perceived or pitched as being relevant to home network users even though there is a use case for this technology amongst this user class.

This technology can be made relevant for home networks established in high-density or multiple-dwelling environments including the “mixed-use” development reality that I have outlined above. This is because these kind of environments involve many home and other Wi-Fi networks operated close together through that development.

Such networks can be set up for automatic channel and signal-strength optimisation across a block or street while these networks can be integrated with access points installed in common areas that can provide access to the development’s occupants’ networks on an ad-hoc basis. As well, if a development has one or more businesses or facilities of benefit to all the occupants like a food court, café or bar, the households could “extend” their Wi-Fi network to the meeting place for the duration they are in that location.

What needs to happen

Standardised secure data exchange within and between networks

The main requirements that would improve advanced business Wi-Fi would be the network to exchange configuration and instrumentation data in XML files that are defined by the industry for this application.

Hotels can also benefit from an open-frame managed wireless network so that it is easier for businesses to securely “extend” their networks to these places when they organise events or lodge employees at these facilities

As well, the established secure-data-interchange standards need to come in to play for exchanging data between the devices in a managed Wi-Fi network and between managed Wi-FI networks. For inter-network access, the ability to implement VLAN connections via Ethernet, xDSL or fibre-optic setups using the same physical link as an Internet service link can be investigated for intra-building setups while manufacturers need to research simple-yet-secure VPN setup procedures for setups that traverse multiple buildings and logical networks. This also can appeal to convention / exhibition facilities and hotels which businesses make use of very frequently to host their events or lodge employees who are attending business events.

The secure-data interchange could be based on SSL standards for data-in-transit encryption while a set of XML data schemas and filetypes can be used for defining the data that is transferred.

Similarly, a system of trust needs to be established to permit exchange of data between networks especially where inter-network instrumentation is involved. It also includes determining an effective “range of influence” for managing Wi-Fi networks from outside the logical network. This could be based on a “hop-count” or similar mechanism for inter-network data exchange and may require that a high-density or multiple-occupancy development be equipped with its own network electronics that covers all services in that development.

Shared network discovery

In the case of high-density or multiple-occupancy developments which have common areas, there needs to be a way to discover the existence of configurable common-area wireless networks that cover these areas. Once such a network is discovered by a building occupant’s network, it could then be feasible for the occupant to establish or configure an extension network to cover the communal area.

This would primarily be about a “publish-and-subscribe” arrangement where the building’s management or businesses who want to offer fellow occupants use of their Wi-Fi networks can share the data about these networks on a development-wide basis while the occupants can discover the communal networks they can benefit from when they configure their network equipment.

To make it work effectively as far as the end-user is concerned, it may involve knowledge of a particular Internet-based URL which may carry the data for a particular communal network or a particular development with many communal networks. A “hop-count” discovery protocol may also have to be investigated for automatic development-wide discovery of these networks.

Conclusion

So it seems like that there needs to be a lot of work to make the advanced Wi-Fi wireless network earn its keep amongst a large user base rather than just a sole-occupied corporate office.

Update (1 December 2016): A reference to “neutral-host” Wi-Fi networks which are a single Wi-Fi infrastructure set up at the order of a venue, but is set up to provide a logical-network link to other networks like business-partners’ / occupants’ own networks or public-access Wi-Fi networks.

Previously, I reviewed the Brother PDS-6000 sheet-fed document scanner which scans both sides of a document at once very quickly. This model connects directly to a host computer and would work with most document-management software. Now Brother have released the ADS-2800W which is a network-capable sheet-fed document scanner that allows you to direct a scanning job to a computer or a file server / NAS, and this is the machine that I am reviewing now.

RRP AUD$899

There are some more expensive variants of this network document scanner that can scan at higher speeds but I am reviewing the entry-level model.

The scanner itself

Setup

Single-pass document scan, easy to service if anything goes wrong

Brother have avoided the tendency to create a separate setup regime for the ADS-2800W network document scanner, which will be a bonus if you have stuck with this brand for your multifunction printer. Here, the software interface both at the scanner and at the computer are very similar and you can even use the ControlCenter 4 software to process your documents.

Wi-Fi connectivity

It was simple to connect this scanner to the home network although I used the Ethernet connection which is what I would prefer for normally-sessile devices. Here, it can be connected to a Wi-Fi wireless network segment or a wired Ethernet network segment (which also works with a HomePlug network segment) with the former network type working properly if nearer the wireless router. Personally, I would recommend that you use the wired network (Ethernet or HomePlug) at your home or office as I would recommend for sessile equipment.

Walk-up and mobile operation

It scans directly to Dropbox

There is the ability to use a Web-based interface to set the Brother ADS-2800W network scanner to be able to scan to a computer, file server or NAS without the need to run a scan monitor on that computer. Here, the unit deposits the files to a known directory on the destination device in a predetermined form. As well, it can be set up to “scan and send” where it can send a document via SMTP-based email.

It also exploits the Brother Web Connect infrastructure to allow you to enrol it with Evernote, OneDrive, Dropbox, Facebook and other online services so you can use them as a destination for your scanned documents. You can also scan documents and images to your mobile device as long as you run the Brother iPrint&Scan mobile app, which is how I scanned some snapshots to be destined to Dropbox. An improvement I would like to have would be to see the scanned picture appear on the scanner’s screen so you can have the picture or document the correct way up.

Computer-based operation

The fact that this scanner makes use of Brother’s ControlCenter 4 software and uses the same scan monitor if you are running a Brother MFC alongside it means that you are not having to install extra software on your computer. When I ran the CD to install the drivers because I had issues with the Website, the installer detected the existence of the driver software associated with Brother printers and effectively updated the scan monitor to work with this scanner.

I even had the software set up so that blank pages were skipped even though the Brother scanner scanned both sides of the document when I was handling regular documents. This allowed for a single-side document to be worked on yet be ready to scan double-sided documents when dealing with “print-sign-scan-send” documents.

Scanning results

The Brother ADS-2800W network document scanner, like its stablemate the PDS-6000 implements a straight-through document feed which makes the scanning job quick but is kind to the documents because there is no curved path involved.

A job that I have been putting the Brother ADS-2800W network document scanner to over the past week is to scan a collection of snapshots due to the passing of someone whom I knew well. Here, I had set the Brother scanner to scan at the normal-for-35mm-snapshots “10x15cm” size with a resolution of 600dpi and fed the minilab prints in vertically. The document scanner had turned out the high-quality images while it was able to handle small batches of prints at a time like as though I was handling a multiple-page document. But I would like to see a “photo-optimised” scanning profile that copes with the glossy snapshots and works at a high resolution. As well, there could be the ability to determine whether a photo has a landscape or portrait orientation.

I had found that a bit of dust had ruined a scan of a photo and it was a cinch to remove that bit of dust from the scan head simply by opening up the scanner so I can see the scan heads. Then I was able to blow off the dust from the scan heads.

When I scanned a regular “print-sign-scan-send” document, the Brother ADS-2800W scanner made light work of this job and turned out the right number of pages based on what was marked. This avoided the creation of a 2-page PDF for a document that was written on one side only.

Limitations and points of improvement

A feature that would benefit the Brother sheet-fed document scanners, especially the network-capable units, would be to have functionality that gains the best out of photo scanning. This could be in the form of a “photo-optimised” high-resolution scan mode for scanning snapshots and / or a transparent-media scan mode with negative conversion for scanning film strips such as negatives.

Conclusion

I would recommend the Brother ADS-2800W network sheet-fed document scanner as a network-focused high-speed document-scanning solution especially if you want a high-speed dedicated-purpose scanner that can work independent of a regular computer.

For example, this could work well if you destine documents to the like of Evernote or Dropbox or to a NAS. Similarly, if you are wanting to get that hard copy document to be able to be viewed on something like an iPad, the Brother ADS-2800W and its peers can do the job properly.

But these devices would earn their keep if you scan many documents rather than the occasional few documents that have few pages and I would see it perform well with most businesses including tax agents who scan the receipts that are part of their clients’ “shoeboxes”.

Article

WD MyCloud EX2 NAS

WD Expands My Cloud Line | SmallNetBuilder

From the horse’s mouth

Western Digital

Press Release

Product Pages (My Cloud EX4100, My Cloud DL4100)

My Comments

Previously, I reviewed the Western Digital My Cloud EX2 desktop NAS and found that this was a two-disk NAS in their range that offered a wide range of functionality. This unit and its 4-disk stablemate, the My Cloud EX4, have been positioned as “entry-level” or “foot-in-the-door” NAS units for people who crave a high level of functionality out of these devices.

WD MyCloud EX4 NAS

Now WD have released a mid-tier pair of NAS units that are based on more powerful specifications compared to the EX2 and EX4. These use Armada RISC horsepower and higher working RAM capacity (1Gb for the EX2100 and 2Gb for the EX4100) along with 2 Gigabit Ethernet ports for demanding networks or to serve 2 networks at once. They also even have a “walk-up” USB port on the front so you can quickly “dump” data from an SD card or memory key at the touch of a button.

They also released a business-focused pair of NAS units that are the most powerful of the bunch. These units, known as the My Cloud DL2100 and the My Cloud DL4100 implement Intel Atom processors similar to what would be expected in a Windows-powered entry-level tablet. Their working RAM also start with 1Gb for the DL2100 or 2Gb for the DL4100 but can be taken up to 5Gb or 6Gb respectively to match the machine’s workload.

WD MyCloud EX4100 NAS – the mid-tier variant

These NAS units will run on the WD My Cloud OS operating system which has a good supply of third-party applications for uses like UPnP / DLNA, integration in to large storage systems, and the like. As well, systems that come with hard disks will come with the WD Red drives and can mount the newer 6 Terabyte disks.

One way that WD could improve on these products would be to integrate BitTorrent Sync in to the NAS firmware in order to permit vendor-independent NAS-to-NAS syncing. This could then be about allowing for a second NAS to be about off-site backup storage or data replication.

Other directions that I would be seeing for WD’s MyCloud EX NAS units would be to provide audio and video transcoding or even “batch rendering” of audio / video / animation project files. Let alone pushing equipment of the WD MyCloud DL4100 ilk as a games server. I do see a lot of promise in WD’s MyCloud EX and DL lineup of expert and business NAS units not just as data storage but as secondary headless computing systems.

This is an updated version of the article I had published in February 2012

Most small organisations such as micro-businesses and other small businesses will place an expectation on desktop-style computer printers to be used as an “organisational short-run printing press”.

HP OfficeJet Pro 8600 Series – a desktop multifunction printer that has been pitched as something that can turn out flyers and brochures

This expectation has been brought around through the availability of software with varying levels of desktop-publishing functionality at prices most people and small business can afford. This ranges from software in a typical office-software package offering elementary desktop publishing functionality like Microsoft Word and PowerPoint, through to dedicated mid-tier desktop publishing software of the Microsoft Publisher class that is at a price most people can afford and is easy to understand.

The same expectation has been underscored by the various printer manufacturers with their recent desktop-printer designs, especially with the high-end business models of their product range like HP’s OfficeJet Pro lineup. Here, they are bringing printing abilities, output speeds and document quality associated with workgroup-grade freestanding printers to this class of printer with such examples as Brother offering business-grade desktop inkjet multifunctions that can turn out A3 documents.

It has been underscored in the advertising that these printer manufacturers provide and is more evident with Websites and, especially, TV commercials that are run on prime-time TV which reaches most consumers more easily. Examples include a recent Canon TV commercial for their PIXMA printers, HP’s website for their OfficeJet Pro inkjet printers highlighting their prowess with turning out brochures, or Brother underscoring their business printers’ prowess with desktop publishing through a series of TV commercials.

What features does it need to have?

High-yield printing

The printer should have separate colour ink cartridges and be able to accept high-yield cartridges

It should be feasible for customers to purchase high-yield ink or toner cartridges as an option for the printer alongside the standard-yield cartridges. Some vendors like Brother are known to offer “super-high-yield” cartridges for some of their printers alongside the high-yield and standard-yield cartridges. This is more important for inkjet machines because the ink cartridges are typically very small and aren’t able to hold a lot of ink.

It is worth noting that most of the equipment pitched at business users like the HP OfficeJet Pro 8600 will typically have the larger-capacity ink or toner cartridges even for their standard-yield variants and have a higher duty cycle therefore being able to do this kind of work.

Another direction that high-yield ink or toner supply is taking is in the form of tank-equipped printers instantiated by the Epson EcoTank approach. Here, the printers are equipped with high-capacity tanks and the user manually adds ink to these printers’ tanks to replenish them. Brother even uses the tank approach with very high-capacity cartridges in order to combine the best of both worlds and simplify how you manage your printer.

As well, you should prefer to use an inkjet printer that uses individually-replaceable ink tanks for each colour. These printers also become more cost-effective to run because you only need to replace the colours that you run out of when you run out of them.

The print mechanism has to be able to support large print runs without failing mid-job. This includes having it perform advanced printing functionalities like auto-duplex or use of anciliary trays. It also has to work reliably with jobs that are based around media other than regular paper.

Automatic duplexing

This brings me to automatic duplexing. An increasing number of home-office printers and small-business printers are being equipped with an automatic duplex mechanism so that the unit can print on both sides of the paper. This is usually to permit you to save paper but people may find this function useful for turning out booklets, brochures, greeting cards and the like where they want to print on both sides of the paper. For that matter, most of these printers have a “booklet printing” function built in to their driver software where they can use the duplex functionality to turn out booklets such as a four-page booklet on one sheet of paper. Similarly, automatic duplexing may come in handy for making flyers and signage that is to be seen on both sides such as a sign that is fixed to a window, or a sign used in a freestanding sign holder.

A Brother desktop printer that can print on A3 paper

A common problem with some of these mechanisms is that they don’t print to the narrow edge of Letter or A4 paper during a duplex print run especially if the paper size determined in the driver software or print job doesn’t match the paper in the printer. The problem has been more so with most Hewlett-Packard inkjet printers except the OfficeJet Pro 8600, which was pitched as a brochure-printing machine. This can cause problems with registration shifting or a requirement to have large margins on the document. Some Canon printers such as the PIXMA MX-870 have improved automatic duplex mechanisms that can work to the edge of the paper.

In the same case, you may find that some automatic duplexers in the home or small-business printer class may have problems with page registration. That is where the page is lined up properly on both sides of the paper and can be of concern if you are turning out work like luggage tags, door hangers or bookmarks where it is critical to have the back of the document lined up with the front of the document. You can work around this by allowing a margin on both sides of the design.

Another problem is that there is a time penalty of up to 15 seconds per page with inkjet printers when they use automatic duplexing with this happening when the front side of the document is being printed. This is to allow the ink to dry on the front side of the paper before the printer draws the paper in to print on the back and is being reduced with newer equipment that uses quick-drying ink. As well, the automatic duplexing cycle is even being optimised to slowly retract the document in to the printer after the first side is printed so the printer can start the other side sooner.

Another limitation that I have found with automatic duplexers is that they don’t handle card stock or similar paper easily because they have to turn the paper around one or more rollers. Here, you may have to use manual duplexing where you reinsert the work in the machine with the other side facing the print head to print it double-sided.

Something yet to be seen for automatic duplexing in the context of desktop publishing and presentation-grade printing is the availability of coated paper that is coated on both sides of the sheet alongside duplexer mechanisms that can handle such paper.

Issues concerning use of the printer

Special printing media requirements

Plastic-based media

Plastic-based media like overhead-projector transparencies, back-print film and vinyl stickers / decals have special requirements when it comes to printing them on your printer.

They range from being able to “hold” ink that is sprayed on to them by the inkjet process or passing through a heat-based printing process such as the xerographic process used in laser and LED printers.

Laser printers and special media

Brother HL-L8350CDW colour laser printer

If you use a laser printer, you need to use laser-optimised media for plastic-based media and stickers. This is because the printed documents have to pass through “fuser rollers” that are heated at a very high temperature in order to melt the toner on to the media. This can be a problem with the adhesive and plastic backing associated with stickers or the plastic media melting inside the machine and causing damage that is costly in both money and serviceability terms.

It also can extend to glossy or silk-look “presentation / brochure” paper which uses some form of glazing to provide the sheen, and this can cause problems with different printers.

So you have to use special media that is designed for laser-printer or xerographic photocopier use. This media is designed to work at very high temperatures so it can pass through the hot fuser rollers without damaging the printer.  Some of the media that is made by particular printer manufacturers is designed for the printers made by that manufacturer and, in some cases, printers based on a certain print-engine type. This is due to the manufacturer knowing the operating temperature for the printers in question.

But there are some kinds of special media that is made by third parties and pitched at a range of printers offered by many different manufacturers. Some of these also may be available under the private labels that different stationers and office-supply stores use. For example, Avery make a large range of laser labels that are compatible with most laser printers that are in circulation nowadays.

Inkjet-compliant plastic media

To get best results out of inkjet printers with plastic media, you have to use inkjet-optimised plastic media that has a rough surface on the printed side. This is to catch the droplets left by the inkjet printer as part of its printing process and avoid the ink smearing over the medium as it passes through the printer or is handled by the user.

As well, you will need to set the printer’s driver software to work with “overhead transparencies” or “back print film” when you print to plastic media. This is to allow the printer to optimise its printing process for the media such as slowing the print-head action so as to make sure the ink ends up properly on the medium.

When you load the media, you have to make sure that the rough “printing” side faces the print head as it feeds through the printer. This may be harder to understand with Hewlett-Packard and Brother printers because they use a U-shaped paper-feed path and eject the printed document above the paper storage trays. Here, you would have to put the media in with the rough side facing down when loading the printer.

Card stock, art board and similarly-thick media

“Manual-bypass” special media tray in a colour laser printer

Another medium that may prove itself to be difficult for desktop printers is art board, card stock and similarly-thick papers. Most of these papers can cause problems with printers that implement any paper path that has a U-turn in it like most desktop printers.

Here, you may have to use a “straight-through” paper path on them for these papers to work properly and use manual duplexing if you are printing on both sides. Most inkjet multifunction printers have a rear-mounted multifunction tray where you load this paper while laser printers will require you to use a “manual bypass” tray or slot at the front as the loading tray and have a drop-down door at the rear as the output tray.

Increasingly, budget and some midrange printers will have a limit on the number of sheets of paper that you can load through this way with some of them even requiring you to load one sheet at a time in to the printer.  This can be an inconvenience to you if you are turning out multiple copies of the same document.

Use your printer or outsource your printing for that print run

HP LaserJet Pro 400 Series colour laser printer

The main question that a lot of users will end up asking will be whether to have the print runs made by an outside printing house or print the documents with their printer. Some of you may prefer to outsource your printing rather than use your printer especially with public-facing documents like brochures and flyers. This is because the print shop that you use has better equipment than what you would have and it is increasingly true of large office-supply chains like Office Depot, Officeworks or Staples who provide on-site printing and copying facilities.

I have talked with two men who pastor churches with medium-sized congregations about this issue through the time I was reviewing the Brother MFC-J5720DW desktop inkjet multifunction printer. This is a class of user who could be tempted to use one of these printers to turn out flyers and tracts as a way to make the offering dollar go further. One of these men, who happens to be my pastor, raised the issue of output quality from outsourced work versus work turned out on one of these printers and remarked that the outsourced work is of much better quality. The other pastor raised the fact that these printers wouldn’t work well for turning out large print runs like what would be expected for promoting an upcoming special event at the church.

Brother MFC-J6720DW A3 desktop inkjet multifunction printer

One factor to consider is how many copies you will be eventually needing for your design. If you are turning out up to 20 to 40 copies of your design at a time, you can get by with using your machine. If you end up running more than that, you would need to outsource your printing. This is because of the cost of ink and paper involved in the large print runs, the costs associated with the wear and tear on your machine and the time it takes to run the large print jobs on the typical home-office or small-business printer. This last factor will be of importance with fax-enabled printers serving as fax machines that have to be ready to receive faxes or printers that are required to turn out hard copy as part of business processes.

Another factor worth considering is how often your design is likely to change. This also includes situations where you want to adopt a “print-as-needed” policy such as to run a small-enough quantity of flyers for an appearance like a house inspection. If the design is likely to change frequently or be suited to an occasion, you may have to use your printer for the short runs or outsource larger runs to a print shop that supports quick-turnaround printing such as a copy shop that relies on inkjet or xerographic technology or a printing house that uses digital presses.

Examples of this may include a café, restaurant or bar turning out menus or drinks lists that are centred around particular food and drink specials, a church or funeral home turning out an order-of-service for a particular occasion or an estate agent or auctioneer running flyers about the property that they are auctionning to hand out to customers.

Other factors worth considering include the printing cost per copy if you are intending to use a premium paper stock like coated paper, glossy paper or art board when you are wanting that special look for your public-facing documents.It also includes using finished-document page sizes and forms that are out of the ordinary document-paper sizes like A4 or Letter.  Here, you may have to factor in any extra handling that you our your staff may have to do for manual duplexing or cutting to small sizes.

It is worth knowing that your machine would keep its worth in the equation as part of the design-approval process before you commit to having them printed. This is where you would be turning out proofs so you are sure they are what you want them to be; or to turn out short “test-runs” to assess the effectiveness of a design.

Your printer can also complement the print shop you use for outsourced printing by being able to provide short supplementary print runs of the final document on request. Here, you may want to:

• do a preview run which you would give to special customers or partners while the main print run is being turned out;
• turn out a short “infill run” of the documents when you find that you have run short of copies and you don’t want to commit to another large print run due to cost or turnaround-time reasons; or
• want to keep some copies on hand and ready to distribute so you can get your campaign off the ground without waiting for the printing to be finished especially if you find that your print job has been delayed for some reason.

Conclusion

Here, small businesses can consider the use of a desktop printer as the “small-business printing press” if they know what their machine is capable of and they are using the right media for the job. This includes whether to work it hard on a large print job or assign the job to the local print shop.

Updates:

7 February 2020: This document has been updated to cater for the high-capacity tank-based inkjet printers that are now on the market.

New desktop comptuer at church

As I had mentioned in a previous article, I had moved to a new church congregation and, a few services later, my new pastor had approached me for advice about specifying a new computer for the church. This was because the then-existing computer that was being used to show the song lyrics during worship and to sometimes show video material during a service or similar church event was nearly on its way out.

A risk I often identify with non-profit organisations of any size is where they could end up buying capital equipment that is undersized for their needs or is very likely to fail too frequently. They are also likely to fall for purchasing mistakes where they buy from a vendor who offers the goods for cheap but doesn’t offer good-quality after-sales service and support. In a lot of cases, these organisations are likely to source goods from a “friend of a friend” or “my friend’s boss” where they are not likely to get the best deal and this can place a toll on friendships and relationships.

Identifying the application

I identified that this computer is to be used for AV playout during services and other church activities. One activity that this church also engaged in very regularly is a concert outreach with band members playing the appropriate Christian songs as part of this concert. In these concerts, it would earn its keep with playing out video material or backing tracks for the performances.

These requirements placed an emphasis on multimedia work thus requiring a computer that can handle this kind of work very smoothly. As well, we were moving towards a newer media-playout practice which is to handle file-based media that is provided on a “transfer now, play later” method. This means that the pastor or one of the church elders can receive the media via an Internet path or create the media themselves at home and transfer it to a USB stick to take to church. Then they copy it to the computer’s hard disk for playback and work from the file that is on the hard disk when the time comes to play the material.

The existing system was an orthodox “tower-style” white-box desktop computer that was running Windows XP but was underperforming for today’s requirements due to small RAM and hard-disk space. This is connected to a local screen at the sound desk for cue/monitor purposes as well as a “front-of-house” video projector for the congregation to see the material.

For that matter, a “white-box” computer is a computer, typically a desktop computer, that is built by a value-added reseller or independent computer store using components that the reseller purchases. This can be a custom-built system or a package that is available “off-the-rack” for a known price like this computer.. It was infact the way most small businesses and home users bought their personal desktop computers since the 1990s.

What can benefit this application

For this application, I have identified certain key features that are important. These are increased processor capability and speed along with a dedicated graphics subsystem so as to allow the system to work with the local monitor and the projector in a highly responsive way.

As well, I placed importance on a computer having as much RAM and hard-disk capacity as the church can afford with the minimum being 4Gb RAM and 750Gb to 1 Terabyte hard disk capacity. One of the computer dealer also recommended in to their quote the use of a solid-state drive which can give the computer some speed especially when loading the software such as during startup.

I made sure that the computer came with a legitimately-licensed copy of Windows 7 so that most of those in the AV ministry don’t need to learn new skills if Windows 8.1 was in place. This was assuming that most of the people were operating computers running Windows 7 on their home network or at work.

Obtain competitive quotes

Before any money changed hands, I made sure that the church obtained quotes from a few different vendors. This has an advantage of knowing how much a computer system of this standard was to cost and it also allowed for the pastor to use these quotes as a bargaining tool to get the best value for money.

I made sure that the vendors we had on our shortlist had a local “bricks-and-mortar” storefront because of the issue of service and support. Here, we would be able to talk with the vendor rather than an offshore call centre if the machine did break down. It also allows one of the church elders to put the computer in their car and take it to the store if it needed repairs.

The kind of vendors we went for were national computer-store chains or independent computer stores who were able to build a system to the specifications or have one that was already built. For that matter,smaller independent or local computer vendors are likely to supply a “shop-built” white-box system for better value with local support.

The new system in place

We purchased a small “white-box” system to the specification, installed the necessary software on to it such as EasiSlides and set it up for use in the church. As I was worshipping God through the first Sunday morning service after the computer was installed, I had noticed that there was very little “lag” with the song-lyrics display.

There were still a few issues with the operators getting used to Windows 7 on the new computer after being used to handling Windows XP on the previous computer which I found out after that service and is something that I notice when one is confronted with new equipment.

Conclusion

As I had mentioned in my previous article about purchasing technology for a small business or community organisation, it is important to spend some time “doing your homework” when purchasing the technology. This is to make sure you are buying the equipment that represents the best value for money and can serve you in the long run.

In this case, it involved defining a set of baseline specifications that you won’t go below along with a price range that suits your budget, then seeking different quotes on systems that meet the baseline specifications from a few different vendors for the best price within your range before buying the actual equipment. As well, placing importance on vendors with a local physical shopfront allows for one to be able to obtain prompt service and support if the equipment malfunctions.