No, you don’t need to go all “Office Space” on your fax machine, but do read this article.

By any measure, in the age of Internet and e-mail, faxing technology is quite outdated. From a technical perspective, sending image data over phone lines is almost laughable. However, faxing is so ubiquitous that it seems to just keep hanging around. Unfortunately, for many businesses, fax use can be costly and cumbersome. The cost of a phone line alone can cost a business several hundred dollars a year. The good news is that new technologies allow faxing to join the Internet age and save businesses time and money. I’ve also noticed an interesting phenomenon that is causing many businesses to send and receive many more faxes than they should. Luckily the fix is simple and easy.

What I’ve noticed is that many businesses tend to fax because they believe the other party wants to. Both sides simply assume that each other wants to fax and so they just continue to send each other faxes. It is this “tit for tat” mentality that I believe is perpetuating faxing unnecessarily. If one side would simply ask the other if they would prefer to e-mail documents, more often than not they’ll discover that e-mail is in fact preferred.

I’ve observed that if a business makes a concerted effort to ask each of their common faxing partners to use e-mail, they can significantly reduce the number of faxes sent and received. I’ve seen reductions on the order of 75-90% fewer faxes. If a business can successfully reduce the amount of faxes they send and receive, then they may be able to get rid of their traditional fax machine setup and move to an e-mail faxing service.

E-mail faxing services allow businesses to send and receive faxes through their normal e-mail account, as simply as they send and receive regular attachments, all without the need of a phone line, or maintenance on a cumbersome fax machine. I won’t go into the technical details of how this all works, but suffice to say that these types of services allow for a significant savings on faxing. I have tested a few services and personally settled on a company called SRFax. For light faxing needs, their service starts at $3.00/month. I personally use this level of service, but I have clients that pay $7 or $10 per month for significantly more faxing allowances. If you are a business looking to save money on faxing costs, I highly recommend checking out SRFax.

If you have any questions about faxing in the New World of Technology, please do not hesitate to contact me!

Read below to find out how to update your Java software

Taking highly unusual action, the US Department of Homeland security warned computer users Thursday evening to disable their Java software due to a security exploit discovered last week. When I first heard of this I was skeptical, as this sounded like any number of hoaxes circulating around the Internet. However, upon researching it, I found it was true. The only question was why did the USDHS take this action? Most flaws are theoretical problems or not likely to be exploited widely. Was this flaw actually that serious or were they overreacting?

As far as I can discern, the main reason the USDHS offered this warning was because the vulnerability was already being exploited in the wild. Several popular “exploit toolkits” were already targeting this flaw, making it easy for criminals to deploy malware to attack affected computers. In addition, soon after the exploit was discovered, Apple Inc. chose to remotely disable Java on Macintosh computers through their Mac OS X anti-malware feature. Apple is not a company that is known to overreact to obscure security warnings, so for them to take this action speaks to the severity of the problem.

The good news is that Oracle, the company that develops Java, released an update to fix the flaw over the weekend. I highly recommend that all computer users download and install this update. The simplest way to do this is to visit this web site (http://www.java.com/en/download/testjava.jsp) and follow the prompts given. I will be happy to help any one who is not comfortable with this procedure, so please let me know if you have any questions or concerns.

* Note that this problem does not affect iPhones or iPads, as they do not run Java software. Android-based smartphones are also likely unaffected, as there is no standard Java Runtime Environment for Android.

A blogger recently went viral when she posted a list of 18 rules she made her 13 year old boy accept in order for him to have an iPhone. This topic is so popular, many articles have been written about this list and the author and her son have even appeared on TV to talk about it. I’m very curious what parents think about these rules, and the whole topic of children and technology usage. Please post your comments at the end of this article.

As a technology professional and a parent myself of two girls who use various technology devices, I have my own thoughts on these rules, which I share below. I mostly go in order of the rules as posted, but I do group a few of them out of order.

1. It is my phone. I bought it. I pay for it. I am loaning it to you. Aren’t I the greatest?

2. I will always know the password.

6. If it falls into the toilet, smashes on the ground, or vanishes into thin air, you are responsible for the replacement costs or repairs. Mow a lawn, babysit, stash some birthday money. It will happen, you should be prepared.

I think these ideas are excellent. I feel it is important for children to know that if their parents have paid for their devices or are paying the subscription fees, they are essentially borrowing the devices from their parents. If they break them, they will be responsible for the costs. And since the devices belong to the parents, any passwords on the devices are not to be kept secret.

3. If it rings, answer it. It is a phone. Say hello, use your manners. Do not ever ignore a phone call if the screen reads “Mom” or “Dad”. Not ever.

The first few sentences are about manners. This is fine. I’m not sure I’d put these as “rules”, but whatever. However, the sentence about always answering calls from Mom or Dad is a good rule.

4. Hand the phone to one of your parents promptly at 7:30pm every school night & every weekend night at 9:00pm. It will be shut off for the night and turned on again at 7:30am. If you would not make a call to someone’s land line, wherein their parents may answer first, then do not call or text. Listen to those instincts and respect other families like we would like to be respected.

I’m good with the idea of respecting other families’ time. But I don’t think it is necessary to have the kids hand in their phone at a certain time. Just lay down the rule of respect.

5. It does not go to school with you. Have a conversation with the people you text in person. It’s a life skill. *Half days, field trips and after school activities will require special consideration.

This rule I have a big problem with. It’s basically expressing the idea that the phone is a toy and doesn’t belong in school. Or that the phone can only be used for frivolous conversation. First, this is an iPhone, not a 1990’s flip phone. It’s much more than a phone. It’s much more than a toy. If the iPhone and other devices like the iPad don’t belong in a classroom, then nothing does. It’s time for parents to wake up and realize that technology is not just video games and chatting. Young people strongly identify with technology. If parents don’t respect technology, their kids will feel they aren’t being respected.

7. Do not use this technology to lie, fool, or deceive another human being. Do not involve yourself in conversations that are hurtful to others. Be a good friend first or stay the hell out of the crossfire.

8. Do not text, email, or say anything through this device you would not say in person.

9. Do not text, email, or say anything to someone that you would not say out loud with their parents in the room. Censor yourself.

These rules are basic guidelines for communication etiquette. They are smart things to make clear.

10. No porn. Search the web for information you would openly share with me. If you have a question about anything, ask a person – preferably me or your father.

12. Do not send or receive pictures of your private parts or anyone else’s private parts. Don’t laugh. Someday you will be tempted to do this despite your high intelligence. It is risky and could ruin your teenage/college/adult life. It is always a bad idea. Cyberspace is vast and more powerful than you. And it is hard to make anything of this magnitude disappear – including a bad reputation.

These are also smart guidelines. It is a good idea to set expectations from the start.

11. Turn it off, silence it, put it away in public. Especially in a restaurant, at the movies, or while speaking with another human being. You are not a rude person; do not allow the iPhone to change that.

I get the spirit of this rule. Don’t ignore people in front of you. But I think it is a little unrealistic to turn off the phone when in public. What’s the point of having a communication device if you are going to shut it off? I would suggest rephrasing this rule to emphasize more of the etiquette of communication devices in public.

13. Don’t take a zillion pictures and videos. There is no need to document everything. Live your experiences. They will be stored in your memory for eternity.

I’m not sure why we should discourage kids from taking pictures. Again, parents should respect technology or their kids will feel they aren’t being respected. Sure, some people when they get new cameras take a lot of pictures at the expense of “living the moment”. Usually, they’ll get through this phase by themselves. I don’t think it is necessary to squash a child’s creativity by trying to preempt this behavior.

14. Leave your phone home sometimes and feel safe and secure in that decision. It is not alive or an extension of you. Learn to live without it. Be bigger and more powerful than FOMO – fear of missing out.

I’m not so sure about this rule. Again, why have a phone if you are going to leave it at home? This is again just reinforcing the idea that phones are just toys or frivolous things. Kids are going to see right through that and miss the point of the guideline.

15. Download music that is new or classic or different than the millions of your peers that listen to the same exact stuff. Your generation has access to music like never before in history. Take advantage of that gift. Expand your horizons.

16. Play a game with words or puzzles or brain teasers every now and then.

Seriously? Why are these “rules” here? I don’t argue with the sentiment of what is trying to be taught here, but I don’t think these belong in a set of rules for proper phone usage. All these rules do is make kids roll their eyes and make the other rules less effective.

17. Keep your eyes up. See the world happening around you. Stare out a window. Listen to the birds. Take a walk. Talk to a stranger. Wonder without googling.

This is a great rule all the way up until the last sentence. Again, why the need to disrespect the technology? Young people strongly identify with things like Google. Many of them have never known a life without this type of technology. Why say something that insinuates that the technology is somehow bad or is a negative? All this attitude does is make kids think that older people don’t get them and builds up resistance to following rules like this.

18. You will mess up. I will take away your phone. We will sit down and talk about it. We will start over again. You & I, we are always learning. I am on your team. We are in this together.

A nice simple way to end the rules. Again, setting expectations is a great idea. Then when the phone is taken away, it isn’t such a shock and the child can also expect they’ll get it back soon.

Overall, I think that if a parent is going to make rules like this for their children, they should keep things simple and stick to specific rules of conduct and expectations of usage. Don’t have negative assumptions or disparaging comments about technology and the way kids use it. If you want your kids to respect you and your rules about technology usage, you must show them that you respect the technology and the way they use it.

I grew up with technology from a young age myself. However, in the 80’s and early 90’s, there was even much less understanding of technology in society. Because I grew up as a kid interested in technology before it went mainstream, I feel I have a unique perspective on what children today face. I’m happy to share my thoughts with anyone interested, so please don’t hesitate to comment below or contact me directly.

There is a lot of buzz surrounding Microsoft’s new tablet, the “Surface”. Already, there is a lot of confusion surrounding this new computing device, so I would like to clear up a few things and offer some simple advice.

First, while this is a Microsoft device that runs “Windows”, it is not a PC, nor a PC tablet. Yes, the operating system it runs looks almost identical to the new Microsoft Windows 8 – also released today – but it is NOT Windows 8. Instead it is called Windows RT. While Windows 8 is largely compatible with existing PC software, Windows RT will NOT run any of the software you may have on an existing PC. Many people will assume that because the Microsoft Surface has the “Windows” name on it, it is the same operating system (or an upgraded version) their old Windows computer runs. Again, this is NOT the case.

To further confuse the issue, Microsoft is including “preview” versions of their Office software for tablets with the Surface. Since Microsoft is trumpeting the fact that the Surface is a tablet that runs Office, many people will assume that this is the same Office that runs on their PCs. Or they’ll assume that if it runs Microsoft Office, then it must run other Windows software too. While similar, it must be emphasized that the Microsoft Office software running on the Surface is designed for tablets, and therefore operates somewhat differently than the Microsoft Office they run on their PCs. And simply because the Surface tablet will run a version of Microsoft Office, again that does NOT mean it will run PC software.

Second, while this is a tablet, it does not have the number of apps that are available on other tablets, namely the iPad. If you’re expecting to play Angry Birds on a Microsoft Surface, for example, you won’t be able to at this time. Compared to other platforms, there are only a fraction of the number of apps available for Windows RT. Given the amount of time developers have had to prepare for the launch of Windows RT, there does not appear to be a groundswell waiting to develop apps for Windows RT. Many are probably waiting to see if Windows RT and/or the Surface gain any real marketshare before they commit to it. Which is exactly what I advise you to do.

At this time, Microsoft’s Surface tablet and Windows RT in general are receiving mixed reviews. The general consensus is that while the technical specs of the Surface are nice and the hardware looks impressive, the software just isn’t ready for primetime. From a usability standpoint there are some noticeable inconsistencies which suggests Microsoft rushed Windows RT to market, but also compared to other tablet platforms, Windows RT doesn’t have many of the features that have come to be popular. Because of these issues, the prudent advice is to wait at least 3 – 6 months before considering a Microsoft Surface, or any Windows RT-based tablet. Time needs to be given to see if the problems can be shaken out and it can be determined if the platform is gaining any market traction. Waiting to purchase anything new from Microsoft has been the commonly accepted wisdom for a long time. On the surface, the same holds true on the Surface.

After my article talking about shared data plans, I wanted to follow up with a potentially money-saving tip. Whenever I visit a client, I always check to make sure their phones are using Wi-Fi at their home or workplace. I’ve noticed that a large number of people do not make use of the Wi-Fi networks that are available to them. This is understandable because Wi-Fi use is optional on smartphones. However, by not using Wi-Fi, many people may be costing themselves money.

There are two big benefits to using Wi-Fi on your smartphone – and the same is true for tablets. The first is speed. Most of the time, the speed you’ll get by connecting to a Wi-Fi network is faster than what you can get with your cellular provider. The second benefit is that any data used while connected to a Wi-Fi network does not count against your cellular data plan. Since most wireless companies charge based on how much data you use, it is in your best interest to reduce the amount of data you use over your cellular network.

The good news is that connecting to a Wi-Fi network with a smartphone or a tablet is usually simple. And once connected to a particular Wi-Fi network, your phone will remember the setup details so you will not normally need to re-configure every time you return to a network.

For an iPhone or iPad, the default setting is for the device to notify you when you are in range of a Wi-Fi network. Make sure to acknowledge these notifications in your home, office, or anywhere you frequently travel, and choose the Wi-Fi network applicable. Usually all it takes is for you to tap the network name and then enter your password. If for some reason you are not receiving these notifications, it is also easy to manually connect to a network. Simply tap the Settings App from your home screen, then tap on Wi-Fi. Make sure your Wi-Fi setting is in the “on” position and you should see any available wireless networks listed. You can then tap on your network and enter your password. This is also the area where you can choose if your device notifies you about wireless networks in range (Ask to Join Networks).

If you have an Android device, the setup will be dependent on which model you have, but Google provides some general instructions. Usually, it is a simple process on most Android smartphones and tablets.

In case you haven’t heard already, Apple has scheduled an event for September 12th, during which it is expected that they will unveil the latest iPhone, rumored to be named the iPhone 5. As you can see from the invitation they sent out, the shadow of the “12” is in the shape of a “5”, which almost certainly confirms the iPhone 5 will be announced.

That being said, you should certainly wait to purchase any phone until after the 12th. Depending on what Apple announces, you may want the iPhone 5, or you may want to save money and purchase an older iPhone model.

Apple may have some other surprises up their sleeve, so keep your ears open to what is announced Wednesday. Please contact me if you have any questions about the new iPhone or any other new technology devices.