School is almost back in session and with it comes the headache of getting things back in order. While this may sometimes seem like a hectic time for school administrators, it presents a great opportunity to do a little preparation and set the course for the rest of the year. Trade in one month of craziness for 9 months of smooth sailing; sound good?
Generally, in the realm of Information Technology and your school’s IT infrastructure, there are a few things school administrators can look into before the year starts.
It's a good idea to “clean up shop”. If your school is actively engaged with an IT service provider, this might be something to ask them about and, given the chance they’re reluctant to carry through, it might be time to look for another service provider.
1. Do you have a data center? Pay the location a visit and take a look around. Is the data center dirty? Do you see tangled wires? Is it very hot or humid in the datacenter? Is it accessible? You should also check the status of your backup batteries.
Any number of these can lower the performance of your school’s infrastructure, even going as far as to damage it and send it offline! Lastly, be sure that your data center room is secured and protected from intrusion.
2. Warranties on your hardware and systems tend to expire. Most hardware comes with a 1-year or 3-year warranty and it might be time to check that it hasn’t expired yet. Your service provider should maintain an active list of inventory and if they don’t, it might be time for you to compile one. This will prove to be a great cost savings when and if it ever comes time to repair or replace your hardware.
3. Anti-Virus and Security software is usually sold on a license/subscription basis, which usually expires every year. It might be a good time to re-subscribe your antivirus licenses to ensure there is no gap in coverage. If you purchase anti-virus licenses on a standalone basis, you may want to consider purchasing subscriptions; this will save dramatically on your costs.
4. When is the last time your server saw a backup? Are you backing up on storage tapes? Check to make sure that the location where you store these tapes is secure from potential water damage, fire, or intrusion.
5. Passwords and users! School staff changes from year to year; some may been hired, others may no longer be with your organization. It is a good idea to check that everyone that needs to have access does and those that shouldn’t, well, don’t. The same should apply to whatever access your school gives to students. Don’t forget that they tend to graduate every year!
6. Check your content filtering service. This needs to be upgraded from time to time to make sure that new malicious and inappropriate websites are blocked. Did you know that social networks (Facebook, Myspace, etc.) can pose potential security risks to your school’s network? And remember, if you don’t have a content filtering service, you may not be eligible for E-Rate Funding.
7. Domain name registration. Domain names expire on a yearly basis and can result in your website’s visitors being unable to access it. You’ll experience problems with your staff sending and receiving emails as well. Be sure to check that your domain name registration is not set to expire any time soon and, in the case that it is, be sure to re-register!
8. Lastly, and this should be a given, it’s time to start stocking up on school supplies and consumables. If you have SMART Boards and projectors, remember that their light bulbs tend to go out very fast and the cost of replacement bulbs goes up in price after the beginning of the school year. The same typically applies to printer ink and toner cartridges.
Overall, the key to ensuring that school operations run smoothly throughout the year lies in proper preventative support and maintenance. If your school has an internal technology director or staff member, this task should fall on them. If your school outsources technology services, don’t hesitate to put pressure on the service provider! It is, after all, their duty!
And lastly, if you run into any issue you can’t seem to handle, know that Metronet Systems education division is always ready and willing to assist. Just call us at (877) 300 – 6994 or send us an e-mail at consult@metronetsys.net for a free, no-obligation consultation.
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