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Space Control Newsletter
Issue # 18April 2016
In This Issue



Hardware:  We often hear from customers whose computer died. They're in a panic because they have to quickly get a new computer and that means new versions of all their software.  And it all has to happen NOW. Avoid that problem by checking our first article to see if it's time for you to go shopping for a new computer.    
 
Mobile:  As more and more people use mobile devices, we are adding to Space Control's mobile access features.  The newest addition is Space Audit to facilitate your "walk the site" audits.
  Is It Time To Buy A New  Computer? 
 
Before we all got hooked on and hooked up to the internet, you could buy a computer and use it for years before needing to upgrade to a newer model.   That's because all the software that we used was installed and running on a stand-alone PC.  Then the internet came along and we started using email, cloud software, online payments, online shopping, etc.  Now, internet access is a requirement for most businesses.   

But when we all come together on that great big network that is the world wide web, multiple security issues come into play.  The bad guys can install a program on your computer that slows it down or wipes out files.  They can steal any sensitive information that you store on your computer, send emails to everyone on your email list, even use your computer as a hub to infect other computers.  

All software has to be constantly updated to stay ahead of the hackers.  The bad guys find a way into your computer.  The software companies do an update to close that "door."  The bad guys go to work to find another way in.  Another update is required.  It's like those radar detecting devices that people put in their cars to warn them when there's a cop using radar to track their speed.  Then the cops get better radar that can't be detected.  The drivers get a new radar-detecting device.  And round and round it goes. 

To be safe, you've got to keep your software updated.  MIT has a Top Ten list of Safe Computing Tips.  Number One is:  

Patch, Patch, PATCH!
Set up your computer for automatic software and operating system updates. An unpatched machine is more likely to have software vulnerabilities that can be exploited.

(If you aren't familiar with the term, patch is tech-speak for update.)

There will come a time when, in order to update, you have to buy a new computer.  The newer operating systems with the best security features can't run on old hardware.  And since your software applications must be compatible with the operating system, your old software won't run on a new computer.      
 
Plan ahead and get a new computer and updated software on your own schedule instead of as a last minute emergency.  If you're still running on XP, you're setting yourself up for a crisis.   XP came out in 2001. That's 15 years ago and that's a long time in the world of technology.   If you're on XP, it's time to go shopping for a new computer. 
 
Many experts recommend that you buy a new computer every four years.  Others recommend you purchase new hardware when your old computer can't upgrade to the newest version of Windows, Macintosh, etc.    How old is your computer?   
 

Space Audits from a Mobile Device    

 

A critical part of good self storage management is regular "walk around" audits of all your spaces.  Usually it means printing out a report, clipping it to a clipboard, walking around the facility adding notes to the printed report, then coming back into the office to enter those notes into your computer.

 

To improve this process, we have added Space Control's Space Audit report to our mobile access options.  This means that you can use your smart phone or tablet to log into Space Control's Mobile Space Audit.  You can choose to display all spaces, only ones that need maintenance or any combination of seven options.

  • Vacant
  • Not Rentable
  • Company Spaces
  • Overlocked
  • Maintenance Required
  • Occupied
  • All spaces
A quick audit might include only the first five because the other spaces should have a renter's lock on them and no company lock.  A comprehensive audit would, of course, include all spaces.  In that case the occupied spaces include the customer's name and telephone number in case there is any need to contact the renter immediately.
 

As you audit your facility, click on the Space Number to see more information.  You can enter remarks about each space that are automatically posted directly to your database and can be viewed on the Space Status report. 

 

Space Control's Management Summary report is also available on mobile devices.  If you want to provide only that report to someone, you can add a new user and give them access to Mobile Management Summary without exposing any of your other reports or any other part of your data.