Quarterly the Borough of West Chester staff gets together for technology training. The training is focused on both the professional and personal side of technology. This is the Fall 2013 training presentation.

1. TECHNOLOGY TRAINING
SESSION 11
NOVEMBER 6, 2013

2. Before We Start….
A Little Tech Humor from Dilbert

6. TECHNOLOGY TRAINING – SESSION 11
TOPICS FOR DISCUSSION
•
•
•
•
Email Management (and protocol)
File and Document Management
Accessing Your Personal & Professional Files on the Go with Cloud Services
Tablet Options
• 8 Great Computer Security Tips
• Watch Out for Crypto Locker
• West Chester Connect
• Q&A
Please STOP me at
anytime during the
presentation and we can
go LIVE and walk through
anything you would like!

7. EMAIL MANAGEMENT
• Your email can become very cluttered and ―out of control‖ very quickly.
• Email in many cases is used more then phone conversations.
• Email is actually a record of your communications.
• Email is archived and is owned by the Borough of West Chester.
• There are policies & procedures governing the use of West Chester
email.
• All email is discoverable.

8. •
IT MEMO 2012-16
DESCRIBES OUR
EMAIL POLICY
It shall be understood that the Borough
of West Chester owns the ―westchester.com‖ domain name. The
ownership and compliance authority for
email service and accounts is managed
and governed by the Borough of West
Chester. All email messages and
communications through the westchester.com domain are controlled by
the Borough of West Chester.
Email messages, attachments, and other data—is
discoverable and may be used as evidence—for or
against any organization (including government
entities and publicly funded educational
institutions)—in litigation.
•
Email that is related to current, pending, or
potential litigation shall be retained, archived, and
produced during e-discovery, the evidencegathering phase of litigation.
•
Employers are allowed to routinely purge
electronic archives of data that is not relevant to
ongoing litigation or pending cases.
•
All email is archived and may be retrieved as part
of an open records request or an internal
investigation.
•
Borough of West Chester email shall not contain
profanity or illegal action of any kind.

9. GET YOUR EMAIL ORGANIZED
• Create Folders for people, groups and companies
• Drop and drag the email to these folders after you
have finished with each one.
• Only leave email in your inbox if you still need to
read it or do something with it.

10. GET YOUR EMAIL ORGANIZED
Your inbox should only
be for items that you
have not read or if you
need to respond.
Create folders as you go
along and drag your
email to the appropriate
folder when you are
finished with it.

11. SEARCHING YOUR EMAIL
You can search your email in the search window. You can search the ―current folder‖
or your entire database. You can search ―keywords‖, ―names‖ or ―email addresses‖.

12. YOUR ONLINE ARCHIVE
• Microsoft will occasionally ―archive‖
your older email. Don’t panic
because your older email is only
being moved to your ―online archive‖
which is always available to you.

13. CONTACTS ARE NOW PEOPLE
• Starting with Outlook 2013
Microsoft has changed
what they used to call
―contacts‖ to ―people‖. Also
with 2013 Facebook,
LinkedIn and Twitter can
be incorporated into your
contact listings.

14. DESIGN YOUR OWN ONLINE SIGNATURE
• You can create your own
―business card‖ and use it
as a signature in your
email messages. Simply
add yourself as a new
contact and get creative.

15. EMAIL COMMUNICATION
IS IT ALWAYS NECESSARY?
The best form of communication is almost always “face to
face”.
Try this just for a week or so. When you are sending email to a
co-worker ask yourself if you should just take a walk to the
recipient's office or work area to discuss what you were going
to send in the email?
Earlier this month I wrote an article just about this.
http://wctech.blogspot.com/2013/10/face-to-face-is-best.html

16. FILE MANAGEMENT
GET ORGANIZED JUST LIKE “THEY” DID BEFORE THE
DIGITAL AGE
Long before the first PC people managed to keep and
organize their files and documents in very logical and
seamless ways.
Today it is very easy to get overwhelmed with the
sheer number of digital files that you work with and
receive. However it is because of this that keeping
your files organized is so important in the digital age.

17. FILE MANAGEMENT
GET ORGANIZED JUST LIKE “THEY” DID BEFORE THE
DIGITAL AGE
The first thing you want to do is to take a look at your
files and make a decision how to file them. If you deal
with Vendors for example you can create one folder
titled ―Vendors‖ and then create a sub-folder for each
specific vendor. As you work with these files simply
save the documents in the proper location.
This procedure can be carried over to any type of
work related area. Just think of the files as real hard
copies and that you have a file cabinet.
Treat digital files the same way you would hard copies
and will never go wrong organizing your digital life!

18. STORING AND ACCESSING YOUR FILES IN THE
CLOUD

19. STORING AND ACCESSING YOUR FILES IN THE
CLOUD
Today there are more affordable options then ever before when it comes to storing
and accessing your files in the cloud. There are free and paid options. Many
services like Microsoft, Google and Dropbox offer some free space and then you
pay for additional storage.
• Dropbox offers 2GB free (www.dropbox.com)
• Skydrive offers 7GB free (www.skydrive.com)
• Google offers 7GB free (www.googledrive.com)
- All of these services offer affordable paid plans for additional file storage.
Each of these services are excellent. The one you choose should be based
on what type of services you already use.

20. TABLET OPTIONS
DON’T GET CONFUSED
It seems like there are more tablet options then ever before. While PC sales are dropping the sale of tablets are surging. Many people
are now relying exclusively on their tablets, especially at home.
Why are Tablets So Popular?
1.
2.
3.
Tablets are less expensive then PC’s
4.
Tablets can entertain where PC’s cannot. Just ask my wife who enjoys Candy Crush or solitaire in the
comfort of the family room or sitting outside.
Tablets take up less space then PC’s and they are mobile.
Most people use their tablets for email, internet, social media and banking and maybe writing letters.
Tablets can easily handle these functions.

21. TABLET OPTIONS
SO MANY
Tablets come from many
different vendors offering
various operating systems,
shapes, sizes and different
levels of ability.
Because of this you need to
ask yourself one question
before you starting looking for
a tablet.

22. TABLET OPTIONS
MAKE THE RIGHT CHOICE
1. If you basically want to surf the internet, read email and perhaps play a game and
download some ―apps‖ you cannot go wrong with Apple’s iPad.
2. If you want to do everything noted above but you want a little more freedom with your
device check out a Android tablet. On most Android tablets you can add additional
storage through a MicroSD drive. There are countless Android options as well in many
shapes & sizes and prices.
3. If your primary task will be working and your organization uses Microsoft Office check out
a Windows 8 tablet. Microsoft Office is built right in!

23. 8 GREAT COMPUTER SECURITY TIPS
1. Use ―anti-virus software‖ and keep it up to date.
2. Don’t open email attachment from unknown sources. Be
suspicious of any unexpected email attachments even if it
appears from someone you know.
3. Use ―firewalls‖ to protect against internet intruders. These are
built into your PC – for free.
4. Regularly download security updates and ―patches‖ for
operating systems and other software.
5. Use hard-to-guess passwords. Mix upper case, lower case,
numbers and special keys whenever possible.

24. 8 GREAT COMPUTER SECURITY TIPS PLUS
1
6. Back up your computer on local USB drives & use a cloud
backup service.
7. Don’t share access to your computers with strangers.
8. Disconnect from open wireless networks when not in use.
And my newest rule about ―attachments‖. Very Simply.
If you did not specifically ask for the attachment – do
not open it without first contacting the sender to verify
that it is legitimate and that you need it.

25. WATCH OUT FOR CRYPTO LOCKER
The Crypto Locker virus is
passed around in emails that
have innocent enough looking
senders, such as UPS, FedEx,
PayPal or even your bank but
they’re not really from these
corporations. Instead, when you
open the attachment, your
computer becomes infected and
the virus locks all your files until
you pay a ransom. Check out a
picture of what the Crypto
Locker demand screen looks
like:
This is a REAL
timer. When it hits
zero your files are
toast!

26. WATCH OUT FOR CRYPTO LOCKER
Ransomware causes your computer files to be non-accessible and when that
happens you have two choices. You can recover if you have a backup which I
hope you do or pay the ransom within 100 hours. If you do not pay the ransom
you will lose all of your data.
The Crypto Locker email pretends to be from a financial institution like a bank or
Pay Pal and reports that it has dire news for you and that the attachment is
important. readers of these emails often panic and open the attachment and then
it's too late. The PC is infected and the files are encrypted which means you
cannot open your own files. The attachment will often disguise itself as JPEG
images, as PDF files, as Microsoft Office files and many other file types. After the
computer becomes infected, users are usually given 100 hours to pay a fee
between $100 and $700 to get the files decrypted.

27. WATCH OUT FOR CRYPTO LOCKER
This Is Important - Follow These Rules
1. If you get an email from somebody you do not know, especially if it
has attachments, do not open anything with it, just delete the email.
2. If you did not specifically ask for an attachment do not open it. If you are
curious reach out to the send by phone before opening anything. If you cannot
contact the send do not open it!
Backing Up Your Files is More Important Then Ever
Make sure you have all of your files backed up both on a local disconnected USB
hard drive and in the cloud. There are many free and affordable cloud services
available so there is really no excuse not to do this. If your PC gets infected with
the Crypto Locker virus you backup may be your digital salvation.

28. WEST CHESTER CONNECT UPDATE
West Chester Connect was recently upgraded by CitySourced.
1. Issues are now ―Service Requests‖.
2. You now only see ―service requests that have not been
accepted on the home screen.
3. To see all service requests open ―applications‖ from the top
menu bar and select ―Service Request.

29. WEST CHESTER CONNECT UPDATE
If you need to reassign the service
request to another
employee please be
sure to both select
“assign” and then
“re-email” to make
sure it is properly
assigned.

30. WEST CHESTER CONNECT UPDATE
Between June 23 and October 27 a total of 101 ―service requests‖
have been submitted and processed through West Chester
Connect.

31. Q&A
Ask me anything……..