Dealing with real estate data disasters
Realtor Notebook
By Teresa Boardman, Thursday, February 25, 2010.
Flickr image by Don Hankins.One of the biggest challenges of being an independent contractor and having my main office in my home is technology. It isn't that I don't have enough technology -- it's that I have to support it all or find someone else who can.
There is such a thing as technical support with most hardware, but if you have ever tried using it the support typically involves repeating 20-digit serial numbers -- located on tags that are placed upside down on the bottom of the device with the serial number in a two-point font -- and repeatedly spelling your full name, slowly and loudly.
It amazes me how many questions I have to answer over and over that have nothing to do with the device or the malfunction until I can get a non-answer to the problem from someone who is working in a distant land.
Warranties on computers are wonderful, but there is a 99.5 percent chance that if the hardware fails the machine will have to be sent far away and will not return for weeks. Those hardware warranties are almost useless unless another machine can be used while the first is traveling around the country.
A couple of years ago, while on a vacation, my laptop and BlackBerry broke on the same day. The laptop was still under warranty but had to be sent to Texas to be repaired and the BlackBerry had to be replaced.
I temporarily lost access to my client database during the process. I did not permanently lose any data but no longer had access to any device that would let me access the data. The computer was gone for three weeks.
I was so traumatized by the loss of my two most important business tools at the same time that I now have systems in place so that if anything breaks or even if almost everything breaks at the same time I can keep working and probably won't have a near nervous breakdown.
In addition to residing on my BlackBerry and in my computer, my client database and calendar are synchronized automatically with my Gmail account throughout the day.
I always have two working computers. One machine has all of my software on it and the other has enough software on it so I can run my business. My data is backed up automatically in two places. ...CONTINUED
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Submitted by Richard Silver on February 25, 2010 - 1:30pm.
So true Theresa,
Once you lose you data once..you will never let it happen again. I am such a "Crackberry" that I have brand new one in a box in my desk in case my existing one fails. Down time should only happen on holiday!
Richard Silver, Sales Representative
BOSLEY REAL ESTATE LTD. BROKERAGE
mail@richardsilver.com
416-322-8000
Cell 416-587-3300
www.RichardSilver.com
www.Torontoism.com
Submitted by Chris Freeman on February 25, 2010 - 2:05pm.
Teresa,
Oh yes, I've got backups and backups of my backups. Being in the tech business, we have backup hardware in place for everything that will automatically fail over to a waiting server in case of any failure.
My recommendation to everyone with a computer or any electronic device is to think of it like a pet or a living thing. It has a lifespan and is guaranteed to die at some point so make your preparations now for when that time comes.
You are very wise to back up all data and hardware because once it fails it'll be either too late to recover or significantly expensive and inconvenient to deal with at that point.
Chris Freeman
Chief Technology Officer
WOLFNET www.wolfnet.com
Submitted by Robert Bruckner on February 25, 2010 - 2:30pm.
I can relate completely. Multiple backups are critical. For my most critical files, I have backed up on CD and a separate external hard drive. I love Carbonite backup. And, if you think online backup programs are expensive, think of how expensive it is to lose all your data? Then, the cost of the backup would be pennies compared to the money, not to mention the time it takes to get your system back up and running. Here are some things I found useful that others may also find useful.
(1) I purchased an online storage account from GoDaddy! It is a file folder that attaches to an email account. Any file that I need to access is placed there for emergencies. I believe I paid $20.00 for it for an entire year.
(2) I am using a Network Area Storage device on my home computer system. I back up all my computers to this device on a regular basis. The cost of the device was about $200.00
(3) I use Carbonite Backup on my primary computer and my primary notebook computer.
(4) By placing vital information online -- you need not carry it with you and run the risk of it being lost, stolen or broken.
(5) Investing in great computers is important -- investing in a good backup PERSON is even more important. When running a real estate business, having someone who can pick up the ball when I drop it and pinch hit for me is essential. Hiring a great assistant is the best antidote for computer gliches.
(6) I have available a fantastic computer guru to take care of hardware and software issues. It is good to have someone who can handle these issues so that you do not have to take time away from your business or even more importantly your family life to handle technical problems. Just as I wouldn't suggest for a seller to sell their own home "by owner," I wouldn't embark on fixing my computer systems myself. -- I would call on an expert for that.
In summary, I would say, yes have a good back up plan. Be sure that your back up plan is in writing so that you can call upon it if need be just as a pilot would take out a procedure book for an emergency landing, you should have a written plan for dealing with potential computer disasters. Have good reliable people there to support your business and business infrastructure. Always have two cell phones handy.
Robert Bruckner
Century 21 Emma Realtors
Summit, NJ
www.Century21Emma.com
Submitted by John Rakoci on February 25, 2010 - 4:10pm.
Technology is fantastic but so heavily relied upon to do business it is a headache. Some of the latest is not the greatest for everyone.
When the Blackberry Storm came out it was a must have item- until I had it. After 10 days I was happy to take it back for a new Treo- and I still keep the old one in my desk.
When I travel- two laptops are taken. One is used, the other for backup in case.... After doing the Texas thing one time- I found out about Toshiba. Not only a fast turn time but repaired one of mine free 2 years after the warranty expired.
At least weekly- all important files are backed up to a desk top that is used for no other purpose and nightly to an offsite company's serever.
I'm not going to jinx myself so I'll not tell you I have never had failure and only one equipment failure.
Submitted by berge charles on February 25, 2010 - 4:37pm.
cb
Computer/technology disasters will occur. Sooner or later. For most people, creating backup systems is far too time consuming. And complicated. These things need to be simplified. Cannot all data now be outsourced via 'Cloud' computing technology?
It's my understanding - with this technology platform, data cannot be lost, since it does not reside on your personal computing device.
Charles Berge, J.D.
Real Estate Broker
www.auctionrefer.com
Submitted by Karl von Loewe on February 25, 2010 - 4:51pm.
In 1998 I had my first laptop. It was in its case on the floor in the back seat of my car when I slid the power seat back too far, mashing the screen. I had to send the computer back to the manufacturer, to whom I paid $900 to replace the screen, and I had to rent a replacement laptop (I had backed up everything) for three weeks at $150 per week.
Since then I have had a next-day onsite complete care repair policy on every laptop I have owned. If I'm traveling when the machine hiccups, they will come to me the next day and service the computer, wherever I am in the lower 48. I forget the cost, but it's somewhere in the range of $150 per year; it's also "gold level" support, i.e., North American tech who answers in 2 minutes or less. Twice I've had complete system replacement (whole "new" computer, usually a rebuilt with larger hard drive, newer operating system and more memory, etc.) under warranty. That's the only way to go.
I still back up every few days, and keep an additional separate backup of my email and contact management database. There are two kinds of hard drives - those that have failed and those that will fail.
Karl von Loewe, Broker/Associate
Prudential NJ Properties, Hillsborough, NJ
Submitted by Ruthmarie Hicks on February 25, 2010 - 10:43pm.
Hello Teresa,
I feel your pain. I know my beloved laptop needs an overhaul and I'm having separation anxiety. I know it will only be for a couple of days - but still that seems too long. Maybe I need a 12 step program.
Submitted by Missy Caulk on February 26, 2010 - 7:00pm.
Just so you know, I renewed my Inman subscription to read your posts. I got tired of reading the tickler and not being able to go any further.
How do you back up your social media sites?
I am so paranoid about backing up because it is not IF but When.
I like my Time Capsule and Time Machine.
Missy Caulk
Ann Arbor, MI
Missy@MissyCaulk.com
www.AnnArborRealEstateTalk.com
www.SearchAnnArborHouses.com
Submitted by Kathy Toth and Team on February 28, 2010 - 6:11am.
I don't know how to back up my social media; can you elaborate?
You say your business e-mail account is backed up, links and passwords put on online accounts: stored in a kind of digital vault on the Internet - like godaddy per comment above or where?
Making a positive impact on others lives in Ann Arbor, Michigan Real Estate www.KathyToth.com info@KathyToth.com Keller Williams Ann Arbor Market Center; follow on twitter @annarborrealtor blog www.AnnArborTalks.com
Submitted by Diane Guest on February 28, 2010 - 8:08am.
If they exist in your city, All Covered is a great resource for businesses which don't have an IT department; even for ones which run out of your home. They'll help you set up backups, keep your hardware running, troubleshoot remotely and keep it affordable.
Diane Guest
Madison Partners Real Estate
Submitted by John Bielefeld on March 1, 2010 - 9:47am.
Teresa,
I lease my laptop from DELL where I get their Gold Tech Support. Their service is great.
I also back up my data with Carbonite and have my computer tuned up once a month with PlumChoice.com
I also have a Linux desktop backup computer that I use. I realy like the Ubuntu Linux OS. Easy to use and install.
I still use Windows XP Professional SP3 on my laptop. I will wait and see how Windows 7 will fair before I migrate to that.
John Bielefeld
RE/MAX Prestige
www.nereteam.com
Submitted by Barrett Powell on March 5, 2010 - 6:07am.
That is why I think the SAAS model (Software As A Service) is going to be great for Realtors. All your programs and data reside on a secure server on the web. You can access everything securely from anywhere on anything; Windows, Apple, it doesn't matter.
To that extent I have been working on two real-estate applications based on Open Source technologies that are SAAS.
One is what I am calling an Agent Portal. The Agent Portal is where you go to do all the things an agent does; get the latest news, manage leads from your website, manage your contacts, manage your marketing campaigns, manage your social media sites, manage your contracts and documents, and even remotely communicate with clients if necessary via a built in "GoToMeeting" type system that is free.
I made a demo on YouTube you can view here:
http://www.youtube.com/watch?v=M57d7lj94-s
The other SAAS application I made, which is built as either a standalone application or can be part of the "Agent Portal" is called "File Room". And that is exactly what it is, a secure virtual File Room.
You can view a demo of that application on YouTube here:
http://www.youtube.com/watch?v=9MVwa8e4inw
Both the applications and data reside on a hosted environment where they are backed up on a daily basis. As the base applications are open source they are free. I simply customized them and added to them to make them work better.
I hope you will all check out SAAS as an option for your mission critical data and applications. It really is the future in my opinion.
Barrett Powell, Owner/Broker/Consultant
Southern Advantage Companies
RSA Software & Consulting
288 East Street, PO Box 1427
Pittsboro, North Carolina 27312
http://www.REMAXChatham.com
http://wbarrettpowell.wordpress.com
barrett.powell - Skype
wbarrettpowell@gmail.com