Key software solutions for the VCS

What’s available, and how it can be used to

improve operational performance

Products You Need But Don’t Have

Introduction Anti Virus or Anti
This report was commissioned by the Spyware Products
ICT Hub and CITA have developed
these resources in partnership with the We all know about viruses that can
VCS. potentially destroy data and even
damage the PC, but spyware slows
The list of potential products in this internet access considerably and
section of the report could be huge. now by linking in with viruses
To keep things to a manageable size (Malware) can be equally as
this work focuses on low cost and damaging. We recommend the use
free tools and software that assists in of both anti virus and anti spyware
office management. The benefits of systems, some come in a combined
such software are clear - having an form.
efficient way of producing work or
having well maintained, and hence One problem with modern anti virus
reliable, PC systems is essential to software is that it can slow PCs
the smooth running of any down. A fully functioning real time
organisation. anti virus and anti spyware package
will make a reasonably fast PC (for
The first section looks at office example one that was top of the
productivity software, the second into range two years ago) run very
Microsoft products and the third slowly.
section examines what Open Source
products can be of use. AVG is probably the best known
“free” program, but it is NOT FREE
The Charities Technology to the VCS, is only free for personal
use. The same is true with AVG anti
Trust (CTX) spyware.
CTX offers very low cost Microsoft
(MS) via the Microsoft giving Packages like Norton anti virus are
programme. It also includes software excellent and can be purchased very
from other suppliers including cheaply from CTX. Free anti virus
Symantec (Norton). This is available solutions include PCtools, Clamwin
to registered charities and not for and threatfire. Some are cut down
profit groups. Some religious groups commercial packages and require
are ineligible for the scheme and manual updating.
there are limits, make sure to check
the criteria and read the terms Windows Defender is free and is a
carefully. real time protection against all types
of Malware. It is available for
Typically registration takes two Windows XP and is built in to
weeks and ordering around 10 days. Windows Vista. This is good but far
from perfect protection, it can be
downloaded from:
http://www.microsoft.com/athome/se
curity/spyware/software/default.mspx

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Housecall is a free online virus and There are other PC based e-mail
spyware scanner produced by Trend clients such as Thunderbird. Web
Micro and is quite effective. It can mail does provide an alternative but
take several hours to scan a full hard is far from immune to spam.
drive so overnight scanning is
advised. To use Housecall go to: Backing up
//housecall.trendmicro.com
The dangers of ineffective or
incomplete backing up can be
E-Mail products catastrophic. To be effective backup
Spam is becoming the scourge of the should be automatic, there should be
Internet. It creates a large waste of multiple copies and one must be
time, necessitating a trawl through a taken off site (a fire proof safe is an
large list of e-mails daily. Outlook alternative).
does have spam controls but still
requires each new message to be MS Backup is available in all MS
tagged as spam. There are other operating systems but is not installed
products that deal with spam in a as a default in XP Home, it is usually
more proactive way (Mailwasher, found in the system tools part of
Spam B, Cloudmark, Spam Bayes). accessories. MS Backup is often
much maligned because using
Whilst some people back up key backup software with tape drives is
files, many do not, or don’t know how complex and this makes it difficult for
to. Backing up e-mails should be the a non-expert to put into practice. It
basis of any backing up regime, MS has become more useful with the
Outlook Personal Folders Backup advent of flash drives and small
offers this facility. It can be obtained external hard drives. A word of
from the Microsoft downloads centre. warning about flash drives - they can
Once copied the files can then be be fragile. It is important that vital
backed up with any other data as a backups are not stored on only one
part of your normal backup routine. flash drive, rotate at least three or
even better use inexpensive external
Outlook 2003 is possibly the least 2.5 inch hard drives.
reliable of the MS Office products,
and mailbox files can often become MozyHome remote backup is a free
corrupt. Windows has a utility that remote web based backup that can
attempts to fix corrupt mailbox files – hold up to 2GB. It is easy to install,
ScanPST.exe is available from within automatic and easy to restore either
your Windows installation. The best everything or just an odd file.
way to find it is by using the search
facility in Windows. There are many Web Based Services
commercial equivalents that can
perform the same task and even The recent increase in free web
attempt fixes that this tool cannot. based services primarily sprang from
Outlook Express has equivalent Hotmail being bought and developed
software free from Microsoft. by Microsoft. Recent years have
seen the growth of Google to a stage

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where it rivals Microsoft as an access software can be complex to
influence on IT. Many services set up and may require a file server
offered by both companies are free, (Windows remote desktop, VNC),
they also offer a raft of other features whilst others work via a web
such as e-mail, document sharing, interface. Some are free, whilst
web storage, diaries, etc. others come at a cost, depending on
the features required. Some systems
Hotmail – now re-branded “Windows can be complex to set up but all
Live Hotmail” has developed a great require Internet access and the PC
deal and now offers many additional at base to be kept on just in case.
services in many ways similar to
Outlook. The use of Windows Live Social Networking
(as it now likes to be called) is
becoming a social networking Social networking is a relatively new
service capable of offering file phenomenon and has yet to be fully
storage (Sky Drive, still in beta adopted by the VCS. Generally
format), blog and other features. referred to as “Viral Media”, it has a
Microsoft are even offering a PC huge potential for connecting
and personal protection service isolated groups and even for
called One Care, which incorporates fundraising. Several social
backup, anti virus, anti-spyware networking sites exist, the most
identity protection and most things popular being Facebook, Bebo and
with the possible exception of life MySpace. Facebook has recently
assurance. This can offer a valuable teamed up with PayPal and offers a
service to small organisations, potential way to fundraise.
particularly if people work in
disparate locations. Video and pictures can be displayed
on the web using Youtube and Flickr,
Other virtual office services can offer this can save bandwidth and hosting
a raft of services up to and including costs on your own website.
a full CRM service (MyOffice.net,
Officezilla, Zoho). They can work on Conversion Tools
a local PC and synchronise to the The ability to convert files between
web. different formats (e.g. PDF from
Word) is becoming increasingly
Remote Access important as the need to put
Being able to access your office work documents on websites grows.
whilst at home or at another PC Commercial products like PDF
makes managing documents or factory offer this facility. Open Office
getting e-mails much easier. Web can also convert document format
based remote access systems such and is free. Web based conversion
as LogMeIn and GoToMyPC allow tools also offer free conversion (pdf
this facility. Some systems allow files online, primo pdf).
to be copied and pasted and even
printed via the remote link. Remote

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Communications via a secure log in (e.g. PBX), many
are based on Open Source.
Communicating via webcam and Free online diaries such as Google
elementary teleconferencing can be are easier to set up.
achieved at low cost or even for free
(e.g. Skype, MSN). Some systems MS Outlook 2007 also offers features
can be complex to set up and lead to for sharing a diary on the web via
less than satisfactory results. There Hotmail Live but the calendar can
are also potential security risks in only be viewed and not edited by
allowing users access to other others. Commercial tools such as
features within the software. OfficeCalendar offer full sharing
capabilities for Outlook.
As bandwidth increases and new
technologies emerge these systems Microsoft Products
can only get better and offer an
interesting potential for development Although not for small groups, MS
within the sector. server products may be useful to
medium sized groups, as they are
By the way of a “verbal chat room”, available at very low cost from CTX.
real voice to voice conversations can There are many advantages of using
be achieved using Voice Over IP a file server (file sharing, centralised
(VOIP) through Ventrilo. backing up, resource sharing, remote
access) but these require extensive
Shared Calendars planning, setup and implementation.
A considerable level of skill in
Sharing and being able to change a maintenance and support is also
calendar can stop double bookings required.
and help to make your organisation
run more effectively. Many systems Open Source (Linux systems) offers
exist to allow diaries to be shared. direct competition to MS server
Web based office systems include solutions.
Officezilla and Zoho. MS Exchange
can be accessed via a web interface. One implementation of Microsoft’s
A full MS Exchange installation Server 2003 family (Small Business
needs an investment of both time Server 2003 R2) offers a range of IT
and money. Although licences can services for organisations of up to 75
be obtained cheaply from CTX, a full users. Using other low cost options
blown MS Exchange system needs a from CTX, it can be developed into
server and the associated expertise an extensive and sophisticated office
to manage and maintain it. Other system, managing e-mails, Internet,
simpler (web based) systems allow Intranet, websites, etc.
for calendars to be shared e.g.
Google and Yahoo groups. Microsoft Office 2007 looks very
different from earlier versions, much
Shared calendars can be added to of the functionality is there but in a
websites but also require expert slightly different form. Additional
installation. Users access their diary

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packages are now also included Office Writer also allows conversion
within the suite (Groove, One Note, of files to pdf format.
Project, etc). Care must be taken
when installing this on older PC GIMP is a photo editing suite and
systems as they might slow down. provides a decent alternative to
Check the amount of RAM and the Adobe Photoshop, performing many
processor speed of the PC carefully of the same tasks.
against the recommended
specification. Using Firefox and Opera as your
web browser instead of Internet
Add ins can be freely downloaded Explorer, reduces the threat of
from the Microsoft download website Spyware considerably.
(www.microsoft.com/downloads).
There is one that creates pdf More advanced CRM packages such
formatted documents from Office as Civi and Sugar CRM offer low
2007. Photostory is a useful tool that cost alternatives to potentially highly
can be used to create video expensive corporate cousins.
presentations of digital photographs. However setup and support are
significant aspects of the additional
Open Source cost.
Open Source has the benefit of
being “free”. Free as in having no
Case Study – SCIP
cost to purchase, but often costs are
incurred for support and SCIP are an IT development and
maintenance of the systems. There support social enterprise based in
are many direct equivalents to Brighton. They serve both the
Microsoft products, (e.g. Windows & Voluntary and Community sector
Ubuntu) some that are even better (VCS) and support businesses
(e.g. Linux Terminal Services - operating in the small to medium
LTSP), but still most people use enterprise (SME) market.
Microsoft. They offer a range of IT services
including technical support,
Open Office offers a free alternative consultancy, web and database
to MS Office and can do exactly the design and training.
same job, but care must be taken
when setting up to make opening Spam is getting to be a huge
and saving the documents MS problem, many users do not know
compatible. The database element how to deal with the volume of the
and MS Access are not fully messages received and there
interchangeable in terms of remains an education issue as to
templates but data can be freely which message types are true Spam.
exchanged in the vast majority of Some of SCIP’s clients were
cases. Calc (the spreadsheet) and receiving over 300 SPAM messages
MS Excel are 99% compatible. Open per day, thus taking a large amount
of time separating the “wheat from
the chaff”. SCIP came across Spam

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Bayes through word of mouth and organisation had no central
now recommend it to all clients. It is database, which could not only be
Open Source and so comes at no used to hold customer contacts and
cost. service history, but also be used as a
tool to help COSMIC market its
Spam Bayes works using a logical services and track its campaigns
algorithm that needs to “learn” which from beginning to end. COSMIC had
messages are Spam and which are had tried and tested many systems
not, it places messages it cannot including the development of
decide on in a “suspects” folder. This bespoke systems using its own
leads to a very slight training internal skills and resources.
requirement for the system (5 - 10 With staff already working to full
minutes). One disappointment is the capacity and with a budget which
lack of help within the system, you had not been set to include the
simply need to follow your nose, purchasing of a new system, an
although documentation is available Open Source solution, Sugar CRM,
from the website. However once the was recommended.
idea of the “suspects” folder is
grasped the system is very easy to The initial installation was time
use. consuming and not straight forward.
Sugar is a huge contact
Spam Bayes also works with mail management system which does far
clients other than Microsoft Outlook, beyond what COSMIC needs to use
It has reduced SCIP’s Spam problem it for. It takes time to strip out the
to virtually zero, but as can happen components which are not required.
with Open Source products, can A fairly large amount of time needs
break down occasionally. Internal to be dedicated to getting familiar
tools allow for easy recovery. with Sugar.
www.scip.org.uk
COSMIC’s Kim adds; “The
percentage of the program we use is
Case Study - COSMIC so small and it can feel a little like
swimming around in a huge ocean if
COSMIC are An IT social enterprise you’re not careful”.
company based in Devon and Other organisations would benefit
operate across the South West and from spending time putting things on
UK. Their services include website trial.
design, IT training, technical support
and consultancy. There were initial technical teething
problems, but once successfully
COSMIC currently host the SW installed Sugar can be used by all
Regional ICT Champion and members of staff (once a user name
Accessibility Champion. has been created for them). Staff can
also be given various levels of
Cosmic had been looking for a access rights and editorial control.
solution to overcome the fact the

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 Contacts and clients can then be allows me to monitor client flow and
accessible and managed by all staff. cash flow from the same place. I am
Now three months on from the able to predict monthly incomes and
adoption decision the system is therefore plan workload far easier.”
working across the company and its “For clients it means they feel a more
activities, providing a central source personal approach from us in that we
of information, reporting and can take notes and anyone can pick
updating. It has extensively up the account and within a few
enhanced their client management minutes see the whole background
and provides regular reminders and and history.”
suggestions for new ways of
engaging existing and new clients in www.cosmic.org.uk
new products and services.

COSMIC’s Pete Goff stated; “Sugar

has made my life easier because it

Comparison Table Cost Ease Set up

of use

Low cost and Charities Technology Trust ££

free Microsoft www.ctxchange.org £
software MSDownloads
www.microsoft.com/downloads
Anti-Virus Housecall www.trendmicro.com £ *** ***
ClamWin www.clamwin.com £ *** ***
E-Mail ScanPST.exe (Within Windows) £ ** **
Outlook Personal Folders Backup £
www.microsoft.com/downloads *** ***
Backing Up Microsoft backup – (within Windows) £ ** **
Mozy Backup https://mozy.com/home £
*** ****
Web Based Hotmail www.hotmail.co.uk £ **** ****
Services Google www.google.co.uk £
(wide range of office services and **** ****
features)
Cost Ease of use Set up
£ Free * Extensive training needed * Specialist setup required
££ Under £100 ** Some training required ** Expert user setup only
£££ up to £500 *** Requires use of a manual *** Setup for experienced
££££ £thousand plus **** Easy – no training required users and/or practitioners
**** Very easy

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 Comparison Table Cost Ease Set up
of use

Remote Access Microsoft remote desktop (within £ ** **

Windows) £
LogMeIn www.logmein.com **** ***
Social Facebook www.facebook.com £ *** ***
Networking MySpace www.myspace.com £
*** ***
Conversion PDF Factory - converts .doc – .pdf format ££ **** ****
Tools www.fineprint.com/products/pdffactory/ £
Online conversion via www.pdfonline.com **** ****
Communications Skype www.skype.com £ *** ***
Ventrilo www.ventrilo.com £ *** **
Shared Diaries Inbox Journal www.inboxjournal.com £ *** ***
Office Calendar www.officecalendar.com ££
** **
Microsoft Microsoft Server 2003 and Office 2007 ££ * *
Products from www.ctxchange.org ££ *** **
Open Source Linux (e.g Fedora) – £ * *
File server http://www.fedora-linux.org/
Office Suites Officezilla – www.officezilla.com £ *** ****
Open Office – www.openoffice.org £ **** ***
Photo editing GIMP – http://gimp.org £ *** ****
Web browser Firefox – www.mozilla.com £ **** ***
E-mail client Thunderbird – £ *** *
http://www.mozilla.org/projects/thunderbird
Ant-Spam Spam Bayes – £ **** ***
http://spambayes.sourceforge.net
CRM Sugar – www.sugarcrm.com £ * *
Civi - http://civicrm.org/ £ * *
Cost Ease of use Set up
£ Free * Extensive training needed * Specialist setup required
££ Under £100 ** Some training required ** Expert user setup only
£££ up to £500 *** Requires use of a manual *** Setup for experienced
££££ £thousand plus **** Easy – no training required users and/or practitioners
**** Very easy

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