As a technology solution provider for small businesses, we are the impetus behind our soon-to-be-clients for making a big change in the their technology relationship. For the ill-prepared client this can create problems with the soon-to-be-ex IT vendor. We have seen this transition run the gamut from a seamless cakewalk to a landmine-laced ordeal. Because we’ve seen it all, we’re very good at making this transition as smooth as possible.  We thought we would share some insight not only with those considering a technology transition but any business that wants to protect themselves  in the event of inevitable change.  The key is taking steps now, even if you are not intending to switch technology providers.You will not only prepared for this possibility, you will be letting your vendor know that you’re savvy enough to know what to ask for. This will keep them on their toes and help prevent them from doing something that isn’t in your businesses’ best interest. Even if you think you’ll never change your IT vendor, at least consider the “hit by a bus” scenario and be prepared.

Administration is Key
Know all of your tech’s administrator usernames and passwords for all key systems. Require this as part of their employee agreement.  This list includes: each computer’s administrator credentials; your server(s) administrator’s credentials; your firewall’s administrator credentials; and key systems’ user name and passwords. Not only should you have these but you should test them regularly to make sure they haven’t changed and to show your engineers you know what you’re doing.

Lock the Back Door
A corollary to the last rule is knowing what back-door accounts your engineers have created (if any) on your systems and get those credentials. It will be easier to learn about these before beginning to change vendors and your existing vendor may be more amenable to providing these when the relationship is on good terms. There’s nothing worse than switching vendors only to find out later that the old vendor still has access to your systems. Back-door accounts are usually used by IT vendors as a safety net in the event that the administrator account becomes compromised. Your new IT vendor will most likely be able to extract these out but you may as well know about them just in case.

Find your Keys
Get all your software’s serial numbers and install discs – Make sure when you buy software either yourself or through your vendor, that you are given the installation CD’s and software keys once the vendor is done with them. If you don’t have them or can’t locate them – ask your vendor where they are.

Internet Service Provider
Contact your ISP and make sure you are authorized to make changes to the account.

Domain Registrar
If you don’t know, find out who your domain registrar (i.e. GoDaddy; Network Solutions) is and make sure that you are set up as the administrative contact for your domain name. You can look this information up using a WhoIs service such as: http://www.whois.net/

Property Management
Make sure you are the registered owner of all of your computers- We have seen cases where the vendor bought the client’s computers and never transferred ownership. This creates problems when warranty work is needed to be done on the machines after the former vendor has left the picture. This isn’t an insurmountable problem but as with most things, it’s better to treat this issue before it is needed in a crunch.

Secure Your Passwords
Change your own passwords – We have seen cases when the former tech knew the business owner’s own password and used it against them. They’ve logged in and read emails and have generally wreaked havoc with this information. It’s always a good idea to change your passwords every 30-60 days and especially after you’ve switched IT vendors.

Following these steps will not only help keep your existing IT vendor in check but it will make the transition from one IT vendor to another a smoother one.

To learn more about The Launch Pad’s RevITup™ Business Care Managed IT Services visit our website or contact Megan Meisner at mmeisner@launchpadonline.com or 813 920 0788 x210.