Windows has announced it will be phasing out support on its Windows XP, with no support offered after April 8th, 2014. If you’re still using XP as your main operating system or have old computers running XP then it’s time to take action. To help guide you, our team at SIS has prepared Making the XP Switch: The What, Why & How to Help Your Insurance Agency Upgrade its Operating System – a comprehensive, yet clear-cut guide to upgrading your operating system.

1. Making the
XP Switch:
The What, Why and How to
Help Your Agency Upgrade
its Operating System

2. CONTENTS
Introduction..........................................................................................3
What Does It All Mean?........................................................................4
Why It Matters to Your Agency.............................................................6
How to Make the Switch ......................................................................8
Which System to Choose...................................................................10
Making the Switch..............................................................................12

3. Introduction
Windows, one of the most popular operating systems, has announced it will be phasing out
support on its XP system, with no support offered after April 8th, 2014. If you’re not using XP,
this news may not mean much to you and your agency—but if you’re still using XP as your main
operating system or still have some old computers running XP then it’s time to sit up and listen.
This end in support means an end to using XP, and the beginning of your operating system
upgrade.
Switching to a new operating system is normal: new systems are introduced frequently as
technology improves. You aren’t the first agency to make this switch and you won’t be the last.
Although it may take a little work on the front end, switching over from XP now will all pay off by
making your agency run smoother.
This eGuide—which hits the “whats,” “whys” and “hows” of an operating
system upgrade—is designed to help you through the transition.
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4. What Does it All Mean?
So Windows is ending its XP support, but how does this change affect your agency? Specifically,
the end of XP support means:
No
new security updates
No
“hotfixes” for user–specific issues
No
technical support for Windows XP
No
technical support of all Office 2003 products
According to Windows, its support policy grants 10 years of support to its products, and XP’s 10
years are up.
Windows won’t be confiscating your XP system, but sooner or later you will encounter an issue
with your operating system, and you won’t be able to find support to fix it. This means a huge
headache for you and your agency as you scramble to find someone, anyone, who still works
with XP. Chances are you won’t find anyone, and you’ll be forced to move to another operating
system anyway.
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5. Windows suggests leaving 18 to 32 months
for businesses to switch to a new operating
system, so if your agency hasn’t switched
yet you’re already behind.
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6. Why It Matters to Your Agency
Your first instinct may be to dismiss the importance of upgrading your operating system.
Everything is running smoothly, so why rock the boat, right? Well, the boat will rock sooner or
later, and without upgrading your agency will be left without a life vest. Here’s why it’s important
for you to upgrade from XP now:
Avoid going brain–dead: Your operating system is essentially the brain of your computer
—it manages your computer’s memory, processes and all of its updates and hardware. Without
a Windows–supported operating systems, you’ll be putting your agency’s computers, and their
sensitive content, at risk should your system malfunction or fail.
Stay away from security risks: Without frequent updates, your computers will run
slower and be more susceptible to security threats and hacks, exposing confidential client info. As
time passes without Windows updates, your system will be easier to access and the likelihood of
a data–theft disaster will increase by the day.
Stop falling behind: An out–of–date system cannot accept new or updated accounting,
database management or marketing software, putting your agency even further behind the
technological curve. Even worse, your old operating system will likely be behind your client’s
systems, making it difficult to read documents containing pertinent info. This can cause frustration
with clients, leaving a bad taste in their mouth regarding your agency’s service.
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7. To avoid these issues, your agency should move to upgrade your operating system now.
By starting now, your employees will have time to adapt to the new system and you’ll
begin to experience the benefits of an upgrade such as:
Increased memory space
Enhanced system security
Higher program capability
Faster processing time
Better all–around functionality
These benefits far out–weigh the cost and time necessary to upgrade. And, if you plan out your
switch correctly, you will find it’s not as daunting as you think.
Let’s take a look at how you can make your agency’s transition easier.
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8. How to Make the Switch
Hopefully by now we’ve convinced you to make the switch to a new operating system. Now it’s
time to get down to it—what do you need to do to prepare?
Research your options
Your agency is unique and you know its needs better than anyone. As you look at the
system options, take in to account your agency’s size and current software needs. Look
at pricing, knowing you may need to buy new hardware to keep up with your upgrade.
Think about your staff: do you have a techie bunch that is excited about getting the latest
technology or one that is more nervous about upgrading? Knowing your staff’s level of comfort
with technology can help you decide whether to upgrade to the most recent system, or to take a
smaller step in your upgrade.
Ensure system compatibility
It is imperative to ensure all your current software and hardware are compatible with your
new system of choice. Call your providers to make sure you have the right versions to
work with your new system. The same is true with your agency’s hardware (computers,
printers, etc.). The best way to be sure all hardware and software is compatible is to check with
Microsoft. Microsoft support is available to answer questions and provide any support you need.
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9. Back up your data
Your agency should back up all data, not only before changing operating systems, but
also on a consistent basis. We recommend cloud storage for a consistent back–up
system as it provides larger storage capacity and will automatically back–up your
files regularly.
The most important files to back up are those tied to your agency management system. Check
with your agency management system provider to see if your system has back–up abilities. If
not be sure you take care of these files. Even with professional help, glitches can happen, so it’s
best to ensure all your data is backed up safely at an external location before moving it from one
operating system to another.
Allow for a learning curve
No matter how technologically savvy your agency may be, there will be a learning curve
as you switch to a new operating system. Keep in mind that transition is gradual: though
it may take a little longer to perform tasks, your agency will still be able to get work done
just as well as before. To aid in your transition, identify a few point people to attend Microsoft
training so they can be a resource to your staff. You can also find online tutorials and local
training. The goal is to educate yourself and your staff so your transition can go a little smoother.
Once you’re well versed on how to prepare, it’s time to begin your research on which
system to choose. This next section looks at your Windows–options for your
system upgrade.
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10. Which System to Choose
Now that you know the why and how, the next question is, “Where do we go from here?” When
it comes to operating systems, there are three that dominate the tech world. Windows, Apple
and Linux each have their own versions of operating system, but Windows still holds the crown
with over 50% of users, according to web analytics firm Net Applications. Although Windows
dominates, Linux and Apple have their fans for their own reasons.
Windows
Apple
Linux
10

11. The easiest transition from Windows XP is to move to a newer Windows version. Upgrading
within Windows means you’ll get help from Windows professionals who will know XP and your
new operating system well. Here’s a quick look at your Windows options:
Released January 2007
Released October 2009
Released October 2012
Closest version to XP
Same “Aero” look and instruction in
use as Vista
Has all new user interface with
multiple tiles for application grouping
Has new look, dubbed “Aero”: a
transparent, airy look
Allows you to switch back and forth
between windows by covering
Also offers ability to view traditional
user interface
Offers more instruction in use, such
as text within search boxes letting
you know where you are searching
(i.e. “Search in My Pictures”)
Has “show desktop” feature to bring
you back to your desktop at anytime
Touch activated, but can still be used
with a mouse/keyboard
Increased memory and speed from XP
Increased memory and security
Can synch with mobile and tablets
Will be next to lose support
(speculated will end in 2015)
More refined than Vista, but not as
fast as Windows 8
Can have multiple windows open at
once and view all at same time—
called “snap”
Fastest Windows operating system
As you can see, you’re looking at an interface change and increased memory and speed with
each Windows option. Remember to think about your agency’s needs, including your staff’s
familiarity with Windows, before making your choice. Take in to account cost, compatibility and
system longevity as well. In the end, you know what is best for your agency, and will be able to
make a well–informed decision through weighing these factors.
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12. Make the Switch
Now is your time—you’ve done your research and prepared your agency, all that’s left is making
your switch happen. We hope this guide will aid you and your agency during this transition.
As you prepare to upgrade your operating system, it is also important to evaluate your agency’s
systems and structures to ensure they are also able to adapt to change. As new technology
is introduced at a faster pace, it is important to have malleable systems that can easily adapt
to technological upgrades. Because it is such a central part of your agency operations, this is
particularly important for your agency management system.
SIS understands. We take in to account user suggestions along
with the changing face of technology to ensure our Partner XE
system stays on top of the game and is always ready to take on
the latest upgrades. To find out about how Partner XE keeps up
with your agency’s needs, contact us at 800.747.9273 or
sales@sisware.com.
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13. About SIS
Headquartered in Columbus, Ohio, Strategic Insurance Software (SIS) is the team behind
Partner XE– an innovative web–based insurance agency management system that helps
independent agencies streamline workflow and grow their business. Built on a foundation
of strong technology and exceptional service, we’re moving forward with a constant eye on
innovation that will make independent agents’ lives easier.
About Partner XE
Supporting downloads from nearly 300 carriers, real time interaction, integrated agency
accounting, and much more, Partner XE is a full–featured agency management system at
an affordable cost for the independent insurance agency. For more information, please visit
www.sisware.com
4181 Arlingate Plaza, Columbus, Ohio 43228 | 800.747.9273 | www.sisware.com