computer security
Below are some tools you should consider using to keep your computers safe and secure from intentional or accidental harm. It's up to you to decide which tools best fit your organisation's operations, equipment and budget.
passwords
Access to your organisation's computers should be maintained using a password system.
A good password should:
- be at least 6 characters long
- be made up of a mix of numbers, letters and symbols
- be easy to remember
- be changed regularly (say, every 30 days)
- NEVER be shown to another person
- NOT be obvious e.g. never use your birthday
- NEVER be written down for someone else to find.
Tip
Use screensavers set with a password lock to activate after 5 minutes. Never save a password on a machine other than your own when prompted to do so or where users are sharing the same logon credentials. That will give others access to your password-protected sites or email boxes without your knowledge.
backups
A computer backup is when you store copies of your files on to something other than your computer hard disk. In the event of an unexpected disaster — like your computer crashing — you'll be thankful for having a backup of your data. This will mean that you can retrieve any information, back to the date you last backed up, which would otherwise have been lost. Two straightforward forms of backup media are:
- copying files to a USB drive
- burning files to CDs or DVDs.
USB drives
Tiny USB drives are the ideal solution for transporting files and even some small programs. Two drives (512MB and 1GB) plug into any USB port without installation software, and are relatively cheap. But, because USB drives are so tiny, they can be easily lost.
CDs or DVDs
Burning files to CDs and DVDs is inexpensive but also requires the most effort to keep up-to-date. Your labelling system has to be precise too so if you're concerned about old backups falling into the wrong hands, this option is not for you. The other thing is that CD-Rs and DVD-Rs both hold a lot of data but can only be used once. On the other hand, CD-RWs and DVD-RWs can be used more than once but you must rewrite all the data rather than only parts of the data.
The burning software associated with CD and DVD RW drives to enable you to copy and paste, requires a lot of system resources and could make your computer unstable when mixed with some applications. Also, optical media such as DVDs and CDs has no proven long-term storage track record.
Tip
If you have a more sophisticated organisation, there are other forms of backup media available to you such as backing up on a tape drive or using a zip drive. Your IT specialist will be able to advise you on these.
virus protection software
Hundreds of computer viruses are transmitted over the internet. Without knowing, a person can open an attachment to an email that contains a virus and as soon as that email is opened, the damage has been done. Some viruses can do huge damage to your computer systems and removing it can be time consuming and costly.
Files that have been damaged by viruses — or "corrupted" as we say — have to be restored or, in some cases, recreated. Infected systems also have to be carefully contained and cleaned or they risk infecting other machines.
A number of virus protection programs exist on the market today e.g. Symantec, McAfee and Trend etc. It would pay to ask around to find out what other people are using.
Tip
Any virus protection is better than nothing, but remember, it's important to regularly update that protection.
computer worms
Unlike a computer virus that replicates as many copies as possible on one machine, a computer worm is designed to copy itself to as many computers as possible on a network. A virus needs human help to spread, whereas a worm needs little or no human intervention. Again the damage from a worm can be huge and costly to fix.
To reduce the threat posed by worms, a mix of strategies should be put in place. You will need to rely on your system administrator or IT specialist within your organisation to activate these strategies as they are quite complicated.
protection against hacker attack
Hackers are computer experts who can break through your computer security systems. They may want to use your site to broadcast their messages, obtain confidential information or disrupt your network because they oppose your organisation's cause.
To put off hackers or reduce the damage they might do, you can take the following precautions:
- protect your passwords
- protect your system with a firewall (see separate section below on firewalls)
- protect your access points (i.e. gateways to the internet, remote access servers and websites)
- create, review, enforce and revise your security policy
- backup your network devices, servers and power systems
- insure your network against hacker attacks.
uninterruptible power supply
Events such as power surges can cause your computer system to experience problems or totally fail. But most power surges don't affect your systems if you have a surge suppressor or surge protector as it's better known. But these wear out and therefore should be replaced every 3 to 4 years.
Another tool for protection against partial and total power loss is an uninterruptible power supply (UPS) unit. A UPS unit senses dips or surges in voltage and immediately switches from electric current to battery power. The battery life of your UPS will determine the price you pay and the amount of battery life will depend on the size of your computer network.
Tip
A server should have a UPS of no less than 1000VA power capacity (which will cost around $900). Workstations, switches and routers will do fine on 420VA (around $300) or 350VA (around $200) minimum. The UPS should always have a signal cable connected to monitor the status of electrical supply.
firewalls
A firewall is the first line of defence against unwanted intruders to your network while still allowing authorised users full flexibility of use. This separate program or device allows or denies entry. Firewalls help keep hackers out by adding another level of security to your basic system. Most also have the ability to generate an activity log so that you can see who tried to access your system.
Firewalls range from a simple DSL modem with built-in firewall (at a cost of around $120) to stand-alone firewalls (costing $400 — $2500 depending on size of the network) through to products that combine hardware and software (which can cost up to $4000).
Firewall products are available from a number of vendors e.g. D-Link, Sonicwall, Cisco, Allied Telsyn, Netgear etc.
Spam
Spam refers to electronic junk mail or junk newsgroup postings. Because the internet is a public network, little can be done to prevent spam, just as it's impossible to prevent junk mail in your letter box. However, the use of software filters in email programs can be used to remove most spam sent through email. Most anti-virus applications have some form of spam control built in but the problem of spam can be so prolific that a dedicated spam filter becomes the only practical solution.
If you suddenly experience a high level of spam, the computer or mailbox or both should be checked for a virus or spyware infection. In a worst case scenario, you may have to change your email address to remedy the problem.
Spam due to spyware infection is not only transmitted by email. A lot of websites may infect your computer with various forms of spyware which, in turn, can generate spam in your mail box. Keeping your Windows and other applications updated will further eliminate unnecessary "holes" in your system.
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