Basic precautions needed to keep computers healthy

Jeff Shore, a certified public accountant, is a manager with Elliott, Robinson & Co.

What would happen if the computer decided not to come to work today? Would the organization be able to function?

In the last couple of months there have been a host of events that have impacted small companies. Some of these events are computer related and some are just weather related. Most small companies don't have unlimited funds to build a bulletproof computer system; however, an ounce of prevention is worth a pound of cure.

The first step is to understand the basics and build from there. The organization should consider the following items when dealing with computer resources: backups, physical protections, passwords, firewalls, maintaining operation systems, e-mail policies and virus protection. These items can usually be managed internally and would only require outside assistance in setting up the hardware and software.

Whether there is one computer or several hundred, the process of backing up data is mission critical. During the recent hurricane and blackouts, many small companies were crippled because backups were not maintained. Once computers begin shutting down, a substantial amount of data is lost and can never be retrieved. Routine backups should be tested to be certain that they can be restored. At least once a week, backup data should be taken off-site. This should protect the data in case of a fire, flood or severe weather. The backup media that remains should be stored in a fireproof safe. In many cases, a different media is used for each workday so that nothing is lost.

Who has access to the company's computer? The more limited the physical access, the less chance that a stranger could gain access through direct means. There are many devices available that secure the system to a desk or other office furniture. The company may also want to construct a lockable room for the computer to protect the equipment. At a minimum, the computer should be away from outside windows.

Password protection helps to deter prying eyes. There should always be policies in place that passwords are changed periodically and that they not only contain letters and numbers, but should also contain other characters such as #$%^. These unexpected characters help to fool password-cracking software.

What is a firewall? Firewalls are either software- or hardware-based devices that monitor and control traffic to and from the Internet. The administrator then opens holes in the firewall to allow specified traffic from either side of the Internet. Businesses must have firewalls; people at home also should have firewall protection. This is becoming even more mandatory with the introduction of high-speed Internet connections such as cable and DSL. Firewalls are designed to prevent hackers from accessing data.

Is there a formal policy that employees must follow when dealing with e-mail? The company should consider having employees sign privacy statements that they will use e-mail for business purposes only and that the company reserves the right to view the employee e-mail for inappropriate material.

There are some institutions that are beginning to block any e-mail from outside the company. The two main reasons are inappropriate material and sophisticated viruses. Many of the latest worms and viruses prey on flaws in the operating system. There should be a continual process whereby the latest updates are downloaded and installed from the operating software vendor. If the operating system is up to date, the viruses will not have a significant effect.

Since many companies rely heavily on e-mail for communication, they need to protect themselves from viruses. Virus protection software should be as mandatory as the operating system. Novice users often think that once the virus protection is installed the process ends; however, computer viruses are like human viruses that mutate and the current cure will not work forever. Once virus protection is installed, then a process of loading the updates should occur frequently. The subscription for virus updates should never be allowed to expire. The current trend is that e-mail traffic coming from the Internet is scanned for viruses before it is distributed to the user. This protects the organization from employees unknowingly introducing a virus. Depending upon the software chosen, spam e-mail can be filtered at the same time.

The items discussed are a small component of the mechanisms to protect and preserve the vital information stored at small businesses. As technology becomes more mission critical, the answer becomes more evident. Consider the current state of security and begin to plan improvements so that this precious resource is protected.