The potential damage to your business from an attack on your computers is huge; from basic data loss to the complete destruction of your computer setup.
The good news is that it is simple to protect your business against the vast majority of threats. Easy to use software and common sense precautions are all that most businesses will need to use to maintain good security.
Below are details of the major types of threats, and how you can prevent them; including information you should give to employees to ensure they also maintain your security.
Viruses and Trojans
Viruses are malicious programs designed to spread between computers, usually causing damage along the way. A Trojan is a type of virus, that allows the creator and other hackers to access and potentially control your computer.
These programs can only get onto your computer if you let them, either by opening an infected file or email attachment, or by visiting a dodgy web site.
Most businesses catch viruses by opening infected email attachments; the easy way to not get viruses is simply to only open email attachments that you are expecting from people you trust.
Every computer (business or personal) should have an up to date virus killer/scanner installed; this will help you catch infected files and hopefully allow you to deal with infections before they cause serious damage. You should use the scanner to check all new files before you open them.
Keep your virus killer up to date at all times to ensure it can spot new threats; this usually requires you simple to click "check for updates" on the program's menu.
There is absolutely no reason not to get a virus killer, they cost very little; and there are even perfectly adequate ones available for free.
In the event you do get a virus, you should disconnect that computer from a network immediately to prevent it from spreading to any other computers; you should also not send any emails until the virus has been removed.
Spyware / Key Loggers
These programs are hidden programs designed to monitor your computer to send personal or secure data to the program creator. This can vary from information on what web pages you visit to passwords and other data.
Key loggers are a more damaging type of spyware, they record all the keys that you press; allowing the creator to search for passwords, credit card numbers and other valuable details. This puts your security at serious risk.
As with viruses, spyware cannot install itself onto your computers without you opening an infected file or clicking a dodgy link on a webpage; however, they can often be much more difficult to spot than viruses.
Some anti-virus programs now also deal with spyware, but there are also a number of separate programs to scan and remove them available, including several for free.
Hackers
All computers that are connected to the internet are at risk of being hacked. A hacker is someone who tries to gain access to your computer or its data using flaws in programs or viruses and Trojans.
If a hacker gains control of your computer, they will be able to cause massive amounts of damage. Luckily the vast majority of attacks can be stopped by simply virus checking files and installing a good 'firewall' program.
A firewall blocks unauthorised computers or programs sending data to your computer; which means hackers can almost always be stopped from reaching your system. A firewall also stops unauthorised programs on your computer from accessing the internet, so if you do find a Trojan or spyware, the firewall will in most cases stop it from sending your private data to unwanted sources.
Like virus killers, there are many good firewall programs available for reasonable amounts; as well as a number of basic free editions
Backup!
This cannot be stressed enough; if you have important files on a computer, back them up (I.e.: Store a copy on disc) on a regular basis (a writable cd or dvd is usually easiest). This will ensure that should you fall victim to a malicious attack, you can restore the main files you need quickly.
The more important a file is, the more often you should back it up. If a file is vital to the running of your business (E.g.: Your accounts) then you should back it up at least every month, and ideally every week. It also makes sense to keep two or three spare copies of vital files in different places to help ensure you can restore them even if your primary backup gets damaged.
Employees
You can help to ensure basic IT security by making sure all of your employees know the steps they need to take at work. It may be worth printing a copy of these steps and placing one by each computer to help remind the less experienced computer users:
1. Keep virus killers and firewalls up to date (check at least once a week) and on at all times.
2. Scan all new, downloaded, or moved (by disk or cd) files for viruses before opening them.
3. Do not download or open any email attachment unless you are expecting it from a trusted source; and always virus scan them first.
4. If you suspect a virus or spyware is on your computer, inform a member of IT staff (if applicable) or your manager immediately.
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