How can I keep my data secure and protected?

It’s wise to protect your business against viruses and other nasties that can cunningly enter your IT system and cause all sorts of damage. Plus, as data is so important to business success, it’s a good idea to have an IT security policy in place...

What is a virus?

A virus is a self-replicating computer program that is deisgned to damage your PC, email or business data.

There are many types of virus and they can strike at any time, having a catastrophic effect on your business. Just like medical viruses, you often don't recognise them immediately but they can spread very quickly.

What does a virus do?

A virus attaches itself to emails, it can also spread by file sharing or over the internet. It infects your computer, causing any number of symptoms.

Viruses are created by hackers to do damage to your PC or network. Some have been known to cause millions of pounds worth of damage to economies around the world.

But don’t panic because there are many things you can do to prevent viruses entering your system.

What symptoms do viruses have?

You can tell when you’re infected by a number of signs. For example:

• programs suddenly start taking longer to load
• you have printer difficulties
• your file names change without you having done anything
• programs crash frequently
• your files may stop opening, or the information in them may be wrong or appear as gobbledegook
• pop-up boxes appear randomly on your screen
• the mouse and keyboard become difficult to control
• your business contacts complain about emails being infected.
  
  

What can I do to protect myself?

There are a number of security measures you can take to limit your chances of infection from viruses – and other things that can affect your IT systems like “Trojan horses”, “worms” and “bombs”:

• invest in anti-virus software from a renowned source. These are updated regularly and will scan for viruses on a daily basis

• remove “spyware/adware” software from your system

• back up your data regularly – consider using an online back-up service. This will cost from around £4 a month and will make sure that, if you lose your data, it can be retrieved

• install a firewall to prevent hackers from getting into your system

• if you’re not confident of a website’s security, don’t download anything from it 

• never open files from an unfamiliar source if you’re in any doubt

• delete chain emails and junk emails without opening them 

• initiate an IT security policy throughout the business.
  
  

Creating an IT security policy

An IT security policy is a statement which highlights methods and procedures for all the IT systems you are responsible for.

What should the policy cover?

This will vary from business to business, but it should inform your customers and staff of the procedures you have initiated. For example, staff should:

• not install any software that doesn't comply with applicable licensing agreements 

• not attempt to gain entry to any system, network, service or data you are not authorised to access

• not store or run programs that are designed to capture keystrokes, passwords, mouse clicks or data

• not house or distribute unauthorised software, music, video or other information resources

• not monitor network traffic or similar without specific permission from those involved

• watch out for viruses and follow the rules outlined previously in this article

• not do anything that interferes with your ability to provide the best possible service to all customers and staff.