SCORE Business Adviser: Keep your firm's computer data safe and secure

Response: The accuracy, integrity and safety of information are dependent upon management controls to safeguard your computer system and the information contained in your databases. Anytime your information leaves the confines of the computer, there is danger.

Connecting your computer to a network or the World Wide Web creates the potential for hackers and thieves to intercept and utilize your information in a manner that may be harmful to you or your company. To preclude this, the computer industry as a whole has implemented steps to prevent the theft of data.

Research indicates that many companies have not implemented adequate controls to safeguard their systems. Media sources reveal that:

-- 85 percent of companies do not monitor the use of e-mail;

-- 60 percent don't identify and mark proprietary material;

-- 51 percent don't properly dispose of proprietary material;

-- 50 percent have no written information system policies and procedures; and

-- 49 percent have no written policies for network security.

The problem is compounding as the World Wide Web expands. Computer and network hackers are becoming increasingly more sophisticated. Information system companies such as Microsoft spend large amounts of time and money to ensure that their systems are as secure as possible. It is proving to be an ongoing process as hackers find new security loopholes as fast as they are filled. Many companies employ their own hackers to stay ahead of the crooks.

Control and security on the Internet and other networks is usually accomplished through the use of a firewall. Intrusion from outside sources into your company's intranets can be prevented by utilizing a "gatekeeper" computer system commonly referred to as a firewall. This software screens all network traffic for passwords and security codes and only allows passage by authorized users.

According to research, firewalls do several things. Unauthorized Internet users are kept out by an external firewall. Sensitive data such as human resource or financial information is kept from users with an internal firewall. Access is controlled to specific intranet resources by passwords and browser security features. Security holes are minimized by network interface software that is carefully crafted for security.

While firewalls create a deterrent, they are only as good as the last version of the software. Computer hackers are becoming increasingly sophisticated and software companies must constantly create new technology to combat theft. Networks are extremely vulnerable to penetration and the best management tool is policies and procedures that protect your network and information resources.

Other security issues include theft of money, service or software, data alteration, hacking, privacy and computer viruses. While the precautions mentioned earlier will help protect the user against most of these, computer software viruses are becoming an increasingly dangerous threat.

Computer software viruses involve the creation of a virus or worm. The worm is a distinct program that causes your computer to perform destructive or annoying routines. Programmers are becoming more and more talented in the area of computer viruses. They are sent in files traveling through the Internet and are very difficult to guard against. Most software managers utilize one of many anti-virus software packages.

There are several security and control methods available to management to protect your network and other information resources. Passwords, security codes, formatted date entry screens, error signals and templates are among the examples of good management controls.

To protect your network and information resources from hazards such as accidents, sabotage, natural disasters, unauthorized use, destruction, vandalism and theft is accomplished by the use of controls. Policies and procedures that eliminate the possibility of loss or control are included in most policy manuals.

The bottom line is, if you protect your data, you are protecting your company.

Don Forrer, D.B.A., is a professor of business in International College's MBA program. The Naples SCORE Chapter provides free-of-charge small business counseling to firms located in Collier County. For an appointment, call 430-0081 or contact SCORE through its Web site at http://www.scorenaples.org. SCORE is sponsored by the U.S. Small Business Administration.