1. Learning Intention Security of Information

2. Why protect files? To prevent unauthorised access to confidential information To prevent virus/corruption of data Greater customer confidence is data is secure Organisation can be more confident that data is more reliable therefore enabling better decision making Loss of data can be time consuming and/or costly to replace Less open to fraud and consequent legal implications Flow of work is not disrupted Improved information handling Better security of data Efficient use of file memory Efficient time management in locating files

3. Methods of Securing Data: Physical Security Conduct an inventory – stock of goods - periodically to ensure that all equipment is present Tag all equipment recording details about the equipment and were it is located within the organisation Procedures implemented to ensure that staff who use portable computers/equipment must always lock them away in a safe place which only authorised people have access to Usernames and passwords are issued to staff to secure computer access/use Employees trained in use of password protected screensavers which ensure that any confidential information cannot be accessed when an employee is not at their machine Secure/lockable filing cabinets which ensure restricted access for authorised staff An efficient archiving system in operation Secure filing procedures including filing policy, file tracking and secure storage and retrieval Controlled access to certain areas of the organisation © Inspiring Education 2006

4. Methods of Securing Data: Electronic Security Different access levels for different users – restricting access to drives, folders or files Appropriate backup systems and procedures in place Use of electronic passwords to limit access to certain files or areas of the server – employees must also follow appropriate password management systems Use of data controls e.g. read-only files Automatic lock if password is entered incorrectly on a set number of occasions – like PIN number at ATM CCTV to DETER theft of data Encrypt data Install high-quality anti-virus software and update regularly Install Firewalls to prevent outside sources accessing your system/data – particularly important where e-commerce is in operation Forbid employees from using disks/CD Roms/Flash Pens etc which have been used on other computer system unless they have been checked on a stand-alone computer Install software to filter ‘spam’ e-mails which may carry a virus Use of hard drive keys Ensure that all staff are informed and advised on organisational procedures and get The opportunity to receive training, hands-on demonstrations etc …

5. Methods of Securing Data: File Management What is File Management? The method (referring to both manual & electronic files) in which information is stored and organised allowing documents/files/folders to be accessed quickly, reducing time spent searching. A good file management system should include the following: All files having appropriate file names which are relevant to the information that they contain All related files are stored on an appropriately named folder Folders stored in the appropriate directory – a filing system allowing employees to store files in correct areas Out-of-date files are archived or removed regularly Creating back-ups of files and folders – copying of files on a regular basis should a system error occur ensuring that confidential information is not lost Use of passwords to limit access and protect files

6. Poor File Management Results in: Employee/organisations work is not completed on time Out-of-date information is accessed Information not being found Confidential information being accessed by unauthorised personnel Slowing down of the organisations system resulting in loss of time locating files Lack of customer satisfaction Legal implications/issues Decreased motivation of staff Low productivity Inefficiency

7. Poor File Management Consequences Out-of-date information being accessed Decision-making process will suffer If naming conventions are not followed sharing of files are hampered Files can’t be found Files/data may be lost Wastage of time searching for data Hard disk/server may become too full may result in poor customer service Infringement of Data Protection Act Confidential information accessed Implications Prosecution and/or fines Poor decision making Efficiency of the business is affected Reduction in profitability Business could end up failing/closing down due to customers being lost Security of the organisation is questioned Competitors could obtain this confidential information that could jeopardise the position of the company in the market If any files are completely lost it could mean that it costs the organisation time and money as they have to be recreated REMEMBER YOU NEED TO KNOW THE DIFFERENCE BETWEEN CONSEQUENCES AND IMPLICATIONS – CHECK YOUR COMMAND WORDS HANDOUT

8. Individual Questions 1. Outline the ways in which an organisation can monitor employee emails. (2) 2. Email is an important method of communication. Discuss the impact of email on an organisation. (6) 3. Discuss how developments in ICT have impacted on workflow and working practices. (8)

9. Methods of Ensuring Data Integrity In order to ensure data integrity organisations must create procedures and policies which prevent human error in accessing and using information which is stored electronically. There are a number of methods an organisation can take to ensure data integrity:  Appoint highly skilled personnel and delegate responsibility for managing the data management system. This measure will determine who has authority to input and process specific areas of information and prevent any unauthorised employees inputting false information.  Create an extensive training programme which trains all levels of employees within all areas of the organisation about the security measures which are required to maintain and use the data management system effectively.  Invest in the latest version of anti-viral software so that the data management system is fully protected against any viruses or data corruption. This is a very wise investment as the consequences of a virus can sometimes result in being irreparable. © Inspiring Education 2006