As your business becomes increasingly dependent on its computer systems, you cannot afford to short change your security measures.

For a relatively small investment of time and money, you can protect your company's data and systems, be prepared to reconstruct or recover data and hardware, and prevent, or at least limit, business losses.

Securing Your Information Assets

Here are some cost-effective precautions you cannot afford to overlook:

• make back-up a company-wide policy. Purchase a back up device (tape, disk or CD-ROM) and make sure each and every employee knows the proper procedures;
  
• periodically check computers for unauthorized programs. Do not allow anyone to load any software program (whether from disks, CD-ROMs or the Internet) on your company's system or laptops without prior approval;
  
• ensure all employees change their passwords on a regular basis and remind them not to share these or leave written copies in a desk drawer or elsewhere;
  
• if communications are highly confidential, install an encryption program to ensure the privacy of your e-mail transmissions and prevent data leaks;
  
• install a virus package, update it frequently and make sure everyone knows how to use it. This is particularly important if your company regularly receives data from outside sources or employees take data home to work on their home PCs;
  
• constantly remind employees that data and information security is everyone's business. The company policy should require recognition of the company's ownership of proprietary data in all job descriptions and conditions of employment; and
  
• all persons who have access to company data and systems, including contract and part-time staff and computer support technicians, should sign a confidentiality agreement before they work on the organization's systems.

Laptops in Particular

The laptop is a particularly vulnerable piece of office equipment. The company's computer security policy should include additional security measures that must be taken with all laptops. While a stolen laptop can be replaced, it may not be possible to replace the data. In some instances, the loss of data and information could be critical.

Make sure all employees adhere to basic security measures when using a laptop:

• whether it is used at an office desk, at home or at a hotel, the laptop should always be secured with a cable attachment or other locking device;
  
• when travelling, staff should never leave a laptop alone in a hotel room or in a vehicle, not even for a moment;
  
• all laptops should have a password program to prevent access to confidential data; and
  
• all files should be scanned for viruses before copying onto the company's hard drive.

Review Policies and Plans

Be sure to review your computer system security policy and disaster recovery plan on a regular basis. These need to be updated to reflect changes in processes and program versions.

In the event of a virus, theft, vandalism or a major system crash, can you recover operations quickly?

Do you have back up for the current versions of all programs you are presently using? How frequently do you back up critical data?

Are back up programs and data stored off site?

Does your office insurance policy cover business interruption if it is necessary to rebuild systems and data should a disaster strike?

Talk to Logan Katz LLP Chartered Accountants

Securing your business' hardware, software and data is a vital concern. Similar to an insurance policy, you need the right amount of coverage at the right cost. Too much security wastes money but too little runs the risk of unacceptable losses.

Logan Katz LLP Chartered Accountants can assist you in reviewing and updating (or establishing) your company's computer systems and data security policies and disaster recovery plan.

The above provides general information only. It should not be regarded or relied upon as accounting or taxation advice or opinions. Logan Katz LLP Chartered Accountants would be pleased to provide more information or specific advice on matters of interest to you.

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