Antivirus Software

Assuming that you wish to recover infected files (and most of us will) the first step may well be to use your antivirus software. Many commercial applications have a feature that cleans the infected files. If the files cannot be cleaned using the application, they are typically placed in a quarantine folder so that the virus cannot spread any further. In this case, it is best to perform some online research. As it is in everyone’s best interests to prevent the spread of a virus, the providers of internet security applications generally release standalone virus removal tools for removal of dangerous virus types. These can be used by anyone, even if you do not have a commercial antivirus solution on your computer. If cleaning does not work and there are no removal tools available, further action is necessary to recover your files.

System Restore

For users of Microsoft Windows OS, it is possible to recover files that have been infected by a virus by using the System Restore feature to roll back your computer to an earlier time – before the virus was installed. The results of using this feature are variable since the System Restore function typically leaves files and folder that are user created untouched. However, it will remove the virus and any system files that have been impacted will be restored to their clean state, which may well allow you to access to your target files once again.

Temporary files

Users of Microsoft Products will be aware of the autosave or backup features available in applications such as Microsoft Office. These will create regular backups (but only if set in the options). While your original document may have been compromised by a virus, the chances are that your backup may be unaffected. It is worth checking the features available for the particular file type you wish to restore, and if a backup format is available then you can immediately restore your file from this backup. Some may be in a Temp folder or even in System folders. The exact location can be determined after a little online research.

If all of the above measures fail, then you may be looking at a data recovery process. Since these programs are not designed to remove viruses, all you will be looking for is your original data (whether it has been infected or deleted from the recycle bin). Free and commercial solutions are available but all involve a scan of your hard drive that takes several hours to complete. This is only used as a last resort to retrieve valuable data.

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Industry area

For example, the data management needs of an online newspaper or magazine will need to consider document flow for news stories, involving a signoff process from initial article submission to final editorial approval. A pharmaceutical or medical research company will need to consider regulatory requirements and follow a defined testing schedule.

Data security

Data safety is of primary concern to businesses as a failure to secure confidential information can have devastating consequences. The loss of client’s financial information or personal data can result in loss of business or even legal action.

Location

Will your data management system be available for internal use, on an Intranet/Extranet or even on the cloud? Data security requirements will vary accordingly and if you have remote workers (even those travelling) then you will need to consider access over VPN or online by means of an internet browser.

Process requirements

Workflows for every company are different and documentation must reflect actual working procedures. Some companies may utilize a simple straight line process if depicted on a flowchart but most will involve integration of multiple processes and sub-processes that can change depending on the product or service being offered. Obviously, such organization requires a stable data management system.

Features required

You will need to consider your overall company requirements – inviting feedback from staff members by holding brainstorming sessions. Each department will bring something unique to the table and a useful feature for the Finance department may be of no benefit to Engineering (who require collaborative features) but features for all departments must be part of your final data management solution.

Compatibility

It is pointless adopting a new data management system if your computer networks or workstations are currently incompatible with the proposed solution. Make sure that your data management suite will perform with your existing IT equipment and that it is easily updated as new or additional equipment/workstations are added.

Once you firmly decide on each of the factors listed up, you can begin to hunt for data management tools that will meet your company objectives. There are literally thousands of solutions available ranging from open source database applications to commercial products aimed at particular professions or industries. These data management tools can range from project management suites to basic employee time tracking or ticketing systems for your support team. However, by performing your research diligently, it will be possible to select a single or even a multiple set of tools that will be cross-compatible and allow easy collaboration between departments.

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Firewalls

A user should always ensure that they have a firewall in place, and that it is turned on. This can be seen as the first line of defence against intruders attempting to damage data and files on a hard drive. A firewall keeps an eye on both inward and outbound activity from the internet as it searches for and blocks any behaviour which is likely to cause the hard drive damage. Most operating systems come equipped with a firewall which is automatically switched on, although a better level of protection may be afforded by other third-party alternatives.

Anti-virus

In addition to a firewall, a user should also install an anti-virus programme. These check the hard drive for any hidden infections and eliminate them. They also alert the user to threats encountered while surfing the internet as well as those contained in email attachments and documents written to peripheral devices such as USB portable devices.

Data theft

But that’s not the end of the story, because data can also be stolen, often without the user being aware. In order to protect sensitive data, the user has to take further measures such as encryption and password protection. Encryption involves making the data unreadable to all but those who have the key to unlock the code. There are many products available on the market, so choosing one to suit a user’s particular needs is relatively easy. Password protection is cheaper and less complicated. Basically, the user gives files and folders etc. passwords and only those who know them can gain access. However, it is probably not as secure as encrypting data as it is possible to use software to break the passwords. Furthermore, the user needs to remember to change passwords regularly and remember what they are. As a precaution, a user could make a backup of a file or folder before password protecting it, but that, of course, leaves the problem of where to keep safely the external hard drive or other device that it is stored on.

Hard drive failure

Whilst not an everyday occurrence, a failure of the hard drive is definitely possible. Commonly referred to as ‘crashing’, the first a user will probably know about it will be when their PC or laptop won’t start. This could be caused by a virus, or a more everyday mechanical problem. Whatever the cause, it may not prove to be possible to retrieve the files, causing the user to lose all their data. A simple measure to prevent such a scenario occurring is to back up all the files on the hard drive regularly, so should the worst happen, at least the work of months, even years, can be saved and transferred to another computer.

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What is network security and how to secure your business against hackers?

A network security includes a system’s safety, usability, integrity and reliability and protects it from internal and external threats of any kind. Both small and large businesses may be attacked by hackers or other online phishing scams, so you need to have a security with multiple layers for all your hardware and software related to business. Network security does not just protect your data from hackers but is also a mandatory requirement according to all the bodies and institutions regulating industries. So how can your business be affected if your security policy is not strong enough or if it is not updated from time to time? The most common threats include stealing all your data regarding credit cards, employee information, and medical records. All this data can be stolen and misused by hackers, especially by the way of identity theft. As a result, you will end up losing your business and your customers and may even face multiple lawsuits.

How to secure data

Secure your business against spam emails and phishing campaigns that are sent to your customers by hackers. Change your password on a regular basis and never ever share it with anyone. You need to be especially careful about sensitive data and change all passwords after your employees log out of the system. Use only genuine and renowned service providers for protecting your sensitive information. Shred sensitive paperwork like check stubs, credit card statements, e-mails that have been printed, lists of customers or anything that can lead a hacker to you and your business. If you have a website, then you need keep a watchful eye on duplicate copies of your website acting as the genuine one and duping your customers in the process. If you come across any site like that, you may give a verbal threat to the hosting server and ask them to close the website immediately. Update and scan all computers regularly for keeping them running at a good speed. Keep all the units at a cool place and install only genuine windows operating systems. Install anti-virus and anti-malware software on all the computers to protect them against viruses, spywares and malwares. Install utility software like Windows One care for performing daily checks on the computers and also for cleaning the registries. You must also back up all the data stored on the hard drives and keep all-important data in offline devices for maximum protection against hackers.

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A Stronger Defense

Many consumers will be familiar with home-orientated security programmes such as AVG and Norton Security Suite, but the commercial sector requires something more capable and robust. Even small businesses will have some form of integrated network with sensitive information: the computers themselves, emails, and any files contained on the network. At home clicking on a dubious email only has the potential to harm your own computer. In the workplace this could have serious and far reaching consequences; anything from the loss of a file to the network being shut down.

As a result many of the security programmes available for commercial use come installed with a host of security features, namely: anti-virus detection and removal, internet protection and management features. It’s almost impossible to create a completely impenetrable defense, and often the case is that one suite is better equipped for one task compared to another.

There are a number of security suites available on the market, and as a result it can be daunting as to which one to go for in order to best protect your interest. Do you go for the lighter version that won’t impact too much on worker productivity? Or for the full version that’s armed with all the weapons necessary to keep unwanted intruders out, but at the cost of system performance? It’s not the easiest (or cheapest) decision to make, and the answer isn’t written in stone.

The Cream of the Crop

Symantec Corporation is the largest, and arguably most well-known, creator of security programmes making it the best place to start. The Security Suite offered by them for commercial purposes is leaps and bounds ahead of the one offered to your average Joe. It has some of the best anti-virus prevention, detection and cleaning but it isn’t the easiest of security programmes to use and can be a bit of a memory hog.

Surprisingly though it’s the newcomer on the scene, BitDefender, that’s arguably best as an all-rounder. It’s relatively easy to use and set up, and has features that are on par with Symantec. However the biggest gripe with the suite they offer is the lack of website logging that’s provided by most other security providers. This can be extremely useful when wanting to find out how a virus got onto the system, and could be a deal breaker.

Honorable mentions should go to G Data for providing Linux support (which is sorely missed by those in IT) and Kaspersky who are starting to rival Symantec both in reputation and popularity.

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The Importance of Hardware for Your Office

Office hardware normally refers to the items that you can actually touch and have a physical presence in the work place. Examples of hardware include items such as, computers, disk drives, monitors, memory sticks and printers.

Hardware should not be confused with software, which is typically defined as anything that can be stored electronically on a computer or memory stick. An example of this would be Microsoft Office, which is a piece of software that you would normally find in an office.

Technological advancements in office hardware over the last twenty years have surpassed most professional’s expectations.

Finding the Right Hardware for Your Office

There are some essential items that all work spaces should have. Nearly all businesses’ will utilize a computer of some kind. It could be used simply for paperwork, invoices, databases and emails. Or if your business is more creative it can be used for design and content creation.

Keeping in mind that you will probably spend most of your day sitting in front of your computer, a decent monitor is also a good idea as it can provide high quality graphics and prevent eye strain.

Owning a good printer that provides the option for scanning is a cost and space efficient piece of hardware as it doubles up as your printer and photocopier. Xerox is one of the leading office printer brands as they offer quality and affordability. Xerox printer ink cartridges also affordability and can be bought at any major printer goods supplier.

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