Setting Up a Basic IT System

6. Securing Your Data

The information you hold on your IT system is valuable, and holding business information on a computer creates a security risk.

6.1 Physically protect computer equipment.

• A stolen PC or server is the most direct way of getting hold of information.
• Install an uninterruptible power supply to safeguard against damage to your computer from power cuts or surges.

6.2 Design your network with security in mind.

• Use passwords to restrict access.
• Focus on high-risk information and systems.
• As far as possible, protect computers with direct Internet access. Install firewall software to control data coming into and out of your system, and anti-virus software that filters destructive data.
• Pay special attention to security risks when using laptops or portable devices.
• Use the most powerful encryption software you can to avoid your data being read by unauthorised people.

6.3 Create a robust back-up system.

• Set up a procedure for making regular partial and complete back-ups.
• Store back-ups off-site. Keep them away from heat, moisture and magnetism.

6.4 Ensure employees understand the importance of security.

• Make security part of employees' contracts.
• Only give Internet access and email accounts to those who really need them.

6.5 Make sure technical support is available.

• This can range from a suitably qualified individual looking after all IT issues through to engaging specialist contractors.
• If you use support contractors, make sure your maintenance and support contracts provide a service proportionate to your needs. And establish liability levels in the event of a breakdown that costs your business money.