Setting Up Your First 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.

• Stealing a PC or server is the most direct way of getting hold of information and the easiest way to discover how to gain access later.

6.2 Design your network with security in mind.

• Use passwords to restrict access. Focus on high-risk information and systems. For example, confidential information and financial systems.
• As far as possible, isolate or protect computers with direct internet access. Install firewall software to control data coming into and out of your system and anti-virus software to block destructive programs.

6.3 Create a robust back-up system.

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

6.4 Ensure employees understand the importance of security.

• Make security a part of employees' contracts.

6.5 Make sure technical support is available. This can range from a suitably-qualified individual looking after all IT issues through to specialist support contractors.

• Work out the longest time you could work without your system before your business is damaged and make sure that your support could get things up and running before then.

6.6 Mobile devices such as laptops and memory sticks are at most risk. They can easily be lost or stolen.

• Make sure you keep a record of all devices leaving the premises and who has it.
• Check each item in and out.
• Ensure you use password protection so that if a device is stolen the information on it cannot be accessed by an unauthorised person.