DECEMBER 2003
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Keeping Company Computers Safe Online
10 Steps to Help Stay Safe Online
Most businesses are becoming aware of the dangers of hackers and viruses in the online world of the Internet. However, just as people do not stay locked in their homes because they fear muggers or catching the flu, business can not stay off line and give up a huge and growing marketing and business channel because of fear. However, unless a company's computers have been targeted, it is difficult to realize how seriously an attack could affect a business. If a company computer is attacked by a hacker or virus, important company and personal information, as well as software stored on the server, could be taken, contaminated or destroyed. There would also be the loss of valuable time, lost sales and lost client contact, while the damage is repaired. The company's computer network could even be used to attack other computers.
The best protection against hackers and viruses is a clear and concise internal corporate policy and commitment to online safety, which is distributed throughout the company and understood to be considered important. If high-speed connections are used to access the Internet, there are precautions which will help protect company information and the security of the company computer system, as well as the national computer infrastructure.
What are the risks?
Along with the obvious benefits of high-speed Internet connection, there is a real down-side. It is an inviting target for hackers, computer viruses and other intrusive software. A hacker uses the Internet to access computers without permission, sometimes for fun, sometimes to vandalize and sometimes to engage in theft. A virus is software code that is secretly implanted in a computer to damage files and disrupt the system. Other intrusive software, often referred to as "spyware" will be implanted in computers to obtain and send out information. Often the information tracks a computers usage on the Internet, such as inserted computer code referred to as "cookies", which is used to target ads at the computer user. Other forms of spyware and hacking can go into material stored on the computer hard drive.
These methods of intrusion work by taking advantage of the basic structure of the Internet. When a computer connects to the Internet, it is identified by an Internet Protocol (IP) address, which is a string of numbers that identifies the computer. A dial-up connection IP address changes every time the computer logs onto the Internet. However, most high-speed connection users' IP addresses remain fixed, making it easier for a hacker to access those computers repeatedly. The DSL or cable modem stays connected to the Internet unless the computer is turned off or disconnected from the Internet service. The "always on" connections make a computer vulnerable to attack any time. However, precautions will greatly reduce the odds that a hacker, virus or other intrusive software code will successfully attack the system.
If a company is using high-speed connections to access the Internet or you are advising clients, which use high-speed connections, here are 10 precautions which the Federal Trade Commission recommends and believes will enhance system protection. These precautions may take some effort, time, money and attention, but the cost is small compared to the damage caused by a successful attack.
1. Use anti-virus software.
Most viruses enter a computer hidden in a seemingly innocent program, often as an attachment to an e-mail. The virus software code, attached to the program, then produces copies of itself and inserts the copied code into other programs or waits to go online and attacks other computers. A virus can result in lost data or require costly repairs to the system. Avoid the risk by installing and using software that scans computers and incoming e-mail for viruses, and then deletes or isolates them.
Anti-virus software can be downloaded from many software company websites, provided by the company IT consultant or purchased in retail stores. Look for anti-virus software that 1) recognizes current viruses, as well as older viruses; 2) that can effectively reverse the damage; and 3) that updates itself online automatically.
2. Regularly update anti-virus software.
New forms of destructive code are released all the time. To be effective, anti-virus software must be updated routinely with new antidotes for the latest "viruses" circulating through the Internet. Most commercial anti-virus software includes a feature to download updates automatically when the computer is on the Internet.
3. Install a firewall.
A firewall is software or hardware designed to block hackers from accessing a computer system. A properly configured firewall will mask the computer's IP address, making it difficult for hackers to "locate" the computer. Firewalls are designed to prevent hackers from getting into programs and files. A firewall is different from anti-virus protection: Anti-virus software scans incoming communications and files for dangerous code; a firewall helps to make the computer invisible on the Internet and blocks all communications from unauthorized sources.
Most recently released operating system software and some hardware devices come with a built-in firewalls. The firewall may be shipped in the "off" mode. Make sure it is turned on and configured correctly. The company IT consultant can take care of this process. If the company does not have a consultant, check the on-line "Help" feature for specifics. If the operating system does not include a firewall, buy a software firewall that runs in the background while the computer works or install a hardware firewall, which is an external device that includes firewall software. Like anti-virus software, a firewall needs to be updated regularly to remain effective.
Some firewalls block outgoing information as well as incoming files. This stops hackers from planting spyware, which will cause the computer to send internally stored information.
4. Don't fall for bogus e-mail.
Most viruses won't damage a computer unless an e-mail attachment, that includes the virus, is opened. Hackers and virus spreaders will often lie to get people to open the attachments. The e-mail may appear to come from a friend or colleague, or it may have an appealing file name, like "Fwd: FUNNY TEXT" or "As per your request!" It could appear to link to a website or even promise to clean viruses from a computer. Don't open any e-mail attachment, even if it appears to be from a friend or coworker, unless it is expected or it is known what the attachment contains. When sending out an e-mail with an attached file, always include a text message explaining what it is, so that others, who are also cautious, will open it rather than deleting it.
Additionally, don't forward any e-mail warning about a new virus, unless there is reason to know it is authentic. It may be a hoax and could actually be used to spread a virus. Upon receiving a chain letter or hoax virus alert, let the sender know so they can stop spreading the virus. Corporate policy should strictly spell out that chain letters are forbidden, because they are often used to spread viruses.
5. If a computer is infected, take action immediately.
If a computer has been hacked or infected by a virus, immediately unplug the DSL or cable line from the machine. Then have the company's consultant scan the entire computer with fully updated anti-virus software and update the firewall.
Before reconnecting to the Internet, have the consultant try to determine how the computer was accessed and what could have been done to avoid it. Was an e-mail attachment opened, which allowed a virus into the system? Did a hacker bypass an outdated firewall?
6. Use strong passwords.
Hackers may try to steal passwords to gain access to the company information stored on company server. To make stealing passwords more difficult, require passwords that have at least eight characters and include both numerals or symbols. Avoid common words since some hackers use programs that can attempt to gain access by using every word in the dictionary. Don't permit passwords to be personal information, login names or use adjacent keys on the keyboard.
Don't permit users to share passwords online or over the phone. The Internet Service Provider (ISP) will never ask for a password, either by phone or online.
7. Take advantage of the software's security features.
Chances are the web browser and operating system software provide some options for increasing online security. Check the "Tools" or "Options" menus for built-in security features. There will probably be several choices for the types of files that may be accepted from other computers. This is another function for which the company IT consultant or HELP function should be consulted.
Similarly, e-mail software often provides the ability to filter certain types of messages, such as some unsolicited bulk e-mail, or spam. But the user must activate the filter.
8. Turn off software features that you don't use.
Turn "off" unused software features, such as instant messaging, printer-sharing or file-sharing, that typically are "on" when a computer is shipped. These are portals, by which a hacker or virus may entire a system. File-sharing allows several computers (connected through a network) to use the same files at the same time. Because it facilitates the passing of information between computers, this feature is an excellent point of entry for hackers. A firewall won't block files sent by file-sharing. If the computer is not on a network, turn the file-sharing feature "off." This is not a difficult process. The operating system's "Help" feature will show you how.
Another software feature that could leave a computer exposed to a virus is an e-mail preview screen, that permits attachments to be viewed automatically. The preview screen could allow a virus placed in an attachment to be launched automatically, even if no one clicks on the attachment.
If a computer will not be used for an extended period, turn it off or unplug it from the phone or cable line. When it's off, the computer doesn't send or receive information from the Internet and isn't vulnerable to hackers.
9. Back up important files.
No system is completely secure, even if these procedures are followed. New dangers show up all the time. Files stored on computer should always be copied onto a removable disc and stored in a safe place, off site. This is also good practice to protect against accidental drive crashes or the building burning down overnight, as well as intentional intrusion.
10. Report serious incidents.
If there is reason to believe that company computers have been hacked or infected by a virus, e-mail a report of the incident immediately to the Internet provider and the hacker's provider (if the consultant can track it). By assuring that the ISP knows about the problem on their system, it will help the ISP plan to prevent future intrusions. Include information on the incident from your firewall's log file.
Incidents may also be reported to the FBI at www.ifccfbi.gov. For them to fight computer crime, incidents must be reported.
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