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Microsoft Windows Small Business Server 2003

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Protecting a business canbe a full-time job - with full-time worries. Just consider the issues you needto be alert to every day:

Worms and viruses that can sneak into your computer systems
Hackers trying to gain access to your company's confidential data
Employees who might download harmful files from the internet
A disaster or accidental deletion that could wipe out critical business records

With so many demands andso many variables, staying on top of security matters can be daunting.Fortunately, there are basic things you can do to reduce security risks. You'llnever get rid of them entirely. But by taking full advantage of the latesttechnologies, you can be confident you have done everything you can to protectyour company.

If you use Windows XP Professional, there is an even easier way to get updates.Simply activate the Automatic Updates feature, which allows your PC toautomatically notify you of important updates once they are made available.

Is theanti-virus software current on all of our machines?

It'snot enough to simply have anti-virus software. Virus writers are prolific,releasing hundreds of viruses each month. That means you need to keep not onlyyour operating system current but also your virus protection software. And makesure it is current on every PC and laptop in your organisation. However,relying on users to stay current with software updates may not be effective inevery organisation. Employees may forget or may not think it's important.That's one of the benefits of a server-based environment, where updates to PCsand laptops can actually be managed from the server.

Doeseveryone understand they should never open e-mail attachments they aren'texpecting or that come from senders they don't know or trust?

Even with the most current anti-virus software, there's always a possibilitythat a destructive worm or virus will get through. That's why your entireorganisation needs to be cautious about e-mail attachments and downloadingfiles from the internet. Consider making these safety tips company policy:

Never open suspicious e-mail attachments or those from unknown or untrustworthy senders
Configure e-mail to read all messages you receive as plain text to increase security
Set the security level on Internet Explorer to the highest level and make exceptions for trusted websites only
Use a utility that blocks pop-up ads, which can be used to install malicious code on computers

Do we have a regular back-up procedure, are we following it and do weverify the back-up is accurate?

Backing up the data on your computers is one of the simplest and most effective"safety nets" you can institute. It's also inexpensive. The idea isto routinely make electronic copies of everything on your computers. The copiesshould be stored off-site so that in the event of a disaster or accidental deletion,you have a way to restore the bulk of your lost data.

Have we installed a firewall?

If your company uses always-on broadband to connect to the internet, install afirewall as a basic line of defence against outside intruders. There are twobasic types: 1) a software firewall such as the Microsoft Internet ConnectionFirewall that's included in Windows XP Professional protects the machine itruns on, and 2) a hardware firewall that blocks all traffic between theinternet and your entire network except for traffic from senders who arespecifically trusted.

Do we have a clear policy on employee internet use and is it monitoredand/or enforced?

If you don't have an internet policy, your company and employees are at risk.And the risks can be serious, from the harmful downloads discussed above tooffensive and/or illegal activity that can jeopardise your company's reputationand create messy legal problems.

Do we use strong passwords and are we diligent about keeping themprivate?

Be honest about this one: There's a big difference between having passwords andusing strong passwords. In many workplaces, it is common for employees to sharepasswords, post them next to their computers or choose passwords that are easyto guess. Worse yet, they use the same passwords for everything and neverchange them. Make sure everyone knows how to create strong passwords.

Do we have a secure wayfor remote users to access our network?

Enabling employees to access your network from the road or from home is greatfor efficiency, but it also exposes your network to risk. For small businesses, offers a fullslate of features designed to make remote access less risky. One is Remote WebWorkplace, a remote portal that allows authorised users to access e-mail ortheir company's internal websites, from anywhere through a Virtual PrivateNetwork or over the internet.

With the Remote Desktop feature in Windows XP Professional, you can remotelycontrol your computer from another office, from home, or while travelling. Thisallows you to use the data, applications and network resources that are on youroffice computer, without being in your office. Making sure your company data issafe and secure is a demanding job, no question about it. But at least recenttechnology can remove some of the worries.

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