"Keeping it Safe is Simple: Protect Your Data"

by Mark C. Elliott, Chief Operating Officer - Fuller & Henry Ltd

In today's world, technology is replacing much of the paper documentation: therefore, data storage and protection is paramount. Even in an age of complex technology, keeping your firm's knowledge assets safe is simple. The following tips will help make sure your bases are covered.

· Back up your data frequently. Plain old-fashioned common sense dictates backing up digital data. Back up your data daily- more frequently if you have made any changes. 
· Encrypt your data. Encryption of digital documents protects confidential data from unauthorized users who may be able to view your documents. 
· Send only encrypted data across networks. The same infrastructure that allows the Internet and even intranets to be tools for free-and-open commerce and capitalism has the potential to inflict harm on clear-text data. "Man-in-the-middle" attacks, IP spoofing, network sniffing and other attack scenarios make for a clear and present danger for all unencrypted data.
 · Keep your username and password secret. Your username and password control access to data, information, and knowledge. Do not leave this information accessible to others. 
· Install and maintain a working firewall. A firewall will protect your data only if it is installed correctly and maintained on a routine basis. Otherwise, all computers connected to the Internet (including through dial-up) without a working firewall are broadcasting their contents literally to the world. 
· Keep security patches for operating systems, firewalls, and programs up to date. Software that manages and protects your data requires updates and patches on a fairly consistent basis.
 · Use and regularly update the anti-virus software.  Antivirus software is the inoculation for attacks on the integrity and consistency of your data. 
· Change your password at least monthly. Monthly password changes lessen the chance that an unauthorized user will have access to your data for long periods of time.

Following these simple steps will help keep your firm's information safe. To further reduce the risk of an interruption of your firms' business, you should have in place a comprehensive disaster plan. The plan dictates steps to take if the worst happens; loss of data, a system wide virus, or unauthorized access to highly confidential files.

Here are a few websites that may be helpful in gathering more information about data protection and disaster planning:

· www.Riskinfo.com   - The RiskInfo Web site is a collaborative effort, of leading publishers to provide a resource center for professionals in the areas of: risk management, insurance, environmental health and safety, disaster planning, response, and recovery.
 · www.Disaster-Resource.com  - This is a great list of articles and other links for business continuity planning, in general. 
· www.ContingencyPlanning.com  - Contingency Planning is an on-line magazine focusing on business continuity planning and resources.