Office automation refers to the varied computer machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks and goals. Raw data storage, electronic transfer, and the management of electronic business information comprise the basic activities of an office automation system. In its basic form, information exists as letters, memos, graphs, records, messages, and so on. When that information is electronically transferred, raw data is exchanged between two or more office employees, either at the same or different locations.
The history of modem office automation began with the typewriter and the copy machine, which mechanized previously manual tasks. However, increasingly office automation refers not just to the mechanization of tasks but to the conversion of information to electronic form as well. The advent of the personal computer in the early 1980s revolutionized office automation. Popular operating systems like DOS (Disk Operating System) and user interfaces like Microsoft Corp.'s Windows dominate office computer systems. Today, most offices use at least one commercial computer business application in the course of daily activity. Some large companies like AT&T maintain extensive and complex office automation systems, while smaller companies may employ only a word processor.
In order to process information, office automation systems must allow input of new information and the retrieval of stored information. Input of new information refers to the physical transfer of text, video, graphics, and sound into a computer. Input can be typed into the computer or scanned (digitally reproduced) from another document or source. New advances in input devices frequently allow direct handwritten input or voice dictation. Input of pre-existing information means retrieving the electronic materials from an existing storage area. These storage areas can be finite and local, such as the hard drive on the office PC, or as seemingly infinite and global as the Internet, the worldwide collection of computer networks that is growing every year.
THE BASICS OF OFFICE AUTOMATION
Generally, there are three basic activities of an office automation system: storage of raw data, data exchange, and data management. Within each broad application area, hardware and software combine to fulfill basic functions.
DATA STORAGE AND MANIPULATION
Data storage usually includes office records and other primary office forms and documents. Data applications involve the capture and editing of a file, image, or spreadsheet. Word processing and desktop presentation packages accommodate raw textual and graphical data, while spreadsheet applications enable the easy manipulation and output of numbers. Image applications allow the capture and editing of visual images.
Text-handling software and systems cover the whole field of word processing and desktop publishing. Word processing is the inputting (usually via keyboard) and manipulation of text on a computer. Word processing is frequently the most basic and common office automation activity. Popular commercial word processing applications include Word Perfect (Corel) and Word (Microsoft). Each provides the office user with a sophisticated set of commands to format, edit, and print text documents. One of the most popular features of word processing packages are their preformatted document templates. Templates automatically set up such things as font size, paragraph styles, headers and footers, and page numbers so that the user does not have to reset document characteristics every time they create a new record.
Desktop publishing adds another dimension to text manipulation. By packaging the features of a word processor with advanced page design and layout features, desktop publishing packages easily create documents with text and images, such as newsletters or brochures.
Image-handling software and systems are another facet of office automation. Images, or digital pictures, are representations of visual information. Visual information is an important complement to textual information. Examples of visual information include pictures of documents, photographs, and graphics such as tables and charts. These images are converted into digital files, which cannot be edited the same way that text files can. In a word processor or desktop publishing application, each word or character is treated individually. In an imaging system, the entire picture or document is treated as one whole object. One of the most popular uses of computerized images is in corporate presentations or speeches. Presentation software packages simplify the creation of multimedia presentations that use computer video, images, sound, and text in an integrated information package.
Spreadsheet programs allow the manipulation of numeric data. Early popular spreadsheets like VisiCalc and Lotus 1-2-3 greatly simplified common financial record keeping. Particularly useful among the many spreadsheet options is the ability to use variables in pro forma statements. The pro forma option allows the user to change a variable and have a complex formula automatically recalculated based on the new numbers. Many businesses use spreadsheets for financial management, financial projection, and accounting.
DATA EXCHANGE
The exchange of stored and manipulated information is an equally important component of an office automation system. Electronic transfer is a general application area that highlights the exchange of information between more than one user or participant. Electronic mail, voice mail, and facsimile are examples of electronic transfer applications. Systems that allow instantaneous or "real time" transfer of information (i.e. online conversations via computer or audio exchange with video capture) are considered electronic sharing systems. Electronic sharing software illustrates the collaborative nature of many office automation systems. The distinction between electronic transfer and electronic sharing is subtle but recognizable.
Electronic transfer software and systems allow for electronic, voice, and facsimile transmission of office information. Electronic mail uses computer based storage and a common set of network communication standards to forward electronic messages from one user to another. It is usually possible to relay electronic mail to more than one recipient. Additionally, many electronic mail systems provide security features, automatic messaging, and mail management systems like electronic folders or notebooks. Voice mail offers essentially the same applications, but for telephones rather than computers. Facsimile transmissions are limited to image relay and have suffered in popularity with the increase in the use of the personal computer. One popular alternative, for example, is to send and receive faxes by modem.
Electronic sharing systems offset the limitations of a store-and-forward electronic mail system. Office automation systems that include the ability to electronically share information between more than one user simultaneously are often called groupware. One type of groupware is an electronic meeting system, which allows geographically dispersed participants to exchange information in real time. Participants may be within the same office or building or thousands of miles apart. Long-distance electronic sharing systems usually use a telephone line connection to transfer data, while sharing in a localized area often involves just a local area network of computers (no outside phone line is needed). An interesting byproduct of the electronic sharing functions of an office automation system is telecommuting. A telecommuter works for a business from another location (often home) using a computer and a connection to the office automation system. Telecommuting is an increasingly popular style of work for many office workers and companies.
DATA MANAGEMENT
The last major component of an office automation system offers planning and strategic advantages by simplifying the management of stored information. Task management, tickler systems or reminder systems, and scheduling programs monitor and control various projects and activities within the office. Electronic management systems monitor and control office activities and tasks through timelines, resource equations, and electronic scheduling. As in data exchange, groupware is gaining in popularity for data management. Each member of the work group or larger group may share access to necessary information via the automated office system and groupware.
OFFICE AUTOMATION: PEOPLE, TOOLS,
AND THE WORKPLACE
When considering office automation three main areas need further discussion: people, and how automation affects them; the constantly changing tools used in automation; and the ways in which automation has changed the workplace.
People involved with office automation basically include all users of the automation and all providers of the automation systems and tools. A wide range of people—including software and hardware engineers, management information scientists, and secretaries—use office automation. All are also involved with providing information. This dual role of both provider and user gives rise to two critical issues. First, training of personnel to effectively use an office automation system is essential; the office automation system is only as good as the people who make and use it. Second, overcoming workplace resistance is a must if the full benefits of automation are to be realized. Change is difficult for some workers, yet must occur for a business to remain competitive.
Practical tools for office automation include computer hardware and software currently available in a number of models, applications, and configurations. Two basic microcomputer platforms are DOS (Disk Operating System)-compatible computers and Apple Macintosh systems. Applications such as word processing, database management, and spreadsheets are common and constantly changing. Standards are increasing but still not yet completely integrated into all aspects of office automation. Office automation tools may stand alone (without access to information at other computers) or be networked (with such access). Configuring complex office systems to share information is difficult and involves a considerable staff commitment. Popular local area network software includes Novell NetWare and Lantastic.
Practical workplace issues of office automation often involve the budget and physical considerations involved with creating, exchanging, and managing information. Equipment, rewiring, training, security, and data entry all cost money and require space. Newly recognized medical problems such as repetitive motion syndrome are a significant issue for some people using office automation systems.
Repetitive motion syndrome is a medical disorder associated with lengthy keyboard inputting and seating arrangements. Likewise, environmental safety concerns might also include vision and overall health considerations related to electromagnetic computer emissions.
Telecommuting advances enable an increasing percentage of the workforce to maintain an office at home and, at the same time, provoke considerable debate on the future of the central office. Businesses must comply with software licenses or face lawsuits. Office automation systems can be complex to acquire and costly to administrate for large organizations. The availability of vital office information in such an easily obtained digital format requires considerable thought and preparation for data security.
By integrating raw information with exchange mechanisms and management structuring and guidance, office automation creates advantages as well as disadvantages. Benefits in using electronic management systems include savings in production and service costs as information is quickly routed for optimal office performance.
Office automation can also be cost effective, as powerful microcomputers continue to drop in price. While office automation often mirrors actual paper transaction and activity, an office automation system may also complement the paper system and provide output only available in digital format. Thus, office automation extends the information activities of the office to surpass physical or geographic limitation.
By far the fastest growing segment of the office automation industry is for multifunction peripherals. These machines incorporate a combination of functions into one. The first such machines included a plain paper fax and a color printer in one unit. These products grew quickly to incorporate scanners and related functions. By the late 1990s, these items registered over 100 percent growth rates.
Read more: Office Automation - benefits http://www.referenceforbusiness.com/encyclopedia/Mor-Off/Office-Automation.html#ixzz1PtzqjxL4
Tuesday, June 21, 2011
Monday, June 13, 2011
COMPUTER SECURITY
MODULE ONE
A security system is a set of mechanisms and techniques that protect a computer system, specifically the assets. They are protected against loss or harm including unauthorized access, unauthorized disclosure, and interference of information.
Assets can be categorized into:
Resources – instances of hardware, software, Communication channels, operating environment, documentation and people.
Data – File, databases, messages in transit etc.
A security attack is the act or attempt to exploit vulnerability in a system.
SECURITY GOALS
In order to meet basic business requirements organizations must Endeavor to achieve the following security goals.
Confidentiality – protect information value and preserve the confidentiality of sensitive data. Information should not disclosed without authority.
Integrity – Ensure the accuracy and reliability of the information stored on the computer systems. Information has integrity if it reflects some real world situation.
Availability – Ensure the continued availability of the information system and all its assets to legitimate users at an acceptable level of service or quality of service.
HAZARDS(Exposure) TO INFORMATION SECURITY
An exposure is a form of possible loss or harm. Examples of exposures include:
Unauthorized access resulting in a loss of computing time
Unauthorized disclosure – information revealed without authorization
Destruction especially with respect to hardware and software
Theft
Interference with system operation.
THREATS TO SECURITY
There are three keywords that come up in discussions of computer security issues: Vulnerabilities, threats and countermeasures.
Vulnerability - Is a point where a system is susceptible to attack. A weakness within the system that can potentially lead to loss or harm.
Threat – Is a possible danger to the system. (Could be a person), a thing (faulty piece of equipment), or an event (fire or flood) – Natural disasters
Circumstances that have potential to cause loss or harm / circumstances that have a potential to bring about exposures.
THREATS TO SECURITY
Human error
Disgruntled employees
Greedy employees who sell information for financial gain.
Outsider access – hackers, crackers, criminals, terrorists, consultants, ex-consultants, ex-employees, competitors, government agencies, spies,(industrial, military), disgruntled customers.
Acts of God/natural disasters – earthquakes, floods, hurricanes
Foreign intelligence
Accidents, Fires, Explosion
Equipment failure
Utility outage
Water leaks, toxic spills
Viruses – these are programmed threats
SECURITY CONTROLS
These include:
1.Administrative controls – they include:
Policies – a mechanism for controlling security
Administrative procedures – Ensure that users only do that which they have been authorized to do.
Legal provisions – serve as security controls and discourage some form of physical threats
Ethics
2. Logical security controls – Measures incorporated within the system to provide protection from adversaries who have already gained physical access.
3. Physical controls – Any mechanism that has a physical form e.g. lock ups
4. Environmental controls
PHYSICAL SECURITY
Physical access controls are designed to protect the organization from unauthorized access. They reduce exposure to theft or destruction of data and hardware. These controls should limit access to only those individuals authorized by management. This authorization may be explicit, as in a door lock for which management has authorized you to have a key; or implicit, as in a job description that implies a need to access sensitive reports and documents. Examples of some of the more common access controls are:
Bolting door locks – These locks require the traditional metal key to gain entry. The key should be stamped ‘Do not duplicate’
Combination door locks (cipher locks) – This system uses a numeric keypad or dial to gain entry. The combination should be changed at regular intervals or whenever an employee with access is transferred, fired or subject to disciplinary action. This reduces the risk of the combination being known by unauthorized people.
Electronic door locks – this system uses a magnetic or embedded chip – based plastic card key or token entered into a sensor reader to gain access. A special code internally stored in the card or token is read by the sensor device that then activates the door locking mechanism.
Biometric door locks – An individual’s unique body features, such as voice, retina, fingerprint or signature, activate these locks. This system is used in instances where extremely sensitive facilities must be protected such as in the military.
Manual logging – all visitors a should be required to sign a visitor’s log indicating their name, company represented, reason for visiting and person to see.
Identification badges – (Photo IDs) badges should be worn by all personnel. Visitor badges should be a different color from employee badges for easy identification.
Video cameras – cameras should be located at strategic points and monitored by security guards. Sophisticated cameras can be activated by motion. The video surveillance recording should be retained for possible future playback.
Security guards – guards are very useful if supplemented by video cameras and locked doors. Guards supplied by an external agency should be bonded to protect the organization from loss.
Controlled visitor access – all visitors should be escorted by a responsible employee. Visitors include friends, maintenance personnel, computer vendors, suppliers and external auditors.
Not advertising the location of sensitive data - Facilities such as the computer labs should not be visible or identifiable from the outside that has no windows or directional signs.
Computer terminal locks – these lock devices to the desk, prevent the computer from being turned on, or disengage keyboard recognition, preventing use.
Alarm system – an alarm system should be linked to inactive entry points, motion detectors and the reverse flow of enter or exit only doors. Security personnel should be able to hear the alarm when activated.
LOGICAL SECURITY
Logical Security consists of software safeguards for an organization’s systems, including user identification and password access, authentication, access rights and authority levels.
Logical access controls reduce exposure to unauthorized alteration and manipulation of data and programs. Exposures that exist from accidental or intentional exploitation of logical access control weaknesses include technical exposures and computer crime. Technical exposures:
This is the unauthorized (intentional) implementation or modification of data and software.
Technical exposures
Data diddling – involves changing data before or as it is being entered into a computer.
Trojan horses – involve hiding malicious, fraudulent code in unauthorized computer program. This hidden code will be executed whenever the authorized program is executed. A classic example is the Trojan horse in the payroll – calculating program that shaves a barely noticeable amount off each paycheck and credits it to the perpetrators’ account.
Rounding down – involves drawing off small amounts of money from a computerized transaction or account and routing this amount to a perpetrators’ account.
Salami techniques – involves the slicing of small amounts of money from a computerized transaction and are similar to the rounding down technique. The salami technique truncates the last few digits from the transaction amount so 234.39 become 234.30 or 234.00.
Viruses – are malicious program codes inserted into other executable code that can self replicate and spread from computer to computer, via sharing of removable computer storage devices.
Worms – are destructive programs that may destroy data or utilize tremendous computer and communication resources but do not replicate like viruses. Such programs do not change other programs, but can run independently and travel from machine to a machine across network connections. Worms may also have portions of themselves running on many different machines.
Data leakage – involves siphoning or leaking information out of the computer. This can involve dumping files to paper or can be as simple as stealing computer reports and tapes.
Wire tapping – involve eavesdropping on information being transmitted over telecommunications lines.
VIRUSES
Viruses are a significant and a very real logical access issue. The term virus is a generic term applied to a variety of malicious computer programs. Traditional viruses attach themselves to other executable code, infect the user’s computer, replicate themselves on the user’s hard disk and then damage data, hard disk or files. Viruses usually attack four parts of a computer:
Executable program files
File directory system that tracks the location of all the computer’s files
Boot and system areas that are needed to start the computer
Data files
Control over viruses
Computer viruses are a threat to computers of any type. Their effects can range from the annoying but harmless prank to damaged files and crashed networks. In todays’ environment, networks are the ideal way to propagate viruses through a system. The greatest risk is from electronic mail (email) attachments from friends and and / or anonymous people through the internet. There are two major ways to prevent and detect viruses that infect computers and network systems.
Having sound policies and procedures in place
Technical means, including anti – virus software
POLICIES AND PROCEDURES
Some of the policy and procedure controls that should be in place are:
1. Update virus software scanning definitions frequently
2. Have vendors run demonstrations on their machines, not yours.
3. Enforce a rule of not using shareware without scanning thoroughly for virus
4. Consider encrypting files and then decrypt them before execution
TECHNICAL MEANS
1. Technical methods of preventing viruses can be implemented through hardware and software means. The following are hardware tactics that can reduce the risk of infection:
2. Use boot virus protection(i.e. built-in firmware based virus protection)
3. Use remote booting
4. Use a hardware based password
Software is by far common anti – virus tool. Antivirus software should primarily be used as a preventative control. Unless, updated periodically, anti – virus software will not be an effective tool against viruses.
Examples of anti – virus programs:
• Kerspersky Antivirus
• Norton Antivirus
• Dr.Solomon Tools kit
• Avira
LOGICAL SECURITY FEATURES, TOOLS AND PROCEDURES
1. Logon – IDs and passwords
The logon – ID provides individual’s identification and each user gets a unique logon-ID that can be identified by the system.
Features of passwords
• A password should be easy to remember but difficult for a perpetrator to guess.
• If the wrong password is entered a predefined number of times, typically three, the logon – ID should be automatically and permanently deactivated (or at least a significant period of time)
• Passwords should be changed periodically.
• A password must be unique to an individual
2. Common setup and access rights
Access Rights and Authority Levels are the rights or power granted to users to create, change, delete or view data and files within a system or network. These rights vary from user to user, and can range from anonymous login (Guest) privileges to Superuser (root) privileges. Guest and Superuser accounts are the two extremes, as individual access rights can be denied or granted to each user. Usually, only the system administrator (a.k.a. the Superuser) has the ability to grant or deny these rights.
3. Token devices, one time passwords
A two factor authentication technique such as micro – processor controlled smart cards generates one-time passwords that are good for only one logon session. Users enter this password along with a password they have memorized to gain access to the system. This technique involves something you have (A device subject to theft) and something you know (a personal identification number). Such devices gain their one time password status because of a unique session characteristic (e.g. ID or time) appended to password.
4. Data classification
Computer files, like documents have varying degrees of sensitivity. By assigning classes or levels of sensitivity to computer files, management can establish guidelines for the level of access control that should be assigned. Classifications should be simple, such as high, medium and low. End user managers and the security administrator can use these classifications to assist with determining who should be able to access what.
5. Biometric security control
Biometrics authentication is the measuring of a user’s physiological or behavioral features to attempt to confirm his/her identity. Physiological aspects that are used include fingerprints, eye retinas and irises, voice patterns, facial patterns, and hand measurements. Behavioral aspects that are used include signature recognition, gait recognition, speaker recognition and typing pattern recognition. When a user registers with the system which he/she will attempt to access later, one or more of his/her physiological characteristics are obtained and processed by a numerical algorithm. This number is then entered into a database, and the features of the user attempting to match the stored features must match up to a certain error rate.
A security system is a set of mechanisms and techniques that protect a computer system, specifically the assets. They are protected against loss or harm including unauthorized access, unauthorized disclosure, and interference of information.
Assets can be categorized into:
Resources – instances of hardware, software, Communication channels, operating environment, documentation and people.
Data – File, databases, messages in transit etc.
A security attack is the act or attempt to exploit vulnerability in a system.
SECURITY GOALS
In order to meet basic business requirements organizations must Endeavor to achieve the following security goals.
Confidentiality – protect information value and preserve the confidentiality of sensitive data. Information should not disclosed without authority.
Integrity – Ensure the accuracy and reliability of the information stored on the computer systems. Information has integrity if it reflects some real world situation.
Availability – Ensure the continued availability of the information system and all its assets to legitimate users at an acceptable level of service or quality of service.
HAZARDS(Exposure) TO INFORMATION SECURITY
An exposure is a form of possible loss or harm. Examples of exposures include:
Unauthorized access resulting in a loss of computing time
Unauthorized disclosure – information revealed without authorization
Destruction especially with respect to hardware and software
Theft
Interference with system operation.
THREATS TO SECURITY
There are three keywords that come up in discussions of computer security issues: Vulnerabilities, threats and countermeasures.
Vulnerability - Is a point where a system is susceptible to attack. A weakness within the system that can potentially lead to loss or harm.
Threat – Is a possible danger to the system. (Could be a person), a thing (faulty piece of equipment), or an event (fire or flood) – Natural disasters
Circumstances that have potential to cause loss or harm / circumstances that have a potential to bring about exposures.
THREATS TO SECURITY
Human error
Disgruntled employees
Greedy employees who sell information for financial gain.
Outsider access – hackers, crackers, criminals, terrorists, consultants, ex-consultants, ex-employees, competitors, government agencies, spies,(industrial, military), disgruntled customers.
Acts of God/natural disasters – earthquakes, floods, hurricanes
Foreign intelligence
Accidents, Fires, Explosion
Equipment failure
Utility outage
Water leaks, toxic spills
Viruses – these are programmed threats
SECURITY CONTROLS
These include:
1.Administrative controls – they include:
Policies – a mechanism for controlling security
Administrative procedures – Ensure that users only do that which they have been authorized to do.
Legal provisions – serve as security controls and discourage some form of physical threats
Ethics
2. Logical security controls – Measures incorporated within the system to provide protection from adversaries who have already gained physical access.
3. Physical controls – Any mechanism that has a physical form e.g. lock ups
4. Environmental controls
PHYSICAL SECURITY
Physical access controls are designed to protect the organization from unauthorized access. They reduce exposure to theft or destruction of data and hardware. These controls should limit access to only those individuals authorized by management. This authorization may be explicit, as in a door lock for which management has authorized you to have a key; or implicit, as in a job description that implies a need to access sensitive reports and documents. Examples of some of the more common access controls are:
Bolting door locks – These locks require the traditional metal key to gain entry. The key should be stamped ‘Do not duplicate’
Combination door locks (cipher locks) – This system uses a numeric keypad or dial to gain entry. The combination should be changed at regular intervals or whenever an employee with access is transferred, fired or subject to disciplinary action. This reduces the risk of the combination being known by unauthorized people.
Electronic door locks – this system uses a magnetic or embedded chip – based plastic card key or token entered into a sensor reader to gain access. A special code internally stored in the card or token is read by the sensor device that then activates the door locking mechanism.
Biometric door locks – An individual’s unique body features, such as voice, retina, fingerprint or signature, activate these locks. This system is used in instances where extremely sensitive facilities must be protected such as in the military.
Manual logging – all visitors a should be required to sign a visitor’s log indicating their name, company represented, reason for visiting and person to see.
Identification badges – (Photo IDs) badges should be worn by all personnel. Visitor badges should be a different color from employee badges for easy identification.
Video cameras – cameras should be located at strategic points and monitored by security guards. Sophisticated cameras can be activated by motion. The video surveillance recording should be retained for possible future playback.
Security guards – guards are very useful if supplemented by video cameras and locked doors. Guards supplied by an external agency should be bonded to protect the organization from loss.
Controlled visitor access – all visitors should be escorted by a responsible employee. Visitors include friends, maintenance personnel, computer vendors, suppliers and external auditors.
Not advertising the location of sensitive data - Facilities such as the computer labs should not be visible or identifiable from the outside that has no windows or directional signs.
Computer terminal locks – these lock devices to the desk, prevent the computer from being turned on, or disengage keyboard recognition, preventing use.
Alarm system – an alarm system should be linked to inactive entry points, motion detectors and the reverse flow of enter or exit only doors. Security personnel should be able to hear the alarm when activated.
LOGICAL SECURITY
Logical Security consists of software safeguards for an organization’s systems, including user identification and password access, authentication, access rights and authority levels.
Logical access controls reduce exposure to unauthorized alteration and manipulation of data and programs. Exposures that exist from accidental or intentional exploitation of logical access control weaknesses include technical exposures and computer crime. Technical exposures:
This is the unauthorized (intentional) implementation or modification of data and software.
Technical exposures
Data diddling – involves changing data before or as it is being entered into a computer.
Trojan horses – involve hiding malicious, fraudulent code in unauthorized computer program. This hidden code will be executed whenever the authorized program is executed. A classic example is the Trojan horse in the payroll – calculating program that shaves a barely noticeable amount off each paycheck and credits it to the perpetrators’ account.
Rounding down – involves drawing off small amounts of money from a computerized transaction or account and routing this amount to a perpetrators’ account.
Salami techniques – involves the slicing of small amounts of money from a computerized transaction and are similar to the rounding down technique. The salami technique truncates the last few digits from the transaction amount so 234.39 become 234.30 or 234.00.
Viruses – are malicious program codes inserted into other executable code that can self replicate and spread from computer to computer, via sharing of removable computer storage devices.
Worms – are destructive programs that may destroy data or utilize tremendous computer and communication resources but do not replicate like viruses. Such programs do not change other programs, but can run independently and travel from machine to a machine across network connections. Worms may also have portions of themselves running on many different machines.
Data leakage – involves siphoning or leaking information out of the computer. This can involve dumping files to paper or can be as simple as stealing computer reports and tapes.
Wire tapping – involve eavesdropping on information being transmitted over telecommunications lines.
VIRUSES
Viruses are a significant and a very real logical access issue. The term virus is a generic term applied to a variety of malicious computer programs. Traditional viruses attach themselves to other executable code, infect the user’s computer, replicate themselves on the user’s hard disk and then damage data, hard disk or files. Viruses usually attack four parts of a computer:
Executable program files
File directory system that tracks the location of all the computer’s files
Boot and system areas that are needed to start the computer
Data files
Control over viruses
Computer viruses are a threat to computers of any type. Their effects can range from the annoying but harmless prank to damaged files and crashed networks. In todays’ environment, networks are the ideal way to propagate viruses through a system. The greatest risk is from electronic mail (email) attachments from friends and and / or anonymous people through the internet. There are two major ways to prevent and detect viruses that infect computers and network systems.
Having sound policies and procedures in place
Technical means, including anti – virus software
POLICIES AND PROCEDURES
Some of the policy and procedure controls that should be in place are:
1. Update virus software scanning definitions frequently
2. Have vendors run demonstrations on their machines, not yours.
3. Enforce a rule of not using shareware without scanning thoroughly for virus
4. Consider encrypting files and then decrypt them before execution
TECHNICAL MEANS
1. Technical methods of preventing viruses can be implemented through hardware and software means. The following are hardware tactics that can reduce the risk of infection:
2. Use boot virus protection(i.e. built-in firmware based virus protection)
3. Use remote booting
4. Use a hardware based password
Software is by far common anti – virus tool. Antivirus software should primarily be used as a preventative control. Unless, updated periodically, anti – virus software will not be an effective tool against viruses.
Examples of anti – virus programs:
• Kerspersky Antivirus
• Norton Antivirus
• Dr.Solomon Tools kit
• Avira
LOGICAL SECURITY FEATURES, TOOLS AND PROCEDURES
1. Logon – IDs and passwords
The logon – ID provides individual’s identification and each user gets a unique logon-ID that can be identified by the system.
Features of passwords
• A password should be easy to remember but difficult for a perpetrator to guess.
• If the wrong password is entered a predefined number of times, typically three, the logon – ID should be automatically and permanently deactivated (or at least a significant period of time)
• Passwords should be changed periodically.
• A password must be unique to an individual
2. Common setup and access rights
Access Rights and Authority Levels are the rights or power granted to users to create, change, delete or view data and files within a system or network. These rights vary from user to user, and can range from anonymous login (Guest) privileges to Superuser (root) privileges. Guest and Superuser accounts are the two extremes, as individual access rights can be denied or granted to each user. Usually, only the system administrator (a.k.a. the Superuser) has the ability to grant or deny these rights.
3. Token devices, one time passwords
A two factor authentication technique such as micro – processor controlled smart cards generates one-time passwords that are good for only one logon session. Users enter this password along with a password they have memorized to gain access to the system. This technique involves something you have (A device subject to theft) and something you know (a personal identification number). Such devices gain their one time password status because of a unique session characteristic (e.g. ID or time) appended to password.
4. Data classification
Computer files, like documents have varying degrees of sensitivity. By assigning classes or levels of sensitivity to computer files, management can establish guidelines for the level of access control that should be assigned. Classifications should be simple, such as high, medium and low. End user managers and the security administrator can use these classifications to assist with determining who should be able to access what.
5. Biometric security control
Biometrics authentication is the measuring of a user’s physiological or behavioral features to attempt to confirm his/her identity. Physiological aspects that are used include fingerprints, eye retinas and irises, voice patterns, facial patterns, and hand measurements. Behavioral aspects that are used include signature recognition, gait recognition, speaker recognition and typing pattern recognition. When a user registers with the system which he/she will attempt to access later, one or more of his/her physiological characteristics are obtained and processed by a numerical algorithm. This number is then entered into a database, and the features of the user attempting to match the stored features must match up to a certain error rate.
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