8 Top Tips for Keeping Your IT in Great Shape
In one way or another, Information Technology (IT) is an integral part of any business and we often don’t realise how much we rely on it until it’s non-operational. When such a thing occurs, business day-to-day operations are slowed and can even grind to a halt.
Luckily, you can reduce the stress and damage that a disruption can have on your IT infrastructure if the worst was to happen. As with everything, having a plan gives you somewhere to turn if and/or when something goes wrong and can often be the difference between suffering a minor disruption or the failure of a business.
Here’s Top 10 Tips to protect and maintain your IT infrastructure;
Furthermore, storing these copies and backups at an alternative location adds another layer of security. This means if there was an office disaster such as a flood or fire that destroyed the originals, the business can continue their operations at the alternative location with all the data still intact.
You could also create a back up schedule. For example, you could do a complete business backup process for all the data on a weekly, fortnightly or monthly basis. This will keep the backups current and accurate.
Back Up Your Data
This process doesn’t have to be complicated, the key thing is to have more than one copy of all documents stored at an alternative location. Simply copying documents to a USB, photocopying contracts or even emailing a document to a separate computer are all ways you can back up your data. This means if some IT device was to break or a piece of software malfunctions you still have access to the important data and allows business to continue as usual.
Educate & Train Your Employees
You would waste a significant amount of time, effort and resources maintaining and improving your IT systems if the employees are unaware of how it operates safely and securely. Therefore, it’s paramount that you educate and train ALL employees how to operate the IT systems to reduce the risk of human error.
Minimise Human Error
No matter how well you educate & train employees, the element of human error will forever exist. However, you can take some precautions to protect your IT and important data;
Having shared contacts groups for employees – reduces the possibility of employees entering wrong email addresses
Restricting & Limiting Access – ensures employees can’t accidentally or deliberately amending important documents or viewing confidential files.
Send Data Securely
If you are sending confidential and sensitive data electronically, it is important to do so securely. Encryption is a much more secure way of sending data or documents via an email. A range of products and solutions allow you to encrypt emails sent from your IT network, laptops or mobile devices.
Practise Restoring Your Systems
Practice makes perfect! Just like a fire drill, you can implement a restoring process and practice the procedure on a regular basis. This will outline a step by step process and what the business should do in the event of a period of disruption, all within a timescale. Practising these procedures on a regular basis will increase awareness among the employees meaning when a real issue occurs, everyone is aware of what to do.
Practising your restoration plan can also highlight any problem areas that may need adjusting to work more effectively.
We all want to create passwords that are memorable, but doing just that can make your password weak and easily hackable. Favourite pets, date of births and places where people were born are all popular passwords as they are memorable to the individual. However, a hacker could easily guess these types of passwords with a short browse of a social media profile.
Password specs – setting passwords with a combination of letters, numbers, uppercase, lowercase and other characters make the password stronger and harder to hack. Many online accounts now prompt you to make a password with such specs.
Replace letters with numbers & other characters – A simple but effective way of making your password stronger. For example; “sandwich” can become 5@ndw1ch.
Protect Your IT System
Malware. Ransomware. Trojan viruses. Words that can turn your day into a nightmare. They are often hiding in email attachments, internet downloads or any other external drives or devices inserted into your computer or laptop. Opening or downloading a virus can slow down your computer performance, track your online activity and even steal your sensitive data.
Protecting your computer and IT system is essential. Here are 4 simple steps to protect it;
Install a firewall – This will act as a barrier and monitor any info going in or out of your internet connection that may be harmful.
Use anti-virus software – This detects, prevents and removes malware or other malicious software whilst regularly updating your computer to keep up to date on new threats.
Install software updates – Designed to repair flaws or weaknesses that emerged in the previous version.
Have a keen eye for scams – Train your eye to spot the scams on the internet and emails. If it doesn’t look familiar or you have some element of doubt, don’t open it!
Seek Expert Help
If you find IT security and protection too complicated, you can seek expert advice. They will be able to guide and implement the best solutions for your specific needs, allowing you to focus on your main business activity.
How can Renaissance help?
Business continuity is the capability of an organisation to continue delivery of products or services at acceptable predefined levels following a disruptive incident. In a world where technology is advancing at unprecedented levels, these disruptive incidents are now more complex than ever to avoid and solve.
That’s where we come in.
Renaissance are the leading and most experienced Business Continuity Consultancy business in Ireland. At Renaissance, we are business continuity experts who will take you through each step, ensuring your organisation is prepared for the unexpected.
We will work with you to develop a tailor made, continuity programme for your organisation which meets your organisations objectives.
Want to learn more, you can Contact Us Directly