Software protection

Businesses must be vigilant about keeping their data and communication safe. Here's some helpful suggestions.

You cannot run a business today without taking a hard look at data security. From protecting your email from viruses to preventing access to sensitive files, businesses must be vigilant about keeping their data and communication safe. This involves using a suite of solutions, both hardware and software, to protect your assets.

First, every computer should be protected with anti-virus software (like Norton Antivirus, a consistent top choice). Viruses are more than just an inconvenience; an uninvited file can easily cripple your entire network. The software automatically checks each file as you open it, but it is also recommended to run regular "on-demand" scans to scour your entire computer. This software will cost $40-$70 per computer, depending on sophistication and number of users. It is imperative to update this software regularly, including downloading and installing software patches as they are available.

Next, if you have any contact with the Internet at all, you need a firewall. Firewalls are systems of hardware, software, or a combination of both that act as a middleman to guard the connection between your computer network and the Internet. Through a system of validations, checks, and balances, they prevent unwanted access from hackers by letting you define the parameters of entry.

Firewall costs have dipped while their features have become more robust. Many now include pluses like intrusion detection and content filtering, both of which are screening mechanisms to combat hackers. The type of firewall you get should depend on both your security needs and the expertise of your administrator; some setups are more intuitive than others. Small businesses can obtain firewalls for under $1000 - even as low as $500. More sophisticated firewall security features will cost up to $3000, but pricing can certainly reach the tens of thousands of dollars for large company systems.

If employees will need to access your network from the road, home, or another office location, they will need a secure way to do so. Virtual private networks (VPNs) are hardware-software combinations that use encryption to allow remote access. Often, firewall and limited VPN software can be obtained as a package from the same vendor. Pricing for a typical 50-user VPN hovers just under $2000.

Unless your staff includes an IT professional well versed in security, you will need to hire a consultant to oversee the project, from shopping to set-up to maintenance and troubleshooting. Choose wisely, as you would any other consultant. At hourly rates that range from $70 to $135, make sure to define the project well since you do not want to pay for more consulting than you can afford.

You could also outsource the entire security operation to a service provider, but this is typically a more expensive option, with initial costs of a few thousand dollars and then about a quarter of that in ongoing annual fees.

Having a tight hold on your company's data security will keep you from hearing those dreaded four words: "I told you so."

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