Data Security

Question 1

Dangers of Computer Systems

Answer 1

• Hacking - gain unauthorised access to data/to a computer system.
• Virus - a program which is capable of copying itself and typically has a detrimental effect, such as corrupting the system or destroying data.
• Trojan - a program designed to breach the security of a computer system while ostensibly performing some innocuous function.
• Worm - a standalone malware computer program that replicates itself in order to spread to other computers.
• Spyware - software that enables a user to obtain information about another’s computer activities by transmitting data from their hard drive.
• Botnets - a network of private computers infected with malicious software and controlled as a group without the owners’ knowledge, e.g. to send spam.
• Malware - software which is specifically designed to disrupt or damage a computer system.
• Keylogger - a computer program that records every keystroke made by a computer user, especially in order to gain fraudulent access to passwords and other confidential information.
• Malicious damage - when a person intentionally sets out to corrupt or delete electronic files, data or software programs.
• Accidental damage - when a person unintentionally corrupts or deletes electronic files, data or software programs.
• Loss of data leading to damage to company’s reputation
• Loss of data leading to fines or prosecution / GDPR
• Hardware failure leading to a loss of data
• ID theft leading to personal losses / fraud

Question 2

Processes to protect data

Answer 2

• Levels of permitted access – certain users would have different/restricted access to certain data or parts of the system
• Write-protect mechanisms – only certain users will have permission to write/edit data already stored on the system.
• Strong secure password – the organisation limits access to the network by ensuring that all authorised users have a strong secure password.
• Access rights - access to confidential files on the network is limited to authorised users only by assigning access rights to users that only allow certain users to access specified area of the network and/or specified files.
• Encryption - hackers are prevented from reading the confidential files even they gain access to it by encrypting the files
• Encryption – an encryption key is used and known only by the organisation
• Firewall - the servers would be protected with firewall software blocking / checking all network traffic entering or leaving specified ports / stop programs accessing the internet
• Antivirus software - file servers would be protected with antivirus software which regularly scans all files stored on them for possible infection by malware
• Antivirus software - email server would be protected with antivirus software and all incoming emails would be scanned to see if attached files are infected
• Antivirus software - workstations would be protected with antivirus software and all files from external media would be scanned before they’re allowed to be accessed
• Backups – copies of data held in order to restore in the event of data loss
• Policies / Legislation – relevant descriptions based on current legislation or company policies
• Accounting or auditing software – all files accessed by a user are recorded in an activity log

Question 3

Backup procedures and hardware

Answer 3

Types of backup routines:
- A generation file backup system
- This involves storage of three of the most recent versions of master file. (grandfather – father -son)
- Useful if one version is corrupted: the previous version(s) is still available.
- Data should be stored off site in case of a disaster.

• Incremental backup
• Only backs up data that has changed and writes over older back ups
• Useful as it saves storage space and is faster than full backup
• Only allows the user to restore the most recent backup.

Recovery routines:
- Buying new hardware
- Recovery after disaster – restoring databases/files

General backup procedures
- Test if backups work/can be restored
- Frequency of backup
- Timing, e.g. overnight
- Staff member with responsibility for ensures suitable back-up

External hard disc drive
- Speed of access – Very fast transfer which is important as daily updates
- Cost per unit of storage – external hard disc is quite cheap per byte of storage
- Portability reason – external hard disc is physically quite small and can be easily stored securely and safely for example in a fire proof safe
- Suitability: Not suitable unless justified

Cloud storage / upload to a third party storage provider
- Speed of access – very fast transfer achievable (depending on network speed) for daily updates
- Cost per unit of storage – could be cheaper or more expensive than external disk – accept either with justification
- Data is stored securely and safely on protected servers (or should be!)
- Suitability: Suitable for a large company if justified (i.e. contract in place for location of storage etc)

Flash memory stick
- Speed of access – Very fast transfer which is important as daily updates
- Cost per unit of storage – pen drive is quite cheap
- Portability reason – pen drive is physically small and can be easily stored securely and safely for example in a fire proof safe
- Suitability: Not Suitable for a large company

Magnetic tape
- Speed of access reason – Access to tape is serial and can be slow but could only back up files amended that day
- Cost per unit of storage reason – Tape is relatively (but drive can be expensive!) cheap compared with other secondary storage mediums
- Portability reason – Tape is physically small and can be easily stored securely and safely for example in a fire proof safe.
- Suitability: Used widely by large companies historically

Question 4

Third Party Storage

Answer 4

Benefits of PC hard disc drive and external hard disc drive:
- Very fast access to files regardless of internet connection speed – not just ‘fast’ alone
- No one has access to ‘private’ files
- Cost of external hard disc drive. (Must be justified)
- No internet connection required

Drawbacks of PC hard disc drive and external hard disc drive:
- Backed up data is NOT protected from natural disaster or theft as in same location as PC hard drive

Benefits a third party storage provider:
- Data can be accessed by any device such as desk top PC or mobile tablet
- Data is not taking up storage space on physical device
- Data can be accessed anywhere in the world
- Fast transfer achievable (depending on network speed) for daily uploads
- Cost - Can be cheap (or free for limited storage space)
- Data is backed up by third party provider
- Data is stored securely and safely on protected servers (or should be! with encryption, passwords and firewall etc…)
- Allows collaborative working/file sharing
- Unlimited storage space could be available at a price

Drawbacks of a third party storage provider:
- No internet connection then no access
- Files could be compromised by hacker or employee
- Slow internet connection and upload and download will be frustrating
- Maximum file upload size may be limited
- Limited storage space unless uses pays a premium
- Cloud servers down (service unavailable) then files cannot be accessed