Once you have registered your Protopage, you will be able to share your tabs either publicly or with specific people. You can assign passwords so that only certain people can view or modify different parts of your Protopage.

Skilled Office Staff Draft Guideline on Back Up Procedures What data will need to be backed up? Everybody has individual work to back up as well as the Organisation as a whole: The whole back up will include: Every client’s file Client Database Employee database and E-personnel files (including all competency skill test results, scanned certificates of achievements, etc.) Accounts, including BAS and historical Balance Sheets Sales and Marketing records Records ie. Meeting minutes, documents for accreditation Templates, Forms, Job Descriptions, Work Instructions / SOPs (Standard Operating Procedures) Logos, company identification Company policies General secretarial work What is the volume of data involved? This is difficult to answer as we are not yet in business, however 8 gb would probably be the whole system back up including installed programs. The organisation will back up its data: Daily: The Marketing Executive, Business Manager and Administrative Assistant will complete an individual back up which is to be done on CD directly after the office closes including any files and documentation that is stored on individual laptops. A copy of the daily backup for the organisation, is to be taken off premises in case of fire, robbery, etc by the Administrative Assistant. When back up has been done and completed, the SOS Form 38 (Back Up Procedure Completion) should be dated and signed off. This Log will be stored next to the Back up Drive. The organisation will have tapes for the daily back up marked for each day (Monday – Friday). If the organisation grew to a significant size, it would be feasible for management to consider off-site back ups, which could be sent over the internet. Weekly: A second back up is to be done at the end of each week and this will be labelled and stored in the organisation’s fireproof storage unit. This a precautionary measure in the event the daily back up is lost, damaged or incomplete. We will have two week’s worth of tapes, two cleaning tapes, and one spare tape in case of fault or loss. A cleaning tape will be inserted in back up drive once a week to maintain the unit by the Administrative Assistant. At this time that week’s tape integrity should be checked to make sure backups are being done correctly and we are able to restore files or data. Other: The organisation will have a separate accounting back up, which will be completed by the Business Manager, on a monthly basis, quarterly and at the end of financial year. Back-up quality checks The backup drive the organisation uses will also be programmed to detect and alert staff to back up problems/anomalies such as: When the daily back up has not been done. If a tape is faulty, etc. If and when an extra clean is required for the back up drive. NB: In the absence of the Administrative Assistant, the back up will be done by the Business Manager or Marketing Executive.

Skilled Office Staff – Password Policy All computers within the business will be networked, but each employee will have there own individual login and password. This means that when each employee turns on their computer, a screen will approach asking for a username and password. Each employee’s username will be a default of there first name initial plus their last name in full. (e.g tbannister) The password is the employee’s individual choice, but needs to be updated and changed every 42 days. The password has to be at least 14 characters and up to maximum of 128 characters. Skilled Office Staff asks that the employee’s password is made up of lowercase and uppercase characters and non alphanumeric symbols. There is the option of using a pass phrase instead of a password. (Note: Skilled Office Staff advises that when choosing a password it is in line with The Microsoft Office Website www.microsoft.com go to information on Selecting Secure Passwords. Passwords will be kept in each employee personnel file in case of emergency, or if that employee is absent for longer than a week. By having these individual login passwords with our networked computers, SOS aims to have a shared drive on the network for community access. Also each employee has an individual drive that can only be accessed by their login.

Spyware Detection and Prevention - SOS Staff Information Indications that the computer is infected with spyware may be that you are: 1. receiving a lot of pop up advertisements when browsing the internet 2. receiving a lot of unsolicited pop-up advertisements and 3. being routed to advertising sites through HTTP pages 4. experiencing unwanted system behaviour and degradation of performance 5. suffering from a slow or unstable system and experiencing system-wide crashes 6. having difficulty connecting with the internet. Spyware gets onto computers by: 1 piggy backing on a piece of desirable software such as or 2 tricking people to installing it (the Trojan horse method) 3 some "rogue" anti-spyware programs even masquerade as security software 4 the distributor of spyware usually presenting the program as a useful utility — for instance as a "Web accelerator" or as a helpful software agent then users download and install the software without immediately suspecting that it could cause harm 5 coming bundled with shareware or other downloadable software as well as music CDs. The user downloads a program and installs it, and the installer additionally installs the spyware 6 spyware authors have paid shareware authors to bundle spyware with their software 7 spyware authors having repackaged desirable free software with installers that add spyware 8 some spyware authors infect a system through security holes in the Web browser or in other software and when the user navigates to a web page controlled by the spyware author, the page contains a code which attacks the browser and forces the download and installation of spyware 9 internet explorer also serves as a point of attachment for spyware in the form of browser helper objects, which modify the browser’s behaviour to add tool bars or to redirect traffic 10 Sometimes a worm or virus delivers a spyware payload. What you must do about this: 1. advise your supervisor immediately 2. run spyware detection software daily as a preventative measure 3. update your anti-spyware software to the most current available to remove the spyware. 4. make sure network firewall is set to block access to web sites known to install spyware 5. badly infected systems may require a clean reinstallation of all their software in order to return to full functionality. Source: Wikipedia website 30.3.07.