Published on July 6th, 2013 | by Olawale Daniel0
8 Best Practices for Computer Usage in the Workplace
As our world has transitioned into one that is connected through computers, most businesses have instituted their use into the company’s daily operations. As with any good thing, however, there are kinks in the process, and the misuse of office computers can allow classified information to fall into the wrong hands.
By following a few computer best practices (with tips) I’m going to share with you in this post, however, most computer-related office problems are easy to resolve.
Computer Best Practices for Secured Performance at work place
Best practice 1: Communicate with the IT Department Regularly
The IT department possesses the knowledge necessary to prevent work computer breaches, and it is crucial for business managers and executives to keep up-to-date with their findings and recommendations. If what they are trying to communicate is difficult to understand, the conversation should not halt until managers are able to understand the complexities of any potential issues. They may recommend updates that can help day-to-day operations run smoother or new security programs to keep from getting hacked.
The IT department is also responsible for backing up and managing all the data on your computer. They will use systems like Actifio Copy Data Storage to ensure the data is properly managed. Visit CPU Inc’s Actifio page to learn more about that system. Good communication with the IT department will ensure that all these systems are properly installed and running.
Best practice 2: Password Strength
In most workplaces, tenure and position have a lot to do with the information revealed to various employees. In this case, passwords are provided to keep those who do not need access to certain material from receiving it. In order to decrease the chances of unauthorized access, passwords should be no less than eight characters, should not contain the intended users name or personal information, and contain a combination of letters, numbers and symbols with at least one upper-case letter.
Best practice 3: Opt Not to Save Passwords
Most computers will give the option for a user to save their password the first time they enter it. While this is convenient and sometimes optimal for home computers, it should never be selected in the office environment. Employees should be advised not to save passwords in their computers.
Best practice 4: Network File Shares vs. Local File Shares
Local file shares allow all employees who have access to a company computer the ability to view files that may be intended only for senior executives and others on the upper end of the company ladder. Instead, utilize network file shares to collaborate with others on projects.
Best practice 5: Password Protection for Added Security
Throughout the course of a busy day, it is common for employees to be required to leave their desk for an extended period of time, and sometimes they may not have been expecting to be away for very long. In this event, computers with password protection activated will automatically lock the computer after a predetermined time span, and your IT department can help you set this up.
Best practice 6: Encrypted Files: An Added Security
For a company’s most secure information, it is worth the investment of encrypting software to minimize the possibility of infiltration. Encryption protects the files even if a company laptop is stolen as the information they contain is unreadable. It is even a good idea to encrypt certain email correspondence regarding private information.
Best practice 7: Beware of Email Scams
While the Internet has opened up a world of opportunity for entrepreneurs, it has also become a platform for the few bad apples that possess the knowledge of infiltrating intricate information and files. If an email is received that is at all questionable, IT should be promptly notified to verify the validity of the correspondence. They have the knowledge to identify spam and other malicious online mail.
Best practice 8: Filter Junk Mail
Another great way to protect against email scams is to enable the junk email filter. These filters are often already activated in many email programs, and they automatically send suspicious messages to the junk folder.