A RECENT report prepared by computer company Fujitsu has highlighted the sloppy IT practices that all too often can compromise the reputation and security of our businesses.

The report identified ten major concerns, ranging from employees not appreciating the risks involved in plugging laptops and PDAs into the company network - to inadequate arrangements for backing up information and protecting against viruses.

Employees, the report noted, are often unrestricted in their ability to access information on the company's network.

Consideration should always be given to sectioning off or adequately protecting sensitive information such as personnel records and strategic planning documentation.

Camera phones and memory sticks are increasing in popularity and staff should normally be prohibited from using these at work or attaching them to the company network.

The increased popularity of remote access and wireless networking systems also brings increased risk.

Not all such systems can be guaranteed secure and staff need to be made aware of their limitations and the circumstances in which security might be compromised.

The question of how remote access is cancelled when an employee resigns or is dismissed also gives cause for concern.

Leavers, in fact, are a major headache when it comes to IT security.

It is not unheard of for those leaving on bad terms to remove passwords and other security devices or to engage in wholesale copying of confidential material.

It is also common for staff to keep a note of their password stuck to their monitor or under their keyboard.

This should be stopped and workers given guidance on choosing passwords which are easy to remember but not easy to guess.

Everyone should know to lock their computers when they leave their desks, even when going for lunch or into meetings.

And finally, anyone with a portable information source such as a laptop, PDA or microdrive, should look after it when out of the office. There is no excuse these days for allowing a laptop to be stolen from the back seat of an unattended vehicle.

Stephen Elliott is a solicitor in the employment team of North-East law firm Ward Hadaway. He can be contacted on 0191-204 4000 or by email at stephen.elliott@wardhadaway.com

Published: 05/10/2004