Protecting Data

The risks to data:

The data stored in a computer can often be far more valuable than the actual computer
equipment. Losing such data could put a company out of business.

Examples of valuable data are:

• a company’s financial records;
• customers’ details;
• stock records;
• data collected from experiments.

Data can be damaged or destroyed in the following ways:

• mistakes by users such as deleting files
• hackers gaining access to systems and changing or deleting data
• computer fraud where data is changed to benefit individuals
• theft of computer equipment with data on its hard disk(s)
• infection of systems and data by computer viruses.
• deliberate and malicious damage by users of the system
• disasters such as fire, floods, earthquakes etc. destroying equipment
• breakdown of hardware, particularly disk drives

Reducing the risks of data loss:

• Making a backup of data:
• Making a backup of valuable data is an obvious way of reducing the damage
caused when the original data is lost or damaged.
• Making a backup should be a regular occurrence and ideally the backup data
should be securely stored well away from the original data.

Examples:
Individuals:
For pupils working on a stand-alone computer, simply making a backup copy of their files
on the hard disk will reduce the risk of losing data.
They could also save a copy to a floppy disk if the file was small enough or store larger
volumes on a CD-ROM using a CD writer.

Schools:
A back-up of the whole Whitefield school system is carried out automatically every
weekday night so the most that can be lost is one day’s work. Special tape drives save
the data onto magnetic tape cassettes capable of holding over 20 GB of data. This is
enough capacity to allow all the data on the server’s hard drives to be backed up.
A number of tapes are used in rotation and previous back-up copy is taken away from the
school premises each night in case of a disaster such as a fire. Tapes kept on-site should
be stored in a fireproof safe.

Businesses:
Larger companies may have several sites with secure Internet links between them. Each
site can be used to store backups of the data stored at the other sites. Some
businesses have contracts with a company that specialises in data backup and they will
back up all the data at a secure remote location using a secure Internet link.

Keeping hardware secure:

Protect the computer itself by using locks on doors and windows and using security bolts
to fix the computer permanently to the desktop.
Floppy disks are easily physically damaged and must also be kept away from magnetic
fields and dust.

Illegal access to computers:

Hacking involves breaking codes and passwords to gain unauthorised entry to computer
systems. Once into a computer system a hacker can do an enormous amount of damage.
Stand-alone computers are usually safe as there is no connection for the hackers to
break into. Computers which form part of networks or those with external links, such as
attached modems, are in danger from hackers.

Ways to restrict access:

• User Ids (user identification) and passwords – each user must enter a unique
username and a password to access either a computer or their own area on a
server.
• The password is a secret combination of letters and/or numbers to prevent
anyone else accessing the computer system with their username.
• Passwords should have at least six characters and you should use passwords that
have no meaning so they would be hard to guess.
• Usernames can be used to restrict access to certain parts of the system so they
cannot delete or install programs/files or change the computer setup.

Protecting passwords – to protect your password the system should:

• force you to change passwords regularly (the longer you use a particular
password, the more likely it is that it may be discovered).
• have an automatic lockout if a password is wrongly entered more than three
times. This may prevent access by password guessing software.

Blocking external access – external hackers can be blocked by disconnecting modems

from the telephone line when not being used. Systems with permanent phone connections
need special software called a ‘firewall’ to prevent unauthorised access.

Computer viruses:
A Computer virus is a program which can be introduced into a computer via a floppy
disk, email attachment or the Internet. A virus program contains instructions that make
it attach itself to system files or programs and make copies of itself. It can therefore
spread to other programs on your hard disk and onto floppy disks or email itself to all
the contacts in your email address book.

Their effects can be devastating and cost millions of pounds to fix. They can alter the
host program, stop it working completely or cause a whole hard disk to become
scrambled.

Protecting against computer viruses:

Anti-virus software is usually required to detect and then destroy them but it is
important to have regular updates to deal with new viruses. The anti-virus software
scans the computer’s disks looking for any viruses which it then removes and alerts the
user.
Protecting floppy disks – The ‘write-protection’ hole in the corner of the floppy disk can
be kept covered to prevent accidental wiping of the disk or the introduction of viruses.

To reduce the risk:

• Never use a floppy disk given to you from an untrustworthy source or pass floppy
disks around between your friends.
• Do not start up a computer with a floppy disk left in the drive.
• Set the computer BIOS so the boot sequence so it does not start with the
floppy disk drive.
• Keep the write-protection hole covered on floppy disks that are used to store
original “clean” programs – so they can be reinstalled with confidence.
• Never open an email attachment that comes from someone unknown or is not
clearly explained in the email message.
• Install a virus protection program and keep it up-to-date!

Task Using your notes complete the following past exam questions.
Suggest two rules for choosing a password 1.
[2]
2.

State two things that need to be done to 1.

keep a password safe [2]
2.

A mail order company keeps its data on a

computer system. The company is
concerned about hacking.

a) Describe what is meant by hacking a.

[1]

b) Describe two possible effects of b. 1.

hacking for the mail order company
[2] b. 2.

At the end of each day, a company makes a

backup of its data. What is a ‘BACKUP’?[1]

Users of a school network are required to

enter a user name and a password into a log
on window.
 a) what is the purpose of the user a)
name? [1]]
b) what is the purpose of the password? [1] b)

Describe what a computer virus is. [1]

Describe two ways of reducing the risk of a 1.

computer virus infecting a computer
[2] 2.

State two ways of preventing other people 1.

copying your computer files
[2] 2.

State two ways, other than copying, in 1.

which people could interfere with computer
data belonging to someone else. 2.
[2]

Design a poster to advertise to students how they should choose a

password and why they should keep it secret – attach the printout to
this page.