Small businesses are at risk from the internet

The internet and e-mail were always thought of as a Good Thing for business. It was supposed to improve efficiency, communication and information sharing, but 2003 saw a sea change in opinion of the internet revolution.

Viruses wrecked thousands of computers while bosses banned employees from using e-mail and the Internet, claiming it wasted time and was detrimental to the culture of work.

As 2004 dawns, there is one last chance to battle to take control of business internet, before its benefits are lost.

Traditionally, small businesses have taken a fire-fighting approach to internet and e-mail problems, purchasing solutions on an ad-hoc basis.

Small businesses have been disadvantaged by suppliers who have fobbed them off with cut-down and unnecessary versions of large corporate solutions, or hastily concocted multiple-user versions of home anti-virus software. As time has passed, these solutions have been superseded, leaving the systems they were there to protect vulnerable and open to attack.

A simple way to tackle the issues is to separate security threats into two camps: external and internal.

External threats consist mainly of viruses and spam e-mail, which can easily be minimised by using remote server-based anti-spam and anti-virus software. This new breed of system stops the threat even before it reaches your premises.

Internal security problems are far harder to combat; the human element needs to be gently reined in with internal controls on internet and e-mail use. Companies need to carefully monitor activity; but a complete ban will adversely affect morale, trust and productivity, meaning a sensible balance is needed.

The following tactics can help to reclaim the internet and e-mail to increase efficiency at work:

· Put an internet use policy in place, but avoid being too restrictive, for example set specific times of the day when full internet use is permitted
· Educate staff as to the dangers of viruses and spam e-mails
· Implement an anti-spam system to block unwanted e-mails
· Review use of anti-virus software and compare with recent releases aimed specifically at small businesses

By putting in place a sensible e-policy and education, backed up by specialist practical technology to limit the misuse of corporate e-mail and prevent damaging incoming threats, companies can reclaim the internet and electronic mail.

Mark Herbert, founder and head of product development at intY.