How To Secure Your Valuable Files

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How To Secure Your Valuable Files – Securing your data and documents is very important, but unfortunately, this is very rarely done by the community. Secure File Sharing Office 365

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Why secure files?

But why do we have to secure the files on the computer? Here are some reasons why we have to secure files:

  • Data may be valuable and cannot be replaced – for example employee status documents, financial data, research data.
  • The file reflects the results of long and expensive work. Often the work cannot be repeated.
  • It may be said, the data stored on a computer is usually far more valuable than the computer itself.


How Files Can Be Lost?

Your data can be lost in various ways:

  • The computer might be damaged due to a hardware problem. All hard disks will be damaged at any time. All! Nothing is guaranteed during eternity. Damage is earlier when there is electrical interference, voltage fluctuations, lightning, or scopes that are hot, humid and dusty (without AC).
  • Data can be destroyed by software problems – for example by crashes in programs or on Windows.
  • Data can be destroyed by viruses. Unfortunately, viruses are very common in Indonesia, tendencies are rising. Virus prevention efforts are generally lacking.
  • Data can be deleted intentionally or accidentally. Not all employees understand computers, so they can delete your data unconsciously. And not all employees are honest.
  • The computer can be burned, flooded (damaged roof) or stolen.
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How to Secure Files?

A. Security Inside The Computer

You can Secure Your Valuable Files on your computer in various ways

  • Password to protect documents. You can protect your file with a password. In Word, click on File> Save As> Tools> General Options, then choose a password. You can prevent other people from opening documents, or avoid changes to the document. In Excel, you can also hide the worksheet (Tools> Protection> Protect Sheet) or certain cells (Format> Cells> Protection).
  • Password to protect the computer. If you use a personal computer (or if the office has provided a computer for your own needs), you can prevent others from using that computer. On Windows, click Start> Settings> Control Panel> Power Management.
  • Using a security cable. To avoid theft, the computer can be tied to a table with a security cable. The cable is specifically intended for laptops because it is very easy to steal. If you protect your computer with a password or security cable, tell the other trusted party what the password is or where the key is stored. May be needed in an emergency.
  • Location of the computer. The computer can function without air conditioning, but its history tends to be shorter because dust, heat and moisture cause fungal plants on the hard disk and on diskettes stored in the computer room. Some computers in the room produce real heat, creating a difficult work environment. If necessary, there should be air conditioning.
  • Electric protection. Use a UPS (uninterruptible power supply) and stabilizer so that the computer is protected from electric shocks. If there is a modem, use a modem protector to prevent lightning strikes. If there is a thunderstorm, you should turn off the computer and unplug the power and modem.
  • Naming files. Many files are accidentally deleted because the contents are unclear: names like surat.doc, surat1.doc, etc., and pile up everything in My Documents or in C: \. It’s best to create a clear directory structure (for example, one folder for each computer user, with subfolders for a particular topic). Then give the file a clear name. Don’t (for example) surat.doc, but tanya_cuti_Sep2002.doc.
  • Storage of document versions. If you work on documents that pass multiple versions (such as publications), save each version with a different name. For example, renstra2002_1.doc for the first version, renstra2002_2.doc for the second version, etc. With that, if you need to go back to the previous version, the script is still durable. Only if the latest version is authorized by the authorities, the previous version can be deleted.
  • Prevention of viruses. Protect your computer against viruses. Use sophisticated virus protectors and update every two weeks. Check every document that goes to your computer via network, internet or diskette. If you get a virus, clean it immediately.
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B. Security Outside The Computer

Secure Your Valuable Files on a computer is of no use if the computer is damaged or stolen. You should also secure your files elsewhere.

  • Backup to diskette. A simple but problematic way. Diskettes only contain 1.44MB: small amount compared to the amount of data on the hard disk. Diskettes can also be removed by others, or damaged or attacked by fungi (especially if stored for a long time).
  • Backup to CD-ROM. The CD-ROM is suitable for a large amount of data (up to 650MB per disk). Now CD-ROM is cheap, and CD-writers are quite common. There are two types of CD-ROM:
    – CD-R (read only), which can be written only once.
    – CD-RW (read-write) that can be written repeatedly.
  • In general, CD-Rs are safer than CD-RWs. To store finished documents (such as publications or research data that has ended), you should use a CD-R. To save documents that are still working, use a CD-RW.
  • Backup to network. You can save a copy of your file to another computer on the network. It is recommended that one of the computers on the network be designated as backup storage. Maybe periodic backup attempts can be handled by the network administrator.
  • Backup to the Internet. You can save important files on a server on the Internet. If stored on your site, it is quite safe, because internet service providers have regular security procedures. You can also rent additional space on the service provider’s server as a storage place. Files stored on the server can be protected with a password, and you are given an FTP facility to be able to save and retrieve the file. For details, please ask your internet service provider.
  • Backup to other media. Other media that can be used include tape, zip-disk and additional hard disk.
    – Ribbons are suitable for very large amounts of data (measured in gigabytes), but in Indonesia tend to be attacked by fungi if not stored in air-conditioned rooms. Ribbons require special drives.
    – Zip-disks (made by Iomega) can load 100MB or 250MB: enough (for example) for a book or research project data. Zip-disks require special drives. Now it tends to be replaced with cheaper and more common CD-ROMs.
    – Additional external (transferable) hard drives are suitable for large amounts of data.
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How To Backup Your File

You should backup your data regularly – say every Friday. If there are many new files, or you are responsible for network backups, you should backup every day.

  • The easiest way is to use Windows Explorer to copy all the files you want to secure. However, this method takes time because Explorer doesn’t distinguish between files that are new (or have changed since the last backup) and old files.
  • It’s better to use the Backup facility in Windows (Start> Programs> Accessories> System Tools> Backup). The facility can be used to back up files, and to restore (restore) backed up files.
  • There are also other programs for backing up data. The program also usually compresses files to save space on backup media. If you have bought a drive for the ribbon, maybe there is a special program for backups.

There should be two independent backups. For example, if you use CD-RW, use two disks. One is given an A, the other is B. It is used for rotating backups: disk A this week; B disk next week, disk A week after that, and so on. That way, if the hard disk and disk A are damaged (such as being infected with a virus), you always have disk B as a backup. Of course the data is a bit older, but it’s better than lost data at all. Backup disks or ribbons should be stored in another room or building from a computer (for example, going home). It’s useless to make a backup if it’s destroyed if the building fires.

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