Kieran Cooper recommends preventative measures against computer viruses.
We seem to be faced with a never-ending stream of horror stories in the media about how the latest computer virus is threatening to destroy everything. Even if the level of fear is out of proportion with reality, most people know at least someone who has had to spend several precious hours dealing with the aftermath of some form of attack.
Viruses are essentially small programs that are designed to copy themselves to as many other computers as possible. Sometimes they are set to cause damage to an infected machine – deleting files or changing settings – but in most cases it is the way the virus spreads which creates the most problems with overloaded email systems and networks.
Most viruses now arrive as infected email messages – mostly in attachments but sometimes in messages that contain programs that run when the email is viewed. These often then send out emails to contacts from the computer address book so that in turn, these users will be likely to spread the virus further. In this way, viruses can now travel around networks extremely quickly.
Although virus authors are developing more and more complex software tricks to overcome security features, the majority of outbreaks are caused when users are tempted to open attachment files by the promise of such delights as a love letter or pictures of Anna Kournikova. This means that every organisation needs to ensure that its employees are vigilant against potential viruses that aren’t stopped by the protection software. There is really only one rule to follow: don’t open an attachment unless you are absolutely sure that it is safe. Even if the email looks like it comes from someone you know, if the message is something that doesn’t ring true (‘Here’s the document I promised you’ was used by one virus recently) then don’t open the attachment. Delete the email and if it really was a genuine message then it is likely the sender will get back in touch. Beware too of emails that seem to come from Microsoft or from virus protection software suppliers asking you to open attachments – they are always fakes.
With the number of viruses going round, and the relative cheapness of software these days, there is simply no excuse for not having up-to-date virus protection running on every computer. It is essential to use a program that can automatically update itself over the Internet frequently – most companies issue new sets of virus definitions every day, so relying on people to do a manual update is not going to be good enough. Every machine that is directly connected to the Internet needs also to be protected by a firewall – a program or piece of hardware which filters connections from the outside world and stops unwanted connections. A good way to test how well protected you are is to visit www.grc.com and browse through to the section called ‘Shields Up!’. This free test will tell you if the computer you are using is vulnerable, and tell you how to go about changing it.
Another email-borne nasty has become a major problem in recent years – messages describing virus threats which encourage users to forward them to all their friends and contacts. These emails are almost invariably hoaxes and I am continually surprised by the number of people who get taken in by them. If you need reassurance about whether a virus described in an email is real or not, then the websites of virus software suppliers (securityresponse.symantec.com is a good one) provide search facilities. The emails suggesting you delete files if you find them are particularly effective given that they ask you to look for a file which will always be on your computer if you have Windows installed.
Finally, remember to keep your versions of Windows and other software up-to-date (see my last article in ArtsProfessional issue 57 for details). Provided you take these fairly simple precautions then you will be most unlikely to be affected by a virus and can get on with life without worrying whether your whole office network might be wiped out. In those reassuring words at the end of Crimewatch on TV – don’t have nightmares!
Kieran Cooper is a Director of the arts management consultancy Catalyst Arts
t: 01225 340340; e: kieran@catalystarts.com; w: http://www.catalystarts.com