In the future when the website has grown then it can included a customer database and link up to the goods so when a customer logs on it can take their debit/credit card and work automatically and check stock levels, send invoices etc. The website would need to be secure to stay true to the Data Protection Act 1998.
E-Mail
E-Mail is used in business all the time it is important way of communications and to get messages to staff quickly. It can also be used to send small files to and from members of staff in the business such as finance reports, new products etc. Business have gone a long way in terms of communications from the early businesses communicating using pen and paper sending messages would involve someone hand delivering them or if its to another building located far away from the current building then it would have to be sent by the mail. E-Mail has very successful in new business and can make businesses operate smoothly and efficiently. E-Mail can also be used to mail its customers with new and upcoming products, Special offers, and gain more profit.
Methods of Communications
Telephone
Telephone has been around for years now and proven a very effective form of communication for a business. Unlike the internet it’s very hard to tap into phones or make them go wrong. The only way it will go wrong is if it brakes which rarely break and are cheap to buy again. Telephones in business can be used for a wide range of things such as financial reports, setting up important meetings, discussing future projects etc. Now with today’s technology increasing you can now use a phone connecting to the internet to get free calls. VOIP (Voice of IP) this technology is new and a cheap alternative but however it relies on your IP addresses which could be tapped into. VOIP phone can only connect to other compatible handsets so if I business wanted free calls then every normal phone would have to be replaced with the special handsets. They also require a computer to plug in via USB to work.
Broadband
Broadband is used in every business it’s now essential to have as business can send large files to other departments very quickly. Business broadband has the lead over normal personal broadband with business connecting at around 8 MB broadband and personal connecting at 2MB. Broadband has enabled business to set up web conferences using web cams and microphones to discuss projects, ideas, marketing etc. Broadband prices have dramatically gone down over the years as many ISP (Internet Service Providers) are competing against each other to provide the best services, fast speeds and at a low cost. Business can afford broadband and it’s a worthy investment. You pay a one off fee for a modem and then you pay a fixed monthly fee some ISP won’t expect a one off fee and give you a free modem.
ADSL
ADSL (Asymmetric Digital Subscriber Line) uses a normal telephone line to send and receive high speed data without blocking the phone line. ADSL is asymmetric in the sense that it uses most of the channel to transmit downstream to the user and only a small part to receive information from the user.
Wireless
Wireless internet is popular with many businesses now as you can broadcast the internet on a wide area network allowing multiple computers to connect wirelessly by WIFI cards to a wireless router and share the internet connections. This is good for any business as means you can move laptops about such as using it for meetings. You even use PDAs to connect to the wireless internet. You can use WIFI for linking up many computers to a WLAN(Wireless local area network) allowing you to access other machines meaning you can send/receive files.
Choosing an Internet Service Provider
Choosing an ISP
There are many factors to think about before selecting an ISP. You have to look at what they are offering in terms of speed, reliability and cost. For a small business cost is the most important. It has to be cheap but reliable there are many cheap ISP companies that are not that popular but have a bad reputation for providing a bad service such as loss of connection, slow speeds, problems connecting. Its best to go for a well know ISP company that has built its success from its good service and good customer feedback. There are many hidden costs when buying an ISP so look out for the following:
- Monthly fees
- One off fee for modem
- Installation fees
- Software fees
- Technical help
When looking at ISPs you may want to consider what they else they offer such as
- Number of Email addresses
- Web space
- Domain name
- Web Technical help
- Backup facilities
- Reliability
- Email access from other locations
- How secure the service is
- Software package
- Anti Virus software
Software
Email client
Many ISPs contain there own internal Email web client which requires you to login to there website to check emails. Some ISPs provide the business with a business email software package. There are many software packages that can allow you to retrieve emails and store them on your computer. Microsoft Outlook comes with the windows operating system and can work with most ISPs if they allow it.
Web Browser
The windows operating system contains its own browsing software called Internet Explorer currently version 7 if updated. IE7 provided more security over its previous version 6 which had many loopholes that virus maker could exploit and run virus through your browsing window.
Recommendation
For a small business Opera Web Browser is the most secure web browsing software and doesn’t cost anything. Another good secure web browser is Mozillas Firefox which is very popular and boasts being the quickest browser available.
Web authoring software
If the business decides to make a website within the business then it will need web authorising software such as Macromedia Dreamweaver. Dreamweaver is a professional way to create website eye-catching websites. The advantage of building one from within the business is you can always change it and add new things whereas if you paid for a website design you will need to pay every time you wanted to change.
Recommendation
For a small business it’s recommended to have some involvement with the way the site is built such as editing a template or building it from scratch so they can adapt the site in the future or improve it to keep up with the times.
Security
Firewall
Firewalls can be implemented in both hardware and software, or a combination of both. Firewalls are frequently used to prevent unauthorized Internet users from accessing private networks connected to the Internet, especially intranets. There are many free firewall programs such as the windows firewall but a small business should purchase a well know firewall software package such as Norton Sytemworks
Viruses
Viruses are harmful pieces of code usually in executable format that can cause damage to any business it can cost the business lots of money for the time that machine is down to the files that are lost on the computer. It is essential to get Anti virus software such as Norton Anti Virus this will cost on an annual charge but will be worth it as you will get free updates to prevent new viruses.
It is recommended to set the virus scanner to scan weekly or every couple of days to keep the system clean.
Encryption
When looking at email your emails are vulnerable to being read by potential hackers. To prevent this there is software that can encode the email so that it can only be read by the sender or receiver who knows the “key” that can decrypt the email.
Security patches
A small business running the windows operating system should do a weekly windows update to update the operating system files from security exploits and improve functionality. There may be an exploit with one of the operating system files that leaves it open to viruses that can be run inside it but with a windows update this could patch the file to make it safe again
Spyware
Spyware is a program that collects information about a user and is used as a form of advertising. Spyware is usually downloaded in freeware or shareware programs and installed without the user knowing. They can hide as toolbars in the browsing software or just run in the background bringing up adverts or directing you to websites. It doesn’t just have to be advertising it can take the form as key loggers logging you keystrokes and sending them over the internet. It can log your usernames and passwords and personal details such as credit or debit card numbers. To prevent Spyware there are many anti Spyware program which remove the Spyware from your system.
Recommendation
Again it’s better to pay for one that can update its anti Spyware definitions to find the latest Spyware programs and remove it from your computer.
Email employee policy
Employees will have to stick to a set of rules when using E-Mail they will have to sign a contract to show they will obey the rules. As the business may be liable if an employee breaks the law by misuse of the network or email, it is important to be familiar with the legal requirements which are listed below
Computer legal requirements
Data Protection Act 1998
Copyright Law 1988
Computer Misuse Act 1990
Libel laws
Racial & Sexual Discrimination laws
Obscenities Act
Sample network code of practise
Employee’s Name: ……………………………………………………………………………………….….
Email
I will not open any unknown file formats and will not open any form of executable format. I must use email for only business use. I understand that electronic communication of any type should not contain any harassing, discriminatory - racial or sexual, offensive, threatening, obscene or libellous material.
Downloading
I will not download any software or other prohibited material. I understand that authorised software downloads will be carried out only by an authorised person. I must stick to the know file formats and only download them off genuine sites. If caught downloading files not related to work but for personal use I will break the terms and conditions and be severely punished.
Copyright
I must obey the copyright laws and must seek permission to use a source with copyright. Emailing copyrighted materials is strictly forbidden.
Privacy and Security
Emails must only be to those related to the business and not for personal use. I must obey privacy laws and use the required encryption software as agreed in my contract and will not divulge any confidential keys or passwords.
Access
I will not tell any other person my password and will change the password when required to do so. I will not attempt to gain access to any unauthorised information.
Viruses
I will not knowingly transmit any files containing a virus. If I find a virus I will inform the appropriate person immediately.
I, the undersigned, agree to all of the above and I understand that failure to comply could result in disciplinary or legal action.
Signature …………………………………………………………………………………
Date …………………………………………………………………………………..
