Control and Management of Disasters (5)
May 27, 2009 – 6:18 am-
Securely lock the computer. If you are forced to go to an emergency site (other than home), tether the computer to immovable furniture with a steel cable lock that fits in a slot in the machine. Though new colleagues at the site may be absolutely trustworthy, an intruder can grab a laptop and disappear In the time it takes to go to the bathroom or get a sandwich.
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Back up data—frequently. Many financial managers do not regularly back up data to alternate media, such as the main server or an external floppy or CD-ROM drive. This should be done before the computer Is shut down—every time that new data is entered. Store the back-up copy in a separate location, otherwise, the thief could take the data, the computer, and the second copy. In an emergency, or while on the road, send copies of changed or new documents in an e-mail to the office.
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Load applications only. If possible, keep data on a central remote server on the Web and load only the applications that allow the retrieval of the information onto the laptop.
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Keep vital contact information with the computer. If a disaster occurs, and working from the laptop Is the contingency plan, this will be effective only if there is also a record of all the necessary phone numbers and codes with the computer, including the numbers of the banks and their emergency sites. Keep a detailed list of everything that may be needed in the computer bag.
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Let the banks know the company’s plans. Banks have devised various security and access codes to protect the company’s assets, and they need to be fully informed of your emergency arrangements, alternative phone numbers, and other disaster recovery plans. They may require proof of identity before executing any significant transactions, such as wire transfers, particularly If the communications are routed to an alternative bank site. File contingency plans with them and review them every six months. Also, don’t wait for a disaster to occur to test the plans for the first time. Arrange with the bank to test the plan, to ensure it functions smoothly.
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Often, a second site is a laptop computer, which can provide access to bank account data and other information from home or any location with telephone service. Many New York and Washington treasurers reported that they grabbed their laptops and relocated, often to their homes or to company offices in safer locations. That said, this convenience could potentially be a “land mine” for the unsuspecting, because of the large potential loss: the data that resides on a laptop could be worth millions of dollars to a smart thief.
Taken From : Essentials of Managing Corporate Cash
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