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In many network environments, the knowledge of a simple password can circumvent any level of security. Perhaps one of the most important security measures an administrator can take is to educate users about potential security risks. Tell them never to share their passwords with other users, and inform them that IT staff will never ask them for this information, because an administrator can always change their password, if needed. A good way to enforce this policy is to recommend that they choose an embarrassing or very personal password. Finally, to keep users from sticking scraps of paper to the bottoms of their keyboards, notify them that they will be held responsible if another user uses their account without permission, unless adequate security measures are taken. Also, make sure that users have a good basic understanding of the Windows NT File System (NTFS) permissions file and directory permissions may change if these objects are moved or copied to different locations. (For technical details, see 3, Data Protection in Windows NT/2000. ) In many ways, maintaining a secure environment is more dependent on personnel and policy issues than on technology. Suppose an administrative assistant or other user
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accidentally deletes a file, or makes unwelcome changes to it. Compare that possibility with the risk that an outsider will attack your system and attempt to corrupt or destroy your data. Although everyday data crises don t get as much media attention as hacker attacks, the potential for mishaps during routine business use is an important reason for establishing a good security and data protection policy. Data entry clerks, for example, should generally not have the permissions needed to drop a table into a database, regardless of whether or not they know how to do it. Users should be aware of the following recommendations: w Lock workstations when they re unattended. This will prevent anyone from walking up to a user s computer and casually viewing any onscreen information (or using the user s permissions). To lock a Windows NT/2000 computer, a user can press CTRL-ALT-DELETE and click Lock Workstation. Unfortunately, Windows 95/98 offers very little security for the local machine. Under these systems, users should not store sensitive information on their hard drives; instead, they should save it on secure server shares, where it will be far more difficult to access. Comply with password policies. Users should understand that they will never be asked for password information from anyone. This includes their direct managers, IT staff, and other personnel. In the event that someone legitimately needs access to another user s information, IT administrators can reset passwords or change permissions as necessary. Furthermore, users should not share passwords under any circumstance. If two or more people routinely access the same user account, you won t know for certain which user is performing which actions. Users should be strongly discouraged from ever revealing their passwords to others. Finally, for additional security, passwords should be changed regularly to prevent hacked passwords from being used without detection. Manage saved passwords. Cached passwords can present several potential security problems. Passwords can be cached for many different functions that require them. For example, when mapping to a network share, users can choose to save their password. Additionally, some web browsers (such as Internet Explorer 5) can save username and password information on websites. All of this information will be readily accessible to any user who has physical access to a client machine.
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These simple, practical security measures make it much easier for IT to focus on its own tasks performing backup and recovery operations and implementing new technology for business purposes. It s important that users understand their responsibilities in the backup process. For example, if someone accidentally overwrites a Microsoft Word document and does not
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