PC Software Loss - Basic Classes

In this lesson you will learn:

Introduction to Software Loss

Software can be stolen by COPYING without any apparent loss! Copied Data is difficult to discover, because as soon as the other user opens the file, the file has a new 'owner' and the time stamp is different than your original! If the user CHANGES anything in the file, it becomes a different version with a different time stamp: in affect, a different file. If the file is subsequently renamed, only the content Keywords can identify phrases as being the same. If the name is changed and the content phrases re-worded, it becomes a different document.

Regardless of the best firewalls, encryption and data storage practices, the theft of the software could mean the end of business as you know it, or at least the inconvenience of losing important data and personal information. The purpose of this class is to help to make sure it doesn't happen to you!

In this class we will study data theft and the theft of the software. One of the biggest fears I used to have was waking up one day and finding my computer gone! If fact, theft was one of the main reasons for my distrust of computers and has made me hesitant to ever use them. Even with all the modern technology and cool software available, the idea that someone can just walk off with core pieces of my life and work is less than thrilling. And then one day it happened. I lost all the documents I'd written, my school records, all the family pictures, the information I kept on purchases and even my banking / checkbook information. But the worst part happened about a week later after realizing the hidden stuff that was taken; the history of what banking transactions happened, the information on the forms that were filled out, the addresses and social security numbers, the passwords and all those expensive programs and music... all gone.

In the last lesson we covered the different kinds of theft and focused on Identity theft. This class will study the theft of the software. The idea that your computer is safe at home or business has proven to be fatal time and again. In the case of small business, the loss of the computer can mean the end of the business as you know it.

Introduction to Software Failure

Regardless of the best firewalls, encryption and data storage practices, computer crashes are fairly frequent. Although better than the 'good ol days' when blue screens were quite common, today if a blue screen appears it is a rare occasion. But it still means the same thing.... death to the software or computer Operating System. Hardware failure takes the form of 'Black Screen', where 'Blue Screen' would be a welcome sight! Because Black Screen means that the computer hardware is failing BEFORE the operating system comes to life, it generally means a trip to an operating room.

In this class we will study failure of the software. Software failure is one of the main reasons for peoples' initial distrust of computers and has made people hesitant to ever use them for sensitive data. Even the most progressive user has that special 'someday' in the back of their mind, when those core pieces of their life and work is missing in action!

One day it will happen - guaranteed. When you think of all the lost documents written, school assignments, records, all the family pictures, the information on purchases and even banking / checkbook information, it is amazing that people trust them to the extent that 'I couldn't live without it'. I think that is testament to the tenacity of the human population.

Viruses and Malicious Software

If your laptop were to simply disappear today, how much could you really remember of what was on it and what the most important data contained? For you personally, if there was confidential information, could you recall what it was? How about on a company level? Does your company or home have a person delegated to be responsible for some type of security strategy? Would your small company invest in training for employee awareness or create a security position, whether as a Chief Security Officer or IT person? If not, how much less importance do you think that the average a home owner would place on it?

It does not matter if you have firewall, encryption, hacker proof security or any other software strategies. The theft of your software could be the end of your business. So time matters. When some piece of equipment is missing, every second counts. Do you think that you have done absolutely everything possible to prevent the loss or theft? There are times when losses will happen in spite of the most preventative action on your part. If someone has specifically targeted your machines, there is consolation in knowing that you did everything right and tried your best to prevent the loss.

On the other hand, if there are no methods in place to prevent theft and equipment is unsecured and placed in easy to access, isolated areas, it is more difficult to explain in police reports or insurance claims. An example would be that if your favorite watch was left in a public area and it is gone two minutes later, it would mean that the thief was an opportunist and you happened to be the opportunity.

From the point of view of the authorities, opportunistic thefts like the example above are the majority of the software crimes. It is very difficult for anyone to plan for the schemed, targeted hit, but opportunities for quick snatches can certainly be minimized with a few simple tricks of the trade. Insurance companies and police are more responsive to the individuals or companies that have loss prevention policies in place that prove to keep their losses to a minimum.

Some of the most obvious reasons for theft would be:

There are several approaches in prevention, and the best is either a combination of them, or all of them. If you are doing less than three of these, you may eventually have an opportunist theft.

Note: Recording the serial numbers of each piece of equipment can be time consuming, so get into the habit of recording them when acquiring each new piece.

Data Loss - Hacking

Besides losing data by having your data CDs or thumb drives laying around, hackers are also opportunists waiting at the back door. Most computers today come from the store ready to plug in and play. The problem is that if you don't take the next steps in securing the computer, all the defaults become gateways for others to enter in through the network. Each computer comes from the factory with default settings that the user should change to secure the computer from intrusion. Change the user password. Each machine has an 'Administrator' or 'SuperUser' account. CHANGE the PASSWORD to this account. Disable the 'Guest' account. Make sure ALL other users have their OWN passwords. DO not put passwords on paper. Keep them simple and in your head and don't tell others.

While logged in to the ADMINISTRATOR account, UPDATE the computer. Go to 'Software Update' or 'Windows Update' while connected to the internet and download the latest patches. The website scans you computer and checks for the version of software you are using and updates each software package with the latest patches and security fixes. Sometimes software will try to launch and prompt you for the latest software update. It is wise to stop and update as soon as possible. When a warning flashes or icon jumps up and down click on the update and follow the instructions. Turn the computer OFF when not in use. Even if you are the only one using the computer, if you do not have a secure log on, or leave the computer running all night with the internet connection with no password, someone can access your machine and browse for information.

If you have an internet connection, you should also have a router, and changing the password on the router is the next line of defense. Be sure to turn on the computer software Firewall. Each operating system access their Firewall settings differently, but by pushing F1 and typing 'Firewall' then the methods for accessing it is explained with step by step instructions.

Using Anti-Virus software is another step. As long as you are using the internet, use Antivirus software. Go to a search engine on the internet and type in 'Anti Virus' and download the one you choose. Some are free and some are not so be sure to read the page carefully.

A note about Antivirus: they make your computer run at a snail pace. If you are not on a network it is probably safe to stop the antivirus program and then turn it on when connected to the internet. otherwise, the antivirus program will intercept ALL of the programs as they try to run and scan the drives and software, slowing the computer down. If your computer is running slow, this is the first place to look.

Freezing and Software Lockups

Software freezes are just that: everything stops. In a later lesson you will learn what is causing it. For now understand that the software is probably still running and taking up memory. Usually the only thing that doesn't work is the keyboard or mouse interaction, or the Input / Output (IO)component of the software. Because programs go through routines in sequence sometimes the I/O component is dependant on the outcome of the routine that is running, which depends on the results from another routine etc. The bottom line is that the software freeze can be caused by a number of software actions and problems. The best tactic is to WAIT and see if the problem will correct itself. If the program is shut down or forced to quit then any file that was open may be destroyed. In newer software, file recovery options are built in so as not to harm data in the event of a hang, but older software or machines that don't have enough RAM memory may be prone to hanging if the program is very large.

Most software packages today are considered 'Large' programs, so the best prevention is to make sure that there is at least 512 Mb of RAM in the computer and at leas that speed of processor. anything less and some programs will simply not run! Having 1Gb of RAM is safe for most all of the programs. If you are making movies, audio sound, pictures and graphics or using development software, then use 2Gb of RAM.

How do you know? On Windows RIGHT click on 'Computer' (or 'My Computer') and select 'Properties'. On the General tab look at the specs, which will show the computer name, and at the bottom will show the Processor type, speed and the amount of RAM.

Preventing Software theft

Preventing theft of anything pretty well follows the same rules: Know who is using your machine. Use your OWN login credentials, and have others use theIRS. Leaving CDs or media around the desk, not locking drawers or keeping items on your computer screen desktop is an easy way to have things copied without your knowing. Understand also that the software is LISENCED to the original purchaser or downloader, so having the software and software KEY stored in separate places ensures that if the actual software disappears, there is no key to unlock it. If you have a back up (You did make a copy, right?) then you still have the software. The thief has a plastic disk with no KEY.

KEEP the SOFTWARE KEY NUMBERS and WIRELESS ACCESS NUMBERS SAFE!! Write out each software key separately in a notebook noting the version, date purchased and the complete (EXACT) title and rev number and the complete CD KEY.

Downloaded software may require online registration or 'Activation' or 'Genuine Software' confirmations. Simply follow the online instructions. You should never have to give phone numbers, street addresses or other identifying info other than you name, which can be any name as long as you remember (write it next to the KEY) which name you gave for which software. Most software companies use email addresses for verifications, so keep your email SECURE!

If possible, use an I-Lock system which is a key device the slips into an USB port. The software key is stored inside of the I-Lock, and when it is removed, the software will start to run but fail due to the missing software key. The software needs the key EACH TIME the program is started. Re-inserting the software key restores functionality to the program.