Wireless Networks
Definition
A wireless network is any type of computer network that uses radio waves to transmit data. This is generally implemented by utilizing a wireless router to transmit radio signals to your computer or wireless device.
Types of Wireless Networks 1
- Wireless LAN: A Wireless Local Area Network (WLAN) is one in which a mobile user can connect to a local area network through a radio connection. (Example – in a home where multiple users can share a single connection).
- Wireless PAN: Wireless Personal Area Networks (WPANs) interconnect devices within a relatively small area, generally within reach of a person. (Example - Bluetooth technology).
- Wireless MAN: Wireless Metropolitan Area Networks are a type of wireless network that connects users in a geographic area larger than that covered by even a large local area network (LAN) but smaller than the area covered by a wide area network (WAN).
- Wireless WAN: A Wide Area Network (WAN) is a computer network that covers a broad area. (Example - network whose communications links cross metropolitan, regional, or national boundaries). This is in contrast with personal area networks (PANs), local area networks (LANs), or metropolitan area networks (MANs) which are usually limited to a room, building, or specific metropolitan area (e.g., a city) respectively.
PROs and CONs Below is an outline of some pros and cons of wireless networks. As with any technology these items may change based on new software, hardware and other technology factors:
Pros 2
- Increased efficiency
- Computer mobility
- Flexibility
- Reduce expense for wiring offices
- New Opportunities
Cons 2
- Security (addressed WPA2)
- Coverage
- VOIP and video applications may be limited, depending on the number of users and type of wireless
Costs
The cost of installing a wireless network depends on many factors:
- Location (home, office, building, etc)
- Number of connections
- Type of wireless connection (PAN, WAN, MAN, other)
Conclusion 3
Gaining a better understanding of wireless technologies (types, protocols, leading trends, etc) will be an important foundation to begin researching and exploring how wireless networks can fit your needs. Keep in mind that wireless technology and protocols are constantly changing which will require the person to stay up-to-date and informed on the latest information.
http://en.wikipedia.org/wiki/Wireless_network http://www.businesslink.gov.uk/bdotg/action/detail?type=RESOURCES&itemId=1074299512 http://louisville.bizjournals.com/louisville/stories/2001/07/02/smallb3.html http://searchnetworking.techtarget.com/generic/0,295582,sid7_gci1271568,00.html
Solid State Drives
Definition
A solid-state disk/drive (SSD) is a data storage device that uses solid-state memory to store data.1 For dealerships, this may be an area for consideration when identifying systems that require instant ‘on’ capability or for portable systems in an abusive environment.
Uses
SSDs may be preferred over traditional disk drives for a number of reasons. One advantage is in the speed of booting-up. The fact that hard disk drives need to be spinning and therefore have a "spin up" time. Another advantage is the information on solid state drives can be accessed immediately so there is no delay experienced when data is transferred. The theory in solid state drives is that there should be no moving parts unlike in hard disk drives where there are spinning platters and drive heads. The data captured in SSDs are stored in memory. It can then be accessible almost instantaneously. 2 The storage on SSDs is handled by flash memory chips. This provides three strong advantages: less power usage, faster data access and higher reliability.
PROs and CONs
Below is an outline of the pros and cons of Solid State Drives. As with any technology these items may change based on new software, hardware and other technology factors:
Pros
* Faster start-up because no spin-up is required.
- Fast random access because there is no read/write head
- Silent operation due to the lack of moving parts.
- w capacity flash SSDs have a low power consumption and generate little heat when in use.
- gh mechanical reliability, as the lack of moving parts almost eliminates the risk of \\"mechanical\\" failure.
- Ability to endure extreme shock, high altitude, vibration and extremes of temperature. This makes SSDs useful for laptops, mobile computers, and devices that operate in extreme conditions (flash).
- Failures occur less frequently while writing/erasing data, which means there is a lower chance of irrecoverable data damage.
Cons
* The capacity of SSDs is currently lower than that of hard drives. However, flash SSD capacity is predicted to increase rapidly.
- Asymmetric read vs. write performance can cause problems with certain functions where the read and write operations are expected to be completed in a similar timeframe. SSDs currently have a much slower write performance compared to their read performance.
- Due to the low storage density of SSDs, hard disks can store more data per unit volume than DRAM or flash SSDs, except for very low capacity/small devices.
- Flash-memory cells have limited lifetimes and will often wear out after 1,000 to 10,000 write cycles for MLC, and up to 100,000 write cycles for SLC. Special file systems or firmware designs can mitigate this problem by spreading writes over the entire device, called wear leveling.
- As a result of wear leveling and write combining, the performance of SSDs degrades with use.
- DRAM-based SSDs (but not flash-based SSDs) require more power than hard disks, when operating; they still use power when the computer is turned off, while hard disks do not.
Costs
SSDs are greater in cost when compared to hard disks. SSDs are a higher cost per megabyte of storage. SSDs are more expensive per gigabyte compared to hard drives. A normal flash drive may cost US$1.50-3.45 per gigabyte, hard drives are around US$0.38 per gigabyte. But in some applications the overall cost turns out to be less costly when comparing the higher reliability and no spinning parts of SSDs to the cost of possibly having to replace multiple hard disks.3
Conclusion
SSDs are a rapidly developing technology that may be significant to how a dealerships data infrastructure is developed and managed. Understanding the full range of uses, advantages, disadvantages and costs of SSDs should be considered when evaluating the different types of data storage within dealerships. Some applications within the dealers infrastructure may benefit from SSD like active directory servers or other applications where immediate booting-up would be required. SSD will however not replace data storage where a great deal of data writes are required like database servers or email systems ________________________________________
http://en.wikipedia.org/wiki/Solid-state_drive#Comparison_of_SSD_with_hard_disk_drives
http://www.pctechguide.com/31HardDisk_SolidStateDrives.htm
http://www.storagesearch.com/ssd-storage-glossary.html
Disc Imaging
Definition
A disk image is a software copy of a physical disk. It saves the entire data from the disk, including the file structure and all files and folders from the disk, in a single file. Because disk images are exact copies, or "clones," of original disks, they can be used to duplicate disks or serve as full backups in case a system restore must be done.*
Uses
Some companies use these images to restore information after a system crash while others use them as a maintenance tool.
Some of the common uses for disc imaging are:
Protection of files and data. Produces working backups to manage the most common types of storage issues (i.e. mistakenly deleted files,). For use in Disaster Recovery testing and implementation Easy testing of software configurations with virtual images To ease system administration tasks Backing up workstations for restoration or maintenance cleaning PROs and CONs
Below is an outline of the pros and cons of Disc Imaging. As with any technology these items may change based on new software, hardware and other technology factors:
Pros
Protection of files and data. Restore Points - When a problem is encountered, Restore Points allow the operating system to revert to the last known good configuration. This may not be a substitute for a disc image in terms of a hardware failure or major corruption. Ability to quickly restore a system in the event of a system failure, virus, or other corruption Having an image of the disk can provide a primary disaster recovery tool Cons
Special software is required to create a disk image (shareware and freeware products may be available) Maintaining/updating images can be a burden as software changes and updates Disk images may need to be created for each unique hardware configuration and updated if any item in the configuration changes Images that are stored on a server or separate partition of the personal machine may require significant storage Costs
Some shareware programs are low-cost or are offered to be used on a trial basis. Freeware products can be downloaded and used for no cost. Some operating systems provide native (free) capabilities for imaging & restoration Annual software maintenance is typically 18 – 20% of the initial software purchase cost (may not apply if open source software is selected) Training may be required to effectively use the software ROI may be easily achieved via the ability to quickly restore operations and minimize downtime Maintenance
There are many programs and software available in assisting in disc image maintenance. Utilizing these available tools may save time and money because they provide features and capabilities that aide in minimizing the maintenance needed to support disc imaging by eliminating manual steps from the beginning when creating a disc image.
________________________________________
"Disc Image." The Tech Terms Computer Dictionary. 2009.Web. <http://www.techterms.com/definition/diskimage>.
Insourcing vs. Outsourcing
Every dealership has a need to implement, maintain and support various business related functions. Determining whether to in-source (use existing personal or hire a specific personnel to perform that function) or outsource (using external companies or contractors) is based on many different factors. Some of the many factors to take into consideration when deciding which approach to use are:
- What is the required task?
- How often that task is performed – Daily, Monthly, Quarterly, Yearly?
- Does the task require a specific set of skills – Payroll, IT integration, etc?
- What security issues are involved with this task – Taking information off-site, liability, etc?
- Is the task a core or non-core function?
- Can the task be delegated to an existing employee/department?
After reviewing and determining the base set of criteria it will be easier to decide the best course of action. While some tasks may cost less to do in-house, the security risk or preparation may outweigh the benefit. As well as, while something may cost less to outsource, if the task is not completed correctly it may cost more to repair it in the long run.
Another important factor to consider are Service Level Agreements (SLAs). SLAs are agreements between two entities (the business and the service provider) that defines and sets the level of service which is to be generated. SLAs should be taken into consideration when choosing to outsource for a particular service. With internal employees there are a set of expectations. These expectations should also be applied to contractors on-site and outsourced.
Many tasks can be accomplished within the dealership without having to utilize outside assistance. However not all of these can be accomplished economically. While many things can be outsourced there are also factors to be considered. Below is a list of some common business functions that may be outsourced in a moderate size dealership and the pro's and con's of each:
| Pro | Con | |
| Insourced | Confidential data stays in-house.
Policing the usage of the email service can be in house and company specific rules are easy to establish for no fee. Cost savings if utilizing existing IT staff to accomplish multiple tasks | Server Maintenance.
IT Support has to be on hand. Expandability could be limited by cost. Additional costs for Spam filtering |
| Outsourced | Many companies include upgrades to all clients free.
IT support readily available. Hardware concerns are not the responsibility of the Dealership. SLAs in place. Cost – may be cheaper to have a service house the email service. | Cost – additional features may be additional costs.
Privacy concerns. Up-time can become an issue (SLA should address this, and what their disaster recovery plan is). Need to thoroughly research and analyze the prospects for outsourcing email services as each company varies in offerings, services, contracts, etc.” If email is outsourced, every PC that needs to send an email outside will need Internet connection. Regulatory requirements (Need to determine regulatory requirements before selecting provider) |
| BACKUPS | Pro | Con |
| Insourced | Confidential data stays in-house.
Recovery procedures can be rehearsed. Recovery times may be well-known and documented. Cost savings if utilizing existing IT staff to accomplish multiple tasks. | Costs associated with training personnel, rehearsing recovery plans.
Backup storage costs for housing information. Insuring the backup gets completed by designated personnel. Depending on storage, accessibility may be limited to business hours. Security of the information. |
| Outsourced | Cost savings by eliminating backup procedures for in-house staff.
Some providers may specialize in backups and provide advanced features. | Recovery times may not be guaranteed or known in advance.
Bandwidth issues. |
| HARDWARE MAINTENANCE (break/fix) | Pro | Con |
| Insourced | Quicker response time. | May have limited knowledge or tools to resolve the issue
Part supplies. Cost of parts may be more. |
| Outsourced | Better knowledge base for repair.
Usually have parts on hand for quicker repairs. May be able to budget better in advance for maintenance/repair. | Response time may be longer (utilize SLA) |
| NETWORK SUPPORT | Pro | Con |
| Insourced | Quicker response time for troubleshooting.
Better business critical knowledge of network needs. Better knowledge of the existing network and changes that occur quickly. Faster turnaround during disasters. | Data breach legality now lies completely on company.
Can require a tremendous amount of resource to maintain. Resource education for support. Limited experience with a varity of issues which result in extended troubleshooting times. |
| Outsourced | Wider view of issues, which could result in quicker resolution.
More experience, broader knowledge. Easier to scale level of support. | Privacy.
Could result in delayed resolution of network issues. Outside company is not usually familiar in detail with the network. Knowledge base on support information. |
| GENERAL TECHNICAL SUPPORT | PRO | CON |
| Insourced | Quicker response time.
Better knowledge of the existing environment and changes that occur quickly. Better knowledge of software patches and how they relate to the infrastructure. Individual training available as needed. | Requires more training to keep staff up to date, additional equipment costs.
May limit the scope of industry knowledge related to support. Salary costs. Risk if documentation doesn't exist or personnel leaves abruptly. |
| Outsourced | Wider industry knowledge.
Less reliant on a individual/limited set of resources as a sole source of knowledge. Only pay for time used or yearly contracts. Quicker access to OEM partners. May have software demo's available before purchase. | May be limited to office hours for support availability
Response times may be slower. Security risks with legal/private information Costs could become higher depending on SLA/contract Training and updates could be additional costs. Less knowledge of internal infrastructure and other business software that they do not directly support, such as logs of previous support issues, etc. Do not usually have general knowledge of dealership business model and how support may affect those areas. May not have knowledge of legal requirements for dealerships. |
| WEBSITE DEVELOPMENT | PRO | CON |
| Insourced | Dealership would have real-time control of changes to the website.
Faster turn around. If using multiple DB sources, an internal team would have better knowledge. Easier to control cost. Enhancements can be implemented in a shorter timeframe Easier to get consistency for design/usability. | Longer turn around for larger changes/enhancements.
May have limited enhancement availability depending on knowledge and skill of internal team. Internal team may have limited knowledge of building and integrating 3rd party plug-ins and DB systems. |
| Outsourced | Large knowledge base, such as newer Internet technologies.
More enhancement availability. Larger creative base. | Cost control.
Difficult to get all necessary information into the Statement of work before the project starts and changes can be costly. Troubleshooting and debugging after deployment. Financial/Legal issues that may arise with the company (ie – bankruptcy, out of business, legal issues, etc). Hand off to internal employees and time to train and teach support. Enhancements in future changes can be expensive and if original company is present, may be impossible. |
SUMMARY
Other items/topics are involved in analyzing the pros and cons of Insourcing vs Outsourcing within a dealership environment regarding other critical non-core applications such as payroll, general ledger, accounts receivable, etc.
Twitter in Business
Twitter is the latest in social networking and micro-blogging. Unlike instant messaging, which is often person-to-person, twitter has the possibility to allow businesses to communicate with a large number of consumers on a real-time basis.
As with any internet-based technology that allows communication, the possibility of overloading network resources can occur. This document will cover the ways a dealership could utilize twitter to promote and communicate with consumers and discuss the possible negative effects on a network.
A dealership could utilize twitter for some of the following areas:
- Sales
- Special sales for a specific day. Such as Tuesday the 5th All XX2008 Vehicles will be marked down $1,000.
- Ongoing sales for a specific month.
- OEM special discounts and incentives
- Extended hours on special days or weekends
- Arrival of new inventory used or new
- Information about new inventory coming from the manufacturer.
- Service
- Specials on services such as oil changes, tune-ups etc.
- Sales on specific items such as tires, accessories.
- Service hour changes
- OEM Vehicle recalls
- Arrival of new vanity parts
- Note any special accreditations received
- Financing
- New rates
- Special financing options
- Law changes
- Customer Relations
- Users that “follow” a dealership could be tracked for future communications.
These topics could be utilized on a daily or weekly basis, depending on the topic. Permission to post dealership information should only be given to trusted personnel and a strict set of written guidelines should be implemented before any twitter activity begins. With all internet services proper administration is essential.
One of the downsides to twitter could be network lag from multiple sources accessing simultaneously throughout business hours. Another negative factor, if not correctly monitored, is the reduction is employee productivity. All of these can be monitored or prevented with the use of proper firewall and internet settings.
BACKING UP DEALERSHIP INFORMATION
Backing up dealership information is more important than ever. A dealer has always had to maintain a certain amount of data for day to day business operations. Much of this data is stored on a backup system and only used in the event of an audit or emergency.
However, today with the increase in technology updates, multiple users and threats of hacking from outside sources a dealer has more responsibility and need for this data.
There are several different types of backup as well as the media used to store the data on. Below is an outline of the difference between these options which will help a dealer determine the best fit for the needs of the dealership.
Types of Backup
There are four main types of backup, differential, incremental, full and mirror. Each type addresses a specific need for data backup. To get more information about each of these visit the Dealership Infrastructure Guidelines (DIG) document.
Backup Media
For the media used to back up the data several options are available. There are the technologies that have been around for decades to the technologies that are just be introduced into the market. First let’s begin by defining each of the technologies:
- Magnetic tape- is a medium for magnetic recording generally consisting of a thin magnetic material on a long and narrow strip of plastic. Nearly all recording tape is of this type, whether used for recording audio or video or for computer data storage. It was originally developed in Germany, based on the concept of magnetic wire recording. Devices that record and playback audio and video using magnetic tape are generally called tape recorders and video tape recorders respectively. A device that stores computer data on magnetic tape can be called a tape drive, a tape unit, or a streamer. (Wikipedia)
- On-site hard drive or server – A server that exists on the premises of the dealership backing up the data. This system is used primarily for storage only.
- DVD – A DVD disc that is used onsite, similar to a tape drive. The information is written to the DVD and then stored either on-site or off.
- Off-site server – Similar to the on-site server, this system is used primarily for backing up data. However, this system or systems is housed at a separate location from the source data. This system is usually tied into the dealer’s network.
- USB Drive – A newer technology for backing up information the USB or Flash drive is used in place of a tape or DVD. These drives are now becoming more popular with the storage capacity increases in recent years.
- Cloud – Internet based backup. The information is sent through the dealer’s internet connection to a set of servers maintained by an outside provider who specializes in data storage.
Risk Factors
| Risks | Tape Drives | In-place Hard Drive | DVD | Off-site Server | USB Drive | Cloud |
| Hardware Failure | High | High | High | High | High | Medium |
| Software Failure | High | High | Medium | High | Medium | Medium |
| File System Corruption | High | Medium | Medium | High | High | High |
| Accidental Deletion | High | High | Low | High | High | High |
| Viruses | Medium | High | Medium | High | High | High |
| Theft | High | Low | High | Medium | High | Low |
| Sabotage | High | Low | High | High | High | Low |
- Initial Cost – The amount it will cost to setup the initial backup process
- Ongoing Cost – This includes, maintenance and the purchase of media products such as additional tapes, DVDs or hard drives.
- Expandability – The ability to expand the service to allow for more backups
- Automation – How easy it is to allow the backup service to run without a user having to start the process?
- Convenience – What is involved in accessing the process?
- Accessibility - How easy is it to retrieve the data or back up information?
- Performance – How fast is the service?
- Auditable – Can the information be accessed easily to perform internal audits of the backups?
Cost and Lifecycle
| Risks | Tape Drives | In-place Hard Drive | DVD | Off-site Server | USB Drive | Cloud |
| Initial Cost | Medium | Medium | Med/Low | Med/High | Low/Med | Medium |
| Ongoing Cost | Medium | Low | Medium | Med/High | Low | Medium |
| Expandability | High | Low | Medium | High | Low | High |
| Automation | Low | High | Low | High | Low | High |
| Convenience | Low to High | High | Low to High | Medium | Low to Medium | High |
| Accessibility | Low to Medium | Medium | Low to Medium | Medium | Low to Medium | Medium |
| Performance | Low to Medium | Medium | Medium to High | Medium to High | Medium | Medium to High |
| Auditability | Low to Medium | Medium | Low to Medium | Medium | Low to Medium | Medium |
Planning
With all backups, regardless of the media used, a plan must be put in place. This plan ensures the backup will cover the necessary information as well as executing and auditing. For more information review the Dealership Infrastructure Guidelines (DIG) document.
What is Network Utilization?
Network utilization is the amount of traffic on the network compared to the peak amount that the network can support. This is generally specified as a percentage. There are various times throughout the normal course of business when a network is busier, i.e., the network utilization is high. If the utilization is high enough, users experience a slow down. Response times grow greater than expectations preventing normal business processes from operating efficiently. Performance degradations are generally a nuisance but can become significant enough to result in lost revenues. It is important to understand the factors that can cause high network utilization and how to manage the network preventing it from negatively impacting the business.
Factors that can affect performance Factors that affect network utilization and the performance of the network fall into a few major categories.
- Infrastructure– The layout of the internal network and the devices attached to it impact network performance. A network is made up of interconnected components some or all of which are required for any given operation. A particular response depends on the response times of all of the components involved. As a rule of thumb whenever a component of the network is more than 70% utilized, slowdowns will occur. If the component is highly utilized for long periods of time, the slowdowns turn into serious delays. The connection to the outside Internet can become a bottleneck when more interactions with the Internet occur than the ISP’s service provides.
- Internal Usage – Some business-related processes require a significant amount of bandwidth under normal conditions. Data backups, teleconferences, VOIP phones, and even virus scanners can cause network utilization to become high and slow other processes that require network resources to function.
- Non-business related activity – In many cases, non-core activities occurring within the business are found to be the culprit of high network utilization. Casual web surfing, internet radio streaming, and viruses that have infected machines on the network can steal precious network resources and cause problems with critical business functions.
Tools to Monitor Network Utilization
| Service/Software | Dealer w/o IT Department | Dealer w/ IT Dept. or Consultants |
| Off the shelf-single PC usage | X | |
| Off the shelf-multiple PC usage | X | X |
| Server Side | X | X |
The Type of software that you purchase will depend greatly on what the needs of the dealership are. Some of the keys items to consider when purchasing or outsourcing network utilization tools are:
- Current Problems – This could include lag on the network, network crashing or inconsistent network availability, possible virus
- Future Problems – Make sure the product will support future plans, such as additional users, network changes, etc.
- Bandwidth monitoring – Can the tool monitor the bandwidth that is available (keep in mind this may not equal exactly what you signed up for. Many factors effect this number)
- Available features:
- collect top sites that users visit
- collect information on the top users
- optionally block certain sites or specific terminology
- filters
- alerts
- provide enough detail to list ip addresses, etc. (this may be IT dept)
- provide pinging (details)
- catch and inspect packets off the line (wireshark)
- Network sniffing (who is using what).
In a situation where the network monitoring is outsourced, the dealership needs the option to monitor the reporting, change any network settings and so on. If these features are not available, the dealership should construct and SLA specifying a pre-defined list of report dates, etc.
Management
In an effort to reduce latency due to excessive traffic or other contributing factors it is important that certain steps be taken. In the beginning of the process ensure a proper network infrastructure layout has been established. If that is not possible, review the current infrastructure and determine which areas can be enhanced or re-engineered to improve performance. Often, a single infrastructure bottleneck is found to be a significant source of performance issues. In addition to setting up the infrastructure correctly the network will need ongoing maintenance and monitoring to ensure that other factors such as hardware/software failures, bugs, viruses or misuse of resources is not occurring. Many organizations have begun implementing policies restricting usage of internet resources to minimize the impact of non-business related activity on the network.
Data Breaches
One of the biggest problems today with security is following through. So many companies learn about their risks, create a plan and even go so far as to set up the security policies. However the majority of them never follow through.
Many of the issues that companies are facing today are from a lack of auditing and maintaining the security that was put in place. Through various studies many companies have found the many of the data breaches that occur in an organization are not from one single malicious act, but rather from a series of events.
In many cases something within the security protection failed and that led to a chain reaction of events. Some of the events that attribute to the loss of data can be system errors that leave an opening in the system or “accidental” loss, such as lost laptops or USB cards. Many times system errors or breaches or even lost items that are not used regularly go undetected because the auditing process does not exist.
Every item that contains customer data is a potential risk and needs to be protected. It is not enough to get a security plan, purchase the protection, implement it and then walk away. Technology is always changing; software and hardware can break down. If the technology that was implemented but is not monitored on a regular basis it can essentially become useless.
Add to the fact that stolen data is in high demand and there is a lethal combination. If your data is not protected or monitored the likelihood of a data breach increases tremendously.
There are several things that can be done to help protect a dealership’s data from being stolen, but they have to be correctly implemented and correctly monitored. Visit www.ftc.gov to learn more about the laws.
For more information on how to implement a security plan visit:
http://www.starstandard.org/index.php?n=SIGINFRASTRUCTURE.DealershipInfrastructure
Resources: http://www.verizonbusiness.com/about/news/displaynews.xml?newsid=25135&mode=vzlong&lang=en&width=530 http://news.cnet.com/Time-to-face-the-truth-about-data-security/2010-1029_3-6071409.html?hhTest=1
Instant Messaging in Business
Instant Messaging is not an extremely new concept, but has exploded over the last several years. Instant messaging (IM) gives users the ability to communicate in a real-time environment via a messaging software. Before implementing IM there are many things to consider, ranging from productivity increases and concerns to possible legal ramifications.
The only way to determine if IM is right for your organization is to understand the various information regarding IM. The first thing to consider is whether the organization will utilize internal or external messaging. Internal messaging does not allow communication with anyone outside the internal network. This type typically utilizes an integrated product, rather than an internet download such as AIM or Yahoo Messenger. The other type, external messaging is an internet based messaging system, utilizing any number of IM clients and allows users to communicate with anyone using the same software anywhere on the internet.
Another faucet of messaging involves messaging via telephone or PDA. This can be included in the external messaging category and includes some of the same security and legal risks. However when considering text messaging via telephone there are additional security risks, including lost or stolen phone equipment and lack of privacy. Another item to consider with PDA or telephone messaging is cost. Most of these items are not free and may be a cost risk to the organization as well.
To determine which solution best fits your organization below is a list of pro’s and con’s that can help in the decision making process. First we will begin with the pro’s of utilizing Instant Messaging:
Pro’s
- Improved productivity – This can apply to both internal and external systems. It can reduce the time employees spending going from office to office or from the front of the dealership to the service area. It can also apply for external communications, reducing time spend on calls, hold, allowing people in the field to communicate with office personal quickly and briefly.
- Improved service – If the dealership utilizes a customer service type of IM, it can allow customers to communicate real-time.
- Connectivity – Having a system with internal or external communication allows employees to send quick messages, questions, etc. and stay connected with their team.
Con’s
- Security – This risk is more prevalent when utilizing an external messaging service because there is the risk for hackers, increased spam, and loss of protected information.
- Legal Risks – This applies to both internal and external. There are many things that can come from IM just as with email that two employees talking or an internal employee and a vendor that leak information, discuss items that may offend another person and these items can be used in legal matters.
- Decreased productivity – As with email, internet and other communications, IM can be abused and may have some employees chatting amongst themselves, or in external communications they may lead to personal chatting.
Heavy IM usage can lead to bandwidth issues on the network.
Resources Instant Messaging: Does it have a Place in Business Networks? Published: Nov 02, 2004 Updated: Apr 06, 2005 Section: Articles :: Misc Network Security Author: Deb Shinder
Instant Messaging: Corporate Productivity Tool or Cool Toy? Drew Bird 5/01/03
Should Your Business Use Instant Messaging? By Peter Alexander | November 14, 2005
DATA DRIVES
OVERVIEW
Data drives commonly referred to as thumb drives or USB drives are small keychain sized drives that can store information for future use. These drives can range from 8MB and up to many GB.
These drives can be used for a variety of reasons. Some of the more typical uses are to transfer a document or small file from one location to another.
RISKS
There are many risks to consider when using or allowing the use of data drives in the dealership. One common problem with using a data drive is the transfer of viruses which are usually transferred when the data drive is inserted in a dealership PC. Other risks when allowing the use of data drives include:
- Installation of illegal/unlicensed software onto a dealership PC
- Viruses intentionally or unintentionally installed throughout the dealership.
- Increased risk of stolen data from a dealerships’ computer system.
- Dealership data inadvertently stolen and saved on the data drives.
MANAGING
While the risks are great, using a data drive might allow dealership staff who do not have internet access to take “work” with them, either off-site or to another pc in the dealership. The most important thing a dealership can do is implement management rules for use, and control of data drives. The dealership policy could outline the rules and consequences of misuse of these tools. Policy topics could include:
- Prior written approval from IT or dealership management to use a data drive
- All data drives must have a virus program installed and maintained
- No software should be installed on any dealership computers without prior approval of dealership management
References
Security http://www.eweek.com/article2/0,1759,2114688,00.asp
COMPUTER SOFTWARE MANAGEMENT OVERVIEW
Using computer software programs on more than one computer when you haven’t purchased additional licenses is illegal. With the advancement of technology software, vendors have a greater ability to audit a company’s software license usage and purchased inventory of programs.
When purchasing, installing, and using computer software it is imperative that dealers understand what is installed on their computers and ensure a report is maintained listing all software purchases.
WHAT IS A SOFTWARE AUDIT
A software audit is when a software publisher or affiliated trade association notifies a company they want the company to submit proof they have complied with their licensing laws. An audit can occur at any time. That is why it is important for the dealership to be compliant at all times.
UNDERSTANDING THE LAW
The typical software license states that a company can be held liable for any software that exists on their computer systems. This means that even if an employee installed software on dealership computers without the dealers knowledge the dealer is still responsible for the penalties that could be incurred.
MANAGING THE SOFTWARE Managing PC Software There are several software tools that a dealer could purchase to monitor the software being installed on a dealerships computer. If this is not a practical solution for a dealer there are other options that utilize security features existing on many PC’s. Examples of what a dealer could do to ensure software is not installed without permission include:
Administration security settings – These can be set on each pc that will not allow dealership staff to install any software without being logged in as an Administrator. Security Logs – There are activity logs that can be turned on to keep track of everything that is installed on the PC. It is also recommended if there is no plan to use a software product then a document or spreadsheet should be created which includes the following information:
Software Product Name # of Licenses Purchased Name or Machine Serial # where software resides If license expires, enter date ______________________ _______________________ _________________________ ______________________ ______________________________ ______________________ _______________________ _________________________ ______________________ ______________________________ ______________________ _______________________ _________________________ ______________________ ______________________________ ______________________ _______________________ _________________________ ______________________ ______________________________
Managing Purchased Software When purchasing software it is recommended that the dealership have a secure location to place all software CD’s as well as all documentation and license information that relates to each type of software.
Before installing any software it is important to review the license information and understand:
How many PC’s are licensed to use the software? Does the license have an expiration date? HANDLING AN AUDIT Internal Auditing In addition to external (and unplanned) audits a dealership should have a regular annual or semi-annual audit. The audit should include:
Reviewing the stored software to ensure all copies are in place. Reviewing all license information and determine if any has expired and requires renewal. Remove any expired software from dealership PC’s. Review the software that exists on all PCs and compare the audit to the list of software licensed for the dealership. External Auditing In the event that an external audit does occur there are a few things that will help to expedite the process.
Most importantly, do not try to purchase new software to accommodate your needs. By this time it is too late, and it could affect the credibility of the company. Research the necessary steps to be prepared before the audit. There are several websites noted below with more information. Provide all software licensing documentation to the dealership’s legal representative and have them assist with the submission of information requested by the auditing firm. USEFUL WEBSITES Organization that outlines rules and laws about software management http://www.bsa.org/country.aspx
Lists legal information about Microsoft software http://www.microsoft.com/Piracy/
Defines copyright infringement http://en.wikipedia.org/wiki/Copyright_infringement_of_software
Defines piracy http://www.siia.net/piracy/whatis.asp



