IT 1105 Information Systems and Technology Bachelor of

IT 1105 Information Systems and Technology Bachelor of Information Technology Information Systems & Technology IT 1105 07. Security, Privacy and Ethical Issues 7. 1 Computer Related Wastes, Mistakes Prabhajinie Jayabaalasundaram MBCS, MBA

IT 1105 Information Systems and Technology Intended Learning Outcomes After completing this session you should be able to • Describe some examples of waste and mistakes in an IS environment, their causes and possible solutions • Describe the types and effects of computer crime

IT 1105 Information Systems and Technology Last Lesson Systems operation and maintenance Reasons for maintenance Types of Maintenance Performing Maintenance The Relationship Between Maintenance and Design Systems review Types of Review Procedures System Performance Measurement

IT 1105 Information Systems and Technology Outline Security, Privacy and Ethical Issues Computer waste and mistakes Preventing Computer Related Waste and Mistakes Establishing Implementing Monitoring and Reviewing Policies and Procedures

IT 1105 Information Systems and Technology Security, Privacy and Ethical Issues Computers have become such valuable tools that today's businesspeople have difficulty imagining work without them. Yet the information age has also brought the following potential problems for workers, companies, and society in general: • Computer waste and mistakes • Computer crime • Privacy issues • Work environment problems • Ethical issues

IT 1105 Information Systems and Technology Computer Wastes and Mistakes Computer-related waste and mistakes are major causes of computer problems. Computer waste involves the inappropriate use of computer technology and resources. Computer-related mistakes refer to errors, failures, and other computer problems that make computer output incorrect or not useful.

IT 1105 Information Systems and Technology Computer waste The government is the large organisation and it also generates more waste than other Organizations. The government is not unique in this regard-the same type of waste and misuse found in the public sector also exists in the private sector. A less dramatic example of waste is the amount of company time and money employees can waste playing computer games, sending unimportant e-mail or browsing the Internet.

IT 1105 Information Systems and Technology Computer waste A spam filter is software that attempts to block unwanted email. One approach to filtering spam involves building lists of acceptable and unacceptable e-mail addresses. Another approach is automatic rejection of e-mail based on the content of the message or the appearance of keywords in the message. Rejected e-mail automatically goes to the spam or junk e-mail folder of your e-mail service.

IT 1105 Information Systems and Technology Computer waste Image-based spam is a new tactic spammers use to circumvent spam-filtering software that rejects e-mail based on the content of messages and the use of keywords. The message is presented in a graphic form that can be read by people but not computers. The images in this form of spam can be quite offensive. When waste is identified, it typically points to one common cause: the improper management of information systems and resources.

IT 1105 Information Systems and Technology Computer Related Mistakes Despite many people's distrust of them, computers rarely make mistakes. If users do not follow proper procedures, even the most sophisticated hardware cannot produce meaningful output. Mistakes can be caused by unclear expectations and a lack of feedback. A programmer might also develop a program that contains errors, or a data-entry clerk might enter the wrong data. Unless errors are caught early and prevented, the speed of computers can intensify mistakes.

IT 1105 Information Systems and Technology Preventing Computer Related Waste and Mistakes To employ IS resources efficiently and effectively, employees and managers alike should strive to minimize waste and mistakes. This involves • establishing • implementing • monitoring and • reviewing effective policies and procedures.

IT 1105 Information Systems and Technology Establishing Policies and Procedures The first step to prevent computer-related waste is to establish policies and procedures regarding efficient acquisition, use and disposal of systems and devices. Computers permeate organizations today, and it is critical for organizations to ensure that systems are used to their full potential. Most companies have implemented stringent policies on the acquisition of computer system and equipment and the use of preferred vendors for all acquisition.

IT 1105 Information Systems and Technology Question The following statements are about computer waste and mistakes. Identify the CORRECT statement/s. (a) Even by implementing proper policies, computer waste and mistakes cannot be minimized. (b) Using corporate time and resources for personal use by employees is considered as a computer waste. (c) By disposing computer equipment the correct way, money, as well as the environment can be saved. (d) Computer related waste and mistakes will never lead to reducing profits earned by an organization. (e) Information systems professionals should define proper information systems usage policies to ensure effective use of company resources.

IT 1105 Information Systems and Technology Answer The following statements are about computer waste and mistakes. Identify the CORRECT statement/s. (a) Even by implementing proper policies, computer waste and mistakes cannot be minimized. (b) Using corporate time and resources for personal use by employees is considered as a computer waste. (c) By disposing computer equipment the correct way, money, as well as the environment can be saved. (d) Computer related waste and mistakes will never lead to reducing profits earned by an organization. (e) Information systems professionals should define proper information systems usage policies to ensure effective use of company resources.

IT 1105 Information Systems and Technology Question The following statements are based on information systems security, privacy and ethical issues. (i) By having proper policies and procedures on recycling of products, computer waste related to discarding hardware could be reduced. (ii) Identity theft is a computer mistake. (iii) Ergonomics is the design of the work environment to reduce computer crime. Identify the INCORRECT statement(s). (a) Only (i) and (ii) (b) Only (ii) and (iii) (c) Only (ii) (d) Only (iii) (e) All

IT 1105 Information Systems and Technology Answer The following statements are based on information systems security, privacy and ethical issues. (i) By having proper policies and procedures on recycling of products, computer waste related to discarding hardware could be reduced. (ii) Identity theft is a computer mistake. (iii) Ergonomics is the design of the work environment to reduce computer crime. Identify the INCORRECT statement(s). (a) Only (i) and (ii) (b) Only (ii) and (iii) (c) Only (ii) (d) Only (iii) (e) All

IT 1105 Information Systems and Technology Establishing Policies and Procedures Types of computer-related mistakes include the following • Data-entry or data-capture errors • Errors in computer programs • Errors in handling files • Mishandling of computer output • Inadequate planning for and control of equipment malfunctions • Inadequate planning for and control of environmental difficulties • Installing computing capacity inadequate for the level of activity

IT 1105 Information Systems and Technology Establishing Policies and Procedures Companies have developed policies and procedures that cover the acquisition and use of computers. Training programs for individuals and workgroups as well as manuals and documents covering the use and maintenance computer systems also help prevent problems Other preventive measures include approval of certain systems and applications before they are implemented and used to ensure compatibility and cost-effectiveness and a requirement that documentation and descriptions of certain applications be filed or submitted to a central office.

IT 1105 Information Systems and Technology Implementing Policies and Procedures Implementing policies and procedures to minimize waste and mistakes varies according to the business conducted. Most companies develop such policies and procedures with advice from the firm's internal auditing group or its external auditing firm. The policies often focus on the implementation of source data automation, the use of data editing to ensure data accuracy and completeness, and the assignment of clear responsibility for data accuracy within each information system.

IT 1105 Information Systems and Technology Implementing Policies and Procedures Some useful policies to minimize waste and mistakes include • Changes should be tightly controlled. • A user manual should be available • Each system report should indicate its general. • The system should have controls. • Controls should exist to ensure that the information is valid, applicable, and posted in the right time frame. • Users should implement proper procedures

IT 1105 Information Systems and Technology Implementing Policies and Procedures Training is another key aspect of implementation. Many users are not properly trained in using applications, and their mistakes can be very costly. Training is often the key to acceptance and implementation of policies and procedures. The trainers must understand the organization's fundamental business processes and how trainees' jobs fit into those business processes.

IT 1105 Information Systems and Technology Monitoring Policies and Procedures To ensure that users throughout an organization are following established procedures, the next step is to monitor routine practices and take corrective action if necessary. By understanding day-to-day activities, organizations can make adjustments or develop new procedures. Many organizations implement internal audits to measure actual results against established goals.

IT 1105 Information Systems and Technology Reviewing Policies and Procedures The final step is to review existing policies and procedures. During review, people should ask the following questions. • Do current- policies cover existing practices adequately? Were any problems or opportunities uncovered during monitoring? • Does the organization plan any new activities in the future? If so, does it need new policies or procedures addressing who will handle them and what must be done? • Are contingencies and disasters covered?

IT 1105 Information Systems and Technology Reviewing Policies and Procedures This review and planning allows companies to take a proactive approach to problem solving. During such a review, companies are alerted to upcoming changes in information systems. Information systems professionals and users still need to be aware of the misuse of resources throughout an organization. Preventing errors and mistakes is one way to do so. Another is implementing in-house security measures and legal protections to detect and prevent a dangerous type of misuse: computer crime.

IT 1105 Information Systems and Technology Question Which of the following cannot be considered as computer waste? (a) Heavy usage of Internet (b) Flooding email for advertising purposes (c) Upgrading the existing version of a word-processing package with the latest version (d) Saving all incoming and sent emails in the hard disk for future reference (e) Daily upgrading of anti-virus software

IT 1105 Information Systems and Technology Answer Which of the following cannot be considered as computer waste? (a) Heavy usage of Internet (b) Flooding email for advertising purposes (c) Upgrading the existing version of a word-processing package with the latest version (d) Saving all incoming and sent emails in the hard disk for future reference (e) Daily upgrading of anti-virus software

IT 1105 Information Systems and Technology Question Which of the following can be considered as a computer waste or a mistake? (a) Use of internet during work time for personal use (b) Data entry errors (c) Computer surveillance of employees at work (d) Bugs in computer programs (e) Not having a proper policy/mechanism to discard computers

IT 1105 Information Systems and Technology Answer Which of the following can be considered as a computer waste or a mistake? (a) Use of internet during work time for personal use (b) Data entry errors (c) Computer surveillance of employees at work (d) Bugs in computer programs (e) Not having a proper policy/mechanism to discard computers

IT 1105 Information Systems and Technology Summary Security, Privacy and Ethical Issues Computer waste and mistakes Preventing Computer Related Waste and Mistakes Establishing Implementing Monitoring and Reviewing Policies and Procedures

IT 1105 Information Systems and Technology Bachelor of Information Technology Information Systems & Technology IT 1105 07. Security, Privacy and Ethical Issues 7. 1 Computer Related Wastes, Mistakes Prabhajinie Jayabaalasundaram MBCS, MBA