.svg)
Having a business with an IT department that runs as smoothly as silk takes work, with a variety of areas that need to be developed and maintained correctly for optimal results. Each piece is important, without which the whole IT organism would run out of sync, and quite possibly break down altogether. No matter what the size of your organization may be, having a well-oiled IT machine can spell the difference between a company that succeeds, and one that falls by the wayside. Here's our IT Audit Checklist for 2016
IT Audit Checklist 2016
One of the most effective means by which you can ensure that your IT infrastructure is sound and reliable is to utilize an IT audit checklist. In essence, an IT audit checklist analyzes the infrastructure you have in place for IT-related tasks, the policies that govern them and the way it operates. All of this is designed to streamline operations, improve performance and productivity and guard against loss of critical data.There are several primary targets of an IT audit checklist, such as:
- Identifying and evaluating each process and system that is in place that deals with IT and security of company data
- Understanding the risks that apply to your company's information, and clear plans to address and minimize these risks
- Make sure all laws and policies related to IT are adhered to and implemented correctly
- Identify areas of inefficiency in both systems and those who manage them
Specific areas exist that impact the overall effectiveness of an IT department, both now and in the future. Critical examination and study into each of these areas ensure that each cog in the machine is operating at maximum efficiency.
Hardware
The basis of any IT department is the hardware that runs everything. This can range anywhere from the few workstations that make up many smaller offices, on up to a complete server farm found in a large business. No matter how much hardware your business boasts, the basics still remain the same.
Assessing Hardware Capabilities
The first considerations to make in ensuring that your IT department is current and running correctly in the hardware department is that of understanding what capabilities your current hardware gives you, how well they satisfy your needs today, and whether they will be sufficient as you grow larger. Hardware becomes obsolete all the time, so current capabilities will not always last as tech becomes more complex. A good rule of thumb is to replace server equipment every five years and evaluate other hardware every three to five years. Having this understanding of where you may need to expand or update components well before it happens, can translate into much fewer headaches when the time comes for change.
Planning for Breakages and Malfunctions
Breakages and malfunctions are also an inevitable part of having an IT department, and having plans in place to cover you when this inevitability occurs ensure that dreaded downtime can be avoided. If current staff is not knowledgeable enough to handle any hardware-related issue you may have, outsourcing may be required in full, or as a backup. Making sure that any conceivable damage or malfunction is covered is a vital key to keeping productivity as high as can be.
Software
Because a computer or server really is just an expensive doorstop without the software that runs on it, this is the next area in which to focus your attention. Running and using your company's software with maximum efficacy requires you to take stock of a few areas and considerations. As with hardware, it is wise to evaluate your software every three to five years, because a new program may exist that puts your current software to shame.
Keeping Software Up-to-Date
Having the most up-to-date versions of the software your company uses is an effective way to avoid any issues that deal with outdated code or capabilities. Earlier versions of many software suites no longer receive support by those who produce it, putting you on your own if you run into problems. Hackers or other malicious entities may have discovered exploits that can both damage and steal your data when using outdated versions. Newer versions of the software identify and fix these exploits, making them crucial to the most effective operation.
Proper Licensing
To run the most current, or really any, version of commercially-produced software legally, proper licensing is necessary. These licenses usually are based on how many computers you have the software installed on, or how many of your employees will be using it. To remain in full compliance, enough licenses for whichever value it is based on must be acquired and kept current. Not only can serious penalties be incurred if you do not, support will be unavailable for some of your work.
Data and Backups
One of the single most terrifying possibilities in today's modern business world is the loss of valued and irreplaceable data and files. The list is long when dealing with the possible causes of this type of situation, ranging from basic stuff, like user error or equipment failure, on up to a natural or man-made disaster. Not to mention the fact that the fluid and ever-changing nature of data means that you need stored copies of your data that are kept current, sometimes on a minute-by-minute basis. It is difficult to estimate just how much productivity is lost each year due to improper or insufficient data backup practices, but it is undoubtedly a tidy sum.
Types of Backup
Different hardware and software solutions exist that can virtually eliminate the possibility of this travesty happening to your company. The first deals with the basic hardware itself, such as when a hard drive malfunctions or becomes corrupted.
Tape Backup
Tape backup units are designed to copy and store all data from servers and workstations, making them excellent and cost-worthy choices for overall storage. However, it can take hours to restore the affected files and data, which can result in extended downtime. While a tape backup is acceptable for general, long-term storage, this attribute makes it difficult to use in day-to-day operations.
Preferred Option Cloud Backups
With the rise of broadband and cloud services comes another option much more suited for daily use. Cloud servers, servers operated by another company that are accessed over an internet connection, allow your data to be backed up virtually as soon as it is entered. Certain companies also provide the service of managing this data flow, and even acting as a server, in case your equipment malfunctions. By doing this, you are guaranteed the safety all of your data, without any costly downtime present to affect your bottom line.
Mobile and Cloud Solutions
Because running a business can really turn into a responsibility that lies far beyond even full-time work, having the best mobile solution is a virtual necessity. Mobile platforms containing both the hardware and software needed to keep you connected to your office, no matter where you are, have opened up a whole new world of possibilities for those who want to work while on the go.
Cloud Servers
Cloud servers are not only used as a backup solution, rather their primary function is a supplement to companies who do not have the necessary resources to allow it on their own. Many smaller companies are unable to put out for expensive servers, which in past times made them much less competitive in the market overall. Today, with the connection to the right service, your company can enjoy the benefits found in having your own servers, all while only paying a fraction of the cost.
Network Protection
Keeping your network safe from perils found both in and outside of your business is an excellent way to preclude dangerous problems from happening in the first place. One of the prime causes behind both lowered productivity and the possible admittance of malicious code is an open internet connection for employees. Traps lurk in the code of many unsafe websites, where just one visit can allow a hacker a chance to pillage your information and secrets. Not to mention the amount of productivity is lost simply through employees surfing the web when they should be working. Sites like Facebook or YouTube are an attraction many employees are unable to resist
Content Filtering
The best solution to these potential pitfalls is content-filtering software, such as found with OneStepAhead's Content Filtering Solution. This type of software can block unsuitable content automatically, with different permissions available on an individual or group basis. Even better, there is no need to enter specific sites manually.
The Need for Sophisticated Firewalls
The increasing sophistication of hackers allows them to access networks even without a wayward employee unwittingly providing them entrance. A comprehensive solution must be in place to ward against this type of mischief, as well as the malware and viruses that are their stock in trade. The most effective way to accomplish this is with a hardware firewall, a piece of equipment that acts much like the basic software firewalls used by the average person, but with many additional advantages. No interaction is needed, these devices handle everything once setup is complete. They are also much more effective at reducing lag and slowness in computers and servers since no bulky software is needed for them to run.
Effective Antivirus
While a firewall is handy for keeping most threats out, if one does worm its way into your network, you need a solution that will hunt it down and kill it as quickly as possible. Antivirus software is the best solution available for this type of circumstance. Not only having the software is sufficient, it must be kept updated regularly to ensure the newest threats are handled, as well as the classics. As with all other types of software, enough licenses to cover all devices it is used on is necessary.
A Final Takeaway for Small Businesses
Understanding what is necessary to keep your IT department as efficient as it can be, and protected from all threats and harm, is vital to your company's overall success. By generating an IT audit checklist detailing all of these requirements in detail, you can ensure that the solutions you come up with will be the very height in effectiveness.
