Justification Report assignment

Table of contents

I. INTRODUCTION……………………………………………… (3)

II. METHOD & PROCEDURE…………………………………... (3)

III. FINDINGS………………………………………………………. (3)

IV. CONCLUSIONS………………………………………………... (4)

V. RECOMMENDATIONS……………………………………….. (4,5)

VI. REFERENCES………………………………………………….. (6)

I. INTRODUCTION

This report details the findings of an investigation into methods of computer disk storage currently employed at the Head Office of the Earn & Young. The report identifies the problems associated with storage, safety and security of portable hard disks. This report, to include recommendations for the improvement of current procedure, was requested by Mr. Joseph, Personnel Department Manager. It was prepared by Mr. Marsh, supervisor, and submitted to Mr. Joseph on dd/mm/2014.

II. METHOD & PROCEDURE

In order to evaluate the present procedures and to identify specific shortcomings, the following investigatory procedures were adopted:

1. Interview of all staff using portable hard disks

2. Storage and indexing system inspected

3. Computer accessory firm consulted by telephone and catalogues obtained.

III. FINDINGS

1. Current system

a) Portable hard disks are backed up, or duplicated irregularly and infrequently.

b) Back-up disks if they exist are stored in plastic containers in the personnel office, the same room as the disks currently in use.

c) Portable hard disks are frequently left on desktops during the day and even overnight.

2. Safety and security Risks

a) There is no systematic provision for making copies, in the event of loss or damage of disk in use.

b) There is no provision for separate storage of copies in the event of fire in the personnel office, and no adequate security against fire of damage in the containers used.

c) There appears to be no awareness of the confidential nature of information on disk, not of the ease with which disks may be damaged by handing, the spilling of beverages, dust etc.

IV. CONCLUSION

The principle conclusions drawn from the investigation were that there was insufficient awareness of safety and security among non-specialist staff. There was insufficient informal provision for safety and security procedure and that there was serious cause for concern (Morley, 2014).

V. RECOMMENDATIONS:

In order to rectify the unsatisfactory situation summarized above, Mr. Marsh recommends that consideration be given as a matter of urgency to the following measures.

1. Immediate backing up of all existing disks.

2. Drafting of procedures for backing up disks at the end of each day.

3. Acquisition of a fire-proof safe to be kept in separate office accommodation.

4. Communication to all staff of the serious risk of loss, theft and damage arising from careless handling of computer disks (Mah, 2013).

REFERENCES

1. Morley, D., & Parker, C. (2014). Understanding Computers: Today and Tomorrow, Comprehensive (15th ed.). Cengage Learning.

2. Mah, P. (2013, May 28). How to Secure USB Drives and Other Portable Storage Devices | CIO. Retrieved July 20, 2014, from http://www.cio.com/article/2385500/peripherals/how-to-secure-usb-drives-and-other-portable-storage-devices.html