How Secure is Your System?

      Computer systems are one of the most complex and necessary tools we use as EMS providers. Most EMS agencies have an in-house "computer guru" who handles computer management. In volunteer agencies, especially, this is a person who has knowledge and expertise in computers, but may not have the time to commit to building a truly functionally solid system. Or, this person may have plenty of time, but only a basic working knowledge of computer systems. The bottom line is, as we move into a more electronic-driven environment, EMS administrators need to be more aware of the information management/information technology (IM/IT) needs of their organizations. There are a few basics for all EMS managers to consider when developing a good IM/IT program. Following are a few suggestions:

Update Software Regularly
      Probably one of the most overlooked areas when managing your own computer systems is software updating. Programs like Windows, Adobe and MS Office have automatic updaters that remind you when new updates are available; however, EMS-specific programs and a variety of others may leave the updating to you. Likewise, it is important to have a schedule to replace software packages. It is not necessary to buy every new version of a program; however, every two to three years is a good schedule for purchasing new versions. Not-for-profit organizations can get grants for software, which drastically reduces prices. One of these grant opportunities can be found at www.techsoup.com.

Protect Yourself
      Protecting your computer system and network applies to both hardware and software. Hardware systems are relatively easy to protect. Ensure your computers are not out in the open where anyone can access them, and be sure they are password-protected. Keep the physical systems in a captain's office or staff room, out of reach of people who don't need to use them. Also, keep your computers clean and away from the vehicle bays. You can drastically reduce your replacement costs by physically protecting your systems from the elements.

      Software protection is a bit more difficult. There are viruses, spyware and adware floating around the Internet, which are called malicious code. As our world gets more connected through the Internet, our vulnerability increases. Obtain a good commercial anti-virus program. McAfee and Norton are the most popular and are relatively good. Keep them updated, and don't hesitate to purchase a new version every three to four years. Most of these programs now contain spyware and adware protection, as well.

Back Up, Back Up, Back Up
      This is a pretty common mistake made by most people. It can be somewhat time-consuming and easy to forget, but you must back up your computer systems regularly, whether you have a server that backs itself up using a series of RAID drivers (for server systems) or you purchase an external hard drive. Remote backup is now available, as well. Remote systems back up your local hard drive from the Internet to an offsite system. The advantages of remote backup systems include:

1. No need for the user to do manual steps to back up. The system constantly backs up your hard drive while your computer is connected to the Internet.
2. Remote backup systems store your data offsite. This is a key factor, as most people fail to remove the backups from the worksite, leaving them vulnerable to fire, flood and other elemental factors.

Hire Outside Help
      As your computer system grows, you might want to consider hiring a company to manage your IM/IT system, especially if you are considering or have already established a network in your organization. The more complex your network gets, the greater the need for professional management services. There are usually a couple of local computer management companies willing to help with whatever level of administration you need. Most will give you a quote, or even do an initial vulnerability assessment for free.

Watch Administrative Privileges
      It is imperative that you give appropriate privileges to the appropriate people in your organization. The ability to change programs, download and install programs or change the computer system is a vulnerability that is easily managed by taking a few small steps. For networked computers, only give privileges to folders and files that are absolutely necessary for mission accomplishment. Don't allow people to install or run video games on business computers, and ensure that when you set up their profile, you limit access to control functions. Stand-alone computers can be managed in a similar way, the difference being that the profile is set up on an individual computer versus through a server or networked system. Either way, set up policies that require password-protected profiles and secure passwords.

Conclusion
      Computer system management is a complex, often neglected function of management that is essential for the success of EMS organizations. What would happen if you were unable to read your e-mail at work? What if you were purchasing a new stretcher system and were unable to use the Internet to research it? Many people don't remember a time without computers. As systems grow, so does the need to protect and update them. Treat your IM/IT program with the same or a greater level of priority as your training, recruitment or personnel management programs for the greatest return on investment.

Daniel E. Glick, BPS, AEMT-CC, is the executive director of the Mountain Lakes Regional EMS Council (NY) and a health service administrator for the 139th Aeromedical Evacuation Squadron, New York Air National Guard. He can be reached at deg3142@gimail.af.mil.