Consider what you want the system to do and what results you want.

Express your requirements in business terms, not computer terms - for example you might consider the value remote workers can provide customers by having immediate access to stock levels.

Consider the following issues to help assess your needs:

Analyse your system

·              Consider your business processes. Do any depend on producing or accessing information - could you benefit from storing this centrally and letting staff access it via individual PCs?

·              Consider which processes networking could support, eg staff might need access to centralised customer records to create sales quotations.

·              Estimate your future computing requirements. If your business takes on more staff your IT system will need to expand to support them - this is called scalability.

·              Audit your existing equipment.

·              Consider how many people will use the network - staff, suppliers and customers.

·              Assess your printing requirements and the best locations for equipment such as scanners and disk drives.

·              Decide how much you can spend on computer networks.

·              Calculate costs - include purchase, installation, support, maintenance and training as well as lost business due to staff involvement.

·              Calculate potential savings - replacing manual and paper-based processes, reducing hardware costs by sharing facilities, and capital allowances.

Consider security

·              Consider who will use the network.

·              Identify what access controls you will require, such as passwords.

·              Outline back-up procedures – e.g. take regular back-ups of your data in case your system crashes.

Select products

·              Research the available technology through networking suppliers' websites, specialist exhibitions, or discussing your requirements with PC and networking companies. Networking magazines - often online - include features on the latest developments.

·              Do you want a peer-to-peer network - which you could install in-house - or do you need an expert to help set up a client/server system?

·              Prepare a shortlist of suitable products from different vendors.

·              Talk to people using these products or read magazine reviews.

·              Consider the support facilities for each product.

Network security issues

The increase in businesses connecting their systems and using the Internet has its drawbacks. When all computers are networked, one user's problems may affect everyone. You should consider the greater potential for data loss, security breaches and viruses when creating a network.

It is important to ensure data security through regular housekeeping such as backing up files, password routines and system logs. It is important to remove access from employees who leave, otherwise they may still be able to access customer records.

As your data will be stored in one location on the server, physical security is very important.

You should enhance your system security to protect your business from potential virus attacks and hacking. This should include anti-virus software and a firewall or software barrier.

As your data will be stored in one location s up to date and download relevant patches - updates to software that fix security threats - because new viruses are frequently released. If you are affected by a virus your employees could lose data and have difficulties using their computers, and your business could come to a standstill.

If your staff need to access the network while off-site, consider a virtual private network. This creates a secure link and protects information sent and received.

If you opt for a wireless networking solution then be aware that they can be insecure unless you take appropriate precautions. Typical threats include people being able to eavesdrop on your business activities, or a hacker using a wireless connection to gain access to your key business systems.

Irrespective of the technology solution you select, you should seek expert advice when your system is installed - from your Internet service provider, system provider, installer or an adviser. As when seeking any type of professional guidance, you should find out whether any adviser is familiar with businesses of your size or in your sector, or follow personal recommendations.

Visit our specialised Network Security website for more details.

Security issues are addressed in our Network Audit Service.

Alternatively, please call us on 0845 230 6688 to discuss or complete the Enquiry Form