Technology for Non Profits

1
Technology for Non Profits

• Sree Nilakanta
• Priya Kothari

2
Learning Objectives

• To provide a basic understanding of the elements
  of a technology plan and planning process.
• To introduce a scalable methodology for launching
  and sustaining a technology planning process so
  participants can work effectively with their
  technology teams.
• To develop the capacity for organizations to
  address and continue to solve technology issues
  to build capacity.
• To introduce a method for assessing internal
  technology strengths and weaknesses and
  identifying key issues.

3
Learning Objectives

• To build awareness of technology sustainability
  issues and encourage creative thinking to find
  solutions for professional development/training,
  implementation, budgeting, and fundraising.
• To demystify important technical concepts that
  should be addressed as part of the technology
  planning process.
• To introduce techniques for researching
  technology information efficiently on the
  Internet and a hands-on opportunity to practice.
• To develop a knowledge community or enabling
  network of artists around technology.

4
Seven Characteristics of an Online Organization

• Email addresses and desktop Internet access for
  every staff member
• A local area network (LAN)
• Technical expertise to keep the systems going
• Technology as a component of organizational
  planning
• Email addresses for important online
  constituencies
• Virus protection and routine data backup
• An organizational Web site

5
Technology Plan

• What
• Why
• Who
• How
• Critical Success Factors
• Resources
• Gotchas

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What

• Written document
• Identifies Goals and missions
• Identifies Strategies and objectives
• Identifies Technologies
• Identifies Timeline
• Defines Budget Resource requirements

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Why

• Obtain Funding
• Effectively use technology
• Buy right equipment
• Save money
• Avoid crises
• Efficient use of staff time
• Reduce turnover

8
Who

• Tech team
• Staff, board, outside consultants
• Technical and non-technical people
• Leader
• Regular meeting and agendas
• Roles and responsibilities
• Tasks and deliverables

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How

• Organize
• Form Tech Team, Articulate Vision/ Goals, and
  Involve Leadership
• Research
• Do Internal and External Research and Undertake
  Technology Learning
• Formulate
• Revise Goals, Sustainability Strategies, and
  Implementation Strategies
• Refine
• Evaluate and Monitor regularly

10
Critical Success Factors

• Leadership
• Capacity for change
• Integration with strategic plan

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Winning strategies

• Assess IT literacy
• Tech management versus tech leadership
• Manage supply and demand
• Technology driven innovation
• Business vision-led innovation
• Build technology into leadership activities
• Get to know your CIO
• Use technology personally

12
Winning Strategies

• Examine your infrastructures
• Look outward
• Hire internet revolutionaries (?)
• Talk to customers all the time
• Never stop learning

13
Elements of Technology Plan

• Vision Statement
• Goals
• Integration with Strategic Plan
• Programs Services
• Operations Administration

14
Tech Plan Elements

• Infrastructure
• Connectivity
• Equipment Lifecycle
• Software

15
Tech Plan Elements

• Staff Development Training
• Staffing
• Funding Strategy
• Implementing Change
• Timeline
• Budget
• Evaluation

16
Technology Vision Statement

• Describes how technology will benefit your
  organization's mission and audience
• Has several paragraphs or a single page
• Synthesizes discussions with your technology team
  and key audiences about the outcomes of
  mission-driven use of technology

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Tips for Writing Technology Vision Statement
Goals

• Our organization uses technology (adverb) to
  achieve x outcome with x audience(s)

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Examples of Vision Statement

• The Alliance is a recognized leader among artist
  communities organizations in the creative and
  efficient use of technology for program
  management and in establishing a global forum for
  a dialogue on creativity and artists' creative
  processes as a vital national resource.

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Example of Vision Statement

• The Hoyt Institute of Fine Arts strives to bring
  the best possible arts to the greatest number of
  people by integrating the use of technology to
  efficiently deliver all programs and services.

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Technology Goals

• Short "to do" statements
• Accomplish a specific outcome
• Reflect a specific mission-driven outcome related
  to programs and services
• Think expansively to articulate strategic
  planning goals
• Be realistic.

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Examples of Goals

• Goal 1 To integrate the use of electronic
  communications and technology to deliver Alliance
  programs, resources, and services to the field.
• Goal 5 To improve the Alliance's internal
  capacity for staff members to share and exchange
  information electronically within the main
  office, with the upstate office, contracted
  personnel, board members, and with all
  appropriate external constituents.

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Integration with Strategic Plan

• Describe how your organization has integrated
  technology planning into an overall strategic
  planning process or content of strategic plan.
• Describe board involvement in the technology
  planning process and how they will continue to be
  involved during implementation
• Describe how your organization involves
  individuals with both technology and program
  expertise in the technology planning process
• Describe the Tech Team's role in the planning
  process and during implementation
• Describe any guiding philosophies that describe
  your organization's approach to integrating
  technology into the daily life of your
  organization.

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Example

• Goal 1 - Develop and implement a technology plan
  that supports Creative Time's current strategic
  plan.
• This goal will be met by
• Involving staff in the development of the
  technology plan with strategic input by board
  members
• Assessing the current status of technology at
  Creative Time
• Establishing priorities and time lines for
  implementation of the plan that are in line with
  the current strategic plan priorities
• Research advances in technology as we plan for
  hardware and software upgrades, and cost
  effective connectivity solutions.
• Building in feedback and evaluation patterns to
  map the organization's progress and make
  meaningful adjustments to the plan as necessary.

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Programs Services

• Describe programs and services.
• Summarize any audience research, field research,
  or work process analysis
• Describe how technology will enhance the delivery
  of programs or services.
• Describe how technology will make programs or
  services more efficient.
• Include descriptions of any upgrades, redesigns,
  and improvements in any program or service
  communication, materials creation, or information
  systems/databases.
• Include a description what role the
  organization's Web site and Internet presence
  will play in the short-term and long-term
  strategies.
• Describe how information collected through the
  organization's Web site will be integrated with
  organizational databases.

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Example of Programs Services

• Arts/Mail - We will redesign the customer
  database to capture more detailed information on
  buying habits and contribution history. Upgrading
  the database to Microsoft ACCESS will enable us
  to utilize the relational capabilities that are
  inherent in the program. The redesign of the
  ticketing database to ACCESS will incorporate the
  production of contracts, therefore eliminating
  double entry of information. In addition,
  financial information will to be directly
  accessible by the Finance office over the
  network.

• Member Services -By increasing our communication
  with the arts groups over the web, we will
  generate more income for Arts/Boston through
  increased poster and list sales. Also, Member
  Services will institute a Hardware Recycling
  program. Ultimately, Arts/Boston members will be
  able to apply for used computers when we upgrade
  our hardware.

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Operations

• Describe how technology will make administration
  and operations more efficient.
• Summarize any audience research, field research,
  evaluation of technology tools, and work process
  analysis your team undertook to make decisions
  about technology.
• Describe how technology will make administration
  and operations more efficient.
• Describe any upgrades, redesign, or improvements
  in information systems that support
  administration or operations. Include several
  paragraphs for each the following business
  systems listed below, if applicable.
• Contact Databases Fundraising Financial
  Marketing and Sales Inventory Other

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Resources

• TechSoupAccounting Software Analysis
  WorksheetBasic Database Analysis Worksheet
• Collection of Finance and Fundraising Software
  for NPOSNon-Profit TechWorld

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Connectivity

• Describe any upgrades, improvements, or redesigns
  of your organization's LAN, WAN, and Internet
  connection. If moving to a LAN or redesigning a
  LAN, include a schematic diagram.
• Discuss strategy for installation of network
  cards, hubs, routers, and wiring. If upgrading
  Internet service, describe type and selection of
  vendor.
• Describe how staff who require access to online
  resources have the software and hardware needed
  to connect to these resources and individual
  email accounts.
• Describe shared information resources.

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Resources

• Worksheets
• TechSoup's Internet Connection Worksheet will
  help you figure out what type of Internet
  connection is needed for your organization.
• TechSoup's Local Area Network (LAN) Worksheet
  will help you think through local area network
  needs.
• Articles Books
• OneNorthWest's LAN Primer is a brief introduction
  to networking concepts.
• TechSoup offers an excellent introductory article
  on networks called "Networking 101."
• TechSoup's Selecting the Best Internet Connection
  will give you an overview of the different types
  of connection.

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Equipment Lifecycles

• Describe strategies for upgrading existing
  equipment and retiring obsolete equipment.
• Include specific information about computers
  (hardware), voice/mail systems, fax, copy
  machines, and other technology equipment.
• Identify strategy for future purchase of new
  computers.
• Identify maintenance schedule for existing and
  new equipment.
• Include description of maintenance contracts for
  any existing and newly purchased equipment.
  Include description of leasing details, if
  leased.
• Identify staff person responsible for overseeing
  equipment.

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Resources

• Worksheets
• TechSoup Hardware Analysis worksheet - Questions
  to help you think through your hardware needs.
• Hardware Inventory worksheet - Helps you analyze
  the age of your equipment and replacement cycle.

32
Staff Development Training

• Summarize the results of the digital literacy
  self-assessment or discussions with Team
  regarding professional development.
• Describe what staff training/development is
  needed to support the successful implementation
  of your organization's technology plan.
• Describe minimum technology use requirements for
  all staff.
• Describe methods and strategies for providing
  technology training for minimum technology-use
  requirements and for specific areas as related to
  your technology plan.

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Resources

• Worksheet
• Techsoup's Staff Training Worksheet will help you
  think through staff training needs.
• Articles
• TechSoup Integrating Technology Training Into
  The Organizational Culture by Mary Duffy
• Suggestions to Enrich Any Training Plan by Carter
  McNamara, The Management Assistance Program for
  Nonprofits
• Secrets of Success Making Technology
  Professional Development Work by Jamie McKenzie

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Staffing

• Describe who on staff and your technology team
  will be responsible for implementation of your
  technology plan.
• Describe any new staff positions that will be
  required as part of the plan. Identify technology
  consultants that will be contracted.
• Describe staff responsibility or consultant
  contract for administering network, regular
  maintenance (backup/virus protection), fixing
  things when something goes wrong, and incremental
  and major upgrades.
• Describe any technology-related policies such as
  acceptable Internet use that will be implemented.
• Describe strategies for implementing ergonomics
  and educating staff regarding safe computing
  habits.

35
Resources

• Worksheet
• TechSoup's Support Staff Worksheet Use these
  more detailed questions to help you think through
  technology staff support needs.
• Articles
• TechSoup What do you need? Staff, Volunteers, or
  Consultant?
• Coyote Communications,How To Support Your
  Computer/Internet Systems
• Consultants OnTap Advice on Selecting a
  Consultant
• TechSoup Hiring a System Administrator

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Funding Strategy/Revenue Sources

• Describe strategy for ongoing funding of
  technology plan.
• Describe how technology needs will be integrating
  into organizational fundraising.
• How will you integrate technology costs into
  existing revenue sources.

37
Resources

• Helping.org
• NPower
• Network for Good

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Implementing Change

• Describe strategy for moving from "paper" to
  implementation.
• Describe any pilots, phasing, or incremental
  changes.
• Describe strategies for implementing change,
  particularly introduction of new or upgraded
  equipment and software.
• Describe the mechanism through which your
  organization plans to keep current on "best
  practices" use of technology in the
  nonprofit/for-profit sector and incorporates this
  knowledge into the technology plan.

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Budget

• Use the worksheet to identify how much plan will
  cost implement.
• Base budgets on price quotes not older than 18
  months.
• Identify revenue sources and how technology costs
  will be covered by earned and unearned income or
  be part of general operating costs.

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Resources

• Resources
• Budget Worksheet to estimate costs
• TechSoup Technology Budgeting Basics by John
  Kenyon
• Total Cost of Ownership
• Taking TCO to the Classroom - links to resources
  to help you analyze the cost of your technology
  plan.
• NPower TCO Analysis SpreadSheet
• Web Site Budgeting
• To Research Equipment Prices
• Ziff-Davis ZdNet Check the product reviews
  section and do a price comparision in the
  ComputerShopper section.

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Session
42
Getting Ready Organizational Assessment

• Leadership Development
• Organizational Learning
• Change Management
• Stakeholder Involvement
• Evaluation of Systems
• Clarification of Programmatic Goals

43
Leadership Development

• Is there support among your organizations
  leadership to develop a technology plan?
• What are their perceptions and attitudes about
  technology and technology planning?
• How can you best educate these individuals?

44
Organizational Learning

• What type of expertise do you need on a planning
  team?
• Who in your organization has this expertise?
• Staff
• Board
• Consultants
• Volunteers

45
Change Management

• What role does the implementation of new
  technologies play in your strategy for the next
  five years?
• Growth in current operations
• New opportunities

46
Who do you need Volunteer, Consultant or Staff?

• Is your need short-term or ongoing?
• Is the project urgent or mission critical?
• What is your potential budget?
• Is the project limited in scope?
• What time commitment does the project require?
• What kind of follow-up will be needed?
• How large is your organization?

47
Stakeholder Involvement

• Are staff members able to use the technology that
  is crucial to their efficiency and to the tasks
  they need to accomplish?
• What type of training have staff members
  completed in the past? How useful was it?

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Evaluation of Systems

• How would you assess your use of technology
  compared to other agencies with similar missions?
• Why do you need better systems?
• Streamline operations
• Increase communication among staff
• Reach out to clients
• Cultivate your board
• Communicate with your members

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Clarification of Programmatic Goals

• What do you see as the most pressing needs for
  your organization, that technology might address?
• Why/how do you think computers can help?

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Activity Assessing Strengths and Weaknesses

• You should work in pairs with someone from an
  organization other than your own. Each person
  will have an opportunity to interview the other.
  Use the question worksheet and take notes as you
  listen to the other person. After you both have
  gone through the interview, work together to
  create a list of positive and negative factors
  that might help or impede a successful technology
  planning process. Select one or two "negative
  factors" and brainstorm possible solutions. At
  the end of the session, we will ask everyone to
  share a summary of their interviews.

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Activity Technology Assessment

• Technology Questionnaire
• Financial
• Staff
• Internal communications and information systems
• Web site
• Email strategy
• Print materials development

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Getting Ready Technological Assessment

• Hardware assessment
• Software assessment
• Network setup, access policies, protocols
• Databases
• Email
• Internet connectivity and web presence

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Hardware Inventory

• Sense of overall capacity and range of
  workstations in your organization
• Avoid buying redundant technology
• Assess whether any of your current technology is
  obsolete

54
Software What to Look For

• Compatibility
• Works well on both Mac and Windows platforms
• Does not require a huge computer processor or
  hard drive to function

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Software What to Look For

• Stability
• People! Talk to other computer users
• Reviews available online
• CNET (www.cnet.com)
• ZDNet (www.zdnet.com)

56
Software What to Look For

• Scalability
• Flexibility to run software over an extended
  period of time
• Ensures investment and saves money
• Support
• Ask around
• Test support by calling and asking a question

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Software What to Look For

• Ease of Use
• Intuitive
• If a complex program is required, ensure that
  staff training is included in the budget
• Software Individuality
• Alternative software
• Free applications

58
Software What to Look For

• Discounts and donations
• Many major software applications are available at
  a discounted price
• Ask for a donation from the manufacturer

59
Resources

• Consistent Computer Bargains, Inc.
• www.1computerbargains.com
• Gifts In Kind International
• www.giftsinkind.org
• TechSoups Discounted and Donated Software
  Resource List
• TechSoups TechSurveyor
• Do a technological assessment

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Information Management

• Collecting
• Organizing
• Analyzing
• Reporting

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Databases

• Repository for your organization's information
• Accessed and re-sorted for various uses
• Databases are quite pervasive
• More sophisticated and can manipulate the data
  (i.e., sort, aggregate, skip fields, etc) much
  more skillfully than a spreadsheet

62
Use of Databases

• If you are an advocacy group, your mailing list
  is a wonderful source of rich data on your core
  constituents.
• If you are a social services organization, the
  information you are collecting about your clients
  on your intake and registration forms is just the
  beginning of the data you are collecting on
  services and referrals that you are coordinating.
  
• If you are an arts organization, the inventory
  you collect on your collections is data-driven.
• If you are a school, the data you collect on
  enrollment and test scores is critical to
  assessing overall performance.
• Every nonprofit collects data and in many cases,
  collects data that if organized, can send
  powerful messages about the impact the sector is
  making on communities and peoples' lives.

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Planning for Database

• Map out the current data collection process in
  order to fully visualize what the current
  practice is within your agency. You can't
  modify your practices if you don't know your
  starting point. Use a giant whiteboard and be as
  detailed as possible, breaking down the process
  into bite-sized steps. Once that is done you can
  more easily add and take steps away.

64
Planning for Database

• Create a detailed model of your ideal data
  collection process, incorporating all of what you
  consider to be your agency's best practices.
  Once you have mapped out your current practice,
  map out your ideal model of data collection using
  all of the wisdom your staff has from actual
  experience. It's so important to look at the
  realities of the situation in order to map out
  your best practice situation. Think about the
  process not only from your staff perspective but
  also from the perspective of the clients from
  whom you are collecting the information.

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Planning for Database

• Identify the specific information the database
  must manage and the outcomes your agency tracks
  (or wants to track). This step is critical. You
  don't necessarily want to capture all of the
  information you currently collect, or you might
  want to collect more or different information.
  What data is needed by management to make sound
  decisions about program success or planning for
  the future? What outcome data is your government
  funding source asking? What data does your board
  need to see on a regular basis?

66
Planning for Database

• Develop the functional requirements of your
  agency's best practice service delivery model.
• Functional requirements are simply the things or
  functions you want a database or software tool to
  do. How do you want the data manipulated in order
  to retrieve the information you need?
• For example, you may want a database to be able
  to search to see if a client or consumer has
  received services from your agency before. Or you
  may want a database to be able to link
  individuals with other family members so that
  your agency can get a count of both individuals
  served and families served. Both of these are
  examples of functional requirements.

67
Database Design Dos

• Create relational database tables
• Put like data in a single field
• Put only 1 piece of data in a field
• Use a number instead of a range
• Decide on consistent rules for data entry
• Create only necessary address fields
• Enter information in the proper field

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Database design Don'ts

• Create one flat file
• Create repeating fields
• Use a range instead of a number
• Enter data inconsistently
• Create too many address-oriented fields
• Use too many Yes/No fields
• Enter the wrong type of data in a field

69
Types of Databases

• Information and Referral databases
• Donation databases
• Contact/Client databases

70
Information and Referral

• list of organizations
• most current and most complete list of services
  and service providers
• relatively straightforward in design
• considerable staff time to keep current
• a fast machine and a network are necessary

71
Donor databases

• track information about potential donors, actual
  donors and all donations
• require accurate reports of the destination
  and/or sources of donated funds
• At minimum a donorbase should be able to do the
  following
• Generate donation reports
• Allow you to sort your donors in a variety of
  ways
• Record multiple donation/donor details
• Create and sort lists of potential and current
  donors
• Print letters and labels and a variety of reports

72
Client database

• most common
• very simple to the very complex
• automatically generate reminders
• Broad categories - like donation events - are
  often built into pre-designed packages

73
Benchmarks for Effective Database

• Build and Integrated Relationship Management
  Database
• Your organization's database should be the
  "single source" for contact, donation history,
  and all other significant interactions with all
  of the people who are important to your
  organization. It should be a tool for creating
  and tracking online and offline communications
  with all of those people. And it should be a tool
  for recording your organization's activities over
  time. In short, your database should be a tool
  for managing relationships over time.

74
Five Effective Tips

• Goal 1 - Your organization's database contains
  information for all of the people and
  institutions with whom your organization has
  relationships
• Have a single unified database, rather than a
  hodgepodge of separate databases -- e.g.,
  fundraising, media, activists, email address
  books, etc.
• Gathering all of your relationship management
  data/contact information into one database makes
  it much easier to keep it up to date and
  available to all key staff.
• Maintain information about folks' relationships
  to you what kind of people are they, and what
  are they most interested in hearing about from
  you?

75
Five Effective Tips

• Goal 2 - Your database is able to function as a
  "communications engine" that lets you generate
  online communications with targeted groups of
  people
• use your database to easily and effectively
  generate both online and offline communications
  with people
• use your database to generate a series of emails

76
Five Effective Tips

• Goal 3 - Your database is able to track your
  online and offline interactions with people and
  organizations
• track not only people, but events
• generate a phone list of people who have attended
  events
• collect and analyze detailed information on your
  organization's activities over time

77
Five Effective Tips

• Goal 4 - All key people within your organization
  should be able to input and retrieve information
  in ways that are appropriate to their job
  functions. Your database should protect sensitive
  information (e.g. givinghistories) from
  unauthorized access.

78
Five Effective Tips

• Goal 5 - Your database should be regularly backed
  up, and a copy stored in a secure off-site
  location
• back up your database every day you use it
• make sure you always have a reasonably current
  copy of your database stored in a secure off-site
  location

79
How can you use Email?

• Email Newsletters
• Action Alerts
• Surveys
• Event Invitations
• Housekeeping
• Autoreplies
• Building Web Site Traffic
• Fundraising

80
Benefits of Email

• E-mail combines the speed and efficiency of the
  telephone with the written word.
• Unlike the telephone, e-mail allows users to
  transfer files and documents.
• Communication can take place whenever and
  wherever users choose, freeing correspondents
  from the office and minimizing the time
  difference between correspondents in distant
  locations.
• E-mail can reduce time spent in meetings by
  educating staff on issues before the meeting, or
  it can eliminate the need for the meeting
  entirely.
• E-mail allows the user to contact many users at
  once, eliminating production and postage costs.

81
Sending effective email

• Be concise keep it one page
• Use descriptive subject headers
• Use shorter paragraphs
• Use 70 char per line
• Use discretion when quoting
• Be polite and respectful
• Be swift
• Proof-read and spell check before sending
• Continue to network through other means
• Do not respond in anger
• Let sender know of misdirected mail
• Do not forward without senders permission

82
What you need to Build a Basic Web Site

• Computer
• Internet Access
• Web Space
• Web Editor
• Graphics Editor
• Domain Name

83
Building an Accessible Website

• Organize content
• Clear and logical
• Headings, lists and consistent Structure
• CSS (Cascading Style Sheet)
• Images
• Provide text equivalents for non-text elements

84
Building an Accessible Website

• Hypertext Links
• Use text that makes sense when read out of
  context (e.g. avoid Click Here)
• Headings, lists and consistent Structure
• CSS (Cascading Style Sheet)
• Frames
• Dont use them!

85
Building an Accessible Website

• Tables, Graphs, Charts
• Use them!
• Summarize
• Check your work
• Validate

86
Tips for Avoiding Bad Web Design

• Words, words, words
• Less is more
• Make your most important point first
• If you have a lot to say, give your visitor a
  synopsis, and then a link to the full article
• Unreadable text
• Do not use a tiny font size
• Do not use a color that blends or clashes with
  the background color

87
Tips for Avoiding Bad Web Design

• Huge pictures and graphics
• Too much download time
• Use a graphic-optimizing program to downsize
  graphics
• If you have a lot to say, give your visitor a
  synopsis, and then a link to the full article
• Long pages
• One or two screens of material per page
• Provide navigation

88
Tips for Avoiding Bad Web Design

• Blinking, Twinkling, Twirling Images
• Can get annoying
• Ask yourself if the movement works with the
  images to convey your idea

89
Why get Online? To Find Out

• How to get funding for a position
• Where to find certain government documents
• What to remember when creating a database
• Where to find grants to buy a computer system

90
Why get Online? To Find Out

• Info about a problem with a word processing tool
• Tips for creating a newsletter
• Cool graphics
• How to connect with other nonprofit organizations
• How to get volunteers

91
Online Tips and Resources

• Time-saving search strategies
• Listservs and Internet Mailing Lists
• Databases and websites for nonprofits

92
Time-saving search strategies

• Be specific
• Enter exact phrase you are looking for
• Do not use all-CAPS unless what you are looking
  for specifically uses them

93
Listservs and Internet Mailing Lists

• Build community through the internet
• Forward the same message to many people at once
• Receive many messages at once in a compiled and
  organized fashion
• Set up both by organizations and individuals

94
Listservs and Internet Mailing Lists

• Listservs function in two basic ways
• Announcement
• Receive-only Lists
• Discussion
• Moderated Lists
• Unmoderated Lists

95
Listservs and Internet Mailing Lists

• Lists can serve different functions
• Information Lists
• Dialogue Lists
• Project Lists
• Create your own Listserv
• Yahoo Groups
• Yahoo Briefcase 30MB of storage space

96
Mailing List resources

• TechSoups Listserv Resource List
• Google Groups (www.google.com)
• Easy to use search archive of Usenet discussion
  groups

97
Databases and Websites for Nonprofits

• Idealist www.idealist.org
• Guidestar www.guidestar.org
• TechSoup www.techsoup.org
• Helping.org www.helping.org
• Volunteer Match www.volunteermatch.org
• Local volunteer centers
• 800-VOLUNTEER (800-865-8683)

98
Virus

• A program or piece of code that is loaded onto
  your computer without your knowledge and runs
  against your wishes.
• Most viruses can also replicate themselves.
• All computer viruses are manmade.
• Can make a copy of itself over and over again is
  relatively easy to produce. Even such a simple
  virus is dangerous because it will quickly use
  all available memory and bring the system to a
  halt.
• An even more dangerous type of virus is one
  capable of transmitting itself across networks
  and bypassing security systems

99
Importance of Virus Protection

• Install virus protection software on all
  computers and download the definitions on a
  regular basis.
• Prevention is much easier than cleaning up an
  infected system.
• Email is a vehicle to bring virus.
• Don't wait until your entire organization is
  infected with an ugly virus that can delete all
  your data to learn more about viruses!

100
Keys to Virus Prevention

• Use Anti-Virus Software
• Update Virus Definitions at lease Every Month
• Be Very Careful of Attachments
• Check All Incoming Data Disks
• Perform Regular Backups
• Run Windows Update or Apple Software Update
  regularly

101
Prevent Email Virus

• Disable or Uninstall Windows Scripting Host
• Symantecs noscript.exe will disable scripting
• Make File Extensions Visible
• Disable Scripts Running from within Email
• Woody Leonhard's free "Cure for Love" utility

102
Resources

• Symantec Anti-Virus Research Center
• http//www.symantec.com/avcenter/ 
• Symantec's noscript utility
• http//www.symantec.com/avcenter/venc/data/win.scr
  ipt.hosting.html 
• Norton AntiVirus tutorials
• http//www.symantec.com/techsupp/tutorial/

103
Resources

• McAfee Anti-Virus Center
• http//www.mcafee.com/anti-virus/ 
• Symantec Product Donation Information
• Symantec Donation
• Grisoft AVG 6.0 Free Edition -- Free Personal
  AntiVirus software
• http//www.grisoft.com

104
Resources

• CERT
• http//www.cert.org
• The Virus Myths Home Page
• http//www.vmyths.com 
• Yahoo's Listing of Virus Resources
• http//www.yahoo.com/Computers_and_Internet/Secur
  ity_and_Encryption/Viruses/ 

105
Resources

• "Cure for Love" utility to detect and prevent
  script viruses
• http//www.woodyswatch.com/special/ 
• Microsoft Office Service Release 1a
• http//officeupdate.microsoft.com/2000/downloadDe
  tails/O2kSR1DDL.htm 
• Backing up your data
• ONE/Northwest's Backup Info 

106
Recycling Computers

• Computer Recycling Center (http//www.crc.org )
• Dells Managing Product End-of-Life
  (http//www.dell.com/us/en/gen/corporate/vision_0
  50_environ.htm )
• IBMs PC Recycling Service (http//www.ibm.com/ibm
  /environment/products/pcrservice.phtml )
• Share the Technology (http//www.sharetechnology.o
  rg/)
• PEP (Parents, Educators, Publishers)
  (http//www.microweb.com/pepsite/Recycle/recycle_
  index.html )