Question

SSTCR9.2
At a department meeting, your manager, Ms. Tia Petersen, discusses a memo regarding company security. She shakes her head and says, “This is the second memo the managers have received about security leaks. One of our competitors has just introduced a new product, and it’s identical to a product we have been working on. Apparently they discovered our plans. The president wants our thoughts on how to improve our product security. In addition to the main shredder in the copy center, he is suggesting a shredder for each office. Well, I’m just glad everyone in our department can be trusted.” As you hear this, you remember several situations you have observed in the office:
• You have seen poor photocopies—even photocopies of confidential material—discarded in the wastebasket.

• Computer printouts with product-testing results are stacked next to the filing cabinets rather than being locked inside them.

• Workers often talk about current projects during their breaks.

• Workers sometimes use the offices of other workers who are out of town.

• Workers too freely give out unnecessary information to callers, such as telling a caller exactly where an individual is.

“Tell me,” Ms. Petersen says, “do you think we need a shredder? What other measures can we take to tighten security? Please give this matter some thought and send me your ideas.”
1. Prepare a response to Ms. Petersen in an email message. Send the message to your instructor’s email address (or save and print the message). Prepare a memo to Ms. Petersen instead if you do not have access to email.
2. In the message, include suggestions for correcting the problems discussed as well as other security measures that you think would be effective.

Answer 1

MEMORANDUM

TO :  Ms. Petersen

FROM : Team Member ( Name of the member)

DATE : 18/02/2020

SUBJECT : Security Issues in the Workplace

Ma'am,

The concern is regarding the security measures as asked from your end in the today's meeting.But before answering to your question I would like to highlight you with certain points you not aware of. Being the team member of your Team it becomes my duty to show utmost faith and honesty towards our organisation.

I would like to discuss that

1. Recently I have seen photocopies of confidential material discarded in the wastebasket. Possibly someone from internally have given the idea to competitor and they made the identical product.
2. Also, often there is buzz about the project by the employees and they do sometimes uses each other's office in their absence.
3. The workers sometimes unintentionally provide excess of information than needed.

My aim to highlight these points is to make you aware about the current situation of our organisation. And if its continue then we can face this issue often

Along with this I would also like you to focus on the security measure to prevent our data from leaking. Although there is the security but with the recent scenario we need to have the tighten security. For this i would like to draw your attention towards the measure we can opt. These are :

1. Gate pass of every individual other than the employee entering the premises. The gate pass should contain the name address and the reason for which they are visiting.In this way we can control the outside access.
2. Tighten of both the security i.. digital and physical.
3. Forming of Artificial intelligence to go virtual so that data cannot be theft or leaked.
4. Password and login. The data's access should not be given to all the employee instead only those who required the data can have access that to with use of logins and password.
5. Formation of protection policy and breach of that policy may allow heavy compensation to the person breaching it.
6. Feedback boxes : there are employee who might know the culprit with the organisation bu is not able to speak. Feedback boxes helps the employee to reveal the name of culprit without revealing his identity.
7. The infrastructure should also have provision of locker to protect the blue print or any confidential physical paper.

These are some of the measure I would request you to implement with immediate effect.

Also for sometime, make the strict policy with respect to buzzing around the campus. As communication of information from one end to another may leak the information without intention.

At the and I want to convey that only after implementation of all or any of the above measure we can have shredder for each office.

Thanks & Regards