Creation and implementation of an internet policy
The purpose of this research is to outline the various benefits which can be obtained while implementing internet application as a computer technology in this era. It will also help shed light on the use of internet applications and its key concepts. Furthermore, there will be an analysis of the various implementation options. In addition the report will also clearly bring out the benefits accompanying the adoption of the internet policy. On the other hand, it will highlight the risks and the dangers associated with the use of internet in the organization. Finally, it will provide a detailed discussion on how to solve problems and utilize opportunities available with the Implementation of the internet policy.
2.0 Problem statement
Since the primary objective of this company is to provide quality services to its customers and become a leading sales and marketing consultancy firm both in the region and internationally, there is need to appreciate this technology in order to increase and expand the business. Currently, the organization uses a lot of money in seeking internet services from the cyber café. It also relies on outdated books, articles and publications including other research companies to collect useful information. Also, communication between the company and other sister companies abroad is very difficult hence there is an urgent desperate need for a quick and improved communication system. Being a company that deals marketing products from other companies and providing professional advice to clients, we need to update our research work via the internet by linking with other sales and marketing firms abroad. For recordkeeping and providing up to date materials and resources to customers, we need to appreciate internet technology to make operations easier. In order to remain very competitive and professional, we need to avoid the opening of large letter parcels which sometimes take long to be delivered. These therefore are the reasons for this proposal.
Internet was first developed by the United States Department of Defense in the early 1960s. Since then, it is believed that there are almost over 300,000 networks which are spread all over the nations of the world. It has been the most exciting development in the world of computers today. Internet refers to international network of computers worldwide with many people accessing (Parries, 2002). By ensuring that computers in a company are networked with internet, the company stands to benefit a lot. Besides accessing files on other computers within the organization, one can run software located on all the other computers enabled. This therefore makes communication among the employees in the organization easy and efficient. Another feature of internet use in the instant access of material concerning any topic imaginable to anybody Internet users can also be able to converse with all people all over the world. For most of the personal computers PCs in this organization, it uses the Microsoft applications which mean that internet applications must conform to the Local Area Network features provided by the Microsoft systems.
It is also referred to as electronic mail by professionals. It has significantly changed the older modes of communication and taken it to a higher level. When an internet policy is adopted by this organization, communication among all the stakeholders here and abroad will be effective and easy. Using the e-mail will greatly reduce the usual telephone and mailing costs incurred by this organization. There could be no need for messengers also to be carrying on paper very delicate information. The most amazing thing about e-mail is that it is very simple and easy to use. It may take a simple click of a mouse or pressing a button to receive, write or send a message to over a million kilometers away. (Flanigan, 1994) The following however, are the shortcomings associated with the use of this application
It gets slower as more people connect to the internet thus making commercial businesses like us less effective.
Spam on other useless messages jams the internet.
E-mail addresses are difficult and complicated to remember. (Connor, L. and B.,1999)
3.1.2 Unlimited source of information
There are usually various sources of information one can get in the internet. Ranging from the latest news, business trends, stock exchange, currency fluctuations, oil prices, books, weather patterns to entertainment This Company can get all its research work over the internet within a very short time. It is also possible to search and locate small details in the internet which could otherwise take longer using the normal methods. Academia’s, tutors and businessmen consult over the internet to improve their productivity.
The cost of installing internet in an organization is normally low as compared the application costs of other networks. The initial cost is usually high but the maintenance costs are low. Since the organization has all the necessary hardware needed, the only costs to be incurred will be those of the vendor to do the system testing. In this region the monthly cost of internet provision is very low and therefore this organization can comfortably meet such costs.
Internet provides unlimited access to information to all people using it. As a matter of fact, the barriers are normally minimal although an organization can protect some delicate information it wants to secure. A staff member from this organization can send vital information to your competitors without being noticed through their use of e-mail. Any information posted on the internet is very hard and difficult to secure with the technology advancing. On a lighter note, a computer program Telnet gives a provision for the use of a password and dial back functions which secure information of the organization when it is engaged. An access vendor can also take the fundamental risk of offloading the security risks from the organization and device its own administrative ways of curbing such problems. (Parries and Jeffay, 2002)
3.2.2 Viruses and worms
These are computer hazards which attack delicate software and other computer system functions. They are spread through files and documents sent from other computers. When these files are downloaded, they come with viruses and infect the host computer. These viruses and worms duplicate themselves and multiply at a very fast rate and thereby become too dangerous for the system. They are believed to cause disruption of existing files, programs and storage devices in the computers affected. It is however, difficult and time consuming to detect and disinfect these viruses with the use of available anti-viruses in the market today. Such antivirus include; Ant Norton, McAfee among others
3.2.3 Staff surfing
Internet has become very addictive these days especially to new comers. The ranges such as chatting, entertainment and games reduce the employee concentration at work. This in turn reduces the performance, effectiveness and the productivity of the company. This can be controlled very easily by the use of access restrictions. The company can also set official times for cyber surfing. This will not only encourage employees to work harder but also to enjoy the benefits associated with accessing the internet easily.
4.1 Strategic policy
The strategic and policy planning will include the following issues; identifying processes, responsibilities and products for web development. It is normally required to avoid duplication and ensure that everything goes as planned. Some information strategies must clearly state who should access certain sites and how. Other security concerns involve copyright intellectual property which will make sure that users are restricted and know their boundaries. To implement this policy, several additional items which are no usually expensive the first requirement is the need to obtain some additional software and hardware. Such software includes; Gopher which is a menu driven program that allows the user to allows the user to access all the databases and any other information in the other computers. Software required is the Wide Area Information Server which is a protocol that will allow users to access and search material of different types via a single interface i.e. the Worldwide Web. Other types of network include the Local Area Network which is common and is the best for this organization for it allows
4.2 Proposed hardware configurations
The available hardware in the organization is enough for the implementation of this policy. An external access vendor is very crucial at this stage to provide the necessary guidance and system applications since it is not economically sound for the organization to set up its own Gopher server. The external vendor will be responsible for facilitating the system capacity levels and the available facilities. A separate Local Area Network mail server is needed as a standby to increase internal message security
4.3 Proposed software program configurations
Depending on the experience of the employees and the variability of program required the following software configurations are needed.
System password applications and facilities to provide security functions to limit access of information to different users.
Use of an object oriented system to provide terminal applications which will assist in determining other software solutions which will be important to the company.
Automatic update programs are necessary to ensure that the company does not lack behind in technology and any other current update software’s in the market
Use of Unzip applications for the facilitation of decompressing and downloading files. This program will also assist in screening material sent to the network of this organization and all its addresses
The following diagram shows how the configurations of the hardware and software will be configured for the successful connection of all the hardware in the company. (Connor, L. and B., 1999)
Source: (HOT, 1996)
5.0 Final recommendations
Although the above implementation procedure could be complete, the following recommendations are useful for proper adoption of the whole strategic policy.
5.1 Consult with the customers and other stakeholders
Since the policy goes in line with the advancement in technology, the customers should be contacted in order to have their needs incorporated in the strategy. Other stakeholders should also be informed of the development so that they are up to date with the company’s progress and the immediate implications of this policy.
5.2 Start training programs
For effective implementation of this policy, the personnel here should be clearly a carefully trained to handle the various challenges that come with the use of internet such as coding, security and access. The whole process might cost the organization some extra costs but in the long run, it will help both the organizations and staff with personal skill, knowledge and techniques of using the internet.
5.3 Form a task force
This task force will look into other policy and strategy issues which might arise during the implementation process. It is good if the external vendor is included in this group. The most urgent task would be to see if the company’s budget allow for its implementation. It will also seek to find other improvements necessary for the organization by researching on the possibility of improving the current software and hardware system to suit the company’s expectations. The task force will also be responsible of ensuring that personnel in this organization are well aware of the benefits, risks, strategic policies and the legal implications that are associated with internet use.
5.4 Formulate operational policies.
These policies will act as a legal tool to be used by the organization. The organization can seek the services of an IT firm to ensure that these policies conform to what is required locally and internationally. These policies will also act as a guide to the company to successfully monitor the progress of the connectivity.
After looking at the benefits and the risks that come with the implementation of this internet policy, it is realized that there is an overall advantage of the whole policy. Therefore, the benefits outweigh the risks making it a beneficial strategy policy if implemented in this organization. The initial costs and other requirements are usually high but the long term benefits are good.
Connor, L. and Connor B. (1999): Real-Time internet applications; Linux Journals pp.
Flanigan, G. (1994). Internet Applications New York publications
HOT (1996): Implementing Internet in the Organization, Retrieved from,
http://www.geocities.com/TimesSquare/1848/internet.html, on April, 19th 2007
International Association of Universities (2004): The 12th General Conference. Sao Paulo,
Parries, M K. and Jeffay, F.D (Dec.2002); the proceedings of the 9th International workshop on
Internet uses on
Yajnik, m. and D. Towley; Global Internet Conference London England. Nov. 1996