QUESTION 12: ICT IN BUSINESS OPERATIONS

• Firewall: Blocks unauthorized traffic from entering or leaving the network.
• Antivirus/EDR (Endpoint Detection and Response): Detects and removes malware, including viruses and ransomware.
• Backups: Daily backups are performed to allow recovery from data loss, such as ransomware attacks.
• Staff Training + 2FA (Two-Factor Authentication): Educates staff on phishing awareness and implements a second layer of authentication for logins.

• Firewall: Acts as a gatekeeper, checking every data packet and blocking unauthorized access attempts by hackers.
• Antivirus: Scans the system to find, identify, and delete viruses or malware that may already be present.
• Encryption: Scrambles data (like a "lockbox") so that even if it is stolen, unauthorized individuals cannot read or understand its content.

• Password Management: Use strong passwords and change them every three months.
• Email Vigilance: Do not click on suspicious links or open attachments from unknown emails.
• Physical Security: Lock the PC when leaving the desk unattended.
• Incident Reporting: Report suspicious emails or any system issues to IT immediately.
• USB Device Policy: Do not use external USB drives without prior IT scanning.

• Sales: Point-of-Sale (POS) systems and mobile money tracking enable faster sales processing and eliminate manual errors.
• Communication: WhatsApp Business and email facilitate instant customer orders and communication, improving responsiveness.
• Record Keeping: Using Excel or cloud accounting software allows for digital tracking of stock, debtors, and profit, improving accuracy and accessibility.

2) Suitable Software Tools

• QuickBooks/Xero (Accounting Software): Automates profit/loss calculations and tax reporting, saving time and reducing errors.
• Odoo/Zero Inventory (Stock Control Software): Provides real-time inventory tracking, allowing businesses to know when stock is low before it runs out.
• WhatsApp Business: Facilitates customer chat and product catalog display, offering a free marketing channel and direct customer engagement.

3) Risks of Heavy ICT Reliance

• Operational Stoppage: Power or internet outages can bring business operations to a halt.
• Data Loss/Hacking: Cyberattacks can lead to the loss of sensitive customer information and other critical data.
• Cost Implications: Reliance on ICT often involves ongoing software subscription costs and hardware maintenance.
• Manual Work Impairment: If the system crashes, staff may be unable to perform tasks manually, leading to significant downtime.

4) Business Continuity Strategies

• Power Backup: Utilize UPS (Uninterruptible Power Supply) or generators to maintain power during electricity cuts.
• Cloud Backup: Implement daily cloud backups to securely store data off-site, allowing for recovery in case of local system failure.
• Manual Backup: Maintain a strategy for manual backups of critical data to provide an additional layer of protection.