Security
The Shopkeeper is built with all aspects of security in mind.
Data security is based on five levels of need-to-know data:
- An IP address or URL
- A non-standard port number
- Valid user name
- Password for that user name
- Data file structure
Protection of personal information (POPI), and theft of company information by staff members, is also protected by additional passwords Allowable management report email addresses need to be pre-programmed to avoid the additional password barrier.
Security from data loss:
Shopkeeper Solutions keep backups of the data, including historic data and all inventory images, at our premises, far away from the actual data servers. A mirrored copy of the backup is also updated daily for additional insurance. The backups are refreshed up to four times per day and each change is kept in a special backup file. The changes are kept in date order and are discarded after 400 days (13 months).
With our backup system we are able to restore any file to its exact state that it was in at any time for more than a year in the past. This is valuable for two possibilities:
- Data might be deleted from a file accidentally and that fact that the data is missing is only discovered a while later.
- Forensic enquiry as to the state of some data as at some past date can be determined with certainty.
Operator access control:
Several types and levels of program limitations and passwords and unique pass keys can be implemented. All such security is optional and user-definable. Due to the virtually infinite number of variations and customisable restrictions, users are encouraged to tell us who and what each operator should be allowed to do.
Default settings for admin staff and a different set for sales staff is built in as a standard feature.
Pass keys are especially useful and versatile. They allow an always-on workstation to be shared by different operators without needing to log out and log in again. When a pass key is required, the operator must enter his allocated code (usually simply the operator's initials), and then, depending on preset options, a unique operator password. The operator code can then be recorded in the transaction history to show who allowed the transaction.
The standard system password is used as a way to prevent certain menu options from being performed, especially by sales staff. The system password varies in length depending on the security required. The password strength has five steps.
- Two-character password for minimal security. Sales staff should be given this password.
- Four-character password for more security. Admin staff should know this password.
- Six and Eight characters for managers only.
- Ten-character length is only needed to edit the system password.
No one, not even managers, are allowed to change historic data. For example, once merchandise is sold it is not possible to edit the size of the diamond or the weight of the item. All transactions are recorded in detailed journals.These security features help to prevent fraud. And, if low-level computer file hacking is suspected, any data file can be restored by Shopkeeper Solutions and inspected as at any date over the past 13 months.
Accounting password
A different password that is just used to access the general ledger can also be defined. This is important if confidential management information, such as salaries, must be protected.
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Always keep your passwords private. If you suspect a security leak, ask support to change your server passwords. System and operator passwords can be changed without help from support, so change them frequently.
Intelligent protection of data integrity
Data which should not be edited directly - such as the balance of a customer's account, or the location of an inventory item, can only be changed by a journalled transaction. This intelligent control is applied to all parts of the system and helps to ensure consistent and accurate data.
Consistency of text input is also made easy. Names and addresses, for example, are all upper case letters regardless of the keyboard caps or shift key status. This prevents the haphazard mix of lettering. Then, when the name is used in a greeting, it is automatically converted to lower case, with upper case initial letters (except for special name prefixes such as 'van' and 'de').