User identification and passwords – never tell anyone your password, never write down your password, and change your password often using a combination of letters and numbers.  If you do not have a password on your computer that locks access when you are away from your desk, you should seriously consider doing so.  If you are away on a conference or off ill, nobody should be able to access your records on your computer or transfer records from your system to theirs.

Digital signatures and seals – proves that the document has never been altered since it was signed.  Microsoft 2003 upwards has the facility to put digital signatures and seals on documents.  (We will discuss the requirements for digital signatures and seals in Module 2 when we discuss the Electronic Communications and Transactions Act (ECT Act) of 2002.)

Encryption and decryption of messages – translation of data into a secret code that is unintelligible without a deciphering device.  (The message that is sent is changed into mathematical code that can only be unlocked (decrypted) when the receiver enters a key.)

Biometric identification system i.e. fingerprints, palm prints, iris scans, speech patterns, retina scans and face recognition.  Many organisations in SA are starting to use biometric systems.  Nedbank now require clients to place their index finger on biometric fingerprint system to enter the bank, staff at Home Affairs are required to logon to their machines when entering records using a fingerprint identification system and when applying for a visa for some countries you are required to give fingerprint identification using biometric controls.

Magnetic card based systems – A magnetic stripe card is a type of card capable of storing data by modifying the magnetism of tiny iron-based magnetic particles on a band of magnetic material on the card. The magnetic stripe, sometimes called swipe card or magstripe, is read by swiping past a magnetic reading head.