If statistics are any indication, your network's in trouble.

Video streams viewed online, according to a report from Accustream Media Research, grew 50 percent in 2005. Further, the growth of video streaming is being driven by promotional initiatives, continued innovation and, likely, boredom.

Then add to the mix music subscriptions and downloads, where revenue grew almost 400 percent in 2004 and 154 percent in 2005 according to another Accustream report. Factor in forecasted growth for 2006, and it won't be long until streaming media threatens to overrun private networks. With little oversight, it's easy to see how legitimate business traffic could suffer, and productivity slowdowns occur, as a result of network congestion triggered by multimedia streams.

First line of defense

Technology controls form your first line of defense. Firewalls, security appliances and Microsoft's Internet Security and Acceleration Server are among the options available for helping monitor, block and manage your organization's network traffic.

With the appropriate systems in place, you can block access to popular audio and video Web sites and services, including iTunes, Launchcast, Napster and Rhapsody. Your organization can also leverage group and system policies to restrict end users from downloading and installing known streaming media programs and applications.

But users are smart. They're enterprising. And lucky. Some will discover methods (purposefully or unintentionally) of circumventing controls designed to protect networks from streaming media, audio downloads and other distracting streamed content.

Bolster controls with a policy

Provide your organization with another layer of defense; implement a streaming media policy. Designed and deployed properly, such a policy protects your organization's computers, servers, systems and networks from extraneous, bandwidth-consuming material. Better yet, a well-enforced streaming media policy can serve as a potent defense in protecting an organization from claims it helped enable the illegal distribution of pirated works, all while removing distractions that threaten to hamper productivity within the organization.

Another benefit of policies is their flexibility. Should your organization wish to permit employees to view streamed multimedia earnings announcements or training sessions, the policy can be adjusted to allow such use. It's easy to add the stipulation that authorized streaming media applications and programs may be accessed using organization computers, servers, systems and/or networks only for the purpose of fulfilling business activities. Thus, the organization can leverage the benefits of streaming media while mitigating its dangers.

If you're unsure whether your organization requires a streaming media policy, review TechRepublic's Streaming Media Vulnerability Assessment. The interactive Microsoft Excel spreadsheet will help gauge your organization's exposure. By reviewing specific criteria regarding your organization's industry, technology protections and culture, and by ranking specific aspects of those criteria, the tool makes it easier to obtain a more objective determination. The assessment also provides some justification to staff when rolling out such a policy.

Should a policy ultimately be required, check out TechRepublic's Streaming Media Policy. The ready-made template can be used as-is, or you can customize it to meet specific streaming media needs within your organization.

However you develop it, your organization's streaming media policy should include all of the following:

• Statements that end users are prohibited from downloading, installing and/or operating unauthorized streaming media programs, applications and devices
• Specific examples of prohibited streaming media networks, programs and devices
• Acknowledgement that the employee has read and understands the terms of the policy
• Potential penalties resulting from violations of the policy or any of its tenets

Once the policy's complete, just distributing the document doesn't complete the process. Information Technology departments must monitor networks for suspicious activity, update firewalls, servers and other security appliances as required and enforce the policy.

Some users are bound to complain. Point to the necessity of such a policy to win support. Here are some statistics to back your case:

• Software manufacturer SurfControl reports that just 20 minutes of inappropriate use--merely the length of four or five songs or videos a day--costs a 100-employee company more than $8,000 a week.
• IT analyst firm Gartner estimates non-work related Internet surfing, which can include viewing the NCAA men's college basketball tournament and Major League Baseball games online, costs businesses a 40 percent loss in productivity annually.
• A survey released by Internet management solutions provider Burstek claims more than 20 percent of all organization-provided Internet use is used for entertainment, among other activities. Worse, the study estimates that over 20 percent of all bandwidth costs are due to personal use.

Considering the trends and statistics, policies appear warranted. For more information on implementing policies effectively, review the following TechRepublic articles: "Use a policy audit to ensure that your policies are followed," "Learn how to win support for your new IT policy," and "Creating an IT policy that works."

Add the following blurb highlighted at the end including a link to 6070917 You can quickly implement a streaming media policy in your organization by downloading TechRepublic's Streaming Media Policy. Included you'll find a risk assessment spreadsheet that will help you determine the importance of such a policy to your organization's security along with a basic policy that you can use and modify. You can purchase it from the TechRepublic Catalog or download it for free as part of your TechRepublic Pro membership.