At least once a week, I get a call from a client whose computer appears to have been taken over by spirits. Occasionally, I’ve even seen my own computer act like it’s in slow motion rather than its usual peppy self. Chalk it up to culprits like Comet Cursor, Radiate, Aureate, Gator and their cousins.

Some of these villains are classified as “adware” or “spy ware,” which is internet jargon for advertised sponsored software. Advertisers began to find banner ads were too passive, since visitors to a site had the option not to click on it. Enter popups. And as technology further developed, the ability to monitor individuals’ activities also improved. Popular music sites like Kaazaa and Napster allow people to share music files stored on their computer. The dark side of this technology has resulted in hidden programs we unknowingly place on our computers.

Another vein of software development was designed to help parents monitor their children’s computer activities and employers keep an eye on workers. These “key logging” programs allow a parent or employer to create a log file capturing every key an unsuspecting child or employee presses. While the latter smacks of Big Brother, it barely holds a candle to the companies that surreptitiously push these logging programs onto unsuspecting browsers visiting their sites.

Even legitimate businesses collect information about actual and potential customers. Many companies publish privacy policies and inform users what information they’re collecting. Even though users may be aware they’re agreeing to share information with legitimate companies, they have little or no control over the scope of information being shared.

The nastiest type of spy ware not only places itself on your computer but also monitors your activities and sends information to spy ware developers or allows them to collect information about you to sell elsewhere.

So, you ask, isn’t this illegal? In short, no. While you may consider it an invasion of privacy, there’s no violation of rules. More important is what you can do to protect yourself and your computer.

De-e-e-fense!

The first line of defense is antivirus software. The most damage can be inflicted through evil attachments to e-mail. Some such rogues travel the internet as popups on websites. When you regularly update antivirus definitions and scan your computer, you are protected from the most serious electronic rogues.

If your computer or office has an “always on” internet connection either through a cable or DSL modem, you also should have a firewall between the modem and the network or computers. It’s preferable to have a hardware firewall, but for home or small offices a software based firewall like Zone Alarms is sufficient protection against hackers. These firewalls also can limit the amount of spam and unsolicited e-mail. Products like McAfee’s Spam Killer, which can be bought along with its Internet Security for Windows, will provide antivirus, firewall and other privacy protection, including spy ware and ad ware defenses. Similarly, Norton AntiSpam 2004 can be combined with Norton Internet Security to provide similar protection, as well as parental controls.

Larger offices are better off with a hardware firewall and a corporate version of antivirus software that will automatically transfer updated definitions to all networked computers. Be aware that older antivirus products don’t protect against ad ware or spy ware — they don’t consider these pests to be worms or viruses.

Even with such safeguards, spy ware and ad ware can invade your computer. Ad ware is especially annoying when popup ads appear before you can even view the site you accessed. Some companies provide “free” software in exchange for advertising on your computer while others pay royalties to website owners to reach their viewers.

Spy ware sends information about you to another party without your knowledge or permission. Usually, this information includes what websites you have visited, but can include more if the spy ware comes from a more unscrupulous source. These vendors entice unsuspecting people into saying yes to receive their programs by answering innocuous questions. Once these programs are installed on your computer, they monitor your activities and can change your settings.

Sometimes, you’ll know you’ve been hit by spy ware because your internet browser no longer opens to your homepage or you get a look-alike site when you try to access Google. I’ve seen computers slow to a crawl from some spy ware variants. Worse, these programs can destroy files needed to start Windows, thereby completely disabling your system.

Prevention

It seems impossible to completely protect yourself from these parasites. However, there are ways to fend them off or regularly eliminate them. The best way is to prevent spy ware from being installed on your computer. It’s usually installed surreptitiously by either tricking you into clicking on a link that installs it or by riding along with free software. Links to spy ware can be deceptive. It might look like a Windows installation screen, but it takes hold when you press the Cancel key. (I told you they were tricky!) Another gimmick is to change the title bar on the dialog windows to make you think you’re doing something else. Once installed, your computer is compromised and is vulnerable to sending information about you and your computer activities.

So, after you’ve installed an up-to-date antivirus program and scan your computer regularly, pay more attention while you work — don’t just click on the Yes or OK button without carefully reading the details or knowing why you’re agreeing to install a product. Read the license agreements carefully, especially when obtaining free software. Check the publisher’s website to determine if it looks legitimate. When I encounter a hijacked internet browser, I often do a Google search on the name of the site it’s showing instead of the desired one. For example, if your web browser is open to The New York Times website and you suddenly see “XYZ Site,” search for that site along with the word “removal” and you probably will be guided to instructions for eliminating that menace.

Installing reputable programs like Spybot or Ad ware and running them regularly will enable you to eliminate these rogues. In fact, if you find your computer “possessed,” often scanning with Spybot and eliminating the files it identifies solves most problems. There are commercial versions of these for office environments.

Another defense is to avoid unintentionally installing ad ware or software. If you weren’t planning to install a program from Microsoft and get a dialog box asking you to do so, don’t do it! If you use Windows XP, you’ll want to update your computer with the latest service pack (SP2), which also builds in protections against spy ware.

There are some settings within your browser that should be disabled so you are prompted when a program is attempting to be installed. As a rule, it is recommended you disable Java, JavaScript and ActiveX controls. (See microsoft.com/office/ork/2003/seven/ch23/SecA05.htm at the Microsoft site for more details and specific instructions.) Recently, the Department of Homeland Security recommended avoiding using Microsoft’s Internet Explorer because of its vulnerabilities. (See uscert.gov/.) There are free alternatives such as Netscape and Mozilla, which are less susceptible to infiltration.

Unfortunately, spy ware and virus writers are always one or two steps ahead of our protections, so stay diligent and remember to regularly back up your system — just in case.

Carol L. Schlein is president of Law Office Systems in Montclair, a training and consulting firm specializing in law firm automation. Copies of previous columns are on her company website, www.losinc.com. For information about her quarterly meetings for Time Matters users, check the website or e-mail info@losinc.com. Schlein formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section.

Questions for Carol L. Schlein on law office technology may be faxed to New Jersey Lawyer at (732) 650-7010, e-mailed to news@njlnews.com or mailed to “Law Technology Questions,” New Jersey Lawyer, Edison Square, 2035 Lincoln Highway, Suite 3005, Edison, N.J. 08817.