So you're rushing to catch a plane. You've got an important database on your laptop, along with sensitive university information. And then, suddenly, it's gone. Either you've lost it, or it's been stolen. Now you're in a real jam. Airports, hotels and restaurants are favorite places for thieves. Laptops disappear from them all the time and that's bad enough. But often, irreplaceable data is gone too. None of this has to happen to you. But you have to be extra careful today. Here are five guidelines to help you avoid seeing your notebook (and your sensitive data!) disappear.
SENSITIVE DATA IS A NO-NO
Nothing could be more important that this -- only bring the information that you absolutely *need* when travelling -- and even then use good judgement. For instance, a database full of usernames, passwords and social security numbers should never be put onto a portable device such as a laptop. These things can be stored in a centrally accessible repository like GUShare. GUShare is fast, encrypted and accessible from anywhere. And any data that you feel might be "confidential" should *not* be stored on your local laptop. For more details on classifying what is and what is not "confidential" data... you should check this out.
WHEN YOU ABSOLUTELY POSITIVELY NEED SENSITIVE DATA... ENCRYPT IT!
If you have sensitive information on your computer, consider encrypting it. Programs such as TrueCrypt make the job easy. When a thief nabs your machine, these extra steps will make it more difficult to access the laptop's data. Encryption will protect your business secrets. What it won't do... is bring your laptop/data back. To do that, you've got to back up all your files and information to another computer. Once again, we recommend using GUShare as it offers a secure, centralized place to story your sensitive files.
PHYSICAL SECURITY IS IMPORTANT TOO
When you travel, carry your laptop in a laptop backpack. There's lots of room in there, and it's inconspicuous. Fashionable businesspeople carrying laptops in expensive cases -- they're asking for trouble. Those cases say, "Laptop! Laptop! Steal me!" And most importantly, don't let it out of your sight. This becomes especially difficult if you are selected for a random head-to-toe check. This means that, once on board your flight, you should put the computer under the seat in front of you. Try to avoid putting it in the overhead bin. Others will have more access to it there.
CAN YOU TRACE A STOLEN LAPTOP?
If your laptop does get stolen, you should always contact the Department of Public Safety as well as the University Information Security Office. There are steps we can take to try and recover your laptop or at least pinpoint who stole it. But should those efforts fail... wouldn't it be great if the system could do the high-tech equivalent of phoning home? There are programs that will report the location of a stolen laptop. They work when the laptop connects to the Internet. Some claim to report the laptop's exact physical location. Tracing programs include zTrace, CyberAngel, and ComputracePlus.
ALWAYS SET A SYSTEM PASSWORD
Every road warrior should protect their laptop with a startup password. This way, a system password prompt will appear each time you start your computer before Windows even begins to load. It will prohibit any access to the computer at all. So, this is definitely not a password you want to forget! To create a system password, you'll need to access your computer's setup utility (also known as CMOS BIOS settings, which stands for "complementary metal oxide semiconductor basic input/output system"). Doing this requires different actions for different computers. Typically, however, if you press Delete, Esc or F1 as soon as you turn on your system, and before it begins to load Windows, you'll get the setup menu. If in doubt, check your computer's manual or search online at your system manufacturer's Web site. Once you're into the setup utility, scroll through the options until you find a setting for "security," or it may even be labeled "password." Enter your desired password and make sure you press "save and exit" (usually F10, but this too varies by machine).
Today, laptops are ripe targets for thieves. If you follow these basic guidelines and keep that sensitive data offline, you will learn that you don't have to lose yours.