Safeguarding Information Stored On Portable Devices

The news of a stolen laptop containing information on 25 million veterans sent shockwaves through the American public already reeling from similar, if not quite as large, data losses. As information becomes ever more portable via laptops, handheld computers, smart phones, PDAs, thumb drives, and even iPods, the need for protecting information for a population on the go becomes more critical.

While it is estimated that more than 600,000 laptops are stolen every year, there are no firm figures on how many cell phones, PDA, and laptops are simply lost — a number that may be even higher. To safeguard information stored on portable devices consider the following suggestions.

Password protection

Make sure that all your portable devices are protected by strong passwords. (See accompanying article on How to Create a Safe Password). Do not rely on the default password that may have come with the unit — change the default as soon as possible. Set the automatic lock feature to engage when the device is not in use. On the prompt screen for the password, list appropriate contact information. That way an honest person who finds the device can get it back to you.         

For those of you entrusted with highly sensitive information, consider two-factor authentication for a portable device. In two-factor authentication, only those people with the correct password or PIN and in possession of a token, card, or authorized fingerprint can unlock the device.

Backup your data

Back up your portable devices on a daily or weekly basis. Frequent backups will save the day and considerably lower your blood pressure should an important device such as your laptop or blackberry be lost or stolen.

Encryption

Encrypting files is a strategy you may want to consider. For example, if you keep passwords on a portable device make sure that file is encrypted. There are encryption features already built into the Windows operating system that you can apply. A number of software companies offer encryption products for sale. Some of these products are designed to encrypt individual files, while others give you the ability to encrypt the entire hard drive. The ultimate, and perhaps most drastic safeguard for information comes from products that are designed to reset the device or wipe clean a hard drive if there is an attempted break in. These products make backing up your data essential.

Theft prevention

The physical protection of the device should not be overlooked. If you are taking a laptop with you, carry it in an athletic bag rather than a computer case because thieves are less likely to target athletic bags. Don’t leave a laptop in the trunk of a car. That is the first place thieves look. Use a cable lock to secure your laptop while it is unattended at home, work, or in a conference room. Consider a laptop alarm. These are similar to car alarms — attempt to move the laptop while the alarm is engaged and the unit begins screeching.

There are a number of systems available that can track a stolen laptop. Some use GPS systems. Others will secretly dial home when the laptop is connected to the Web and will provide you with an IP address or telephone number. These can help law enforcement personnel track the unit.

Theft of data can also occur over wireless connections. For this reason, turn off Bluetooth communications when you are in public. Make sure your firewall is operating and that communication is encrypted when you surf the Web while in a public hotspot.

In a world where important information is easily lost or stolen, take the precautions outlined in this article and ensure the protection of sensitive information.