For busy travelers with access to their companies’ virtual networks, working while on the road is common practice. But that common practice also makes laptop computers a prime target for theft. It’s not just their physical worth that makes them so appealing to thieves, but also the vast amount of sensitive data that they store. Every month thousands of laptops and USB memory sticks are misplaced or stolen. It can happen to anyone and at any time.
If your laptop is stolen company information can be exposed, as well as your personal and financial information. Observing a few simple rules can ensure a degree of damage control in such situations.
General rules of thumb:
* Use a fool-proof password. The longer and more complex the password, the more difficult it is to detect. A password should consist of at least ten characters and include a mix of capital and small letters, numbers and special characters.
* Always shut down your laptop completely if you do not intend to use it for an extended period of time. The computer locking function does not provide sufficient protection.
* Confidential, sensitive and personal data should be stored on a laptop only if it can be filed in an encrypted manner. This means that the data will not be accessible if the laptop is lost or stolen.
* Never keep passwords or login details together with your laptop. Without your password or important access numbers it will be more difficult for a thief to access your personal and corporate information.
* Avoid using a laptop bag if possible. This highlights the fact that you are carrying a laptop. Instead, carry your laptop in a rucksack, shoulder bag, padded briefcase or your cabin bag.
* Be vigilant about your laptop; just as you would be with your briefcase, purse or wallet.
* Consider investing in a tracing program. When a stolen laptop is connected to the Internet the program can report the laptop’s exact physical location.
Traveling by air and by train:
* Never check in your laptop with your luggage.
* Do not leave your laptop unattended and keep an eye on it throughout the security check.
* Transport the laptop in a shoulder bag or backpack, so that you don’t have to set it down during check-in or when washing your hands in the bathroom. You are distracted in these situations and the laptop can be snatched away in an instant.
* If you intend to use your laptop while traveling, or in a public place, then take precautions to prevent others from reading sensitive information on your screen. Use a screen guard whenever possible.
Traveling by car:
* Do not leave your laptop in the car, not even in the trunk. If this is unavoidable, lock the laptop into the trunk before arriving at your destination. Thieves often watch parking areas and can break into a car in a few seconds.
Staying in hotels:
* Take your laptop with you wherever you go and never leave it unattended in conference or meeting rooms.
* If you need to leave your laptop in a room or at your desk, then use a laptop security cable. This cable can be attached to a heavy object, such as a table or chair, making it more difficult for someone to steal your laptop.
* If you need to leave your laptop in your room then make sure you hang the “do not disturb” sign on the door. Do not leave your laptop openly lying around. Instead, put it into your suitcase or leave it in the hotel safe.
For trips to the U.S.
Current U.S. customs and border control regulations stipulate that the customs officer is authorized to access and analyze all information that a person entering the country has in his or her possession, including laptops, cameras, USB sticks, cell phones and other handheld devices. More and more cases have been reported in which business travelers have been forced to surrender their laptops and have been asked to decode encrypted data. If there’s data you don’t want to share, then don’t carry it. Remember that devices can also be seized for an indefinite period, so don’t carry time sensitive data that you cannot afford to loose. Be on the safe side and arrange for sensitive business travel data to be sent to your destination prior to your arrival, for example by e-mail or FTP upload.
In the event that your laptop is stolen:
* Change your network password to help secure access to corporate servers.
* Report the theft to local authorities and to your company’s IT department.
* If customer data was on the laptop, contact your account representative or appropriate person at your company so they can take suitable actions.
Be sure to also observe your company’s security measures and guidelines at all times!