Securing your data whilst travelling

If you’re running a business, chances are you use portable computing devices to stay connected to the office whilst you’re travelling. The benefits are fantastic, allowing you to access your email and keep working during train and plane trips, saving hundreds of hours that would otherwise be spent reading the latest John Grisham.

The problem arises when your expensive equipment gets lost or stolen in transit.

During the last 6 months of 2009, 63,000 mobile phones, 5,000 PDAs and 5,000 laptops were left in the back of London taxis alone. That’s not including the thousands of thefts that are reported every day.

Apart from the cost of replacing the equipment, (which is often insured) you will also be faced with the issue of data loss. At best you’ll lose your phonebook. At worst, you’ll lose valuable and sensitive client data which could potentially cost you thousands of pounds in lost revenue and the irretrievable loss of customer confidence.

So, what can you do to secure your data before such a loss occurs, and prevent the loss of your equipment happening in the first place?

Mobile Phones & PDAs:

Most modern handsets have a PC synchronisation function that allows you to back up your important data on your PC. Learn how to use it, and make sure you synchronise your phone with your computer regularly. That way, if you do lose your phone, you still have a record of your important contacts.

Theft Prevention:

Whilst it can be difficult to completely protect yourself against mobile phone theft, there are steps you can take to minimise the risk, and to ensure that your data is secure if the phone is stolen.

• Don’t use your phone in crowded places where you don’t feel safe. Thieves are on the lookout for the latest handsets which command high prices on the black market
• Don’t leave your phone in full view on tables in restaurants, pubs or hotel lobbies, even for a short time
• Never leave your phone in the car, even in the glove compartment
• Take a note of your phone’s serial number (IMEI). You can get this by dialling *#06# on your keypad. If your phone is stolen, this will allow your network operator to lock the phone immediately
• Use your phone’s inbuilt security PIN numbers to safeguard against unauthorised use

Laptops:

Make sure you run a regular backup of your Laptop’s important data to CD, DVD or an external hard drive. Depending on how much you travel, you may want to do this weekly. Ensure that your backup media is stored in a secure location away from the office.

Use a USB Keydrive for smaller backups inbetween. It may sound obvious, but make sure you don’t keep the USB key in the same bag as your laptop though, store it at home or keep it on your keyring so that if your laptop bag is stolen, you still have the backup.

Secure any confidential or sensitive data stored on your mobile device with strong passwords and encryption.

Theft Prevention

When carrying your laptop, consider using a secure bag that doesn’t look like a laptop case. Branded bags from computer manufacturers look great, but immediately advertise that you are carrying an expensive machine.

If you stop in a cafe, or you’re waiting for a plane or train, then make sure you have your laptop with you at all times. Don’t hang it on the back of a chair or put it on the floor, make sure the strap is over your arm so you will be alerted if someone tries to take it away.

When you get to your destination and need to use your laptop, consider using a laptop lock to secure your laptop to a table or desk. This is a simple locking device that attaches to your laptop and can be looped round a secure fixture.

If you assume that your mobile phone or laptop will be lost, stolen or damaged while you’re out and about, and take steps to secure your data before you go then you can minimise the impact of any such loss to your business, saving you time, aggravation and potentially, a lot of money!
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Tags: backups, business advice, data security, theft