Administration and Finance

Many computer users, especially those who travel for business, rely on laptops and PDAs because they are small and easily transported. These characteristics make them popular and convenient, but they also make them an ideal target for thieves. Be sure and secure your portable devices to protect both the machine and the information it contains.

What is at risk?

If a thief steals your laptop or PDA, the most obvious loss is the machine itself. However, if the thief is able to access the information on the computer or PDA, all of the information stored on the device is at risk, as well as any additional information that could be accessed as a result of the data stored on the device itself.
You've probably heard news stories about organizations panicking because laptops with confidential information on them have been lost or stolen. But even if there isn't any sensitive information on your laptop or PDA, think of the other information at risk: information about appointments, passwords, email addresses and other contact information, personal information for online accounts, etc.

How can you protect your laptop or PDA?

• Password-protect your computer - Make sure that you have to enter a password to log in to your computer (see Passwords for more information on creating strong passwords).
• Keep your laptop or PDA with you at all times - When traveling, keep your laptop with you. Meal times are optimum times for thieves to check hotel rooms for unattended laptops. If you are attending a conference or trade show, be especially wary—these venues offer thieves a wider selection of devices that are likely to contain sensitive information, and the conference sessions offer more opportunities for thieves to access guest rooms.
• Downplay your laptop or PDA - There is no need to advertise to thieves that you have a laptop or PDA. Where practical, limit use of your portable device in public areas, and consider non-traditional bags for carrying your laptop.
• Consider an alarm or lock - Many companies sell alarms or locks that you can use to protect or secure your laptop. If you travel often or will be in a heavily populated area, you may want to invest in an alarm for your laptop bag or a lock to secure your laptop to a piece of furniture.
• Back up your files - If your portable device is stolen, it's bad enough that someone else may be able to access your information. To avoid losing all of the information, make backups of important information and store the backups in a separate location (see Security Best Practices for more information). Not only will you still be able to access the information, but you'll be able to identify and report exactly what information is at risk.

What can you do if your laptop or PDA is lost or stolen?

Promptly report the loss or theft to the appropriate authorities. These parties may include representatives from law enforcement agencies, as well as hotel or conference staff. If your device contained sensitive information, immediately report the loss or theft to your organization so that they can act quickly. Finally, don’t forget to obtain a copy of any police report, as this may be necessary for an insurance claim and will be required if the equipment belongs to the University.

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