Protect your portable technology devicesFebruary 2006

Protect your portable technology devices

Thanks to the advances in technology, more government employees use computer laptops, and personal digital assistants (PDAs) to conduct business while on the go. However, because these devices are so portable, we need to take extra precautions so we don't lose them or risk someone stealing them. When you lose a portable device, such as a laptop, you also lose the data stored on it. This can result in damage much greater than the cost of replacing the device.

Here are some tips to help you protect your equipment:

Password-protect your portable devices. Choose and implement passwords to gain entry to your devices. This makes it difficult for an unauthorized person to access your information. Be sure to follow your agency's policy for using, constructing and maintaining passwords. According to Rich App, DIS Chief Information Officer, "DIS uses hardened passwords as required by Information Services Board policy. We highly recommend others do the same." A hardened password is one that must contain a minimum of eight characters, at least one special character, and include a combination of two upper case letters, lower case letters and numbers.

Always back up your files. To avoid losing and compromising information, be sure to back it up and store it in a separate location. In the unfortunate event that your portable device is stolen or lost, that backup will provide you with access to the information and help you identify and report the specific information that is at risk. "It's our policy to back up computer files that reside on the DIS network nightly to protect information," says App. "However, if you store information on a laptop hard drive, you should remember to back that information up on a CD or diskette, or on your employer's network."

Document identifying information and mark your devices. For recovery purposes, record the make, model and serial number of your devices. Keep these numbers in a safe place, separate from your equipment, so that in the event something is stolen or lost, you have access to the information.

Make sure your state-owned portable devices are labeled with a state inventory tag.

Safeguard your portable devices when you travel. These simple steps will help you prevent equipment loss or theft:

• Store and carry your laptop in a non-descript bag such as a shoulder bag or a briefcase. Cases designed exclusively for laptops, make them an easy target for thieves to spot in crowded public places. You should also carry smaller portable devices, such as a Blackberry, out of plain view.


• If you are traveling to a convention or conference, it's a good idea to keep your portable devices with you. Never leave them unattended in your hotel room or in a conference room.


• If you are commuting in a taxi, shuttle bus, or other public transportation, carry your laptop with you at all times. Do not let a driver or baggage handler take your laptop or other portable devices outside of your view.


• Consider investing in an alarm for your laptop bag or a lock to secure your laptop to a piece of furniture if you travel often or plan to visit a heavily populated area.


• It's not a good idea, but if you have to leave any of your portable devices in an unattended vehicle, even for a minute, make sure you tuck them away out of sight. Lock your vehicle doors. Don't leave your laptop or other portable devices in your vehicle overnight or for extended periods. Also be aware that laptops are frequently stolen from the trunks of cars.

Immediately report a loss or theft to your agency. Be sure to abide by your agency's policy of who to contact in the event your device is stolen or lost. You may also need to contact the appropriate authorities such as law enforcement officials, and hotel, conference or transportation staff.