4 ways to protect your mobile PC against data loss and theft
By Armelle O'Neal
Data is one of the most valuable assets that individuals and companies hold. By using mobile PCs, people enjoy higher productivity, but they also expose themselves to threats of data loss and computer theft. According to Safeware, an insurance company, theft claims increased 29% from 2006 to 2007. Many of these thefts compromised company networks or confidential data.
In this article, I discuss four ways you can protect your mobile PC and the data it contains.
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Back up your data
Your data is essential to your work and to your company. Regularly (optimally weekly, but at least monthly) archive your documents, folders, and settings so that you can retrieve the data if your mobile PC is stolen or the hard disk drive fails. You can back up your data to a CD or DVD, to a USB flash card, or to another computer if your computer is on a network. To back up data, you can use the Backup and Restore Center in Windows Vista or use the Backup tool in Windows XP.
To back up your files in Windows Vista
1. | Click Start, click Control Panel, and then click Back up your computer.  In Control Panel, click Back up your computer. |
2. | Click on the following: | • | Back up files to create backup copies of your files and folders, or | | • | Back up your computer to create a complete image of your entire computer |
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To back up your files in Windows XP
Important Before you can back up important information on your computer, you must install the Backup tool included on the Windows XP Home Edition CD. For installation instructions, see How to use the Backup utility to back up files and folders in Windows XP Home Edition.
1. | Click Start, point to All Programs, point to Accessories, point to System Tools, and then click Backup. |
2. | Verify that the Back up files and settings option is selected, and then click Next. |
3. | Specify the items that you want to back up, and then click Next.  Choose what you want to back up with the Backup or Restore Wizard. |
4. | Specify where you want to save your backed up data, type a name, and then click Next. |
5. | Click Finish to begin the backup process. |
Now that you've successfully created your first backup, be sure to back up your data regularly. An easy way to make it part of your routine is to create an automatic backup schedule.
To create an automatic backup schedule in Windows Vista
1. | Click Start, click Control Panel, and then click Back up your computer. |
2. | Click Change settings. |
3. | In the Backup Status and Confirmation page, make sure that your automatic backup is currently turned on. |
4. | Click Change backup settings. |
5. | Follow the instructions to set up the disk, types of files, and how often you want to back up. |
6. | When you have finished, click Save settings and exit. |
To create an automatic backup schedule in Windows XP
1. | Click Start, point to All Programs, point to Accessories, point to System Tools, and then click Scheduled Tasks. |
2. | Double-click Add Scheduled Task. |
3. | Click Next. |
4. | Scroll down the Application list, click Backup, and then click Next. |
5. | Type a name for the task, specify how often you want the backup to occur, and then click Next. |
6. | If prompted, enter information about when you want the backup to occur, and then click Next. |
7. | To ensure that the task can start when scheduled even when you're not at your desk, enter your user name and password, and then click Next. |
8. | Click Finish to add the backup to your scheduled tasks. |
Encrypt your data
Data encryption provides a great line of defense against misuse of information if your mobile PC is stolen. Data encryption is the transcription of data from an intelligible format to an unintelligible, but decryptable, format. When data is encrypted, stolen data on a mobile PC is worthless.
You can encrypt a subset of files or folders or a full disk, in which case it protects the data stored in files and folders, the operating system, and any installed programs.
If you're using certain editions of Windows Vista or Windows XP, you can use Encrypting File System (EFS) to encrypt your data, including Web folders and offline folders. EFS enables you to seamlessly encrypt your data. When you save data to the disk, it's encrypted on the fly.
Important EFS is not fully supported on Windows Vista Starter, Windows Vista Home Basic, and Windows Vista Home Premium. To find out how to encrypt files in these editions, follow the instructions in What is Encrypting File System (EFS).
Important To use EFS in Windows XP, you must be using the NTFS file system. To find out the file system you're using, click Start, and then click My Computer. Right-click the hard drive, and then click Properties. The File System for your computer is listed on the General.
To enable EFS and encrypt data in Windows Vista Business, Windows Vista Premium, and Windows XP
1. | Open Windows Explorer. |
2. | Right-click the folder or disk you want to encrypt and then click Properties. |
3. | On the General tab, click Advanced. |
4. | Select the Encrypt contents to secure data check box, and then click OK twice. 
 Use the Advanced Attributes dialog box to encrypt your files or folders. |
From now on, all files in the folder or on the disk will automatically be encrypted and file names will appear in green in Windows Explorer.
To decrypt files in Windows XP, you must use a recovery agent. EFS automatically creates recovery agents when computers are connected to a domain. If your mobile PC is not part of a domain, you must create an EFS recovery agent manually.
To decrypt data
1. | Open Windows Explorer. |
2. | Right-click the folder or disk that you want to decrypt, and then click Properties. |
3. | On the General tab, click Advanced. |
4. | Clear the Encrypt contents to secure data check box, and then click OK twice. |
After it's decrypted, the data remains decrypted until you encrypt it again.
Use an anti-theft device
One of the easiest and most cost-effective ways to secure your mobile PC is to use a security cable or lock, with or without an alarm, to attach your mobile PC to a stationary object. Most mobile PCs have security slots in the side or the back of their case.
Use a security cable or lock wherever you leave your mobile PC, such as a hotel room, a conference room, a co-worker's office, or a tradeshow booth. Never leave a mobile PC in an unlocked room, even if you think that the room is secure. You can even use a cable to secure your mobile PC to your desk for additional security if you plan to leave your office without it for a few minutes or longer. Computer Security, FLEXGUARD, and Securityware are just a few of the companies that offer security cables and locks.
Some anti-theft products use alarm systems that can detect when a stationary mobile PC is moved by an unauthorized party. Some systems even enable the stolen mobile PC to "call home" to its owner if an unauthorized user connects to the Internet. Securitykit.com and Caveo are just two companies that offer these security devices.
Get insurance
Most homeowners, renters, and business insurance policies do not cover mobile PC damage or loss. The few that do offer very limited coverage. If you travel frequently with your mobile PC, consider buying third-party insurance.
Some companies specialize in computer insurance. Rates vary widely depending on where you live and how much insurance you want.
Safeware is an insurance company that offers mobile PC insurance. Safeware's policies cover theft, fire, power surges, lightning, spilled coffee on the keyboard, dropped mobile PCs, and natural disasters such as earthquakes, hurricanes, and floods. RC Knox & Company also offers insurance. Check with your IT department to see whether your company has a policy with an insurance agency.
Note I'm not a Safeware customer so I can't personally vouch for the company.
One last staggering statistic for you: 97 percent of stolen computers are never recovered (according to a 2004 FBI study). By using the advice above, you can greatly increase the safety of your mobile PC and data. Be safe out there!
