4 Ways to Protect Your Mobile PC Against Data Loss and Theft
Published: July 20, 2005
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, in 2003, 600,000 computers were stolen in the United Stated. Many of these thefts compromised company networks or confidential data.
In this article, I'll discuss 4 ways you can protect your mobile PC and the data it contains.
On This Page
Back Up Your Data
In 2004, 59 percent of computer attacks in government agencies, corporations, and educational institutions in the United States were attributed to mobile PC theft.1 In the same year, mobile PC theft resulted in $6.7 million of losses.2 These statistics underscore the importance of regularly (optimally weekly, but at least monthly) archiving 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 utility in Microsoft Windows XP.
To back up data
1. | Click Start, point to All Programs, point to Accessories, point to System Tools, and then click Backup. |
2. | On the Backup or Restore page, verify that the Back up files and settings option is selected, and then click Next. |
3. | On the What to Back Up page, 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. | On the Backup Type, Destination, and Name page, specify where you want to save your backed up data, type a name, and then click Next. |
5. | On the Completing the Backup or Restore Wizard page, 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
1. | Click Start, click All Programs, point to Accessories, point to System Tools, and then click Scheduled Tasks. |
2. | Double-click Add Scheduled Task. |
3. | On the first page of the Scheduled Task Wizard, click Next. |
4. | On the second page, scroll down the Application list, click Backup, and then click Next. |
5. | On the third page, 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. | On the next page, 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. | On the last page, 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 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 Windows XP, you can use Encrypting File System (EFS) to encrypt your data, including Web folders and offline folders. EFS allows you to seamlessly encrypt your data. When you save data to the disk, it's encrypted on the fly.
Important To use EFS, you must be using the NTFS file system. To find out the file system you're using, click Start and point to My Computer. In the My Computer window, right-click the hard drive and check the File format field on the General tab of the Properties dialog box.
To enable EFS and encrypt data
1. | Click Start, point to All Programs, point to Accessories, and then click Windows Explorer. |
2. | Right-click the folder or disk you want to encrypt and then click Properties. |
3. | On the General tab of the Properties dialog box, click Advanced. |
4. | In the Advanced Attributes dialog box, 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 be automatically encrypted and file names will appear in green in Windows Explorer.
Important To decrypt files, 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 a 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 of the Properties dialog box, click Advanced. |
4. | In the Advanced Attributes dialog box, 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 stationery 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 couple of companies that offer security cables and locks.
Some anti-theft products use alarm systems that can detect when a stationery mobile PC is moved by an unauthorized party. Some systems even enable the stolen mobile PC to "call home" to its owner if the 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; and 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. You should check with your IT department to see if 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.3 By using the advice above, you can greatly increase the safety of your mobile PC and data. Be safe out there!
1
CSI/FBI Computer Crime and Security Survey, 2004
2
CSI/FBI Computer Crime and Security Survey, 2004
3
FBI — 2004
