Laptops – Setnor Byer Insurance & Risk

Preventing Data Security Breaches

Every business must be able to identify the likeliest source of a data security breach so that they can also identify how to prevent it. Is it an executive’s laptop computer, the copy machine or the office’s wireless network? Could it be something else? Since the first step to preventing a data security breach is understanding the risk, it’s time to learn more about your business’s sensitive data.

Effective data security starts by assessing the kind of information a business has and identifying who has access to it. Evaluating data security vulnerabilities requires an understanding of how sensitive data moves into, through, and out of a business, and who has or could have access to it. Here are some tips from the Federal Trade Commission.

Take Inventory

Take an inventory of all devices and equipment capable of storing sensitive data, such as laptop computers, mobile devices, flash drives, off-site servers, disks and digital copiers. Do employees work from home? If so, add their home computers to the list.

The type and location of sensitive data should also be inventoried. Don’t stop with the office’s filing cabinets and computer systems. Sensitive data may also be received from other sources, such as websites, contractors or call centers. Every possible source and destination for sensitive data must be considered.

Track Sensitive Data

It is important to know how the business obtains, stores, shares and disposes of sensitive data. Every department should be consulted, including sales, information technology, human resources and accounting. Don’t forget about contractors and other third-party service providers.

This process should provide a business with a thorough understanding of:

Who provides sensitive data? Does it come from customers, credit card companies, banks or other financial institutions, credit bureaus, job applicants, contractors, third-party service providers?
How is sensitive data received? Does it come via phone, fax, mail or email? Is there a website designed to request and receive sensitive data? Are there any other possible entry points?
What kind of sensitive data is collected? Do business operations require or permit collecting financial information (credit cards, bank accounts, credit reports), personally identifying information (drivers’ licenses, social security numbers) or medical information?
Where is sensitive data stored? Is it kept on disks, tapes, laptops, smartphones, tablets or other mobile devices? Employees’ personal computers or mobile devices? Where are data backups and copies stored?
Who can access sensitive data? Is access to sensitive data limited to only those who need it? Are there security measures in place? Is sensitive data protected against unauthorized access by contractors or other third-party service providers?

Throughout this process, pay particular attention to certain kinds of sensitive data. Identity thieves typically look for social security numbers, credit card and other financial information.

Organizations should also consider protecting against data security breaches with insurance.Various cyber liability products are available to protect against privacy injuries, such as identity theft, and to cover the cost of complying with various data breach notice laws. Given the complexity of the risk, an experienced insurance agent should be consulted to ensure that adequate coverage is obtained. If you would like to learn more about insuring against data security breaches, contact us.

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Protecting Sensitive Data: How Secure is Your Wireless Network?

In previous articles we discussed how laptop computers and the office copy machine increase the risk of data security breaches. Another significant risk to an organization’s sensitive data is the wireless network. Since today’s workplaces are increasingly “going wireless,” the Federal Trade Commission recommends taking the following steps to protect wireless networks.

Understand how a wireless network works. Going wireless generally requires connecting an internet access point to a wireless router, which sends a signal through the air, sometimes as far as several hundred feet. Any computer within range can pull the signal from the air and access the internet. Unless precautions are taken, others can “piggyback” on the network or access information on the computer.

Use encryption. Encryption encodes the information so that it’s not accessible to others. It is the most effective way to secure a network. Two main types of encryption are available: Wi-Fi Protected Access (WPA) and Wired Equivalent Privacy (WEP). WPA2 is strongest so it should be used whenever possible. Since some older routers use the less secure WEP encryption, consider upgrading to a newer, more secure router. Note that wireless routers often come with the encryption feature turned off, so be sure to turn it on.

Use anti-virus and anti-spyware software. Since hackers are constantly developing new ways to attack computers and networks, security software is necessary. This software needs to be updated periodically so systems should be set to update automatically whenever possible.

Change the name of the router. The name of the router (often called the service set identifier or SSID) is likely to be a standard, default ID assigned by the manufacturer. Change the name to something private and unique.

Change the router’s pre-set password. Manufacturers typically assign a standard default password to a wireless router. Default passwords should be changed. Visit the manufacturer’s website to learn how to change the password.

Limit access to the wireless network. Every computer that is able to communicate with a network is assigned a unique Media Access Control (MAC) address. Wireless routers usually have a mechanism to allow only devices with particular MAC addresses to access the network. However, since MAC addresses can be mimicked, don’t rely on this step alone.

Turn off wireless network when it’s not being used. A wireless network cannot be accessed when it is turned off.

Be cautious when using a public wireless network. Many cafés, hotels, airports and other public places offer wireless networks for their customers to use. These “hot spots” are convenient, but they may not be secure.

Organizations should also consider protecting against data security breaches with insurance. Various cyber liability products are available to protect against privacy injuries, such as identity theft, and to cover the cost of complying with various data breach notice laws. Given the complexity of the risk, an experienced insurance agent should be consulted to ensure that adequate coverage is obtained. If you would like to learn more about insuring against data security breaches, contact us.

If you would like to learn more about preventing data security breaches, take our online course Information Risk Management: Strategies for Preventing and Mitigating Information Security Breaches.

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Prevent Data Security Breaches by Protecting Laptop Computers

While laptop computers can increase workforce productivity, they also increase the risk of harmful and costly data security breaches. Since a lost or stolen laptop can jeopardize sensitive information, the Federal Trade Commission recommends the following preventative measures to protect laptop computers and the personally identifying information it contains.

Treat laptops like cash. People don’t leave their cash unattended, not even for a minute. When traveling, cash isn’t usually checked with luggage and it isn’t left in the backseat of the car. Keep the same watchful eye on the laptop as you would on cash.

Lock laptops with a security cable. Whether in the office, a hotel or some other public place, a laptop security cable should always be used. Attach it to something immovable or to a heavy piece of furniture, such as a table or a desk. Security cables work similarly to bike locks. You can purchase them at Office Depot, Amazon, Staples, etc.

Be on guard in airports and hotels. The confusion and shuffle of security checkpoints can be fertile ground for theft. Keep an eye on the laptop when going through airport security. Hold onto it until the person in front of you has gone through the metal detector, and wait for it to emerge on the other side. When staying in a hotel overnight, a security cable may not be enough. Store the laptop in the room safe. If leaving a laptop attached to a security cable in a hotel room, consider hanging the “do not disturb” sign on the door.

Consider an alarm. Depending on security needs, a laptop alarm can be an excellent security device. Some laptop alarms sound when there’s unexpected motion, or when the computer moves outside a specified range. A program that reports the location of stolen laptops upon being connected to the internet can also provide additional security.

Consider carrying laptops in something more discreet than a laptop case. When taking a laptop on the road, carrying it in a computer case may advertise what’s inside. Consider using a suitcase, a padded briefcase, or a backpack instead.

Don’t leave laptops unattended. Though colleagues may seem trustworthy, avoid the temptation to leave laptops unattended, even for a minute. Laptops should be taken whenever possible. If taking the laptop is not an option, use a cable to secure it to a table or desk.

Don’t leave a laptop in a car. Parked cars are a favorite target of laptop thieves. If leaving a laptop in a car is the only option, keep it locked up and out of sight.

Don’t put laptops on the floor. Whether at a conference, coffee shop, or registration desk, laptops should not be left on the floor. If it is necessary to put the laptop down, place it between your feet or up against your leg so you remember that it’s there.

Don’t keep passwords with the laptop or in its case. Remembering strong passwords or access numbers can be a challenge. However, leaving them in the laptop carrying case or on the laptop is like leaving keys in a car. In the event a laptop is lost or stolen, don’t make it easy for a thief to access sensitive information stored on the device.

Create ‘Uncrackable’ Passwords

The best passwords are over 6 characters, include upper and lowercase letters, and use numbers and symbols. Passcreator.com can generate a password that is nearly impossible to crack. However, this would mean you probably won’t remember it on your own. So, if you have to write any of your passwords down keep that document separate from your laptop. You can write them down on a piece of paper and keep them in your wallet. You can store them on Google Drive. Just be sure to password protect the doc! You can also store them on an Excel spreadsheet and protect the workbook to make it harder for a hacker to view its contents.

Encrypt sensitive data. The consequences of a lost or stolen laptop can be minimized by encrypting the data stored on the device so that it cannot be accessed by anyone without the proper authorization.

Organizations should also consider protecting against data security breaches with insurance. Various cyber liability products are available to protect against privacy injuries, such as identity theft, and to cover the cost of complying with various data breach notice laws. Given the complexity of the risk, an experienced insurance agent should be consulted to ensure that adequate coverage is obtained. If you would like to learn more about insuring against data security breaches, contact us.

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