Protecting your data on the road

It's an unpredictable world out there for business travelers. When you carry your work along with you, you also carry valuable business data that needs to be protected. A mix of common sense and technology tools can keep you from suffering a data breach.

Before You Go
Data security when traveling starts before you ever leave the office. Carry only the bare minimum business data that you need to do your work from the road. Try to avoid carrying sensitive private information or customer information with you. Web-based software can be a convenient way to access your business information without having to keep it on your computer.

Back up your data to an external backup or online backup source before you leave. This is especially important if your laptop is also your primary business computer. Online backup services have the added advantage of allowing you to back up your data whenever you connect to the internet on the road. A USB flash drive with encryption can be a smart way to back up on the fly or carry sensitive information with you as you travel.

Laptop Lockdown
You're already used to keeping an eye on your bags when you're waiting at the airport. Apply the same level of vigilance when you send your laptop through the X-ray machine. Don't leave your laptop in your hotel room or in the back seat of your rental car. Laptops and other portable devices are attractive to thieves. When in doubt, carry them with you - even if you're popping into a restaurant for a quick dinner. Laptop cable locks can be picked up for around $30. These can secure your notebook to a stationary object.

Take a multi-layered approach to laptop data security. Password protecting your laptop is a good initial first step. Many business class laptops are available with biometric fingerprint readers. If your laptop is stolen, that will keep most thieves from accessing your data. Use encryption for sensitive documents. Be aware of your surroundings and who might be looking over your shoulder as you're working away in a public place or on a plane. Privacy screen filters slip over the top of your display and make it difficult for anyone who isn't sitting directly in front of the screen to see what is on it.

Hotspot Security
Wireless hotspots are common and convenient, but require extra vigilance on the part of business travelers. Here's a checklist for keeping your data safe when you're using public Wi-Fi.

• Use a firewall on your laptop and make sure your anti-virus software is up to date.
• When connecting back into your office network, use a Virtual Private Network (VPN) and require that your employees do the same. This creates a private connection to your system that will keep outside snoopers at bay. Your IT person or consultant can help you get set up.
• Just because it says “Free Wi-Fi” doesn't mean you should connect to it. Don't allow your computer to automatically connect to any available network. Whether you're in an airport or at a coffee shop, be sure you're getting on board with a legitimate Wi-Fi provider.
• Many smartphones now come equipped with Wi-Fi built in. Apply the same security standards when you connect to a hotspot using your smartphone.