Safeguard Laptop Contents

SecurityTip: Take security measures to protect the information stored on your laptop!

1. Install software only from known, trusted sources.
   Unknown software, or software from unknown sources, may contain viruses or other malicious applications.  Be cautious about what you load on your laptop.
2. Never let unauthorized users install or download anything to your laptop.
   Protect your laptop from virus infection and other malicious applications by keeping control of what is loaded onto it. Only you or a trusted computer service technician should install applications or download to your laptop.
3. Prevent unauthorized use of your laptop.
   Do not give passwords or access codes to anyone. Do not let friends, children, or colleagues use your laptop. These persons could unintentionally cause security breaches, view or copy confidential, personal, and/or proprietary information, and download suspicious software or games that contain viruses or other malicious applications. Consider using various methods to thwart other users from gaining access to your laptop, such as an access keys or biometric devices.
4. Use strong passwords and change them frequently.
   Your passwords should contain at least 8 characters, and have a mix of upper case, lower case, digits, and special characters. Do not use names or words in your password. (Read more about password Dos and Don'ts.)
5. Try not to keep data files on your laptop.
   It’s much safer to keep only programs on your laptop and the data on compact disks, DVDs, external hard drives, or other electronic storage devices that, when not in use, are not kept with the laptop.
6. Encrypt your data files.
   Some laptops are delivered with a built-in encryption functionality that destroys all the data on the hard disk if the disk is removed from the computer. If this technology is unavailable to you, consider using software to encrypt all the data on your laptop to help keep your information private, even in the event your laptop is stolen. In addition, many applications, such as Microsoft Word and Excel, have encryption functionality. However, any confidential university data that is stored on the laptop must be encrypted. Confidential documents include, but are not limited to, emergency contact lists or other personnel rosters, student rosters, research documents, budgets, grants, disciplinary action documents, performance evaluations, student applications, transcripts, transactional charges/receipts, and financial information. Ask your ITC for instructions on encrypting your data. 
7. Log off Web sites before closing your browser.
   Also delete cookies, files, temporary cache, and history.
8. Keep your business laptop for business purposes.
   Do not install or load anything of a personal nature (e.g., confidential information like SSN, names and addresses, etc.) on your business laptop.
9. Do not let anyone else use your business laptop.
   Unauthorized users may breach confidentiality or security. View your laptop as you would your desktop computer where you are the only authorized user.
10. Do not let others see the screen or see you type.
    You may be breaching confidentiality or security if others can view your laptop screen while you are working on sensitive material. Make sure no one can watch you type your password or other confidential information.
11. Use anti-virus software and update it regularly.
    Anti-virus software must be installed on the laptop and updated regularly to ensure that the computer is fully protected. The campus standard is to update anti-virus software to all workstations daily, and this is the minimum requirement for laptops as well. Since there is no guarantee that the laptop will be connected to the campus network for the daily upgrade, it is the user’s responsibility to download updates onto campus laptops from the McAfee Web site. Others should download daily updates from their anti-virus software’s manufacturer’s Web site.
12. Regularly install operating system and application patches and service packs.
    To be kept current with the latest security functionalities, the laptop operating system and applications must be patched and updated regularly.
13. Back up all data files regularly, especially before traveling.
    Performing daily backups is a good practice on any computer. Back up before traveling. Have a business resumption plan in case your laptop is stolen or experiences an unrecoverable operating failure. Without a backup, it might take hours, weeks, or months – or be impossible – to reconstruct your data. Back up your data onto an external electronic storage device (CD, DVD,  external hard drive, etc.).
14. Consider installing software that conceals your laptop’s hard drive information.
    Employing software to “hide” the information on the laptop’s hard drive will help prevent access to it by unauthorized users. Also consider using software that overwrites deleted files so that others cannot recover them. USB keys and bitwipers would be a good place to start
15. Consider using an anti-theft locator device.
    Devices can be installed on laptops that emit a signal to a satellite or Internet so that the location of the laptop can be monitored at all times (similar to many anti-theft devices for automobiles). There are other devices that emit an alarm when the laptop is a certain distance away from its owner. In addition, in the event of theft or unauthorized entry and your laptop is located, some devices allow a signal to be sent to your laptop that deletes all the contents on the hard drive.
16. Use a surge protector.
    Just like any other computer, you should protect your laptop from power surges. Do not connect it to power lines or copper phone lines if there is a chance of a storm or lightning. Use an uninterrupted power supply (UPS) if possible.
17. Do not open attachments from unknown senders.
    Be cautious. Attachments may contain viruses.
18. Do not click on links in e-mail messages from unknown senders.
    By clicking on a link, you may unintentionally start downloading a virus or a web page that automatically starts downloading a virus.
19. Use a secure VPN connection for remote access.
    For remote access into GET, GETLA, and CMS applications must be through a secured VPN connection, which requires that the laptop have a network card. VPN software for faculty and staff is available for downloading at www.calstatela.edu/its/techsupport/vpn/.

Other Laptop Security Tips

Select the links below for tips on securing your laptop computer.

1. Implement Security Measures on New or First-Issued Laptops
2. Safeguard Laptop Contents
3. Secure the Wireless Laptop Connection
4. Physically Safeguard the Laptop
5. Secure the Laptop When Traveling
6. Report Laptop Damage, Loss, Theft, and Security Breaches

For more information:

• Lost or Stolen Computer or Electronic Storage Device Report (selectn the Incident Response top on the ITS Forms web page)
• User Guidelines for Reporting a Lost or Stolen Computer or Electronic Storage Device on the Information Technology Guidelines and Policies web page

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