Tips to Safeguard Sentimental and Sensitive Data

Everyone has sentimental and sensitive data on their computers. Putting steps in place to protect this data may seem expensive and time consuming but consider the cost and time if something does happen?  Data can be compromised in many ways such as theft, hackers, fire, breakage, water damage, etc. All of these dangers can be detrimental to your personal or organization’s information but it can also put your family, friends, and customer’s personal information at risk of identity fraud.

Besides the tasks you hopefully already do like a computer “user account” and backing up your computer’s hard drive to an external drive, there are several defenses you can make to safeguard your data.

Make a Backup, Encryption, Recovery, and Security (BEARS) Plan

Backup Your Backup
Ideally it is best to make a backup of your backup and then take the second backup off-site to ward off any thieves, fire, smoke, water, etc. which can destroy everything at one location. Drives are cheap enough now you can rotate additional backups off-site or in a fireproof/waterproof safe.

Backup software is included with most external hard drives and available in some editions of Microsoft^® Windows^® (such as “Backup and Restore Center”). *

Costco sells several decent affordable external hard drives perfect for making backups. One drive in particular is the ioSafe which is fireproof and waterproof. Check it out at Costco.com or visit Iosafe.com.

Online Backups - This is Cool
Backing up data online is another method which takes care of the off-site task and backup all in one. There are tons of pay services out there but two that come to mind are Mozy.com (McAfee Online Backup is powered by MozyTM) and Carbonite.com. Check out Windows Live SkyDrive for free storage. Be sure the service you choose encrypts files during transfer and while in storage which all of these do.

Encrypt It
Sounds scary but it is simple to do. Some editions of Microsoft Windows include Encrypting File System and BitLocker Drive Encryption. Encrypting data makes if impossible for a thief or hacker to read the contents of your data on your drives. 

Encrypting File System (EFS) encrypts data at the folder and file level. You can choose which folders and/or files to encrypt. Be sure to read “Import or export certificates and private keys” in Windows Help and Support to make certificate backups so you can restore encrypted data back to a new system configuration.

BitLocker Drive Encryption does what it’s name describes, it encrypts the entire drive running the Windows operating system. You’ll need a trusted platform module (TPM) or a USB memory device to store the BitLocker key. It is impossible to hack something you can’t read since the entire system is encrypted.

Recovery Plan
Recovery is usually just as unpleasant as the accident whether it be a car accident or a data mishap. Learn how your recovery software works before you need it. Some software only allows certain scenarios or the exact version to be installed on the new system. Try a basic recovery by deleting a non-essential file and recover it using your software. It should be pretty easy to do.

There isn’t enough time to discuss all of the recovery features but also make sure System Restore is turned on and perform a complete PC backup every once in a while. One neat feature if you accidently delete or rename is to restore a file using shadow copy available in some editions of Windows. Search Windows Help and Support for more information on the bolded features.*

Security: Use Asset and Software Protection
Lock your computer physically and using “Windows logo key+L”* when away from your desk, hide it, put into a safe, everything you can think of to protect your data and to deter a thief or prevent water or fire damage, do it now. Anything can happen anytime by anyone. Also, a burglar and fire alarm will discourage thieves and alert emergency services when triggered. Potentially saving your data from theft and/or being burned. A simple $25 laptop lock is enough to stop a thief. Get one for your nightly external backup drive too. Read my Online Security Tips blog for more information about protecting against viruses, spyware, worms, using firewall, and keeping your system up to date.

Mobile Phones
This article pertains mostly to PC security but now many of you sync your data to a mobile phone. Protecting phone data is a similar methodology to your PC security. Be sure your Bluetooth is protected as well using a passphrase or turned of in public areas.

Microsoft My Phone - All phones have their own special tools but Microsoft just launched a cool service called My Phone for Windows Mobile 6+.
Features:

• Back up your phone automatically
• Share photos on your favorite social networking sites
• Access your contacts, text messages and more online for free
• Locate your lost phone. Make it ring even when silenced, remotely lock it or erase it.

Other important tasks: Empty Trash/Recycle bins, use a file Shredder to delete files such as one from McAfee, setup Parental Controls and find a book or online articles to learn more.

All you need to do now is create a task list and set reminders in your calendar to make sure these are done on a regular basis. You’ll get in the habit real fast and feel confident that your sentimental and sensitive data is secure.

Leave a comment below or check out Microsoft Security, Window Help and Security (F1), and your security software documentation for more information.

Take care and be safe online.

Mark Lawson
Owner
GreenSea Media

Other operating systems note: Refer to your operating system documentation and help or look under Mac OS Utilities for similar tasks.