•    Developing a Security Plan

•    4 Areas Where You’re Most at Risk

•    Protect Yourself: Back Up Your Data

•    Buying Guide: Security Products

 

 

Your PC or smartphone is likely loaded with sensitive personal and financial data about clients and business activity. But have you ever considered what would happen if someone else got their hands on that information?

 

It’s a question many real estate professionals never consider until it’s too late. But how would you like to explain how some hacker stole your buyer or seller’s identity using information from forms or contracts you kept on your PC?

 

A proactive approach can minimize such risks. And the good news about computer security is there are plenty of easily implemented solutions.

 

While many real estate professionals have taken steps to protect their data assets against the most obvious threats, many aren’t doing near enough to protect themselves and their clients. The 2007 REALTOR® Technology Survey conducted by the Center for REALTOR® Technology found that 82 percent of real estate professionals use anti-virus protection, and 80 percent run anti-spyware software. However, only 38 percent of respondents were aware of any written security guidelines from their companies, and less than half — 43 percent — knew of specific standards for protecting the privacy of clients and consumers.

 

Until you’ve identified all potential risks and the appropriate responses, never assume there’s nothing to worry about. Don’t let naiveté be your defense.

 

Here are some key items to consider when forming a security plan: 

 

1. Assess your vulnerabilities. Effective security begins with an assessment of vulnerabilities. The strategy may entail such simple steps as defining and implementing best practices; activating features already available on your hardware or software; a cable lock or alarm for your laptop while out in the field; or the purchase and installation of security software.

 

2. Avoid careless, costly mistakes. Have you ever left a laptop in your car or turned away for a minute while your laptop sat on a table or a chair? An unattended laptop — even for a split second — can be scooped up and resold. Even if it’s not stolen, all it takes is a few minutes for a data thief to plug a flash drive into the USB port and copy your files. You can also put yourself at risk by using an unsecured Wi-Fi network at home or the office. This can be an open invitation to a thief to use your broadband and poke around for valuable resources on the server or computers connected to it.

 

3. Evaluate your operating system. Windows XP and Vista and Apple OS X offer a range of settings for safer computing already built-in to the system. Even if you rely on default modes, familiarize yourself with these features and what they do. The simple log-in password is only the first in several available lines of defense.

 

4. Protect yourself online. When you’re conducting or transmitting work online, you can be at greatest risk of a hacker or a virus that destroys your information. Several vendors specialize in this ever-evolving class of software and services. Not only are their solutions cost effective — $79.95 or less for a year’s worth of protection — they are also continually updated. Almost as soon as a new form of malware appears — viruses, worms, trojan horses, etc. — they have a remedy.

 

5. Take responsibility. The more you rely on computers and networks, the greater the need for security. Accept this as your responsibility, whether you are the broker with a team of associates or the independent working from a home office. And don’t wait to think about it until it's too late.

 

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Four Areas Where You’re Most at Risk

 

1.On the computer

 

Risk: An unattended computer, in any environment, is always at risk. In minutes, a data thief can plug in a USB flash drive, copy files, and walk away with a career’s worth of information. Then there’s the danger of theft, especially with laptops.

 

Solutions: Have a log-in password and password authentication to copy files or change system settings; a plug-in USB fingerprint reader; security cables; or subscription to a PC recovery service.

 

 

2. Online

 

Risk: All types of threats abound on the Web. Hackers want into your computer and network and are very creative in their efforts to wreak havoc.

 

Solutions: A firewall and a security software suite, always on, and automatically updated. Also, take common sense steps. For example, don’t launch unexpected links or attachments; ignore requests for personal information or account numbers that come to you via e-mail; only download files from trusted sites; and check a site’s privacy policies before completing online forms.

 

 

3. On a network

 

Risk: Wi-Fi hotspots are a great convenience, but also an invitation to prying eyes. If unauthorized users can connect to the network, they can steal files, corrupt data, install spyware.

 

Solutions: A network firewall; log-on passwords; and password-protected access to authorized users and devices. Also, if you’re working with sensitive client data in public places, get a privacy filter.

 

4. Talking on a cell phone

 

Risk: When you’re in public talking on a cell phone, you’re broadcasting one end of a conversation to anyone within earshot.

 

Solution: Use discretion when discussing business with clients; move to a more private space and speak in softer tones. And remember, smart phones are as much phones as they are mini computers. So the same security dangers for PCs, holds true for smart phones too. Learn about  and activate built-in security features to your smart phone, and also subscribe to its security suite.

 

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Protect Yourself: Back Up Your Data

 

One of the most reliable forms of protection against loss or corrupted data, stolen or damaged hardware: A timely back-up of your files.

 

You’ve always been told to back-up your work — but how good are you about actually doing it regularly?

 

Well, now you don’t have to. While in the past, this once required you taking the initiative, today’s back-up solutions automate that process, operating in the background while you work, and copying data at predetermined intervals set by you.

 

Here are some data back-up options:

 

•   External hard drives: Most external drives now come bundled with back-up software that can be set to automatically copy your files. Choices are as vast and varied as the range of drives, from USB flash drives to multi-gig portable drives to desktop peripherals with as much as a terabyte of storage space.      

 

•   Operating systems: The latest versions of the computer operating systems include features to make backing up files as painless as possible. Vista’s Windows Back-up and Restore gives users of most versions of Vista the tools for automated or scheduled back-ups to a disk or location selected by the user. Time Machine, a feature of Apple’s OS X Leopard edition, maintains an incremental copy of all files and changes made to them, as you work.

 

•   Web based back-up services: These solutions for remote back-up of computer data online are becoming increasingly popular, even bundled with new hardware. Dell’s DataSafe Online BackUp solution lets you select which files you want backed-up, and then schedule how often the file copies are updated. HP’s Upline service offers individual and business plans to copy or retrieve files wherever they connect a computer to the Web.

 

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Buying Guide: Security Products

 

Security solutions range from software and services to anti-theft products designed to deter would-be thieves or make it easier to recover items once stolen.

 

SECURITY SUITES

 

With computers most vulnerable to malicious activities when connected to the Web, several companies now specialize in developing and continually updating software applications that address specific types of threats. Most bundle multiple layers of protection into a security suite, sold on a yearly basis. Where these suites differ most is in the user interface, and the extras included in the package.

 

 

Zone Alarm Internet Security Suite

Check Point Software Technologies Ltd.

$49.95 for annual subscription

 

This security suite for Windows XP and Windows Vista is easy to set up and use. It removes real or potential threats that may have infected the computer prior to installation, and then protects against such intrusion and malware in the future. Specific components protect against spyware, phishing, and spam. It includes firewall protection for the operating system and network, spy site blocking, and an identity theft component to prevent and resolve any unauthorized access to your data.

 

 

 

McAfee Total Protection

McAfee Inc.

$59.95 annual subscription

 

This suite gives Windows users all the features of the company’s Internet Security suite, plus a Site Advisor and home network protection. The software can be set to provide routine maintenance of a computer, block offensive Web sites, and automatically back up files to a remote server. The Site Advisor Plus checks the validity of links embedded in e-mails or instant messages, while the home network component continually monitors the network and connected PCs and peripherals for security attacks.

 

 

Trend Micro Internet Security Pro

Trend Micro Inc.

888-762-8736

$69.95 annual subscription

 

For Windows XP and Vista, this bundle includes programs to safeguard your data and identity, and guarantee a secure environment for any online transaction. In addition to protection against malicious code and hackers, included tools will also verify the safety of Wi-Fi hot spots before you connect, validate Web sites visited, and alert you to potentially troubling sites.

 

 

 

Kaspersky Internet Security 7.0

Kaspersky Lab

$79.95 annual subscription

 

This suite protects against malicious programs as well as identity theft, loss of confidential data and all types of Web-based threats. It was designed to provide complete protection while making efficient use of processor and bandwidth. It also has components for secure messaging and Wi-Fi connections.

 

 

 

 

 

Norton 360

Symantec

$79.95 annual subscription for up to three users

 

This bundle gives Windows users Norton's essential tools for optimizing PC performance, protecting against all types of problem software and hacker activity, and backing up data in a remote location. Its Identity Safe protects personal and financial data during online transactions. You also get 2GB of online data storage space for automatic back-ups of computer files.

 

 

 

 

Window Live OneCare

Microsoft Corp.

$49.95 annual subscription for up to three computers.

 

OneCare is a Web-based suite of security services to protect owners of Windows XP and Vista PCs against online threats while optimizing system performance. You must have an Internet connection in order to operate it. Core components include Protection Plus anti-virus, anti-phishing, and anti-spyware programs; Performance Plus to regularly defrag the system hard drive and remove files no longer needed; and Back Up and Restore for automatic backup of files and data online at scheduled intervals.

 

 

SMART PHONE SECURITY

 

Hackers now target smart phones with the same types of malicious programs that threaten computers. Publishers of security software have stepped up to these challenges with suites developed specifically for these mobile handsets.

 

 

Kaspersky Mobile Security

Kaspersky lab

$29.95 annual subscription

 

This bundle combines protection against malicious software and unwanted advertising with theft prevention and recovery tools. It was developed for phones running the Symbian 9 or Windows Mobile 5.0 operating systems or later. Its security mode scans all incoming files and connections to identify and prevent potentially damaging files and downloads. It also blocks unsolicited SMS messages containing adware. If the phone is lost or stolen, the software can delete personal data and notify the owner of the new phone number if the phone’s SIM card is removed.

 

 

Norton Smartphone Security

Symantec Corp.

$29.95 annual subscription

 

Also for smart phones running the Symbian 9 or Windows Mobile 5.0 or later operating systems, this suite provides you with the same approach to security as seen in Norton’s PC products. Components include a software firewall to control inbound and outbound network traffic on the phone; a smart phone version of Norton Antivirus to detect potential threats and prevents you from accessing infected files; and anti-spam protection for SMS to automatically filter or delete incoming spam messages.

 

 

THEFT RECOVERY SYSTEMS

 

If your computer is stolen, all is not lost — provided you’ve installed and activated software services that can alert you to its location.

 

 

PC Phone Home

Brigadoon Security Group

$29.95

 

Available in versions for Windows and Mac computers, this system uses e-mail to help owners of stolen PCs recover their property. The software transmits an e-mail message to an address assigned by you every time the computer connects to the Internet. If the hardware has been stolen, that message identifies the computer’s present location. The price includes technical support to help you work with law enforcement to recover your computer.

 

 

 

ComputTrace LoJack for Laptops

Absolute Software Corp.

800-220-0733

$59.99

 

This software service helps owners of Windows or Mac notebooks locate and recover them. Operating in the background, the software transmits its location to Absolute’s Recovery Team whenever it connects to the Web. If the hardware has been reported stolen, the service notifies you and local law enforcement. The included Data Delete service can also be used to remotely erase files, passwords, and other documents as soon as the service is notified.

 

 

SECURITY HARDWARE

 

These are just a few examples of products available to protect your hardware, and the data it contains, against theft or unauthorized access.

 

 

ComboSaver Notebook Lock Ultra

Kensington Computer Products

800-235-6708

$39.99

 

A simple deterrent, this system can be used to secure a notebook PC. Its six foot long length of tempered steel cable attaches to a laptop’s security port. It can be locked in place with the slim profile keyless four-wheel combination lock. You can easily reset the lock combination.

 

 

 

 

 

DEFCON Privacy Filters

Targus Inc

877-482-7487

Starting at $47.99 for 12.1 inch widescreen

 

Privacy filters serve two purposes: they keep others from reading data on a computer screen; they also reduce glare to help prevent eye strain. Once attached to a laptop or desktop monitor, the filter limits viewing of what’s displayed to those within a 45 degree angle. Laptop filters are available for screen sizes up to 17 inches; an LCD version for widescreen displays up to 30 inches.

 

 

 

Microsoft Fingerprint Reader

Microsoft Corp.

$49.99

 

This accessory for computers running Vista allows owners to use their fingerprint as password authentication. Once the unit is plugged into a computer’s USB port, the user places his or her fingertip over a built-in window to access the system and all of its administrative functions. It also can be set to allow easy switching between multiple users on the same system.

 

 

 

 

Gatekeeper Card Pro

Yoggie Computer Systems

$199

 

A hardware-based security system, this compact card plugs into a laptop’s ExpressCard slot to provide complete protection of all data assets, on and offline. It contains its own processor, freeing up the computer processor to concentrate on other operations. Embedded software protects the computer against viruses, spam, phishing, and spyware. A Stealth Mode can be set to hide the computer from hackers when connected to the Web.

 

 

 

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