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Information Security Guide

• Buyer’s Guide: Information Security
• Glossary: Knowing the Key Terms
• How Others Are Using It
• Information Security on a Budget

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• Buyer's Guide: Web Enhancements
• 2008 Buyer's Guide: Data Security
• 2008 Buyer's Guide: Computers
• 2009 Portable Computer Guide

Protecting data resources is as much about developing and following a strategy as investing in security hardware and software. Guidelines should come from the top, and be established as company policy by the broker or manager.

Still, an associate can be held directly liable if client information is compromised and it can be proven he or she failed to safeguard it. Accountability extends to those you share sensitive information with, as well. Make sure their security policies match your expectations.

Assume local thieves and faceless hackers are intent on getting their hands on your computer, and the valuable information stored on it or an external network. Recognize potential vulnerabilities how and where you work, and in terms of where data is stored and shared. What can you do to minimize risks?

There’s a lot of common sense to protecting client data. Never leave a notebook unattended, or at least make it impossible for unauthorized users to access or retrieve its contents. Encrypt sensitive files. Install a firewall, and make sure your wireless connections are closed to outsiders.

If you’ve been proactive about security, you’ve already taken the appropriate steps. If not, the Realtor Secure program from the National Association of REALTORS® has answers to what should be your concerns. At the site, you can download documents explaining security threats, vulnerabilities, and appropriate strategies.

Simple steps like activating password authentication and restricting network access to authorized devices provide a first line of defense. With USB flash drives, anyone can copy critical files in seconds. A biometric fingerprint reader, either as a plug-in accessory or built into the system, forbids unauthorized users from accessing files. Even if they could, encrypting your files renders them useless.

Stolen hardware often results in theft of sensitive data. If you must leave a notebook unattended, secure it with a lock or cable. Computer recovery software now includes tools that allow the owner to disable functions, and lock or remove files, as soon as it connects to the Internet.

Online, a firewall is requisite, whether using a wired or wireless connection. These are standard features of any Internet security suite, easy to set up and manage. A suite also protects against all types of incoming malware: viruses, worms, spyware, adware, and key logging software. But security software is only as effective as the latest version, so update regularly.

Many real estate professionals now rely on their smartphone or netbook as the primary computer in the field. These require the same protection when accessing the Web or swapping files. Vendors now offer security suites developed specifically for different classes of hardware.

To protect the investment you’ve made in your data resources, regularly back up your hard drive, and store a copy away from your office. Web-based storage services automate the process, so you’ll have quick access to your files if your hardware is damaged, stolen, or compromised in any way.

Protecting data does not necessarily involve much extra expense. Adequate security features, from a firewall to file encryption, may be built into your operating system, but require that you activate them. Basic Internet security software is available as a free download. At this writing, Microsoft was in final beta testing of a free new security package, Microsoft Security Essentials, which should be available to Windows users later this year.

Learn More: How Others are Using It  ׀  Key Terms  ׀  Shopping on a Budget