Most business owners are aware of the importance of having their office networks secured against cyber invasions. How well each company executes on this, however, may vary.
One area where business owners may be a little careless is when it comes to being away from the office. Whether the trip is for business or pleasure, it’s important to have the ability to stay connected with the office, even if your check-ins are infrequent. But even more important than having the ability to do so is being certain that your information is secure.
While you’re away, it’s natural to worry about what’s going on back at the office. And there are some steps that you can take to make staying connected a little safer.
Your “I’m away from the office” checklist should include the following:
1. Be prepared! Be sure that your computer data is backed up to the cloud, or an external hard drive. If you have a laptop with you that you are using while away, and it malfunctions, or even worse gets lost, at least you’ll have the capability of accessing your important files and settings. This backup is something that should be done on a regular basis.
2. Most of us feel “connected at the hip” where our cell phones are concerned. Think of it with the same level of priority that you would your laptop. Check to make certain that your operating system software and apps are up to date, helping to protect your device against malware or any attacks. Also, particularly if traveling in a distant location, be extra vigilant to potential scams asking for phone number or account numbers.
3. Keep a separate list of important phone numbers and contact information in case you get separated from your phone or computer.
4. Set up the “find my device” feature on all devices. It will save you aggravation, worry and time if you get separated from a phone, laptop or tablet.
5. If you haven’t already done this, be sure to enable MFA (multi-factor authentication) on all devices. Should a device get separated from you it would make it much more difficult for someone else to access your information.
6. Have remote access options available so that you can be fully connected if you need to be. It’s important to have the appropriate software on both the device being used to access and the other device. Once done, and with the proper security, it’s the “next best thing to being there.” Remote access systems include VPNs, endpoint security, and zero-trust network access, among others.
And your “I’m away from the office” list of “do’s” and “don’ts” should include:
1. Don’t: Use a publicly accessible computer, such as you might find in the business center of a hotel. It’s never a safe bet to assume that these centers are secure. They may be, and the owners and managers may make their best good faith effort to see that they are secure, but they may not be utilizing the latest operating software and your information on these computers maybe more subject to cyber attack. And think of the people who travel through these business centers. They can be a very attractive target for scammers who may install viruses or malicious software.
2. Do: Along the same lines, be very suspicious of public Wi-FI networks. It’s an easy solution to connect to the public network at a hotel, or coffee shop, airport, or medical facility – but again, many of these networks may be lacking the protection that you should have. They may not be encrypted, and the public option gives the opportunity for cyber criminals to eavesdrop and undertake a “man in the middle” attack.
3. Do: When you are traveling, temporarily disable the “auto-join” option on your phone. Activate Wi-Fi via a virtual private network (VPN). This step encrypts the connection so that no one can access it online. A less preferable option is to use your smartphone’s personal hotspot for Wi-FI if you do not have a VPN.
4. Don’t: Share pictures about a trip while you are away. It can be an open invitation for scammers and other cyber criminals.
5. Do: When it comes to clicking on links, only use sites beginning with https:// for official business.
We are all very dependent on technology, both in the office and when we’re somewhere else. All of the advances which make it easier to stay connected come with potential roadblocks, though. Practicing vigilance to be sure that information is kept safe is time and effort well spent, so that your trip away from the office will be without incident. After all, who wants cyber criminals along on the trip?
Chip Miceli
Chip Miceli is President of Pulse Technology, with locations in Carol Stream, Chicago and Rockford, IL; and in Chesterton, IN.