PrintPortable electronic devices have changed the way that lawyers do business. Laptops, flash drives, smart phones - these mobile gadgets provide the freedom to work on the go and the convenience of having 24/7 access to their files.
But just how safe is the data that's stored on them?
The more devices we carry around (and the smaller they become), the easier it is for data to be lost, stolen or even fall victim to technical failures. With important business files and confidential client data on the line, it's a must that lawyers protect their portable devices at all times.
Sharon Nelson and John Simek of Sensei Enterprises Inc. addressed this issue at the recent Virginia Bar Association meeting in Williamsburg. Their presentation, "Essential Law Practice Technology Tips to Power and Protect Your Practice," covered a wide range of technology tips for lawyers, including the steps necessary to guard your mobile accessories.
Here are a number of products that provide security - and convenience - for lawyers on the go:
Laptop Encryption Software
As technology becomes smarter, so do the thieves who are out to steal your data. One way to prevent hackers from tapping into your personal computer files is to invest in encryption software.
Simply put, encryption scrambles the data in a file, folder or even an entire drive so that unauthorized parties are unable to access it without the proper password. This technology is especially useful for laptops, which can be more susceptible to data theft.
Nelson and Simek recommended two encryption software programs for the legal community:
TrueCrypt is an open source (read: free) program, downloadable from www.truecrypt.org . While the site has a forum to address troubleshooting issues, there is no official technical support service available.
PGP is another software program that offers full-disk encryption. The product costs around $150, and also comes with the assurance of tech support. Purchase is available through www.pgp.com .
Encrypted flash drives
USB flash drives are a convenient way to transport files from one computer to another and to save back-up files. But like laptops, they too need to be armed with the proper data protection.
Nelson and Simek recommend the IronKey encrypted USB flash drive.
Constructed using "military-grade" technology, this secure portable drive requires proper credentials for access. The casing is waterproof and crushproof, and if it ends up in the wrong hands, never fear. After 10 consecutive failed logins, the device will completely erase your data.
The drive holds up to 32 GB of data, retails from $219 to $235 and can be found at www.ironkey.com .
Laptop locks
While it's important to encrypt the confidential data on your laptop, you also need to take the necessary steps to protect the laptop itself from theft. If you have to leave your laptop unattended, such as in a hotel room, make sure to secure it with a laptop lock.
Most laptops come equip with a security slot, located at the top right side of the keyboard. To secure the computer, plug in the lock and wrap the attached cable around a fixed object, such as a table leg.
Unlocking the laptop requires either a key or a combination code, depending on the product.
Nelson and Simek recommended the Kensington brand, available for purchase at us.kensington.com.
Surge protectors
Don't let a power failure kill your electronics. The computer equipment in your office is likely protected from electrical surges. But what happens when you need to charge your laptop or Blackberry from a remote location? Since standard surge protectors are bulky and take up space, it's certainly not practical to travel with them.
For power protection on the go, Nelson and Simek recommend Tripp-Lite Traveler 3USB. This compact portable surge protector has three electrical outlets, two USB ports and a concealable power cord. And better yet, the device weighs only 4 oz., making it easy to carry around in a laptop bag.
The portable surge protector can be ordered at www.tripplite.com .
