The university uses Deep Freeze, a security program from Faronics that resets a computer to its original settings on a regular basis. This erases any stored cookies, input data, and even malware and viruses that may have crept into the computer while it was idle.
6. Create a loss prevention plan.
A working group should address how to deal with lost or stolen laptops—a common way for information to be obtained by thieves. This type of loss is particularly challenging because laptops are so popular, notes David Hawks of Absolute Software, maker of Computrace laptop security software, which can detect changes in hardware (including missing computer memory or drives) and helps track and recover stolen computers. “People are putting their personal information on university assets like laptops, so there need to be added security measures,” Hawks says. “From an identity thief’s perspective, getting a machine is ideal, because not only will it have university information, but also a user’s personal data like passwords, banking information, and credit card numbers.”
Even if there’s some encryption, it can be fairly easy for thieves to use computer forensic tools to tweeze out valuable data, he adds. Using a program to wipe data remotely is a strong option, and establishing procedures for erasing data from broken or donated machines is crucial. Some laptops that land on eBay still have plenty of usable information even though a user might have put personal files in the digital trash.
“To create enough identity protection, you need a layered approach, where there are best practices around password security, encryption, user education, and loss prevention,” says Hawks. “You’d be amazed at how many people don’t know how to protect their data, so an IT department has to do everything possible to do the protection for them.”
Elizabeth Millard, a Minneapolis-based freelance writer, specializes in covering technology.
