Traveling with mobile devices is a necessity in today’s data-driven world. But it can come at a big cost. According to the Privacy Rights Clearinghouse (http://www.privacyrights.org):

• An IRS notebook computer containing personal information about employees and job applicants, including fingerprints, names, Social Security numbers, and dates of birth, was lost during transit on an airline flight

• An external auditor left an unencrypted CD containing personal information about thousands of McAfee Software employees in a seat-back pocket on an airplane

• A notebook was stolen from a Boeing human resources employee at a Seattle airport

• A General Electric employee’s notebook computer was stolen from a locked hotel room; the notebook contained information about approximately 50,000 GE employees

Hectic schedules, airport crowds, and unfamiliar places make it hard for business travelers to keep track of their stuff. Airports are filled with hundreds of lost-and-found electronic devices, and taxi drivers report finding mobile phones, notebooks, and PDAs on a regular basis.

With our mobile workforce comes mobile data on notebooks, smartphones, PDAs, and storage media such as CDs, tapes, and USB drives. Lost and stolen devices not only cost money to replace, they also contain valuable data about you, your company, your associates, and your clients.

Filched & Forgotten

The biggest mobile security issues facing business travelers are stolen devices and devices that are left behind or lost. Other threats include public computers, unsecured Wi-Fi networks, and hotel business centers and conference room areas. Data stored on small storage devices, such as USB drives, CDs, and portable hard drives, is also at risk when you travel.

Steal away. The 2007 CSI Computer Crime and Security Survey reported millions of dollars in costs as a result of stolen mobile devices. Responses from 494 U.S. corporations, government agencies, financial and medical institutions, and universities indicated sizeable losses of proprietary data ($2.3 million), customer data ($2.2 million), and hardware ($3.8 million). And 50% of the respondents indicated their organization experienced theft of a mobile device in the past 12 months—up from 47% the previous year.

Traveling also increases the threat of data theft. When you use computers in hotel business centers, unsecured Wi-Fi networks, and public computers, you risk exposing data to hackers. Recently, the SANS Institute reported that a man placed keystroke logging software on hotel business center computers. The suspect reportedly stole more than $400,000 in a three-year period as a result of the information obtained by the software.

Losing it. Mobile devices and storage media are finding their way to the lost and found at airports, hotels, and taxi companies. A 2005 survey conducted by Pointsec Mobile Technologies noted that a Chicago cab company reported 3.42 mobile phones, 0.86 PDAs, and 0.18 notebooks lost per cab over a six-month period. Based on the size of the cab company’s fleet, the total losses over the six-month period amounted to 85,619 mobile phones, 21,460 PDAs, and 4,425 notebooks.

USB drives, CDs, and portable hard drives are small and easy to misplace. Data stored on these types of media is usually not protected by passwords or other security measures such as encryption. Although the storage media is relatively inexpensive to replace, the information they hold may not be.

Replacement & Recovery Risk

If a mobile device is lost or stolen, what’s the chance of recovery? Can you restore the data from a backup source? Will you need to announce the breach to concerned parties or even the public?

Don’t rely on recovery. Absolute Software, a company that specializes in computer theft recovery, quotes the FBI as stating 97% of stolen notebooks are never recovered. Tracking software, such as Computrace LoJack for Laptops (starts at $49.99 for one year; www.lojackforlaptops.com), can significantly improve the odds. For devices such as smartphones and PDAs, recovery and tracking software is making its way to the market. Yougetitback.com (starts at $9.99 for three years of protection), for example, offers an electronic tagging service for mobile phones and PDAs.

Depending on the size of your business, the cost of replacing lost or stolen hardware can be considerable. Some companies, such as Safeware Insurance, offer replacement insurance for notebooks, PDAs, MP3 players, smartphones, and other devices. Some mobile providers also offer insurance for phones, and your homeowner’s insurance may provide some coverage (after you meet your deductible).

The success rate of recovering lost hardware is higher when compared to stolen property. In the Pointsec Mobile Technologies survey of cab drivers, 80% of mobile phones and 96% of PDAs and notebooks were returned to passengers. However, many airports have collected hundreds of mobile devices. In fact, Miami International Airport holds auctions twice a year to sell off scores of unclaimed notebooks, mobile phones, digital cameras, and more.

Dealing with lost data and identity theft. Although hardware is replaceable, stolen data is harder to deal with. If you’re lucky, you may have a recent backup. Even so, the backup is probably not accessible when you are traveling, and restoring the information is time-consuming. If you don’t have a backup, re-creating the information can be a monumental task—if it’s possible at all. And some files, such as personal photos or videos, are impossible to replace.

The loss of personal information, whether it’s your own or someone else’s, poses the risk of identity theft. If a lost or stolen mobile device contains personal information about individuals, most states require the company to notify the affected people. In addition to the notification cost, there’s a loss of confidence in the company and its business practices.

Protect Your Devices & Data

To protect your electronics and information when you travel, there are many precautions you can take and tools you can use. Backing up information before you leave is one of the best things you can do. Experts also recommend protecting your devices from access with passwords, encrypting data on notebooks and storage media, and labeling your items with your phone number so they can be returned if found.

Preventing a device from becoming lost or stolen is just as important. For physical security at hotels, locking your notebook or other devices in a safe or suitcase is a good idea. If you are attending a conference, consider using a cable lock to secure your notebook. When traveling in airports, taxis, and trains, check that your mobile devices and media are with you before departure and arrival. For more tips on keeping your mobile devices secure when you are away from the office, for any reason, check out the rest of the articles in this month’s “Mobile Security” section starting on page 24. We explore the best security practices, as well as what programs are ideal for safeguarding your devices and the information you are storing on those devices.

by Carmen Carmack