S 1.33 Safe keeping of laptop PCs during mobile use

Initiation responsibility: IT Security Officer, Head of IT

Implementation responsibility: User

Since the environmental conditions during mobile use are often outside of the direct influence of the users, the users must also try to securely store mobile IT systems such as laptops or PDAs when outside the company's premises. For this, only some information to be taken into consideration during mobile use may be provided:

Protection against theft

• If possible, the times the device is left unattended should be minimised.
• If a portable PC or PDA is kept in a passenger vehicle, the device should not be visible from the outside. The device can be covered or locked up in the boot. A mobile IT system may present a high value which attracts potential thieves, particularly given the fact that portable IT systems can be sold easily.
• If the mobile IT system is used in third party office premises on site, either the room must be locked even when it is left for short periods of time, if possible, or the device must be brought along. If the room is left for extended periods of time, the mobile IT system should be shut down or access control should be activated additionally in order to prevent unauthorised use.

• The mobile IT system should not be easily accessible in hotel rooms. Locking the device up in a cabinet will discourage casual thieves.
• Some newer devices additionally provide the option of chaining up the device. Theft requires the use of tools in this case.

• A mobile IT system should never be exposed to extreme temperatures. Particularly the rechargeable battery, but also the display may be damaged otherwise. Neither IT devices nor rechargeable batteries should be left in parked vehicles in particular.

• Likewise, portable terminal devices should be protected against potentially damaging environmental influences, i.e. against moisture caused by rain or splashing water, for example.
• Portable terminal devices are not indestructible either, which is why they should be transported as protected from impact as possible even on short transport routes. For example, laptops should be folded, since both the hinges and the display may be damaged easily during a fall. In principle, it is always recommendable to use a protective container for transportation.

It is recommendable to provide the users of mobile IT systems with a leaflet containing the most important information and precautionary measures for appropriate storage and secure transport of the devices.

Review questions:

• Have the users of portable IT systems been informed of how to store them properly?