A Network of Humanitarian Safety Expertise January, 2008 Laptop … · 2012-01-24 · A Network of Humanitarian Safety Expertise January, 2008 This information is provided for the

A Network of Humanitarian Safety ExpertiseA Network of Humanitarian Safety Expertise January, 2008January, 2008

This information is provided for the benefit of the humanitarian community and is a result of research conducted by Safer Access. The circumstances and recommendations indicated by this report may change.

All readers are therefore advised to act accordingly to capacity and the latest information

www.saferaccess.orgwww.saferaccess.org

Because of their portability and durability, laptops are one of the most sought after items by thieves around the globe. Not only does the laptop itself have value to a thief, but so potentially does the information it contains. This information may also be of interest to governments or other organisations suspicious of or hostile to the relief and development sector. The laptop can also contain information that is difficult or impossible to recreate if lost, which could have an adverse affect on colleagues or beneficiaries. The risk of theft of your laptop is always present, whether at home, the office or in transit.

Laptop Security Laptop Security For Aid WorkersFor Aid Workers





Laptop Security OverviewLaptop Security Overview

As technology becomes a strategic enabler for relief and develoAs technology becomes a strategic enabler for relief and development pment agencies, laptops have become a required tool everywhere that thagencies, laptops have become a required tool everywhere that they are ey are working, including during operations in remote areas.working, including during operations in remote areas.

The fundamental concepts for securing laptops must take both phThe fundamental concepts for securing laptops must take both physical and ysical and procedural concerns into account, and find a balance between secprocedural concerns into account, and find a balance between security and urity and usability usability Recognising that relief and development agencies use laptops in Recognising that relief and development agencies use laptops in different different

ways, consideration should be given to finding the appropriate mways, consideration should be given to finding the appropriate models or types odels or types to suit the user. This report contains suggestions for selectinto suit the user. This report contains suggestions for selecting, protecting, and g, protecting, and traveling with laptops in a variety of relief and development rotraveling with laptops in a variety of relief and development roles.les.





Selecting a LaptopSelecting a Laptop

There are many different sorts of laptops available on the markeThere are many different sorts of laptops available on the market, but we often t, but we often do not consider the right factors when selecting one for use. Ydo not consider the right factors when selecting one for use. Your organisation our organisation may not even give any choice to the user, and may not consider ymay not even give any choice to the user, and may not consider your real our real needs.needs.

Most NGO work falls into three categories: headquarters based roMost NGO work falls into three categories: headquarters based roles, roles les, roles with travel to the field but who remain in primarily urban locatwith travel to the field but who remain in primarily urban locations, and roles ions, and roles either based in austere environments or with frequent travel to either based in austere environments or with frequent travel to remote areas. remote areas. WeWe’’ll examine each of these separately because each requires a diffll examine each of these separately because each requires a different erent approach to laptop selection.approach to laptop selection.

Headquarters vs. Travel vs. Field:Headquarters vs. Travel vs. Field:





Selecting a LaptopSelecting a Laptop

The guidelines for selecting a laptop for headquarters work is sThe guidelines for selecting a laptop for headquarters work is simple imple –– go with go with what gives you the best support from your organization, or from what gives you the best support from your organization, or from colleagues or colleagues or friends. Docking stations are nice to have and will allow for a friends. Docking stations are nice to have and will allow for a more more ergonometric work station. Docking stations also provide better ergonometric work station. Docking stations also provide better physical physical security because once locked into a dock, removing the laptop wisecurity because once locked into a dock, removing the laptop without the key thout the key is likely to physically damage the laptop. This is a significantis likely to physically damage the laptop. This is a significant theft deterrent.theft deterrent.

Headquarters vs. Travel vs. Field:Headquarters vs. Travel vs. Field:





Recommendations for Light Field UseRecommendations for Light Field Use

Small is often best:Small is often best:

Being a constant traveller means that you will have to support yBeing a constant traveller means that you will have to support yourself most of ourself most of the time. Consider using a laptop that you are comfortable with,the time. Consider using a laptop that you are comfortable with, even if your even if your organisation is rolling out upgraded machines. Having a laptop organisation is rolling out upgraded machines. Having a laptop that you have that you have experience with may save hundreds of dollars in overseas phone cexperience with may save hundreds of dollars in overseas phone calls or days alls or days of lost productivity if you run into problems. Older laptops areof lost productivity if you run into problems. Older laptops are frequently easier frequently easier to deal with in new situations. That to deal with in new situations. That ““archaicarchaic”” parallel printer port wonparallel printer port won’’t look so t look so archaic when you get to a new office and find no one has a USB parchaic when you get to a new office and find no one has a USB printer yet and rinter yet and the network is down, or when trying to use an obsolescent systemthe network is down, or when trying to use an obsolescent system at an at an internet cafinternet caféé..

Smaller laptops donSmaller laptops don’’t burden the traveler nearly as much as larger ones do. t burden the traveler nearly as much as larger ones do. Almost all manufacturers make a 12 inch lightweight model.Almost all manufacturers make a 12 inch lightweight model. The laptop may fit The laptop may fit in the room safe meaning it is easier to secure which means luggin the room safe meaning it is easier to secure which means lugging it around ing it around less. It can be carried in a completely nonless. It can be carried in a completely non--descript bag, making it less likely to descript bag, making it less likely to get stolen. Some of the new designs are even available with no mget stolen. Some of the new designs are even available with no moving parts oving parts (using a large internal flash drive instead of a hard drive). Th(using a large internal flash drive instead of a hard drive). These models are ese models are designed to survive a fall onto a hard surface with no ill effecdesigned to survive a fall onto a hard surface with no ill effects. ts.





Recommendations for Extreme ConditionsRecommendations for Extreme Conditions

Computing in an Austere Environment:Computing in an Austere Environment:

First play close attention to the environment you will be workinFirst play close attention to the environment you will be working it. Is it hot and g it. Is it hot and dusty, cold, or extremely humid? Each of these conditions can wrdusty, cold, or extremely humid? Each of these conditions can wreak havoc on eak havoc on a normal laptop. Selecting a laptop that will spend most of its a normal laptop. Selecting a laptop that will spend most of its life in these life in these environments has gotten much easier. Numerous manufacturers haveenvironments has gotten much easier. Numerous manufacturers have realized realized that not all users work in glass office buildings, but you will that not all users work in glass office buildings, but you will still need to avoid still need to avoid ““standardstandard”” laptops made in the last 2laptops made in the last 2--3 years, as they often draw huge 3 years, as they often draw huge amounts of air through them to remain cool. As a result they sufamounts of air through them to remain cool. As a result they suffer in hot, dusty fer in hot, dusty and humid environments. Most also have at least 3 access panels and humid environments. Most also have at least 3 access panels on the on the bottom. These should be taped closed in wet or dusty environmentbottom. These should be taped closed in wet or dusty environments.s.

If your laptop is going to be If your laptop is going to be ““livingliving”” in the in the field for weeks or months at a time, then field for weeks or months at a time, then one of the Panasonic one of the Panasonic ““ToughbooksToughbooks”” or a or a similar sealed and similar sealed and ““ruggedizedruggedized”” product product is probably the best choice. In this case, is probably the best choice. In this case, the environment itself, rather than theft, the environment itself, rather than theft, becomes the biggest threat.becomes the biggest threat.





Recommendations for Remote LocationsRecommendations for Remote Locations

Power hogs:Power hogs:

Many austere work sites do not have adequate power that is regulMany austere work sites do not have adequate power that is regulated or ated or filtered. Using power regulators with electronics gear is a musfiltered. Using power regulators with electronics gear is a must. You should t. You should also pay attention to the amount of power the laptop uses. Laptoalso pay attention to the amount of power the laptop uses. Laptops are much ps are much more efficient than desktops but each year the power consumptionmore efficient than desktops but each year the power consumption required by required by them goes up. Laptops designed for developing countries such as them goes up. Laptops designed for developing countries such as the XO draw the XO draw only 2 watts of power whereas the latest laptops from major manuonly 2 watts of power whereas the latest laptops from major manufacturers facturers frequently draw over 90 watts of power. You should have a backupfrequently draw over 90 watts of power. You should have a backup power power adaptor or adaptor or ““brick.brick.”” This is the most likely part to fail and can be difficult to This is the most likely part to fail and can be difficult to replace in developing countries. For teams working in the field,replace in developing countries. For teams working in the field, everyone everyone should use the exact same laptop model, to allow sharing of poweshould use the exact same laptop model, to allow sharing of power cables r cables should they become unserviceable.should they become unserviceable.

Finally make sure you try out a new laptop for each and every taFinally make sure you try out a new laptop for each and every task you intend sk you intend to accomplish prior to leaving for the field. Establish a baselito accomplish prior to leaving for the field. Establish a baseline of activity where ne of activity where you know the system is stable, and is capable of doing everythinyou know the system is stable, and is capable of doing everything you need it g you need it to do, so that you wonto do, so that you won’’t be dealing with random stability issues once deployed.t be dealing with random stability issues once deployed.





Choosing AccessoriesChoosing Accessories

The wide array of accessories for laptops has multiplied severalThe wide array of accessories for laptops has multiplied several times in recent times in recent years, so much so that it can be hard to tell what is truly neceyears, so much so that it can be hard to tell what is truly necessary and what is ssary and what is not. There are few accessories that are really designed and tesnot. There are few accessories that are really designed and tested for use in ted for use in austere conditions, and given constraints on baggage when travelaustere conditions, and given constraints on baggage when travelling, there is ling, there is a real need for hard choices when choosing accessories to use.a real need for hard choices when choosing accessories to use.





Recommendations for AccessoriesRecommendations for Accessories

Must haves:Must haves:

•• USB flash drives are the single best accessory to include USB flash drives are the single best accessory to include –– CD and floppy CD and floppy disk drives can be adversely affected by dust. Use one with an edisk drives can be adversely affected by dust. Use one with an encryption utility ncryption utility preinstalled. preinstalled. •• Travel with a locking security system of some type Travel with a locking security system of some type -- either a standard laptop either a standard laptop security cable or other security device. security cable or other security device. •• An extra Ethernet cable is always a good idea to have, as is a An extra Ethernet cable is always a good idea to have, as is a coupler to let coupler to let two Ethernet cables plug together into one longer cable. two Ethernet cables plug together into one longer cable. •• Carry at least one way to backup your critical work. This can bCarry at least one way to backup your critical work. This can be another flash e another flash drive stored separately from your laptop, a single blank DVDdrive stored separately from your laptop, a single blank DVD--R or a backup R or a backup drive. This backup should be stored separately from your laptopdrive. This backup should be stored separately from your laptop..•• Carry a spare Power Brick (power adaptor)Carry a spare Power Brick (power adaptor)





Recommendations for AccessoriesRecommendations for Accessories

Nice to haves:Nice to haves:

•• 12 volt power adaptor 12 volt power adaptor -- This can provide much needed power from virtually all This can provide much needed power from virtually all civilian vehicles worldwide and many solar power systems.civilian vehicles worldwide and many solar power systems.•• Spare Laptop Battery or Auxiliary Battery Security Screen ProteSpare Laptop Battery or Auxiliary Battery Security Screen Protector ctor •• ““WetWet--suitsuit”” style neoprene laptop jackets fit inside of other bags and somestyle neoprene laptop jackets fit inside of other bags and some can can be left on the laptop all the time (however this can cause some be left on the laptop all the time (however this can cause some laptops to laptops to overheat so be careful). Some are also waterproof when zipped cloverheat so be careful). Some are also waterproof when zipped closed.osed.•• Keychain Keychain WiWi--FiFi Detector Detector -- These allow you to locate hotspots without having These allow you to locate hotspots without having to break out your laptop to break out your laptop -- in the age of Skype this can save a tremendous in the age of Skype this can save a tremendous amount of money on international phone calls while in amount of money on international phone calls while in ““wiredwired”” areas.areas.





Physical SecurityPhysical Security

The physical security of your laptop is one half of the equation in keeping your property and information safe.





Basic Recommendations on Physical SecurityBasic Recommendations on Physical Security

Simple procedures to reduce the risk to your laptop:Simple procedures to reduce the risk to your laptop:

Keep a record of your laptopKeep a record of your laptop’’s make, model, serial number and configuration s make, model, serial number and configuration number. Store this information separately from your laptop and onumber. Store this information separately from your laptop and other valuables, ther valuables, as it will be needed if you are filing a police report or to othas it will be needed if you are filing a police report or to otherwise identify it if erwise identify it if lost and subsequently found.lost and subsequently found.

If left unattended (even on your desk), use a locking cable to If left unattended (even on your desk), use a locking cable to secure it. secure it. Do not advertise the fact that you have a laptop Do not advertise the fact that you have a laptop –– consider not using an consider not using an

obvious laptop bag.obvious laptop bag.Be aware when using your laptop in public places where it can bBe aware when using your laptop in public places where it can be snatched e snatched

or where sensitive details can be observed by others nearby or where sensitive details can be observed by others nearby –– called called ““shoulder shoulder surfingsurfing””..

Never check your laptop in as baggage Never check your laptop in as baggage –– keep it as hand luggage.keep it as hand luggage.Never leave a laptop visible in a car if unattended Never leave a laptop visible in a car if unattended –– lock it in the boot/trunk.lock it in the boot/trunk.If involved in an accident or exiting the car for another suddeIf involved in an accident or exiting the car for another sudden reason, ensure n reason, ensure

that the doors are locked against opportune thieves that the doors are locked against opportune thieves –– but donbut don’’t lock your keys t lock your keys inside by accident!inside by accident!

If your hotel room safe is not large enough to store your laptoIf your hotel room safe is not large enough to store your laptop while you are p while you are away from the room, consider using the hotelaway from the room, consider using the hotel’’s secure storage facility.s secure storage facility.





Security CablesSecurity Cables

Not as Secure as you think, but better than nothing.Not as Secure as you think, but better than nothing.

Laptop Laptop ““security cablessecurity cables”” are only a theft are only a theft deterrent. Many go into the corner of the deterrent. Many go into the corner of the plastic case and can be quickly ripped out, plastic case and can be quickly ripped out, using little force, and creating almost no using little force, and creating almost no noise and no ill effect to the laptop. If it you noise and no ill effect to the laptop. If it you cancan’’t see metal inside the small hole where t see metal inside the small hole where the cable attaches, then the security the cable attaches, then the security attachment point is too fragile and is almost attachment point is too fragile and is almost useless.useless.

If you want to be able to really secure the laptop to a If you want to be able to really secure the laptop to a table then you should consider using an alternative table then you should consider using an alternative method, involving attaching a nonmethod, involving attaching a non--removable steel removable steel plate to the laptop with high strength glue. This plate is plate to the laptop with high strength glue. This plate is then secured to the table or desk using a security cable then secured to the table or desk using a security cable as above. These plates are inexpensive and can be as above. These plates are inexpensive and can be used to secure items other than computers as well.used to secure items other than computers as well.





Cyber SecurityCyber Security

The second half of the security equation is looking beyond the physical security of the laptop and considering how secure is the information that it actually contains.

PHOTO or DIAGRAM PHOTO or DIAGRAM HEREHERE





Basic Cyber SecurityBasic Cyber Security

Protect the data not just the device:Protect the data not just the device:

Do not write down User IDs or passwords. Do not write down User IDs or passwords. Bios passwords really don't mean much anymore. The information yBios passwords really don't mean much anymore. The information you want to ou want to

protect is on the hard drive which can easily be removed, and thprotect is on the hard drive which can easily be removed, and that act at act bypasses the Bios password. Most laptops don't even require toolbypasses the Bios password. Most laptops don't even require tools to do this s to do this any more and the removal can be done very quickly (so quickly thany more and the removal can be done very quickly (so quickly that someone at someone being questioned in another room may not even be aware that theibeing questioned in another room may not even be aware that their hard drive r hard drive has been removed, duplicated and reinstalled).has been removed, duplicated and reinstalled).

The best way to secure the data on your computer is to use a haThe best way to secure the data on your computer is to use a hard drive rootrd drive root--level encryption product. This is the only way to insure the saflevel encryption product. This is the only way to insure the safety of the data, ety of the data, but even this requires an active setting on the screen saver so but even this requires an active setting on the screen saver so that the hard that the hard drive is protected quickly in the event the user walks away or fdrive is protected quickly in the event the user walks away or fails to shut down ails to shut down the laptop all the way. These programs will protect the hard drithe laptop all the way. These programs will protect the hard drive even if it is ve even if it is installed in another machine. installed in another machine.

Another reason to run a low time on your screen saver is to preAnother reason to run a low time on your screen saver is to prevent the vent the installation of unauthorized software. There are lots of hacker installation of unauthorized software. There are lots of hacker programs out programs out there that can capture everything you type on your keyboard and there that can capture everything you type on your keyboard and store it for store it for later retrieval or transmit it to a thief over the network. Perslater retrieval or transmit it to a thief over the network. Personal firewalls can onal firewalls can prevent this but most arenprevent this but most aren’’t configured with this level of security. t configured with this level of security.





Information SecurityInformation Security

Think about what information you carry on your laptopThink about what information you carry on your laptop

Do not keep unencrypted sensitive information on your laptop, oDo not keep unencrypted sensitive information on your laptop, or other data r other data that is difficult to replace if lost. that is difficult to replace if lost.

Many people habitually carry sensitive information on their lapMany people habitually carry sensitive information on their laptops while in tops while in transit. If it is lost or stolen, such information could put ottransit. If it is lost or stolen, such information could put other staff or her staff or beneficiaries at risk.beneficiaries at risk.

Particularly if travelling to or through countries that are knoParticularly if travelling to or through countries that are known to aggressively wn to aggressively monitor the activities of relief and development agencies, be awmonitor the activities of relief and development agencies, be aware that your are that your laptop may unintentionally compromise you or your organisation. laptop may unintentionally compromise you or your organisation. Consider Consider using a using a ““sanitisedsanitised”” laptop in these places, or if vetting the information on your laptop in these places, or if vetting the information on your laptop before travelling.laptop before travelling.

If you think that the information in your laptop may have been If you think that the information in your laptop may have been compromised, compromised, during a customs inspection for example, report this to your ageduring a customs inspection for example, report this to your agency ncy immediatelyimmediately

Similar rules should apply for other devices that contain sensiSimilar rules should apply for other devices that contain sensitive information tive information such as such as PDAsPDAs or Blackberries.or Blackberries.

““Hope for the best, but plan for the worstHope for the best, but plan for the worst”” –– this maxim will keep you prepared this maxim will keep you prepared for most eventualities.for most eventualities.





Safer Access is a network of humanitarian safety expertise formed to better enable the provision of humanitarian and development aid. It is our overall objective to improve the capacity of relief and development organisations working in insecure and complicated environments to deliver life-saving assistance to those most in need.

Our work is first and foremost beneficiary-focused, innovative and aims to have an impact across the aid sector. Our belief is that the best way to ensure continued access to beneficiaries in even the most complex and fluid situations is for organizations to institutionalize effective security planning and procedures from the outset. Our intent is always to teach and facilitate best practises – practices which both safeguard staff security while also enabling access to those most in need. Our passion is to help enable safer and more effective operating practices, from those employed in management to those used by the teams in the field

We understand and are experienced in the challenges that aid workers, both national and international, face everyday. Safer Access is a platform for the collection and distribution of expertise and information to those that need it most. To that end, we are committed to the free and open sharing of critical information – including analysis and best practices – amongst humanitarian and development organisations so as to enable them to better manage their operating risks.


Should you have any questions regarding this report, or about what Safer Access can do to help you achieve your goals in difficult operating environments, contact us at [email protected] or visit our website at www.saferaccess.org.

About Safer AccessAbout Safer Access

A network of humanitarian safety expertise.A network of humanitarian safety expertise.

mailto:[email protected]

http://www.saferaccess.org/

A Network of Humanitarian Safety Expertise January, 2008 Laptop … · 2012-01-24 · A Network of Humanitarian Safety Expertise January, 2008 This information is provided for the

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