The growing trend of staying competitive by using the mobility and freedom provided by technology can be a double-edged sword. Carrying a laptop makes off-site meetings efficient, but mobility also increases the risk of theft and loss.
Here are some simple loss-prevention practices employees can adopt to keep laptops safe at and away from the worksite. For workplace guidance, see Office Security and Technology Practices.
Laptop loss-prevention practices
- Carry the laptop in a case that doesn’t stand out or advertise expensive technology with logos or emblems. The idea is that only the carrier knows the case contains a computer; to bystanders, the case could appear to hold papers or files.
- When traveling, use the hotel safe to store your computer. Never leave an unattended computer in a hotel room, since hotels often warn they aren’t responsible for valuables left in rooms. A locked door is not a guaranteed safeguard—maid services and cleaning activity can create opportunities for theft.
- Never leave a laptop on seats or otherwise in plain view in a vehicle, even a locked one. Trunks are also highly targeted by thieves, so whenever possible take the computer with you or place it in a secure locked location out of sight.
- Make sure your laptop will be secure during breaks at off-site meetings. Ask whether entrances and exits will be locked during breaks and verify the room is secure before leaving your laptop. If there is any doubt, carry the laptop with you.
- Avoid checking your laptop as airline luggage. There’s significant opportunity for theft or damage during handling. Remove the laptop from its carrying case and present it separately as required by airport security procedures.
- Write down the serial number, make, and model of your laptop and keep that information separate from the device.
- Even in your own office, store your laptop in a secure location when you aren’t using it, when you take lunch, or when you must leave your desk. A good rule is to lock up the computer if you can’t directly see it from your location.
- Protect your data as well as the device: keep a regular backup schedule to prevent data loss from equipment failure, and minimize how much sensitive intellectual property is stored on the hard drive.
- Use a strong password system (preferably multi-factor) or full-disk encryption to protect data on the device.
- Consider installing tracking software as a last line of defense. Tracking programs can run in the background and report the computer’s IP address and login activity to a security provider, which may help locate the device if it goes online after theft.
For broader business security ideas, see Business Safety and Security Tips. If you need coverage information, you can ask your agent.
Frequently Asked Questions
What should I do immediately if my laptop is stolen?
Report the theft to local law enforcement and your employer, change passwords for accounts accessed from the device, and contact any tracking or security software provider you have installed.
Is it safe to use hotel Wi‑Fi with a work laptop?
Public Wi‑Fi can be risky; use a VPN, ensure the laptop’s firewall and updates are current, and avoid accessing sensitive systems over unsecured networks when possible.
How often should I back up my laptop?
Back up critical work data regularly—daily or weekly depending on how frequently files change—and verify backups are successful and stored securely offsite or in the cloud.
Can tracking software really help recover a stolen laptop?
Tracking software can assist by reporting location or login information when the device connects to the internet, but recovery is not guaranteed and should be combined with preventive measures.