We’re buried under data – both tangible and digital. Do you have a plan for disposing of it securely?
By Bryan Johnson, IT Director, Alliant National Title Insurance Company
We live in a world of data. The internet runs on it. Companies and governments collect it. Each person carries around a tiny data collection device in their pocket in the form of a smartphone, which catalogs our spending, socializing and travel habits.
Unsurprisingly, personal data is an important part of real estate transactions, and the business can involve the exchange of names, employment information, contact numbers, email addresses and, of course, financial information. Considering that trust is critical to any given transaction, real estate professionals should make all possible efforts to safeguard this personal information and properly secure or dispose of it as appropriate once a transaction is completed. Trash can on a laptop. 3d illustration stock photo
Formalize Your Policy
When thinking about customer data and how it should be handled, start from the beginning. Set up a formalized policy that will be the standard across your agency. Having a clear, step-by-step process will make it easier to reduce mistakes when handling data. It will also streamline your ability to bring people up to speed on your processes and procedures – ultimately saving time and money.
Local vs. Network Drives vs. Cloud Storage Services
Once you start actually disposing of your customers’ files, keep in mind that data can live in multiple locations. You may have files on your local work computer that also live on your company’s network or on a cloud storage service. To ensure a given file is gone for good, you need to erase it in all locations. Many network and cloud storage solutions will also still retain copies of deleted files in what is commonly called a recycle bin. If you intend to permanently delete your files, you will need to make sure they are purged from the recycle bin as well.
Hard Drives
There is a lot of information stored on hard drives. Once you no longer need a particular drive, it is always a good idea to enlist the services of a professional data destruction company. Most major cities will have several companies from which to choose. These businesses can either physically shred your hard drives or even degauss them, which involves an incredibly powerful magnetic field that completely erases all data.
A Not So Paperless World
Although personal computing has been commonplace for more than 25 years, we live in a world where paper still flows and customer information still exists in a tangible form. Be sure to treat your clients’ physical information with the same care as you do their digital. To dispose of paper data, deploy a good shredder. After that, it is ideal to use the services of a professional recycler or data destruction provider.
Final Thoughts
Increased access to data is one of the great double-edged swords of the information age. While it has made conducting business easier, faster and more convenient, it has also left individuals and companies vulnerable to data breaches and fraud. By leveraging data effectively and safely, you will be able to conduct your real estate transactions with greater speed and dexterity. Just be sure you don’t mistakenly end up putting private information at risk!
While getting hacked can be scary, there are steps you can take to reclaim control.
In life, there is no such thing as a sure thing, and technology is no exception. Devices fail. Software can have flaws. Algorithms can be buggy. Additionally, there can be lapses in a security system for a computer or Wi-Fi network. The truth is that, regardless of how diligent you have been with your digital security, a day may come where you realize that a worst-case scenario has come to fruition. You have been hacked, and your files, accounts and other important data are now exposed and vulnerable. In this moment, questions will likely begin to race through your mind. How are you going to respond? What are you going to do first?
Don’t Panic
The first thing to do is to not panic. It’s critical to remain calm so you can act quickly and decisively. If your hack has occurred on your work computer or device, do not attempt to fix the problem. Notify your IT support specialist and rely on their professional expertise. If the hack has transpired on your personal device or home network, however, you will need to take direct action to protect yourself and limit the damage.
Change Your Passwords
The easiest step you can take is to change all your passwords. From bank and utility accounts to social media profiles and email platforms, the average person can have dozens of different passwords that they use to operate online. Due to this sheer volume, it can be a daunting prospect to comprehensively rework all your digital passwords. To make it easier, work strategically, focusing on the most important accounts first. You can also employ a password manager to make the process easier and ensure that you can remember the new passwords you are generating.
Be Vigilant
Even after you change your passwords, stay vigilant regarding your financial accounts and continuously monitor for any unauthorized activity. If you notice anything out of the ordinary, contact your bank or financial institution and report suspicious transactions. You can also consider putting a credit freeze on your credit files, which can mitigate lasting harm to your financial reputation. Lastly, when contacting your bank, use a device you know you can trust.
Scour and Start Over
Once you have secured your online accounts and taken action to protect your financial health and reputation, you should move toward repairing your compromised machine. Use your antivirus software and run a comprehensive scan of your device. If you don’t have antivirus software already installed, you can and should download a strong program. There are a glut of affordable programs that you can download directly onto your computer, tablet or mobile phone. Just be sure to conduct appropriate due diligence to ensure you are selecting a robust program. Now is not the time to skimp on security!
For additional peace of mind, you may want to consider reinstalling your device’s operating system in its entirety. Keep in mind to not reinstall from backups, which should only be employed to recover personal files. For some, this step may feel challenging and beyond the scope of their knowledge and capabilities. If that is the case, consult with a professional. Working with a digital security or computer repair expert will give you additional confidence that your reinstallation is being carried out correctly.
You’re Not Powerless
There is no way to guarantee total security when operating online. For evidence of this, you only have to look at the news. Hardly a week goes by without a story reporting on a large company experiencing a major data breach. Therefore, despite an individual’s best efforts, hacks may still happen. The important thing is how you choose to respond. By staying calm, securing your digital accounts, cleaning your machine or reinstalling the operating system completely, you will empower yourself to overcome a security breach and move forward as an even savvier internet user.
Your home can still be your castle – even in the digital age
Home cybersecurity used to be fairly straightforward, but these days the situation has changed. With the internet playing an increasingly dominant role in how we live and work, you should take a moment to examine whether your personal Wi-Fi network is truly secure. Here are a few easy tips and tricks for how you can best protect yourself and your home in the digital age.
Your wireless network
Consisting of a modem and a router, wireless network devices are responsible for bringing the internet into your home and directing it to all your internet-compatible devices.
You need to change the default administrative password within the router to establish control over the configuration of your home system. Be sure to use a password that is difficult to guess. Try using a random series of words that are easy for you to remember. Employ numbers if possible and capital letters for extra security. At the end of the day, you want to protect yourself by making sure that only devices you know and trust have access to your Wi-Fi network.
For extra security and peace of mind, you can even consider installing a guest network. That way, you can let visitors connect their devices but avoid opening yourself up to potential security problems.
Passwords
To have confidence in your cyber security, you will want to take a hard look at the strength of all your passwords – from your wireless network to the passwords you use for each device and application.
You should try to use a different password for each device and account. This can be a daunting prospect, as it is now common to have dozens of accounts that require a password. Use a password manager tool if you are having difficulties. There are a variety of different services out there, and you can easily compare features and prices online.
Finally, don’t forget about enabling two-step verification wherever possible. Two-step verification is where two authentication steps are performed sequentially to verify whether an attempted login is legitimate. Often, this process involves a login through an online account and then the entry of a numerical code that is either emailed or texted to the account holder.
Devices
It’s wise to become familiar with all of the devices you foresee needing to connect to your wireless network. While in the past this largely consisted of a couple of personal computers, it now could include everything from smartphones and television sets to printers, refrigerators and cars. Educate yourself not only on each device’s make and model, but also its IP address. You’ll also want to save yourself some headaches by enabling each device to download and install automatic security updates.
Regular Backups
Unfortunately, no matter how cautious you are, you may still have a security lapse someday. You should have a contingency plan in place and regularly archive your important files and programs.
There are many different strategies you can take to make this easier. You can store your data on the Cloud with end-to-end encryption. You could save it to an external hard drive. Or you could even go the untraditional route of burning your data to a CD. Whatever you decide, you will want to make sure that you can reliably restore your data following a security breach. The good news is that many mobile devices already support automatic data backups, and there are numerous software options out there that are cost effective and relatively easy to use.
Final Thoughts Creating a cyber-secure home network can feel like a challenge. But the benefits of doing so far outweigh the costs. By adhering to these steps, you will be able to create an online experience that is fun and efficient but that does not skimp on security.
The pandemic has amplified the number of scams and email attacks on individuals, companies and organizations. People are already in vulnerable places emotionally, socially, physically and mentally; Covid has only intensified fright and flight instincts. We are constantly interrupted by additional stressors.
What might have easily caught your attention on an invoice, bill or receipt, can now slip by when the mind is overwhelmed with the stress of daily life. The way people receive goods, bills, invoices and confirmations has changed during the pandemic.
Be proactive and take one worry off the list by preparing yourself and educating your clients, friends and family about current email scams. Here are four ways to identify obvious scams when shopping for company or personal resources.
The Sender
When opening an email, especially one that is unexpected make sure to check the sender address. This can be the first and last stop when identifying a scam. Do you order from Amazon or Office Depot often for your business? Typically, large companies have a very streamlined and identifiable confirmation process. It might have a logo, a reprint of your order, package tracking information, etc.
Most companies have emails such as a “confirmation@” or “receipt@”, and then the company. If your typical confirmation is now coming from a different sender or source, this is a red flag. Most purchases are automated; therefore, an email about a package and confirmation that is not expected or sent at strange times is also a red flag.
Grammar
The schoolteachers’ philosophy holds true: If it isn’t written correctly, it’s not correct. Many scams originate from outside of the United States and come from people who have never spoken English, or who might have only slight knowledge of English grammar and mechanics. This lack of familiarity with the language or even cultural communication can be extremely evident from the outset of the email. Unusual forms of personal address or improper labels are a signal of deceit.
Legitimate order confirmation emails should be free of spelling and punctuation errors, or words swapped for one another such as “their” and “there.” If you find such an error, take it as a signal that this email is likely a scam.
Strange Link
Many people are already well versed on email scams that direct you to a link. Most know not to click the link. Use this same strategy when reviewing your confirmation and order. You are usually able to scan over the item or photo and it should direct you back to the home site, whether you were shopping on Home Depot, Office Depot or Amazon. If it directs you to another site, and you can confirm this by hovering your mouse over the link, then it’s a scam. Contact your original purchaser immediately.
Format
Most online retailers have the shopping, shipping and receipt process dialed in. Communications are auto-formatted and the email confirmation arrives in a clear, itemized order. Often items – the exact photo of the item and its link – can be found on an email confirmation.
Order receipts or requests for further action that are formatted in a strange manner should raise your suspicion. Are they asking you for additional shipping payments? Did they add your taxes incorrectly and are trying to collect? Do not fall victim to these scams. Your receipt of purchase should be clean, neat and easy to read and reference. If something is strange, then this is an identifier of a scam. In the end, trust your instincts. If something looks off, it likely is. Don’t be afraid to back out of an email or a link that feels like it might be fake. You know when something looks and behaves unlike the norm. Trust that and help yourself and your business stay safe.
