Safeware Insurance, a Columbus, OH firm that markets laptop insurance, estimates more than 600,000 laptops are lost or stolen annually nationwide. More significantly, the FBI estimates 97% of stolen laptops are never recovered. The troubling reality is that company laptops typically hold trade secrets or financial and customer data. In the case of a commercial real estate professional, that could include names, addresses, Social Security numbers, dates of birth, telephone numbers and proprietary information about the company and its clients.

Even worse, the information may not be backed up on a central server and losing it--by theft or carelessness--is likely to create both financial burdens and embarrassing public reporting requirements under federal or state law. It could also undermine the confidence clients have in the company.

There are, however, steps IT departments and individual employees can take to reduce the risk of losing key hardware and data. John Livingston, chairperson and CEO of Absolute Software Corp., a Vancouver, British Columbia company that provides computer theft recovery and tracking solutions, describes it as "multi-layered approach" involving these key steps:

• Understand the risks. As an organization increases the mobility of its workforce, it also increases potential security risks.
• Be proactive. Educate yourself about the tools and techniques commonly used by cyber criminals.
• Use cable locks on laptops as visual deterrents. They may not be strong enough to prevent theft, but they at least leave a mark when removed by force.
• Avoid leaving unsecured notebooks unattended, especially in cars. Lock laptops in the trunk or cover it up if it has to be left in a car, even during a lunch break.
• Keep laptops inconspicuous. Carry them in a standard tote bag or backpack rather than an obvious laptop case.
• Install anti-virus software and firewalls. You can prevent some unauthorized access and protect information with data encryption software.
• Back-up data on a scheduled basis. To minimize the risk to the company, make sure all laptops are backed up routinely to a central server.
• Create a contingency plan. Identify the kind of damage that would occur in the event of a security breach and make it part of the organization's overall disaster recovery plan.
• Use asset tracking and recovery software. Install GPS-based asset tracking and recovery tools to track and recover computers that are lost or stolen.
• Invest in advanced data protection. Some software allows customers to track fixed, remote and mobile computer assets and remotely wipe sensitive information in the event of a loss or theft.