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Data Security Solutions for Remote Workers

By Elizabeth Wasserman

Thanks to modern technology, more and more people are working effectively from home offices, which is obviously alluring to busy parents who can cut their commute time or toggle corporate conference calls with homework help sessions. 

Even so, the fact that you might not be commuting to the office doesn't mean you don't have the same security issues that your corporate-office counterparts do.

Here's how to protect your data and computer when you're working on the home-front:

Step No. 1: Back up your data
When you work from home, it's you -- not a trusty IT tech -- who is responsible for backing up your data. If you don't back up your data, all it takes is one computer virus or one hard disk drive meltdown for your important information to disappear -- often forever.

"Backup used to be cost-prohibitive. It used to be something that cost thousands of dollars," says Phil Montero, founder and CEO of an online resource called YouCanWorkFromAnywhere. But these days, there are online services such as Norton 360 Premium, iBackup, Carbonite and Backup, that charge as little as $50 per year depending upon your needs. These services will back up new content every night while you sleep.

Some online companies, like Mozy and Xdrive, offer limited amounts of backup for free -- usually capped at two gigabits. If you don't feel comfortable having an online firm store your data, you can back up data onto a USB or 'thumb" drive, or an external hard drive. Some larger companies that offer organized telecommuting programs for workers also issue software and ask that employees back up files to the corporate file server.

But no matter which option you choose, daily backup is best. Any backup is better than no backup at all.

Step No. 2: Get secure
If your employer issues you a PC or laptop to use at home, they'll often install security software to block viruses or bar hackers from your computer. But if you are self-employed or provide your own home office equipment, the burden of protecting your computer -- and your data -- from the increasing array of online security threats falls squarely on your shoulders.

After installing security software, such as antivirus, spyware protection and firewall programs, you need to keep it constantly updated to protect against evolving threats. You also should limit access to your work computer.

"You have to be sure that the really critical stuff isn't made accessible to someone who shouldn't have access to it," says Jack M. Nilles, founder of JALA International, an international telecommuting consultancy. "That includes the kids getting on your computer and downloading something [harmful]."

Another security tool employers may provide is a virtual private network (VPN), which allows telecommuters to tap safely into the corporate network. VPNs require software on the computer and a password or personal ID number.

Telecommuters need to be careful to keep passwords and ID numbers private, lest they fall into the wrong hands and provide virtual keys to the corporate secrets.

Step No. 3: Sync your data
Whether you work on your home computer once a week or full time, if you need to share files with colleagues or work a few days in the office, then you need to be familiar with synchronization tools.

Synchronization tools help to make sure that you (or your team) are working on the correct or latest version of a document or project. One way you can do this is to copy the files from your home computer onto a CD-Rom or a thumb drive and install them on your work computer. However, this process is potentially error prone, as you may write over the most recent files by accident.

Microsoft's Windows XP operating system has a feature called Briefcase that allows you to synchronize files between two computers. Microsoft also has a service called FolderShare that allows you to synchronize files with colleagues over the web. There are also software programs created specifically to synchronize the contents of folders, such as AJC Software and 2BrightSparks, which start at around $30 per user and can synchronize your file directories.

There's no doubt to the benefits of technology to the home office worker. That being said, you want to be smart about security issues. To really cover your bases, in addition to backing up and securing your date, Niles also says it's important to get a clear protocol from your company or clients. "We recommend that telecommuters working for a company have a formal agreement specifically stating who is responsible for what."