USB Flash Drives - Small agents of big security risks

Remember when floppy disks were the main vehicles for transferring data? As virus outbreaks increased, extra precaution was taken when files were opened on unknown floppy disks. An infected file meant a compromised system.

Floppy disks are now obsolete, but infected data can still be moved from one computer to another. Now in a smaller package with a bigger storage capacity, USB storage drives are small enough to fit on your keychain but deadly enough to pose one of the largest security risks to your company’s data. When opened, infected files upload onto your system, allowing an attacker access from inside the firewall, and it's small size makes it easy for insiders to download and pocket your confidential data. iPods and other small portable storage devices also put your system at risk for infection.

Protect your company by setting restrictions and getting the latest update from your security software. Microsoft offers a solution by enforcing group policies that turn off USB ports for storage devices. However, if the USB port needs to be used, the group policy can instead restrict the user and the user’s ability to download files. Products such as Safend and SmartLine’s DeviceLock allow you to blacklist devices, put the devices into ‘read only’ mode or block devices above a certain storage capacity.

It is also important that every company desktop or personal laptop brought in from home or from working on the road, have security software installed that can stop infected programs from accessing your system. Run a Spyware Doctor or Symantec security software sweep to remove any downloaded spyware or adware.

Most importantly, education is the key to protecting your data. Inform your employees of the risks associated with using these storage devices and media, including USB flash drives and memory cards.

Spin your wheels

Optical is out, laser is in. Logitech’s latest mouse, the MX Revolution, is the “world’s most advanced mouse.” The state of the art laser guided tracking system is 20 times more accurate than the average optical mouse. The laser technology enables the cordless mouse to detect small movements over any surface, from your desk to your carpet, unlike an optical mouse which is limited by the LED light.

The hyper-scrolling feature lets you zip through long documents and the SmartShift technology automatically applies the scrolling mode that best fits your current application. The alloy wheel spins for seven seconds in free-spin mode, scrolling through hundreds of pages or thousands of rows while the click-to-click mode allows for more detailed navigation.

Just above the thumb rest is another scroll wheel that lets you flip between documents to compare or check email. The rechargeable Li-Ion battery with a 4-stage battery level meter lets you know when it's time to recharge, which is easily done when docked in the base station. Simply by highlighting a word or phrase in your document, the One-Touch search feature will display results from your favorite search engine.

The MX Revolution comes with a three year limited hardware warranty and is available online and in a few select electronic stores. This is one of Logitech’s best products, useable by both Windows XP (and the new Vista) and Mac OSX, but its ergonomic shape is best suited for right handed users. The steep price at $99.99 and up, might deter some buyers but the ‘smarter faster’ innovation just might pay off in the end.

5 Tips to improve your odds of recovering lost devices

1. Cell Phones – Add a contact in your address book titled “If Found” or “Me” with other ways to contact you in case your phone is found. Create labels with a way to contact you if found. Try ZReturn for waterproof labels that use a PIN code to identify you so your personal information is not displayed.

2. Digital Cameras – Store a picture of your contact info in your camera’s favorites or lock the picture so it can’t be deleted.

3. MP3 Player – Create an “If Found” artist and title track, record an audio file of your contact info and synch it to your player.

4. If your item is found, don’t annoy the finder. Pick up the item or pay for shipping, and send a small thank-you present to show your appreciation.

5. Back up your data before it gets lost. Don’t rely on your item being returned.

How do I sync files between my home and office computer using Windows Briefcase?

To sync a briefcase from one computer to another, you will need a USB flash drive or other portable storage drive. A briefcase cannot be synched with more than one computer.

Start by inserting the storage device into the USB port, then open Windows Explorer, and select the drive. In a blank area, right click in the window, select New • Briefcase, and name the briefcase. Open the briefcase by double-clicking, and click Finish at the popup wizard. Drag the files and folders you want to sync into the briefcase, close Windows Explorer and remove the USB drive.

Insert the drive into the other computer, open the briefcase in Windows Explorer and make the usual adjustments to the files. Save the changes to the USB drive and remove the device.

Return to the original computer, insert the USB drive, open the briefcase in Windows Explorer and update the new changes by right clicking the briefcase and selecting Update All. When all files have updated, click the Update button.

Enter the Dragon

Dragon NaturallySpeaking Preferred 9 voice recognition software gives users the power to create documents, emails, and reports in Microsoft Word and Excel, Corel, Word Perfect and virtually all Windows-based applications. Nuance, the leading provider of speech and imaging solutions for businesses and consumers, claims an impressive accuracy of 99% with a proven rate of 120 wpm. The more it is used, the smarter the program gets.

A free noise-canceling microphone is included in the software ($199.99 physical shipment, $149.99 to upgrade) as well as a full set of onscreen tutorials. With the voice commands, you can surf the web, open and close applications, and control your mouse and desktop. Internet Explorer 5 or higher is needed and speakers are required to playback recorded speech.

In addition, approved Bluetooth wireless microphones can now use Dragon NaturallySpeaking, and when synched with your PC, certified handheld devices can automatically transcribe your dictation.

Mozilla Firefox and Thunderbird applications are also supported with this version, however execution can be a hit and miss. The ease of use and convenience (no training needed!) makes it the hands free experience worth a try.

Split personalities in Windows

Windows makes it easy to combine two or more instances of Windows applications, such as Word, Excel and Explorer, onto one screen. This function allows you to transfer files or cut and paste text between two different instances without having to constantly flip back and forth.

From your taskbar, right click the tab of the application you want to combine, and select Tile Vertically from the pop-up menu. If the taskbar windows are individual, first click one tab, Ctrl-right click the other and choose Tile Vertically from the pop-up menu.

Give this tip a try - it will definitely put your documents in a new perspective.