Your computer hardware is one of the most important tools of your business. Losses due to theft (internal or external) or accidental damage can bring your business to a grinding halt. According to the Gartner Group, a technology consulting and research firm, the cost of losing a single laptop to theft averages $6,285 when you include replacement of not only the hardware and software but also the loss of productivity. Taking precautions to safeguard your computer hardware from theft and danger is key to keeping your business running smoothly.

Using simple protection techniques will:

1. Prevent accidental damage.
2. Keep employees working steadily.
3. Save time and money associated with data and equipment loss.
4. Provide a sense of security.

Action Steps
The best contacts and resources to help you get it done

Install and check surge protectors and UPS with AVR

Power surges caused by weather conditions or even power outages during high power usage can damage motherboards, microprocessors and components. A surge protector will prevent the power from surging through the computer equipment and phone lines that are connected to it. An uninterruptible power supply (UPS) provides battery backup power that allows you to continue to work and save files. The UPS should have automatic voltage regulation (AVR). If you already have a surge protector, it may not be working any more or may no longer be under warranty. It should be checked for functionality on a regular basis.

I recommend: Connect a surge protector from a reputable company that warranties both your connected equipment and protector such as Fellowes, Belkin, or Woods. If your workers use their computers constantly or if power to your computer is mission critical connect a UPS to the computer. A good way to determine the right size and power UPS is to use the APC interactive UPS selector.

Anchor down heavy equipment

If you work in an earthquake vulnerable area or someplace where the building may sway and move, you can prevent heavy monitors, printers and computers from falling and crashing with straps that are glued to desks.

I recommend: Attach your computer monitors and desktops with QuakeHold’s computer straps and your printers with QuakeHold’s printer block.

Track and mark all equipment

Make your computer equipment less desirable to thieves with non-removable security plates and identifiers. These make it much harder for thieves to sell stolen computer equipment. They also make it much easier for you to recover stolen equipment. You can also track equipment that has barcodes with tracking software.

I recommend: Etch Social Security numbers or license numbers into equipment. Apply Stop Security Plates in a noticeable place that leave dye when removed. If you have many computers, the Stop Monitor will help you track equipment.

Lock up expensive equipment

No matter where you use your computers and other electronic devices, such as projectors, you should lock them up. Many a presenter has left a room to get some coffee to find the computer and projector gone upon their return.

I recommend: Try computer locks and cages for desktops, and monitors from suppliers such as PC Guardian, Belkin, Tryten, or Compucage. Tryten also makes a projector lock. Lock notebook computers inside and outside of the office with devices from Kensington, Belkin, and Tryten. If you travel a lot and leave your notebook unattended, attach a Targus Defcon alarm.

Ensure return with locator software

There are companies that put hidden software on the computer and the minute the thief connects to the Internet, it contacts the software control center or sends an email.

I recommend: For single laptops or vulnerable desktops, purchase and install LoJack for Laptops or PC PhoneHome. For networked computers consider Computrace Complete, which promises to recover your missing equipment within 60 days or will give you up to $1,000 per computer.

Insure computers and electronic devices

The most common accidental damage problems include dropping computers, cracking screens and spilling liquids, all of which aren’t usually covered by product warranties. However, they are covered by Safeware insurance. Note that laptop computers have a 1 in 10 chance of being lost or stolen each year.

I recommend: Buy Safeware insurance starting at $49.00 a year for accidental damage, theft, power surge and more.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Make sure your surge protector includes a warranty protecting connected equipment and is powerful enough for your computer system.
• •  Do not plug your printer into an outlet that provides battery backup power on a UPS. Printers use a lot of power and it is more important to save data first and print later.
• •  Keep warranty receipts, insurance policies and registrations codes for all products in case there is theft or damage.
• •  70% of corporate computer crime in North America is a result of “inside jobs” according to Gartner Group. Don’t assume your employees will not steal computer equipment.