PROTECTING SENSITIVE COMPUTER FILES
(File Encryption Software)

Laptop theft and unauthorized access to your computer data are just two examples of how, unintentionally, you could divulge client confidences. To protect such highly sensitive data or personal files, consider using a file encryption tool. An inexpensive but reputable tool is Authenex, Inc's "A-Key with Secure Privacy 2.0" software, which uses a USB-based hardware "token" that encrypts and decrypts your local files. Secure Privacy lets you keep your encrypted files in a secure and hidden folder, lets you e-mail encrypted documents or pictures to other A-Key holders, provides a password manager, offers a "secure delete" function, and generally is a strong encryption product. You can get more detailed information at http://www.authenex.com.

There are a few things to keep in mind if you decide to use Secure Privacy. First, you should register the product to obtain the password recovery service. Without that service, losing the A-Key or forgetting the password means losing access to all files encrypted with Secure Privacy. Second, be aware that once you create your password, it permanently attached to the hardware "token" device and cannot be changed. This means you should choose a password that others cannot easily guess. Third, be very careful when using the "secure delete" function, because one it deletes a file, you cannot recover that file. Finally, be aware that you cannot encrypt applications or folders, and you shouldn't encrypt any Windows system files. Secure Privacy is designed to encrypt personal and data files only.

There are other solid and reputable file encryption products available, and a little comparison shopping always is a good idea. We reviewed A-Key with Secure Privacy 2.0 primarily because of its simplicity, cost, and suitability for the solo and small firm office.

Reprinted, with permission, from ALPS Publications, Risk Management Report, December 2002

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