When you are saving a document, do you stop to think about what type of information it contains, or what could happen should it fall into the wrong hands? Few people do, as they think that the information on their computer is safe. Unfortunately with the Internet it is fairly simple for anyone out there to access your computer and download any data that may be of use to them.
If you have a home or office computer you will want to ensure that no one can access it by locking it whenever you are away from your desk and ensuring that anyone trying to access your computer needs a password to do so. To set a password on your computer find your Control Panel and select User Accounts, then click the create password button. If you are on a network you may require your system administrator to sign in.
If you have MS Office 2007 it is simple to password protect any file you have by doing the following:
On the top-left of your document click the Office Button Click Prepare option and then select Encrypt Document from the list Enter a password and Save
If you have an older version of MS Office you can usually find the same features this way:
Go to File | Save As Select Tools | General Options at the top of the screen The Save Options screen will come up Enter a password and click OK Re-enter your password(s), then click OK when done Save the file
You will want to record your passwords; otherwise you will not be able to open your documents!
Now that your files are protected from the wrong sort of people, you will need to take measures to protect the files themselves. After going through all that hassle to keep your important files safe the least you should do is make sure that in case of a power surge or a computer failure that you can still access your files.
There are a few different ways to back-up your files:
1) CD-ROM: copying your files to a CD-ROM is simple and quick. Keep in mind that you'll need to make a new CD periodically so your files are up-to-date.
2) USB Flash Drive: Small, compact and easy to use, these portable drives are perfect for keeping files safe, as long as you dont lose it. Password protect the drive just in case, and keep track of it at all times.
3) Online Storage: Storing your files online is safe and simple, with the added bonus that your files are available wherever you are in the world. For a small monthly fee you will have a folder set aside on a secure sever that only you can access.