October 2009

Thousands of businesses are storing terabytes of confidential business and personal information on laptops, PDAs, removable disk drives, flash memory cards, etc. This has led to a spate of highly publicized security breaches involving the loss or theft of equipment containing customer records, Social Security numbers, drivers’ license numbers, and so forth – that have cost companies millions in legal damages – not to mention loss of reputation.

More and more companies have plans to keep these devices secure on the job. But what happens when workers use them away from the office? To help protect the confidentiality of data on portable electronic devices when used off premises, we’d suggest this 10 point program:

1. Install virus, spyware, and firewall software on these devices.
2. Add remote tracking devices (where feasible). For example, when a laptop accesses the Internet, its location can be tracked.
3. Set security standards for devices when being transported. Require laptops to be carried in a discreet bag that’s not easy to spot as containing a computer. Apply stricter standards to travel outside your state or while abroad.
4. Prohibit disabling security. Instruct employees not to disable any security measures used to protect confidential data on devices.
5. Require erasure of confidential data contained on the device.
6. Delete or destroy data on personal devices when they’re discarded and then destroy the device, – overwrite data or erase data.
7. Ban personal recording devices (such as thumb drives, iPods, or camera phones) or portable devices to maintain confidential records.
8. Require confidentiality usage agreements for all employees with access to portable devices.
9. Inventory all devices that contain confidential records, e.g., laptops, wireless devices, removable disk drives, memory cards, or PDAs.
10. Set and enforce disciplinary policies for any violations of the policy.

Our risk management professionals would be happy to help you develop and manage an off-premises data security program – feel free to get in touch with us.

We’ve all slipped, tripped, or fallen at some time. Although many of these accidents are minor, some can be serious – and if they occur on the job, they can cost you a fortune!

Falls account for about 15% of work-related injuries (second only to lower back pain and lifting injuries in the number of Workers Comp claims filed), leading to hundreds of deaths and thousands of disabilities every year. Almost all of these accidents could have been prevented by recognizing and learning to avoid fall hazards.

Falls often occur on the floor because of slippery surfaces caused by grease, water, or ice. Even if you have a sturdy, slip-resistant floor, a slight contamination from dust, water, grease or metal shavings can make the surface slippery. Wearing inappropriate footwear, poor lighting, and obstacles in walkways or on stairs can contribute to slips, trips, and falls, as can the unsafe or incorrect use of ladders. Climbing on chairs, boxes, or shelving to access higher levels often lead to injuries. Even in the supposedly safe environment of an office, falls are the most common type of accident. Tripping over an open desk or file drawer is a frequent hazard. Falls can also occur when an office worker bends down to reach something while seated in an unstable chair or trips over an electrical cord.

To help eliminate slip, trip, and fall hazards, we’d recommend taking these steps:

• Make tripping and fall hazards a major part of your regular safety inspections. Include these items in your daily and weekly inspection checklists. Also encourage workers to report any slip, trip, or fall hazards they identify.
• Review accident reports to determine the causes of slips, trips, and falls. Don’t fall into the trap of just blaming “carelessness.” One supervisor did just that at American Airlines when a cargo handler descending from the cab of a ramp cargo vehicle slipped on a worn tread and broke his ankle. The safety department admonished the department supervisor for writing down “Told to be careful” as the corrective action, when the real cause of the accident was the worn tread that should’ve been reported and replaced.
• Post safety posters warning about slip, trip, and fall hazards all around your facility as a constant reminder.
• Provide slip, trip, and fall training for all workers.