The author will be pleased to hear from other consultants with additional advice or suggestions. Please write to cs@catherineside.com

• Always use the password and avoid using the "remember password on this computer" command.
• Don’t tell anyone else your passwords and work hard to make them really difficult to guess. Unlikely combinations of numbers and letters are best.
• Remember there is a separate password facility to get into your email – use it each time, and make it different from your computer access password.
• So, if someone stole your computer and started up, they would not be able to access your files or your emails. Most people who steal laptops need a quick sale to get drugs money, so they don’t care about your files. But someone may steal your computer to obtain information – and we all carry confidential information – don’t make it easy for them.

• Keep a list of all the software that you have on your computer and stack the original software CDs together so you can reload them quickly on a new machine. It is a good idea to keep a remote copy of the list so you can obtain the same software again if you lose everything, for example in a file.
• Take a backup of your work (probably from "my documents") at least once a week, and immediately before every trip, either to CD or to a remote computer – several servers offer this facility but there may be security risks. It also takes a long time, even with Broadband.
• At least once a month, or every time you visit your brother/ mother/ friend etc, take a back up CD of your work and store it in a secure place in at their house – this is your remote backup in case your office burns down. Remember to purge the collection from time to time.
• If your work becomes bigger than one CD, make an archive and purge files to it, for example once per year, then back this up each time you add to it.
• Remember that you also have files that the computer would not typically save into "my documents". For example your email address list. If your server doesn’t keep this for you, and probably even if it does, it is worth backing up the address book file from time to time. If you keep old emails in your email programme, these to should be backed up, at least weekly. You can save the address book and current emails into a new folder in "my documents". Other examples are picture files, such as from your digital camera. These too can go in a folder in "my documents" or to another folder.

• If you have to carry your laptop with you, don’t use a computer bag, use a rucksack or duffel bag that does not advertise the contents.
• Take the laptop into hotels and restaurants with you, rather than leaving it in the car, however well hidden.
• Choose hotels with card keys (which are coded and dated); they are more secure than those with regular room keys (which can easily be copied). If in doubt, use the safe or the front desk facilities. Never leave the laptop obvious in the room if you are not there – hide it, but it is better to take it with you if you can. And never leave it switched on and unattended – somebody could access your files.

• Most insurance policies do not cover items taken from an unattended motor vehicle, whether or not it was locked. Check yours. You can get cover but you have to work for it. It may be more cost effective to have it on your office policy than on your household policy.
• Inform your broker or insurer of the crime immediately.
• If you are covered, there will be a deductible – say £100. Upon replacement the insurer will insist on like-for-like, which is almost impossible, since models change so rapidly. The seller will provide a certificate of "nearest model now available".
• It takes 10 days to receive a custom-built computer (eg from Dell by mail order). You can buy whatever is in stock from eg PC World immediately, but you will probably have to load the software yourself.
• Your office insurance policy may carry a loss-of-business clause. Even though it will take you some days to recover from the loss, the insurer will be very reluctant to pay and will demand information as if you are a shop to show your loss of business. Think about this when taking out your policy renewal.
• If your car is broken into, try to take photos of the damage (eg broken windows) in case of dispute with insurers.
• Auto-Glass will give a very good repair service for broken windows and your deductible on your car insurance is likely to be £50 per event, without affecting your no-claims bonus.

• The police really don’t care about another car break-in or another street theft, and they probably won’t even attend the scene. Make sure you call them, and get a crime number – this is vital for insurance claims.
• Security cameras often do not contain film. Don’t rely on them.
• Witnesses don’t want to get involved and are more likely to go away than help you. This may include security personnel.
• Never open the boot of your car in a public place if it has anything in it, or in order to put something in it. Thieves really do watch for these clues. Stop a mile up the road and make the transfers, then drive to the car park.

• If there is any possibility that someone may access your emails or files to the detriment of your clients, then tell the clients immediately.
• You have obligations under confidentiality agreements (as well as by good business practice) to keep your clients’ affairs confidential. You may be liable if there are information leaks caused by your carelessness or misfortune.
• Your indemnity insurance has two main aspects – part of it is to pay clients for damages as a result of your work. The more important part is to provide you with legal cover if required. Check yours and make sure that you would be covered in case of a breach of confidence caused by a computer theft.