Three Steps to Securing Your Online Documents

Google Drive & Docs
Google Drive & Docs

You want your documents and data to be secure, accessible everywhere and easy to access. As the saying goes, You can have any two of those requirements you want, but never all three at once. It is simply impossible to have all three. Unfortunately, most people choose easy over secure, and then complain bitterly when their documents are stolen and made public. Or simply deleted.

The dream of instant access to all of you documents is now a reality with cloud based services such as Google Docs and Drive, Dropbox and a host of other services.

You can sit down at any computer or tablet and access almost all your documents immediately.

But there is a downside to that. Others can also access documents from the cloud if they have your login details. They can access your documents if they can access your computer.

So how do you ensure the security of cloud hosted documents? Let’s look at the ups and downs of adequate security.

1. Choose a Good Password

Number one on the list is the level of security we have on our cloud account. The most obvious question is, how good is your password? If your password is 123456 or monkey, secret, letmein or similar, you have a major problem. Security breaches over the last few years have resulted in millions of passwords being leaked. These passwords have been analysed by both good guys and bad guys, and now everyone knows the million or so most used passwords.

For the curious, I have listed the 12 most common passwords of 2013. If you are using one of these, bow your head is shame, and know that any time a hacker wants your data, he will have it in minutes…

  1. password
  2. 123456
  3. 12345678
  4. abc123
  5. qwerty
  6. monkey
  7. letmein
  8. dragon
  9. 111111
  10. baseball
  11. iloveyou
  12. trustno1
Lastpass Password Manager
Lastpass Password Manager

Clever passwords are not so clever. If you think s3cret is more secure that secret, think again m0nkey and monkey are pretty much the same when someone decides to use a password list of a million common passwords to crack your account. Use a long, random, different password for every site you visit. If you cannot remember passwords, use a password manager app or plugin for your computer or browser. I use Lastpass, and have had no problems with it. I let Lastpass generate passwords for me. Lastpass is highly respected, well designed and a Trust No One (TNO) app. Lastpass cannot give your passwords to anyone, because they do not have them. they are encrypted for everyone but you.

Don’t Save The Password on Your Computer. Do NOT write your passwords down in a file named Passwords and save it on your desktop. Just read about the Sony hack to find the down side of that approach.

Add Two Factor Authentication

Then, for better security add two-factor authentication.

Google Authenticator
Google Authenticator

For Google, Dropbox and Lastpass, and many more online services, an authenticator app like Google Authenticator or Authy work perfectly. I prefer Authy because I can make it require a PIN when it starts up. There is a little effort involved in getting an Authenticator working, but they are well documented. Just be prepared to spend 10 or 15 minutes setting it up on your devices

Authenticator
Authenticator

You need the app running on your phone or tablet, preferably both, and when you log into your cloud service from a new computer, or every few weeks, you must authenticate by providing a six-digit code that changes every 30 seconds. This means you need the password and the mobile phone with the authenticator to log into your cloud account.

Print out a few “Get out of jail” keys so you can log in without your device in an emergency. But secure these printed keys well. See the documentation for your cloud provider.

Secure Your Computer, Phone  and Tablet

Authenticator App
Authenticator App

This makes it very difficult to get into your cloud accounts from another computer. However is someone steals your laptop, phone or tablet while they are unlocked, they will have access.

So make sure you have a password or PIN that is strong enough to keep a thief out. Ensure that a PIN or password is required to access your computer whenever it starts or comes out of standby.

Remember, if someone steals your phone and can access your cloud accounts and your  Authenticator, they can change the password. So keep that phone or tablet secure.

I always close the lid of my laptop or HP Chromebook 11 when I walk away from it is a shared space. In fact I rarely get more than a couple of meters away in public or shared space.

I have made a habit of putting everything into a pocket or bag when I put it down in a public or shared space. Basically I treat a laptop, phone or tablet the way I treat cash. I NEVER leave it lying around unattended.

Here is an example of why…

If you work in an office or have a desktop computer, make sure you lock it when you get up and walk away. Having a screensaver that locks it after a few minutes is probably enough in an office environment. I work largely alone in my home office, so I simply set

Chromebook Lock Button
Chromebook Lock Button

the screensaver to come on after five minutes. If I was is a co-working space or an office with a lot of people, I would (and have) activated the screensaver manually when I walk away. This is easy to do on computers running Linux. I think it also an option on later versions of Windows. On Chromebooks and Chromeboxes, it is in the bottom right corner of the status window.

Remember the simple security rule. If someone can access your unsecured hardware, they can do pretty much anything. A running, logged in PC is the crown jewels for a thief. Don’t assume everyone in your office is trustworthy.

Follow these three steps, and you will be well on the way to having secure and safe access to your cloud based files and documents.

There is a price. It takes a little longer to log into your account, there is a bit more friction. But after a few days it becomes second nature.

Enjoy! – Phil Stephens

Anker IQ 40W 5-port Smart USB Charger Reviewed

Anker 40W charger
Anker 40W charger

The best USB power supply I have seen is the Anker 5 port, 8 amp smart charger. It uses a so-called PowerIQ charging system to provide the best power possible for each device. It is a small brick shaped device that connects to the wall via a figure-eight cable.

A USB based charger can charge most portable devices, from Android phones and tablets, iPhones, iPads, Bluetooth headsets, Cameras, to a wealth of other devices.

Most of these devices come with a “wall wart” plug pack and a USB to micro or mini USB plug, or the Apple Lightning connector. Carrying the original charger for every device we own, and finding a power outlet for each is impossible.

The Anker charger is a small brick, smaller than a cigarette packet, (58 x 91 x 25mm) with 5 USB ports on one end and the small two-pin figure eight socket on the back. The advantage of this (and the wide power supply range) is that the charger can be used in any country with the addition of the correct cable. It can be found on Amazon here and eBay here.

Every USB device makes it’s power requirements known by talking to the charging port via serial communications through the two inside pins, or, for dumb charging devices, by being wired with certain resistors in the power lines. This allows a smart charger to supply just the right amount of power to each device. The Anker charger is very well regulated, and assuming the cables are of suitable quality, maximum charging speeds will result. Overcharging is impossible as long as decent cables are used. I label the cables that come with my devices and try to keep the correct cable with each device. I have only once seen a different cable to cause a problem. It was supposed to have a “Fast Charge” switch on the plug. switching to “Fast Charge” caused charging to stop completely! More about cables another time.

Anker 5 Port 40W charger
Anker 5 Port 40W charger

I found the results to be impressive, though I could never get my HP Chromebook 11 to charge at anything like the 3 amps that it’s dedicated charger is supposed to deliver. But I torture tested the Anker charger on a one week stay in Melbourne recently. I was sharing accommodation with three other device users. Each night four smartphones, three tablets, a USB charged HP Chromebook 11, a power bank, Bluetooth headsets, two keyboards and a USB powered Seagate WiFi hotspot and media server all had to be kept topped up by the Anker IQ 40W 5-port smart USB charger. It worked flawlessly for the week, charging everything, in some cases with split two headed charging cables connected.

Anker 5 Port 40W charger Replacement
Anker 5 Port 40W charger Replacement

The Anker IQ 40W 5-port charger comes with an 18 month warranty, and this is backed by an impressively fast and helpful customer support operation. My first charger had one port die within a week. Anker asked for the serial number of the device, and had a replacement in the mail within 24 hours. Since they are in the US and I am in Australia the replacement arrived with great speed. A tribute to a real belief in quality and customer support.

Anker now has a 60W version, but I seriously doubt it will result in faster charging except with the most extreme combination of devices. But if you believe more is better, here is a link to the 60W charger on Amazon.

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