Best Computing Practices

Sometimes we do things because they are fast, but not necessarily the best thing for us. When we are lax it provides an opportunity for neer-do-wells to strike. The following is information technology "common knowledge" that we are passing on to you.
Passwords belong to you. It's poor computer security to tell your passwords to coworkers or people that you allow to use your computer. Once you tell them your password, change it immediately after they are done using your computer. If coworkers need access to your files, create a shared directory of files.  Best computing practice is that each person has their own private password.
Best computing practice is to set up your computer so that other profiles cannot see your files. Best computing practice is to have a Windows log on password. This is especially important if your children use your computer. Disabling the guest account is also recommended security practice until such time that it is needed.
If a coworker needs access to your email, auto forward your email to them. Another alternative is to create a separate email address just for shared business functions. OURTEAMSELLSITQUICK@honestfolk.com could be shared by all team members as an address for responses to email inquiries about a property. If you have a shared resource such as an email address, it's important to change the password immediately after someone leaves your team even if Joe Realtor is still your personal friend. (Joe might turn into Judas.) Change your password every 60 days. Use strong passwords (combination of letters and numbers or characters).
Lock your computer. If you walk away from your computer to get a cup of coffee, lock your workstation. Although you may trust your colleagues, it is not considered good computing practice to walk away from your computer and leave it unlocked. This is especially important if your computer has access to sensitive information. USB flash drives make it real easy to pocket your prospect's names and contact information. "Trust no one" is best computing practice and it's just easier to trust everyone with a locked computer. You wouldn't leave a full wallet on your desk!
Store your backups in a secure location (safe, bank vault, or at least a locked file cabinet). They should be labeled and dated in case you need to get to them quickly (but not on your desk next to your keyboard). Backups are like insurance. They hurt at the time, but when something happens you are real happy you have them. Whether you do weekly backups or biweekly backups, check to see that you can see the data on your backup media. If you are not backing up your files, begin immediately!  If your email is critical to you and you are an outlook POP3 user, you probably should be backing up your PST file as well. Imagine that lightning struck your computer and you lost everything. Make a list of everything that you wish you could have retrieved from your computer. Now go back up everything on the list.
If we start thinking of our files and our contacts as cash, we'd probably take better care to safeguard them. Take care of your data and email and it will take care of you!