14.1: Part I- Digital Storage and Security
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Before we delve into relevant technology topics, let’s clarify the term “data.” On a computer, data refers to any collection of information that can be processed or stored electronically. This information can take many forms, but some of the most common types of data include:
- Text
- Numbers
- Images
- Audio
- Video
- Programs
In simpler terms, anything you can store or manipulate on your computer using software is considered data. This can be anything from a simple grocery list to a complex movie file.
Digital Storage and Security
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Digital access and security are fundamental concerns in today's technology landscape, regardless of what you're using a computer for. Understanding basic security principles protects you from malware, data loss, and online scams, creating a safe environment for exploration and learning. As a real estate professional, digital file security is even more important because documents may contain clients’ personal, confidential, or sensitive information. Computer security includes strong passwords and password management, antivirus and anti-malware software, and data backup. Without strong security, vulnerability to identity theft is higher. For example, a computer hacker or scammer stealing an individual’s personal and financial information can result in unauthorized purchases and money theft, a lowered credit score, or bill collection headaches for other people’s debts.
In the college setting, students may open their computers to find that data files have been corrupted and their almost-finished term papers have vanished. To prevent loss of important assignments, always save digital files to secure “cloud” storage applications. The information below compares the differences between computer file saving and backup procedures.
File Storage: Computer Hard Drive
Files that are physically stored on a computer’s hard drive and can only be accessed through that specific device or an access connection to it. Files could be located in the various folders on the computer, so create and name files in a way that will help you find them later. Unfortunately, if the computer is lost or stolen, or if it has a fatal crash, all files can be permanently lost. The computer itself should be password-protected to prevent others from gaining access to the files.
File Storage: Cloud Drive via Internet
By now, you have no doubt heard that some file is “saved in the cloud.” Basically, this means that the file is stored at a remote computer center with immense storage capability. In this case, the file can be stored and accessed from any device that has Wi-Fi or internet availability, usually from an app such as Google Drive, Dropbox, Microsoft One Drive, Apple iCloud, or Mega. If the computer is lost, stolen, or otherwise unavailable, the files will still be safe in the cloud. The cloud service account must be password-protected to prevent others from gaining access to the files.
Almost without exception, college courses require assignments to be entered into a word processing program, and either printed or submitted online. No computer? Most college campuses offer free computer usage in computer labs, libraries, engagement centers, and other locations. Refer to Module 6 for more details.
Students with laptops or tablets may be able to obtain free access to the Internet or Wi-Fi for their devices at the following locations:
- On campus in the college computer lab.
- In some parking lots and in many buildings on campus.
- The local public library
- McDonald’s, Starbucks®, and other restaurants.
Be resourceful in searching for computer and internet access; they are essential. Tip: If you don’t know where or how to obtain these, ask someone. Advocate for yourself and keep asking until you are able to find the resources you need.
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Data Protection and Online Security for Real Estate Professionals
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Data protection, also known as cyber security, is more important than ever. Online safety and security protect your private, financial, and confidential information from being hacked. Online cloud storage and security are vital for real estate professionals who store clients’ financial or confidential data electronically.
Cloud security refers to the practices and technologies that protect data, applications, and infrastructure stored or accessed through cloud apps. Cloud security involves a shared responsibility between the user and the cloud service provider. Although the cloud provider takes care of the core infrastructure security, you must still secure the access to your data by using strong passwords, managing user permissions, and using caution when sharing online.
Another security concern in real estate technology is the prevention of wire fraud, meaning theft of clients’ money via online scams. Wire fraud has become increasingly common and can cost real estate buyers tens of thousands of dollars, so real estate professionals need to educate their clients and provide them with wire fraud information (at least in California). At times, the FBI or CIA may become involved in attempting to recover the stolen funds; however, the sad truth is that usually once money is stolen, it is gone for good.
Real estate agents may choose to use computerized tools specifically designed to keep them safe while showing houses for sale. Professionals should be concerned about their personal safety and security while listing houses, showing houses, and hosting open houses for sale.
Spam blockers. Email is a common source of problems for computer users. Junk mail, or “spam,” arrives in mailboxes by the millions daily. Much of it is harmless marketing, but some can contain code that can cripple a program or device. Another email danger comes in the form of “phishing.” Phishing is email that tries to trick people into revealing sensitive information by pretending to be a trustworthy source, such as your bank, or a common site such as Amazon. Some email tools include spam blockers that route spam and phishing messages to a safe folder on the computer.
Anti-virus programs. Virus detectors such as Norton or McAfee will periodically scan a computer in search of computer viruses, malware, and other evil code. Be sure your computer is running one of these safekeeping programs