When traveling abroad with technology – whether a laptop, smart phone or portable storage device – it is important that you be aware of situations you may encounter and to prepare properly before you depart.

The most important thing for travelers to know is that data stored on any device, whether a computer, portable storage (i.e., USB drive) or cellular phone or handheld device that is carried over a border presents a risk. The risks range from confidentiality of personal data to the more serious issues surrounding data, information or software that is sensitive in nature or requires an export license. For some countries, such as Cuba, Iran, North Korea, Sudan and Syria, an export license is required in order to travel there with a laptop computer.

While overseas, remember that data may be accessed without your authorization, permission, or knowledge. While crossing international borders, a country’s Customs Administration (including the U.S.) can question material on a computer, portable storage device or cellular phone. This means everything on the computer is subject to inspection.

There are certain countries that are known to access files and inspect operating systems as part of their customs upon entry. Extreme caution should be taken if you have proprietary information, patentable information and/or sensitive data or personal information stored on your machine/device. Be careful even with smart phones or other electronic device because you may have stored personal information that could lead to identify theft or export control violations.

If you are asked to open and log in to your laptop or mobile device by a border official, whether from the U.S. or the country you’re passing through or visiting, it is highly recommended that you comply with their request. Failure to do so will most likely lead to seizure or detainment of your laptop or device.

If your computer is seized by a foreign agency, try to obtain a contact name and phone number. Also, try not to leave without first obtaining some documentation that the laptop has been detained or seized. Then contact the local US Embassy or Consulate for advice on resolution in the local country. If detained or seized by the US government, please report the incident to your department and contact Duke’s Office of Export Controls.

Below are recommendations that should make traveling with technology easier.

Laptops

Mobile (cellular) devices

Additional Resources

Laptops
Consider borrowing a “clean” laptop from your department for your travel.

If you take your own (personal or Duke-owned) laptop, consider the following:

• Do you have any information stored on your computer that would be considered FERPA or HIPAA protected?
• Do you have export controlled technical data on your computer, such as information provided by the US government or technical data that belongs to another party?
• Do you have software on your computer that requires an export control license? (note: there is an exemption for the export of mass marketed software that is being used solely by the traveler on a computer that the traveler has effective control over during the temporary (less than 1 year) export. The only type of software that this exemption does not apply to is software that was specifically developed for military or space applications and non-mass marketed encryption software )
• Do you have personal information, such as tax returns, health information, or your Social Security number?

If you answered yes to any of these questions, consider the following recommendations to secure your computer:

1. Back up your files and leave a copy in your office or on your departmental file server. Completely remove any files that capture data or information that is related to military or space technologies that is not in the public domain.
2. Make sure that your computer login account and Duke NetID are password protected with a strong password and you have set your challenge/response verification questions: https://webacct.acpub.duke.edu/cgi-bin/proxypage.cgi?ppage=netid .
3. Remove, password-protect, or encrypt the data on your computers. Keep in mind that this will help guard against disclosure if your computer is taken, but some countries could require you to allow them to inspect the files, including U.S. Customs and Border Protection.
4. **Duke strongly recommends that you leave your data on a server at Duke and access the data via VPN connection.**
   Remember that accessing export-controlled information in a location outside the U.S. could be a violation. If you have a question, please contact the Office of Export Controls.
5. Turn off all file and print sharing on your computer. Please check with the OIT Service Desk or your departmental IT support team to ensure that this has been done.
6. Ensure operating system and application patches and updates are current.
7. Make sure you are running antivirus software and it is up-to-date (one may be downloaded from: http://www.oit.duke.edu/comp-print/software/license/index.php).
8. Test access to the Duke VPN to make sure that it works (https://portal.duke.edu) and use the VPN for secure communications back to Duke.
9. Consider purchasing a tracking application for your laptop prior to traveling in case it is stolen such as “lojack”. (http://www.absolute.com/en/lojackforlaptops/home.aspx ).
10. Consider clearing your browser history, cache, and cookies to delete any saved passwords or identifying information.

Note: For assistance in any of these changes to your computer, please contact your local IT support professional.

Mobile (Cellular) Devices:
If you have a mobile device like an iPhone, iPad or Android device, consider the following:

• Do you have any information stored on the device that would be considered FERPA or HIPAA protected?
• Do you have export controlled technical data/research on your device?
• Do you have personal information, such as tax returns, health information, or your Social Security number?

If you answered yes to any of these questions, consider the following recommendations to secure your mobile device:

1. Set the device up to require a password or passcode, and consider setting it to wipe the device's contents after 10 incorrect login attempts.
2. Set the device to time out (and require a password) when idle.
3. If traveling with a Duke provided cellular mobile device, contact your departmental mobile device manager to confirm the device will work in the country to which you are traveling and then activate global service accordingly.
4. Never leave the device unattended.
5. Be aware that mobile devices like iPhones and Android devices contain a wealth of information including cached email, website information, location information, contacts, and logged keystrokes. In many cases, it is very trivial for someone to recover this information from a stolen device.
   (note: for instructions of how to perform #1 and 2 above, visit you service provider or device manufacturer web site)

Additional information for Apple iPhone users:

1. Register with Apple (http://www.apple.com/mobileme/features/find-my-iphone.html) to enable remote wiping of personal devices when lost or stolen, or ask the OIT Service Desk how to set up for remote wipe via Exchange.
2. Download the Cisco VPN client from the Apple Application store.

Additional Traveling Resources:

1. Be sure to register in Duke’s travel registry: https://eruditio.aas.duke.edu/international/
2. Know about International SOS, Duke’s travel assistance provider, and print your identification card: http://www.internationalsos.com/members_home/login/clientAccess.cfm?CustNo=11BSGC000072
3. Understand what types of technology and destinations are regulated by federal export controls: http://ors.duke.edu/orsmanual/laptops
4. Understand what technology may or may not function at your destination: http://www.global.duke.edu/admin/it_resources/index.php
5. Set up your NetID challenges & responses in case you need assistance from Duke while traveling. This will allow Duke to identify you over the phone. https://webacct.acpub.duke.edu/cgi-bin/chalresp.cgi
6. Get information on other IT needs including using your phone out of country, computer power options, email access options, etc.: http://www.global.duke.edu/admin/it_resources/index.php
7. Take International SOS information with you: http://www.global.duke.edu/admin/health_safety/emergency_abroad.php
8. For U.S. Citizens orient yourself with the U.S. Embassy or Consulate at your destination (carry their contact information) and for non-U.S. citizens ensure that you are also familiar with the Embassy or Consulate of your citizenship at your destination.
9. Check to see if your cell phone has been enabled for use in the country you are traveling in: http://www.global.duke.edu/admin/it_resources/telephones.php