Taking Your CAC Reader on the Road: Travel Security Tips
Travel CAC security has gotten complicated with all the different scenarios flying around these days. As someone who spent years traveling to remote sites and customer locations with CAC access requirements, I learned everything there is to know about what actually works on the road versus what the security briefs assume. Today, I will share it all with you.
That’s what makes travel CAC setup endearing to us road warriors — when it works, you’re productive anywhere. When it doesn’t, you’re sitting in a hotel room unable to check email while your inbox explodes.
What to Pack (In Your Carry-On)
Never check any of this. Lost luggage with your CAC reader means days of waiting.
Primary CAC reader: Your regular reader that you’ve tested and know works.
Backup CAC reader: Readers fail at the worst times. A second one costs $20 and has saved me multiple trips. I learned this lesson the hard way in a hotel in Tampa.
USB extension cable: Hotel desk USB ports are always in stupid locations. A 3-foot extension provides flexibility.
Powered USB hub: Laptops with limited ports get flaky with CAC readers when other devices are connected. A small powered hub ensures reliable operation.
Power adapters: For international travel, bring the right adapters for your laptop and any powered USB hubs.
Getting Through Airport Security
Probably should have led with this section, honestly. CAC readers pass through TSA screening without issues — they’re just USB devices. Leave them in your bag or laptop case during X-ray screening.
Your CAC itself stays on your person. Don’t remove it from your wallet or badge holder to put in the screening bin where it could get taken or forgotten. Walk through the metal detector with your CAC; it won’t trigger alerts.
International travel may involve more questions. Security personnel unfamiliar with US military ID cards may ask what it is. “Government identification card for work computer access” is usually enough explanation. Stay calm. It’s not contraband.
Hotel Room Security
Hotel rooms present physical security challenges:
Never leave your CAC in the reader when you’re not at the computer. Remove it every time you step away, even for coffee. Housekeeping has access to your room. Maintenance has access. That CAC in an unattended reader is a vulnerability.
Use the safe: When you’re not actively using your CAC, keep it in the room safe along with your reader. Yes, safes can be opened by hotel staff, but it’s better than leaving things visible.
Position your screen: Work facing away from windows. Don’t let people in adjacent buildings or on the street watch you authenticate.
WiFi is not secure: Hotel WiFi is essentially public. Use VPN for any work access. Many DoD resources require VPN anyway.
Using Hotel Business Centers
Avoid using shared computers in hotel business centers for CAC-authenticated work if possible. If you must:
- Never leave your CAC in the reader unattended
- Clear browser data after use
- Don’t save any credentials
- Assume the computer is compromised and act accordingly
Your laptop with proper security configuration is always preferable to shared terminals.
Conference and Customer Site Access
Conference centers and customer sites present different challenges:
Network restrictions: Conference WiFi and guest networks may block VPN protocols. Test connectivity before you need it urgently.
Power outlets: Conference rooms may have limited outlets far from where you’re sitting. Bring a power strip or extension cord.
Tethering backup: If conference WiFi fails, tethering to your phone’s cellular data may work. Test this before you travel.
Visitor network policies: Customer sites may have specific policies about personal devices on their networks. Understand the rules before connecting.
International Travel Considerations
Traveling outside the US adds complexity:
Customs declarations: CAC readers don’t require declaration, but encryption software on your laptop may in some countries. Know the rules for your destination.
Network connectivity: VPN may work differently or not at all in some countries. Test before you travel. Have a backup plan.
Physical security: Some countries present higher theft risk. Keep your CAC on your person at all times. Consider anti-theft bags for electronics.
Hotel safe trust: In some locations, hotel safes aren’t trustworthy. Keep your CAC with you always if uncertain.
When Things Go Wrong
If your CAC reader fails on travel:
- Try your backup reader
- Try different USB ports
- Check if a colleague has a reader you can borrow
- Find a local electronics store — generic USB smart card readers often work
- Contact your IT help desk for alternative access options
If your CAC is lost or stolen:
- Report it immediately to your security office
- The CAC will be revoked, protecting your identity
- Contact the nearest RAPIDS office for replacement
- You’ll need two forms of ID for a replacement CAC
Coming Home
After travel, some security hygiene:
- Run antivirus scan on your laptop
- Check for any unusual account activity
- Report any security concerns from the trip
- Restock your travel kit — replace anything that broke or was lost
Work travel with CAC access is manageable with preparation. Pack smart, maintain physical security, and have backups ready. The goal is to stay productive without compromising security.
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