Too often we hear news reports of a top secret document being found on a laptop left on a train. Each time this happens, it’s a painful reminder that our data is only as safe as the potentially forgetful person carrying it. No amount of data security can make up for human error.
I only put it down for a moment!
Things were so much easier when all of your hardware was pinned to desks or too heavy to move. But the proliferation of portable devices and mobile technology has created whole new areas of risk.
Whether through theft, loss or resignation, there’s no avoiding the fact that business documents and data leave the building – sometimes never to return. Yes, insurance should cover the cost of replacing the device, but the hardware could be the least valuable thing that’s lost in such an event.
Because we now expect our staff to have fingertip access to essential documents and confidential emails 24/7, those business laptops, phones and tablets could house extremely valuable, or potentially damaging, data.
When an employee leaves your company, how thoroughly do you check their IT assets? They hand in their business phone and laptop, but what about their personal phone or home computer? Have any of your documents found their way on to hard drives far outside the reach of your IT services?
There are many reasons why BYO device policies are great for productivity, reduce business costs and assist in retaining staff. But it’s not so easy to ask someone to surrender their personal smartphone on their last day so that your IT department can wipe any company emails or synced files.
BYO device = takeaway data
When staff are allowed to use their own devices, a secure and controllable IT framework is necessary, not only to manage software and settings, but also to put a ring fence around company information.
Instead of allowing staff to use common services such as Dropbox to manage work files across devices, choose a secure, corporate solution – preferably one that doesn’t create a local copy of the document but stores it in the cloud. The right setup has the ability to control permissions – so you can deny access to former employees – and even remote wipe company data from the device.
This gives your business ultimate security. When an employee comes to tell you that their work BlackBerry is still on the train from Parramatta, an IT manager can revoke its access to the business and remote wipe all sensitive data. Some lucky person may get a new BlackBerry, but they’ll never know that your top secret annual report was also once on the device.
Kaseya has software and platforms to help businesses manage remote data across multiple devices, including BYO devices.
Do your employees store sensitive business documents and data on their work and/or personal mobile devices? What would you do if they lost it, or left the company taking the data with them?